BASIC BOX LABEL INFORMATION AND SAMPLES
The information in the HOLLIS availability screen is the best for use in making box labels. But one can also adapt information from the first page of the OASIS record. If there is repeating information, for example: Boston Museum Stock Company. Boston Museum Stock Company Kate Ryan Nolan Collection of Photographs, avoid repeating the name of the company, and just use the 2nd line in order to conserve space on the labels.
Formatting labels and Barcoding boxes
Standard box labels are left-margin aligned in order to maximize space for the barcode that goes at the bottom. Since everything is barcoded now, and the barcode contains the name of the library, it isn't necessary to add "Harvard Theatre Collection" to the bottom of the labels. After applying the barcode, if the box is going to HD, photocopy it to add to the HD notebook as a quick reference.
As of May 2011, we must also add a sticker that says either "HD THE" for HTC material, or "HD HOU" for everything else. Though it has been decided that this sticker goes underneath the bar code for volumes, there is not yet official word about the placement of the sticker on boxes. The sticker fits well to the right of the barcode on current box labels. If a decision is made to also place the sticker below the barcode for boxes, adjustments to the current standard flat box design may need to be made. Barcodes and stickers placed on the label itself make it easier to insure they will always be in the same location. If barcodes and stickers are to go outside of the label, there will be less ability to maintain consistent placement, since boxes come in different shapes and orientations.
We use box label holders throughout end-processing so that boxes are neatly labeled in a standardized way at all times. That way we avoid damage to the box from ripping off a temporary label, and we avoid post-its or other temporarily affixed labels falling off. For single box items it is best to label the box right after it is entered in the log, because boxes are called for sometimes while we are in the midst of end-processing a collection. We use 2 x 3 ½" business card size almost exclusively for box labels. (C-LINE no. 70238); along with Avery 5911 perforated Business card labels.
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SINGLE BOX COLLECTIONS
If a collection has only 1 box, you can choose the "Box Labels" reports in the Manuscript Log to print a single label. As long as you have dated the log entry, the Query "Print today's work" allows you to print only what you've finished that day, rather than printing the entire log. The reports can be adjusted to pair up with other queries too. And the queries can also be adjusted if you want to print specific call numbers rather than today's work.
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Adjust the query "choose single items to print" by highlighting it and right-clicking to get to design view. Then type over the call number in the check box at the bottom, or type in several call numbers. Don't disturb the quotations marks or other formatting though. The query in the screen below will pull up a table with only one record, MS Lat 426.
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Adjust the "print today's work" query by performing the same steps as above, but delete the report date: >=Date() (which means today's date) and instead type in >=12/12/11, or =12/12/11, or some other dates or variations. Make sure you put the original code for todays date in when you are finished using it.
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Sample Box labels for single box collections:
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MULTIPLE BOX COLLECTIONS (1-3 boxes)
If there are 3 boxes or less in a collection, and they are not going to HD, the Manuscript Log can be used to produce box labels, without using student help. But for multiple box collections of this size that are going to HD, or for very large collections, it will be less confusing and more direct to use the Box label database described below, because you can easily send both an internal email notification and enter item record data using reports that have been set up in the Box label database along with a macro that greatly speeds the process.
To make 3 or fewer box labels, open the Manuscript Log database (at the top of the panel on the left) and highlight the desired entry (assuming you have already entered it). Cut and paste it into the "Adjustable box label" table (also at top of panel on left). Paste it again into the next line to create the data for the 2nd box. Paste it a third time for the third box, etc. You can paste it directly over any pre-existing data in that table, as the data in there is temporary and is used also for folder labels. Then go back and add the range of items for each entry. And change "bMS" to "pfMS" where necessary. When you are done, you may need to delete and re-add the "autonumber field" so that will begin again with "1". Make sure to go into field view and change the type of field from "text" to "autonumber" in the drop down menu. After this field has been added, if you delete lines, it will throw off the box-numbering system. If the autonumber field gets completely mixed up, you can delete it and re-add it again. If you do that, add a sort to the field by opening the table in design view and at the bottom, asking it to sort from smallest to largest in the autonumber field. Add the range of numbers for each box to the call number on each line.
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This part of the screen shows the last field "autonumber". It is the field that automatically produces the box numbers.
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Click on the "Box Labels : multiple" report to display and printout the labels.
