End processing of processed archival collections

General policy:

Archivists are responsible for doing routine end processing tasks, including:

Top container labeling for all collections;
Folder labeling for collections processed beyond the accession level;
Packing of boxes to go off-site to Harvard Depository.

Archivists should reach out to the Manuscripts End Processor when:

Materials in the collection require special housing (see below for examples);
Materials in the collection require padding inside their boxes;
When boxes remaining on-site are ready to be shelved.

Archivists should work with the Manuscripts End Processor early in processing to determine if any collection materials require special housing, re-ordering supplies, or making special arrangements as necessary. Some examples of materials needing special housing include: framed items, oversized items, objects (masks, keepsake boxes, index Rolodex files), audiovisual materials (records, VHS tapes, reel-to-reels), mounted plaques, extra small items, and most photographic materials.

The vast majority of collections that are newly processed will be relocated off-site, though Public Services staff or the curator overseeing that area may elect for materials to remain on-site. See the end processing tracking sheet to see a list of special materials that are never allowed to go off-site to Harvard Depository.

Detailed directions for box and folder labeling are below.

Creating box labels for collections

Prior to starting labeling:

Labeling is best done at the end of a processing project, once the finding aid, bibliographic record, and holdings record(s) have been completed. The finding aid should be published if possible.
All archival objects must have top containers (and, if applicable, child containers) for the folder label importer to work correctly.
All on-site materials in a collection must have a holdings record with “AS” as the location and must have top containers and locations recorded in ArchivesSpace. (AS stands for ArchivesSpace and signifies that locations can be found there.) All off-site materials have a holdings record with “HD” as the location; they must also have top containers and their location at HD recorded in ArchivesSpace as [HOU] Harvard Depository.
Collections should typically have no more than two holdings records for on-site and off-site.

Creating Box Labels

To produce appropriate labels for the boxes, use the script located here: H:\HOUGHTON\Technical Services\MS Section\MS documentation\OLD box and folder scripts\hou.labels.boxes.v2017
This file may be updated periodically; please check these instructions or with the Head of the Manuscript Section for the appropriate file. The README document for the updated box label-maker is still correct for directions for this process.
There is a newer version that was created in spring 2022, but it has issues and the older version is preferred.

Simple step-by-step directions

Go to finding aid, and to the Export button on the right side. Use the arrow to get the menu, and select “Download container labels.”
This will open a background job on a second tab.
Click “Refresh Page” once the job has processed (it turns green under “job is complete” on the left side).
Once refreshed, under “Files,” a single “File” will appear. (Right above the Log.)
Click on “File” and save to downloads.
Go to: H:\HOUGHTON\Technical Services\MS Section\MS documentation\OLD box and folder scripts\hou.labels.boxes.v2017 and open the windows batch file. (This file may change and be updated periodically, please check these instructions or with the Head of the Manuscript Section for version information.)
A pop-up window will appear and you can select the file you just downloaded.
A word document will automatically open with all the top containers.
Print one or two pages at a time to avoid printer jams.

Barcoding and labeling boxes/Creating item records

Apply barcodes to each box label, and, if materials are going off-site, HD stickers. The barcode typically goes right under the printed content (call number and collection name, box number), but can also go towards the right if that’s a better fit. The HD sticker goes to the right of the title information.
- Harvard Theatre Collection materials must get HTC HD stickers and Harvard Theatre Collection barcodes - or barcodes with no words.
- All other Houghton collections must get HOU HD stickers and Houghton Library barcodes or the barcodes with no words.
Scan the full label sheets on the RICOH printer and save for your reference. This is in case there are any problems when materials are being accessioned at Harvard Depository.

Creating item records

There are two approaches to creating item records
- If there is one holdings record, you can click on "Items," get the list of existing items, and then click "Add item"
- If there are two holdings records, you must open the appropriate holdings in the Metadata Editor and have it selected, then go to Add Inventory and scroll down to "Add Item."
While creating item records, once the new record has popped up:
- Select Mixed Material in “Material type” and Special Collections requestable (91) in “Item policy”.
- Fill in “Description” with box and identifier (formatted as Box X)
- Put cursor in Barcode and then scan appropriate barcode for the box or folder. The information will save automatically. Continue adding until all top containers have item records with barcodes.
- Keep in mind that Alma will not allow you to enter the same barcode twice. The system can also be slow to accurately add up the new item records in the item count if you're going through the MDE.
Once item records are complete, apply box labels to boxes. Labels must go inside the plastic holders on the boxes. If the boxes are going to HD, tape the open side of plastic holders. The open side does not need to be taped for boxes staying on-site.

