Books End-Processing: Enclosures

We use enclosures for materials requiring extra protection for their long-term preservation in the stacks. Enclosures typically used include prefabricated cases (prefabs), CMI cases, folders, phase boxes, and Tyvek envelopes.

Prefab cases

For: Vulnerable items thinner than 1.3 cm.

The Acquisitions Assistant and Catalogers put items in prefabs, if appropriate, when cataloging, and record “In prefab case” in the 563 field of the holdings record. At times, the end-processor may decide to place an item in a prefab because it is becoming unbound, parts of the text block are becoming loose, etc. After placing the item in an appropriately sized prefab, the end-processor adds the binding note containing this information in the holdings record. If the item is now over the 28 cm height requirement in the prefab case, an appropriate height designation is added to the routing slip and the 852 field in the holdings record.

The current source for prefabs is Gaylord Archival. Gaylord’s product line has changed in the past and will continue to change, which will have an effect on our prefab supply. The prefabs used by Houghton come in pamphlet, ¼” inch, and ½” inch depths, but not every size has all depths. Some sizes are off-the-shelf and others are custom made. Listed below are our current prefab supplies. The Technical Services Assistant maintains the inventory in cooperation with the Technical Services Librarian.

Tyvek Envelopes

For: Hardcover books in good shape that are being sent to HD.

Tyvek envelopes are a form of protection for hardcover books destined for Harvard Depository. No other books use these envelopes, and they are not to be used for most fragile hardcover books, such as those with detached boards. They are available in five sizes and can be cut to fit books smaller than the smaller size. For very large books, the envelopes are cut and taped together to create larger sizes. The envelopes are tied with cotton ribbon to secure the book in the envelope. The five sizes are ordered from Gaylord.

• 6.75” x 9.25” (order number 3970)

• 7.5” x 11.75” (order number 3980)

• 10” x 13” 

• 11.25” x 14.5”

• 11” x 16” x 3” with gusset (order number 3990)

Sometimes, envelopes are used as a temporary form of protection for accessioned and classified materials waiting for more appropriately designated cases. Both acid-free paper envelopes and Tyvek envelopes are used for this purpose. There are various sizes of envelopes, both new and used, available in Books End-Processing.

Acid-free folders

These are used to protect single sheet or flat multiple sheet publications and other thin material, such as music scores, broadsides, and other flat files. Supplies are stored in the Supply Closet. There are five sizes of folders are ordered from Flagship.:

• 10" x 13"  (25 x 33 cm.) - used for sheet music and AB-ZB

• 11" x 15"  (28 x 38 cm.) - used for bTyp and Music

• 18" x 24"  (46 x 61 cm.) - used for pAB-ZB and pTyp

• 20” x 24”  (51 x 61 cm) - used for broadsides

• 30" x 44"  (76 x 112 cm.) - used for all oversized flat material (pp classes, etc.)

*Visit the Broadsides and Flat Files page for specific information on folder sizes for the different Houghton classification schemes.

Dust jacket covers

For: Items with dust jackets, except when housed in a CMI or prefab case.

End-processors make the dust jacket covers:

• Select the appropriate size for the dust jacket cover (small or large).
• Place the flat dust jacket face-down into the prefolded flap.
• Fold the top of the Mylar cover over the top of the dust jacket, making sure not to fold the dust jacket itself.
• Remove the dust jacket. Use a teflon folder to strengthen the crease on the top of the Mylar cover.
• Open the flaps of the Mylar cover, and using the metal ruler as a width guide, trim down the flaps to a 2" width.
• Place the dust jacket into the Mylar cover, and trim off any excess Mylar on either side. Leave 1/2"-1" of Mylar on either end.
• Place the book into the covered dust jacket, and gently cover the book, one side at a time. Gently fold the front and back covers so the covered dust jacket fits snugly.

CMI Cases

For: Vulnerable items thicker than 1.3cm (Some thickness exceptions for landscape format and other irregular items.)

Catalogers  place items on the "Incoming CMI" shelf with Aeon slips.

End-processing assistants measure the items, order the cases, and assemble them before the items can enter the end-processing workflow.

Custom Manufacturing, Inc. in Florida manufactures CMI cases for Houghton Library in batches. CMI cases are tan, 1.5 mm e-flute corrugated custom-made boxes in a clamshell style. The holdings records list “In CMI case.” in the 563 field. Directions for assembly are provided in every order. Several types of items require a CMI case.

• Paperbacks

• Books in wrappers

• Books with detached boards

• Shaken books

• Fragile and delicate books (non-vellum)

• Decorative bindings, such as clasps, that need protection

• Modern artists' and fine-print books in cloth slipcases

• Items with furniture (e.g. bosses) that stick out and could harm neighboring books on the shelf

• Volumes with loose leaves (e.g. portfolios)

Phase boxes

Phase boxes are strong archival boxes with button enclosures used for special and delicate items. They are ordered through the Protective Enclosures Coordinator or other Preservation Services staff members in Widener Library. Orders are ordinarily placed in coordination with the Manuscripts End-Processing Assistant. A sample of items include:

• Vellum bound items, both limp and stiff

• Books in an awkward or vulnerable format including overly large and/or narrow items, oddly shaped artists' books, and particularly heavy items

• Items with furniture such as metal clasps, rivets, decorations, etc.

• Items that require boxing but do not qualify for a prefab or CMI.

The 563 field in the holdings record includes the statement “In phase box.” If an item is deemed in need of a phase box after cataloging, an End Processing staff member includes the note above in the item’s holding record.

Miniature books storage containers

Miniature books are defined as books not larger than 3 inches in height (7.6 cm). Because of their small size, they are vulnerable to damage and falling behind neighboring items on a shelf, and are not to be shelved as quarto and folio books are shelved. Books End-Processing has special nine compartment storage containers to store them on shelves in the stacks. Nine miniature books are stored in one storage container and each book has the box number and compartment number in its call number. The storage containers are stored in Houghton Library on the basement level across from the elevator.

1. Creating a new lot

• Open the CMI OrderBuilder program. 
• Create a new boxing order and save in month-year-day-initials order (ex. 2014-06-31-AH).
• When prompted, start the item count at 1.

2. Measuring

• Remove item from temporary envelope.
• Using the phase box measurer, measure the height, width, and depth of each item in mm.
• Enter these measurements into the new CMI OrderBuilder order. 
• Write the boxing order number on the EMPTY temporary envelope, followed by a slash and the book number (for example, for the first book you measure, write “2014-06-31-AH/1”). This will allow you to match items to the finished boxes.
• Return the item to the envelope and place on "Awaiting CMI Arrival" shelves.
• Select "Create New Box."
• After you have completed the last item, click on “Exit” in the CMI OrderBuilder.  Each lot is saved in the C Drive, under C-DRIVE (C:)\Program Files\CMI.
• The Technical Services Assistant will email the order to cmi@archivalboxes.com
  
  

3. Completed box orders

1. When boxes arrive, locate the correct lot on the shelf.
2. Open up the box orders.  Starting with number 1, fold the boxes along the scored lines to create the CMI case. 
   
   1. When the box is constructed, place the item inside and make sure that it fits securely and closes easily. 
   2. Keep the routing and Aeon slip with the item and case, and save the envelope for use in the future. Discard envelopes that are torn or dirty.
3. Continue until all boxes are assembled.  Save any packing paper in the mezzanine storage closet, and recycle the shipping boxes.
4. If an invoice is included, send this to the Technical Services Librarian.
5. Place items on the appropriate “Incoming” shelves in End-Processing.