Numbering folders and adding item numbers to the finding aid
When you are finished with the description in the finding aid, the finding aid has been reviewed by the Senior Manuscript Cataloger, and you have made all the corrections to the finding aid, you are then ready to add item numbers to the finding aid and the folders.
All the folders should now be in the exact final physical order (usually matching the intellectual order in the finding aid).
Add numbers to the finding aid itself using the macro (Oxygen numbering macro is part of the Houghton Macro Suite installed on all the MS section computers.)
You can now number the folders using small removable sticky labels (you can get these from the Manuscript End-processing Assistant in the end-processing section).
Labeling boxes and sending to End-processing Section
Label the boxes. Boxes should have the call number of the collection, the item numbers contained within the box, the title of the collection, and the accession number. For example:
bMS Am 6789 (1) - (55) John Smith papers 98M-45 Box 1 of 50
Series information is not needed on the labels. It is the call number and item numbers that are crucial -- this is how everything is located at Houghton.
Removable multipurpose labels for the boxes can be obtained from the Manuscript Processing Assistant.
Fill-out the Manuscript Collection and Single Item Tracking Form and print it out. Update the AEON record to show the collection is moving to End-processing and print out a copy. Deliver the collection, the Tracking Form, and the AEON slip to the Manuscript End-processing unit (to the Manuscript Processing Assistant).
TEMPORARY LOCATION OF COLLECTIONS: If the collection is too large to be moved into the End-processing unit, find a location in the stacks where the collection may be housed temporarily [usually at the end of the bMS Am stacks], and include this location on the Tracking Form. It should be noted in the AEON record that there is a temporary location and often it is a good idea to also note the temporary location in the finding aid and as a $$z subfield in the MARC >852 field.
END-PROCESSING: Eventually the collection will be end-processed by the staff in the Manuscript End-processing Section, and if there are additional corrections to be made to the finding aid or to the MARC record, you may be notified to make them. Types of corrections that often need to be made are changes to the total box count, addition of <physloc> location designations to folders, minor typos in text that were formerly missed, changes to folder counts, etc... Sometimes small corrections are handled by the Senior Manuscript Cataloger, so as not to disturb your new project.
Examples of record-keeping details to make after end-processing:
- Sometimes portfolio folders from one collection are shelved with portfolio folders from other collections. In a case such as this these entries would be made:
a. In the finding aids for both collections, mark the item number: <physloc>pf </physloc> (3) Smith, John. Letter (photostat) to Jane Smith, 1845. <note><p>Shelved together: pfMS Am 456 (3); pfMS Am 467 (2). </p></note>
b. In the MARC records of both collections, create a PF holdings and in marke the 852 $$zShelved together: pfMS Am 456 (3); pfMS Am 467 (2).