Creating folder labels

To produce labels for both the folders in boxes and the oversize folders that function as top containers, use the script located here: H:\HOUGHTON\Technical Services\MS Section\MS documentation\OLD box and folder scripts\hou.labels.folders.v2017\hou.labels.folders.rev20190114
The README document for the updated folder label-maker is still correct for directions for this process, but the updated script will not work for materials with oversized collections.
Child containers (i.e. folders) are not required for the folder label-maker to work properly, should you not be numbering the folders in the finding aid. However, if there are not numbers for the folders in ArchivesSpace, they will not be supplied by the label-maker.

Simple step-by-step directions

Go to the collection’s resource record in ArchivesSpace.
On the right side, click the arrow to get the menu under Export and select “Download EAD.”

If you have not yet published the finding aid, make sure checkbox next to “include unpublished” is selected.
The “include DAO” checkbox is not important either way for this purpose.
Leave the file that is created in Downloads for easiest access.

Go to H:\HOUGHTON\Technical Services\MS Section\MS documentation\OLD box and folder scripts\hou.labels.folders.v2017\hou.labels.folders.rev20190114 and double click on the Windows Batch File “hou.labels.folders”.
That will open a pop-up window; select the EAD file you just downloaded.
Another pop-up may ask you for permission to use the batch file; say yes.
A Word document will pop up and automatically be populated with the folders.
Take a look at the Word document and make sure everything looks ok.
Print one page at a time to avoid the label pages getting stuck or messed up.

Some things to keep in mind before printing

If the batch file says it can’t process, it’s because there’s an error in the EAD somewhere. Open up the Oxygen Editor and the EAD file and locate the error - typically a title tag issue, missing < or >. Then go into ArchivesSpace to fix it in the system and re-download the EAD after saving. The batch file should work. (It’s key that you fix it in ArchivesSpace, no need to fix errors in the downloaded EAD.)
Sometimes folder labels may also appear out of order. This is due to the fact our intellectual arrangement does not follow physical arrangement, and is something to keep in mind.
Sometimes the batch file doesn’t produce multiple labels if you have an archival object with multiple containers or child containers (something like Folder 1-4 might only produce a label for Folder 1). In these cases, it’s easiest to just manually add the remaining folder labels you need in the Word doc, using copy and paste.
If file titles are too long, they will make the label too big and shift everything down so it doesn't fit. They can only be two lines long in total. Look through and make sure this hasn’t happened. If it has, you can shorten the file title to two lines and use an ellipsis at the end.

Too long example:

MS Thr 861 Folder 22

Grisi, Carlotta, 1819-1899 and Perrot, Jules, 1810-1892, The Naiade and The Fisherman

(Ondine) as performed 30 January 1851, St. Petersburg, colored lithograph by Borell, circa

1851 January

HOUGHTON LIBRARY

Shortened version:

MS Thr 861 Folder 22

Grisi, Carlotta, 1819-1899 and Perrot, Jules, 1810-1892, The Naiade and The Fisherman

(Ondine) as performed 30 January 1851, St. Petersburg…

HOUGHTON LIBRARY

Labeling collections with oversized flat file materials

In cases where oversized flat file materials are part of a collection and will be included as top containers needing labels, please see this separate document for a slightly different workflow.

Steps after labeling

Off-site packing

If a collection is going off-site, pack the materials for pick-up. Newly processed items (those with new barcodes that have not yet been to HD) must go into grey bins, with pink zip ties.
Packing into a grey bin (for items that have had changes to barcode and need to be accessioned at HD):
- Place box(es) in bin - multiple Hollinger or flat manuscript boxes will fit in each bin. A single Paige box will typically fit on top of the foam inside the bin.
- If lid does not close fully over the Paige box and foam, you may need to remove the foam at the bottom and set aside to return to HD separately.
- Place rain-catcher with soft white side up over and around the box(es).
- Close the bin, and attach pink zip tie to the front so that the long part faces down and won’t stab anyone picking it up.
If you have box(es) that won’t fit in a bin, stack on top of the grey bins that have been packed.
If you have boxes that weren't changed during processing (barcodes remain the same), do the above steps but with a red bin and white zip tie.
Please see the HD Circulation in Pusey portion of the wiki to arrange pick-up of your bins.
Archivist closes out all Aeon slips relating to the collection and updates locations in ArchivesSpace to [HOU] Harvard Depository once materials are packed and pick-up is confirmed.

On-site shelving

All on-site shelving is done by the Manuscripts End Processor, Vicki Denby.

Once boxes (and folders, if necessary) are labeled, let the Manuscripts End Processor know they are ready for on-site shelving via email. If there wasn’t already a tracking form submitted, do that when the material is handed over.
Once Vicki has picked up the materials for shelving, close out all Aeon slips. Vicki will add locations in ArchivesSpace once materials are shelved.
If there is remaining material needing special housing, discuss with the end processor first and then fill out the online Manuscript End-Processing Tracking form.
If the material is going to the end processor, route all Aeon slips to “In Technical Services -- End-Processing” and change the assignee to Vicki Denby.