Print, Photocopy, and Distribute Copies of the Finding Aid
*Please note that the total number of finding aids that are require to be printed has changed. It is now only necessary to print two copies to be housed in the Library; this is in addition to whatever you are sending to the donor.
To facilitate ease in formatting, finding aids should be downloaded from Firefox. First, open the finding aid from OASIS in Firefox:
- Right click in main frame of finding aid
- Select "This frame," then "Save frame as" and save it to desktop using the extension ".doc"
- Close Firefox
- Open document from desktop (it should open as a Word document)
Public Services, which houses finding aids in spring binders, will need one copy with 2" left margins; the remaining copy will have one inch or 0.75 inch margins. This necessitates formatting the document twice, as described below.
To format for Public Services:
- Click on the "Page Layout" tab
- Click on "Margins" button
- Select "Custom Margins" (last option)
- Change left margin to 2”
- Change top, bottom, and right margins to 1
- Click "OK"
Next
- Click on the "Insert" tab
- Select the "Header" tab
- Select Blank (first option)
- Scroll down to second page of the document and click "Header" button
- Select "edit header" (near bottom of options)
- The "Design" tab should be open with "options" available; select "Check Different First Page"
- Select "Insert Alignment tab"
- Select Right and click OK
- Click on Page Number ("header & footer" tab, far left)
- Select "Top of Page"
- Select "Plain Number 3" (the number 2 should appear in the header field)
- With cursor in place before the "2," type collection information. For example:
Boomer Kennedy [return]
MC [space] 508/Page [space] #2
- Close Header Tab
- Print document (single sided)
- Present this copy to Public Services. Consult with the Head of Public Services (Ellen Shea) and arrange a time to deliver the finding aid and meet briefly to discuss the collection.
To format for Manuscript Department, donor, and self (reformat the document with one inch or less margins all around):
Go to Page Layout
Click on Margins (under page layout tab)
Select Normal (for 1” margins all around)
Print ONE copy, printing on both sides of the paper, if your printer allows. Then, using the photocopier’s double-sided option, make one additional copy if you are sending the entire finding aid to the donor (two if you'd like to retain a hardcopy for yourself).
Distribute the copies as follows:
- Place one in the Manuscript Department's files in three-drawer lateral cabinet outside 420. Each finding aid receives its own folder and is filed alphabetically by collection name; the MC number is listed on the left side of the folder tab, with the collection name in the middle (e.g.: MC 468 Fisher, MFK; or 2005-M96 National Organization for Women).
- Send one copy to the donor (see Communicating with donors)
- If you wish, retain one copy of the finding aid for your records.