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MULTIPLE BOX COLLECTIONS (more than 3 boxes)
To print box labels for a collection that has 3 or more boxes, use the Box label database in conjunction with student-entered data in the Excel Spreadsheet called "BOX LABEL.data.xlsx (\\Hcl-wid1\groups$\HOUGHTON\Technical Services\Accessioning & End-Processing\End Processing - Manuscripts\Documentation\@manual\Documents used in manual\COLLECTION\BOX LABEL.data.xlsx)", rather than using the Manuscript Log. Instructions for students with regard to box labelling are included in the section called: Procedures, warnings and tips for students : all collections.
Basic steps for labelling multiple box collections
Part I: Checking contents of each box
- After student has finished labelling the folders for a batch of items, having entered box label information into excel as they went along, transfer the boxes to your table for easy access.
- Open the excel spreadsheet "Box.list" to view student entry of box ranges and storage indicators.
- Open the 3-ring corrections notebook associated with the collection.
- Open the first box and make sure all items are present and match the range (and notes about dummy
folders) indicated on the temporary label. - Make and insert dummy folders needed for items missing from that box.
- Make sure box label notes any missing items that occur at beginning or end of range of that box (these
do not require dummy folders). - Double check shelf indicator on temporary label and update corrections notebook (annotate in red with
"pf", etc., if, for example, item is shelved at end of collection as pf). - Make sure all other notebook corrections in that box range also seem in order.
- Make sure items go consecutively from smallest (top of pile) to largest (bottom of pile)
- Make sure box is not over or under-stuffed, and all items fit well.
- Add or omit boxes as needed, updating the excel spreadsheet (this is easily done in excel, but no so in
ACCESS). - Make sure fold edge of folders matches the drop front of box (if other way around, one can't get fingers
in to flip folders for viewing labels). - Double check excel data against the now verified temporary box labels.
- Repeat steps above for each box.
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Part II: Creating box labels - Open copy of the Box label database from the collections folder in the directory you created for the call
number you are working on. - In the "Box labels" report on the panel to the left, right click on "design view" and update the call
number, source, and date information for the box label template. - Copy the desired entries from the Box.list spreadsheet and paste them into the Box label table at the
appropriate box number. - Afterwards, check to make sure the autonumber sequence is correct where you pasted it.
- Do not delete any records if a mistake is made, because that would make a box number disappear from
the sequence. But paste over or type over an existing record if a change is necessary. - Click on the Box label report to see a preview of the labels.
- If you find that the box numbers aren't consecutive in the report, you may need to go back to the
original table, delete and re-add an autonumber field in "design view". Always check the photocopies
of the previous batch of labels to make sure your labels start with the correct number. - Use Print Preview (under the Office Button in upper left) to find the pages you need to print. At the bottom of the screen, in print preview, you can scroll through pages to find the ones you need. Then print them on the supply of white acid-free folder stock that is cut to 8 ½ x 11 sheets. Multiple box collections can be printed on perforated Avery business card sheets.
- Using the notes supplied by the students' excel spreadsheet, make dummy label folders for items that are shelved out of sequence. Insert the dummy folders as you go along, and make notes in red pen in the corrections notebook for the cataloger. A dummy folder is a folder whose crease has been trimmed, turning it into 2 single sheets, each of which can have a label affixed to mark that the item is out of sequence.
Out of sequence items that occur as the first or last item in the box range do not need dummy folders, but are simply mentioned on the box label. For example: [item (614 [1]) shelved as pf at end].
Dummy folders can be made either with the Dummy Folder database, using the tab at the bottom of the box labels spreadsheet marked "dummy folders" to record the data; or by using Dummy folder database to pre-print a sheet, which can then have item numbers typed onto it by hand. Though low-tech, this is often the least time-consuming way to go about it. In future, the ability to make dummy folders might be added to the Box label database so that everything is in the same place. - Go over the range of items listed for each box and make sure every number is consecutive from box to box; and if not consecutive that any missing items (shelved elsewhere) are accounted for on the box label. Do this again before sending the email notification.
BOX LABEL INSTRUCTIONS
Part II: Creating box labels, continued. - Proof the labels against the existing temporary box labels, then add the barcodes to the bottom of the label and photocopy them to save in the HD notebook so that there's a quick reference in case of any questions about what left the building. It isn't necessary to photocopy labels for collections that are NOT going to HD.
- Enter the barcodes for each box into the barcode field in Access.
- Export the "item record" report into a word.rtf file on your C: drive called: item record.rtf. Override the existing document, as its contents are temporary, having been left over from the previous batch of box labels. The document will automatically open.
