Broadsides and Flat Files

The following instructions are for acquisitions staff and primarily pertain to printed flat files being sent to rare book catalogers.  Changes in procedure over time have also been noted below.

Unless specifically marked for HD, these items generally do not go in prefabs.   Each sheet is placed in an acid-free folder that corresponds to its size and classification.  The majority of flat files classified in the Houghton Main Author scheme are stored on the sub-basement level in custom-made boxes.  Therefore, it is important that the folder provided for a new accession is one of the size designations listed below. 

Printing and Graphic Arts flat files (such as those cataloged TypDr) are stored in custom-made boxes, of different dimensions than the following folders. Historically the curator would provide the necessary folder already cut to size when delivering the item to Acquisitions for processing. For more information about P&GA flat file sizes see Sz, Sz2, Sz3, and Sz4 under Typ Classification.

As of 2018, Harvard Theatre Collection broadsides and flat files are treated by the Manuscript Section and should be routed to MS Accessioning.  See Harvard Theatre Collection ephemera procedures.

Folder Sizes

• 10" x 13"  (25 x 33 cm.) – for items given a regular Houghton Library accession number.
  

  Used for material classed according to the Houghton Main Author scheme, AB-ZB.

  For the main Houghton author class, the b to indicate broadsides is applied internally, to the second digit of the first part of the call number (therefore AB85 replaces AC85). See also the Rare Book Section wiki for Houghton Main Author Class and Broadsides.
  

  Applicable Alma codes:  HOU GEN

• 11" x 15"  (28 x 38 cm.) – previously used for items given a P&GA or Theatre Collection accession number.
  

  Used for Typ classed material and TS or otherwise classed Theatre material.  The call number will have a prefix “b” to indicate it is a small broadside.  See Hollis no. 013616355 for an example.

  Applicable Alma codes:  HOU B ; HOU LCB ; THE B ; THE TLCB
  
  

• 14" x 18" (36 x 46 cm) - Do not use these folders for HOU Broadsides

• 18" x 24"  (46 x 61 cm.) – for any accession too big for a 10" x 13" folder.
  

  Used for pAB-ZB and pTyp.  The call number will have a prefix “p” to indicate it is a large broadside.  See Hollis no. 990133792640203941 or 990133144960203941 for an example.

          Applicable Alma codes:  HOU P

• OVERSIZED – for any accessioned flat file too big for the 18" x 24" folder.
  

  When an item is too big for the 18”x24” folder, the cataloger will consult with the curator and/or end-processing to arrange for its final housing and destination.  Over-sized materials may be assigned the prefix PP (meaning over-sized, stored in a box) or the prefix PFC (meaning they do not fit the PP box sizes, and are stored in the black filing cabinet instead).  Incoming Theatre Collection broadsides larger than the 11 x 15" folder were housed in either a case-range half drawer (PFD), or a case-range full drawer (PPF) in Pusey prior to the new Harvard Theatre Collection ephemera workflow.  End-processing can assist with procuring or cutting down to size a folder suitable for the item’s ultimate destination.  For accessioning purposes, place the broadside in an 18 x 24” for minimal protection while it is waiting to be cataloged. 

PP Broadsides - Locations and Dimensions

*note: these sizes are not currently available for ordering, and would have to be cut by hand.

PFC Broadsides - Locations and Dimensions

All PFC broadsides are located in drawers of the black filing cabinet on the basement level.  Each drawer contains folders of varying sizes.  The maximum size a drawer can hold is 35 x 49”.  The recommended folder size is 28 x 38”.

Drawer 4:  AB-ZB

Drawer 5:  Typ

Drawer 6:  TypDr

Drawer 7:  TypTS

Drawer 10:  HOU-LC

Theatre Collection Broadsides - Locations and Dimensions

Theatre Collection broadsides larger than the 11 x 13 folder size are stored in case ranges in Pusey.  Items are stored in half-drawers (PFD) or in full drawers (PPF).

Procedure for accessioning flat files:

1. Ascertain whether the item is a P&GA, Theatre, or regular Houghton Library accession.  If Houghton or P&GA, assign an accession number to the item and write it on the verso. If the flat file has been purchased by Theatre, do not write an accession number on the piece--it will be accessioned by the Manuscript Section.
2. House the item in a folder size that corresponds to its curatorial department and ultimate destination.  Make sure there is at least 1/2 inch of extra space beyond the edges of the broadside inside the folder.
3. Establish a bibliographic record for the item in Alma. For items purchased by Theatre, consult the Manuscript Tracking Form Responses for instructions on which collection record to use in Alma, then process payment and route to the MS Accessioning Archivist.
4. Create a holdings record as per usual.  The prefix code in 852 $$c should reflect the folder size:

• • If the item is in a 10x13 folder, leave the prefix code as “GEN” in your holdings.
  • if the item is in an 18x24 folder, indicate “P” as the prefix in your holdings.
  • if the item is over-sized, it will be given either a “PP”, “PFC”, “PFD” or “PPF” prefix by the cataloger.  The accessioner will leave it as “GEN” in the holdings, since the cataloger will make the final determination.