- Run the word macro "parenthesistab", which strips parenthesis and removes tabs. This results in a document which lists the box label information for each box. Add any additional size information such as "; pf box" or "; document box", in accordance with the list provided earlier in the Manuscript End-processing Manual.
- In ALEPH, duplicate the item record of the last box from the previous batch. The cursor should be in the barcode field, with the barcode number highlighted.
- Run the macro ITEM RECORD : BOX DESCRIPION (Win+J) and wait a few seconds for the item record to be created and duplicated, ready for you to run the macro again for the next box description. You will be able to see the cursor as it copies each line of text, so you will know when to stop running the macro.
- Repeat the macro for each box.
- Look briefly over the ALEPH item records for errors.
- Check the item records in HOLLIS availability also, for any obvious errors.
- Follow steps in Harvard Depository PROTOCOL section of the Manuscript End-processing Manual to complete shipment.
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Sample Excel spreadsheet made by student.
Other questions that come up are also recorded by the student in the excel spreadsheet. The supervisor communicates these to the cataloger and they agree upon the correction, which is noted in red by the supervisor in the notebook, to be given to the cataloger at the end.
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Below are dummy folder labels in Acess. Item number for first label was added by computer, rest of them are added by typewriter as one goes along. This saves wasting whole sheets of paper each time you need to print and also provides a good opportunity to check the work as you go along.
Labels for items that are "pfMS" shelved at end will remain on the sheet after the student is done labelling the "bMS" items. They should hand those sheets with leftover labels to the supervisor, with notes or explanations of any odd labels that were left behind. That is, in case an item was not found by the student, the supervisor would need to know that.
It is simple to train the student in how to use the excel spreadsheet simply by showing them the spreadsheet from the previous collection.
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Item Records for multiple volume manuscripts with more than one location.
When a single item consists of 2 volumes that are shelved in different locations, we can make 2 separate item records, one with a note telling of the location. Here is an example of 2 vols. single item where one is shelved fMS, one is shelved MS.
Here is an example of 2 vols. single item where one is shelved fMS, the other is shelved MS.
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ITEM RECORDS FOR MATERIAL GOING TO HD.
In order to send things to H.D., the item record must be correct. Here are samples of how they should look.
Tab #2:
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Tab #3
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CONSECUTIVE CALL NUMBERS BOXED TOGETHER (shelved onsite)
If several consecutively numbered single items are of a similar size and fit well together, it may be more cost-efficient to store them each in a folder within a box, rather than putting them all into pre-fabs and spending time making tabs and putting in donor plates. Other than being initially grouped by Am, Arabic, Fr, Thr, Typ, etc., manuscripts are cataloged in the order received, regardless of size and shape. This is apparent in the catalogers' shelf list, an excel spreadsheet (see below). Each folder, containing a distinct single item, will get a barcode, and the box goes without. This is the only instance in which we would put a barcode on a manuscript folder.
See corresponding sample page from Manuscript shelf list below:
By entering data from the HOLLIS availability screen and ALEPH into the MS Log in a certain way, labels are generated for the folders automatically. These are formatted like the normal-sized manuscript folder labels with full information.
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The box label can be generated individually using the WORD box label template (\\Hcl-wid1\groups$\HOUGHTON\Technical Services\Accessioning & End-Processing\End Processing - Manuscripts\Documentation\@manual\Documents used in manual\Labelling single items.docx). It will look like this:
bMS Am 1441
bMS Am 1442
bMS Am 1443
bMS Am 1444
bMS Am 1445
bMS Am 1446
bMS Am 1447
This convention makes it easy for the Stacks staff to notice that there are multiple items in the box. Also, if one of the consecutive numbers was a pf item that did not fit with the others, we would leave a space to visually indicate that as below:
bMS Am 1441
bMS Am 1442
bMS Am 1443
bMS Am 1445
bMS Am 1446
bMS Am 1447
The cataloger will have to annotate all of the records afterwards to show that they are shelved together and each in a single folder. The first item will be the one that records the fact that they are all shelved in a single box, and will show the linear feet. Subsequent items will say "1 folder in 1 box, shelved with bMS Am 1441-1447".
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Below is a sample of the Manuscript Log entry for the first item in the box:
FINAL STEPS FOR ITEMS GOING TO HD
Once all boxes are labeled, there is a sequence of steps to follow in sending them to the Harvard Depository. See the Manuscript End-processing Manual section called: Harvard Depository Protocol.