Subject Files

Subject Files

Overview

Up until the early 1990s, Houghton almost never retained subject files in their original order or even as whole files; they would be broken up into their component genres and distributed among "classic" Houghton series.

Sorting

A collection in its accessioned state may or may not at first glance appear to contain subject files. Creators may leave files with explicit titles, possibly even in alphabetical order. If the collection is literary, the creator may have kept research files clearly leading up to a novel; an organization may keep files on an obvious event or issue. Often, however, particularly in larger collections, there will be some unlabeled mixed files that do not fit logically into other established series but are clearly more than random gatherings. It is often useful to set aside such material until the "easier" material has been sorted and arranged; the meaning may become clear after the processor has gained more familiarity with the work of the creator.

The value of subject files lies largely in their collective evidence, of the way the creator thought and worked; they are secondarily important in their "subjectness." For this reason we generally respect the original order of such files, though within files we may sort further if readers clearly will benefit and/or the collection's value is high and/or it will not take much time. Nevertheless, subject files are not typically given more than folder-level, and sometimes only series-level, description; they are generally arranged alphabetically by folder heading (whether the folder headings are the creator's or the cataloger's or a mixture of both).

These files tend to be composed of mixed material, including anything that can be found in other series: correspondence, compositions, printed material and ephemera, photographs, fragments of any of the preceding, electronic/digital media, and realia. Material of a given type should be housed according to its preservation needs and to aid in end-processing; see sections on the various types of material for preservation details.

Additional Sorting and Handling Considerations

• unfold letters and other materials, leaving items too large to fit in a folder in place for later end-processing into pf storage if necessary
• retain envelopes in place after letters and other materials they contained
• wrap pieces of torn items in full-sized acid-free paper to keep pieces together and warn end-processors of fragility
• remove staples and other hardware where safe, possible, and practical (may be retained if not rusting and integral to the item)
• remove rubber bands, string, twine, ribbon, and other ties, using full-sized acid-free paper, or separate folders, to group items as necessary (retain sample of tie material if meaningful)
• remove sticky notes, if written on, to inserted blank acid-free sheets and leave in original place
• if they are devoid of marking, remove binders and rehouse contents
• if they do have marking, remove binders and rehouse contents in folders, noting in description "removed from binder labeled..."; remove binder to end of collection (alternatively, photocopy markings and discard binder, with curatorial permission)
• consult with curator about removing blank and multiple items such as cardboard separators, excess blank stationery, multiples of printed pamphlets, etc.
• clippings: insert legal-sized or larger acid-free paper as buffer around acidic clippings
• photographs: if not being removed to separate series, consult Photographs/Visual materials for further information
• Realia: remove, noting original location, to appropriate location in collection, and consult Realia for further information

Cataloging Examples

Labeled by creator and content matches labeling:

If collection is to receive full cataloging

• sort within each file by these criteria in this order:
  • correspondence or letters (if present)
  • compositions (if present)
  • photographs (if present)
  • other forms/genres (use AAT terms), alphabetically listed
• EXAMPLE:

I. Subject file: Armenia.

1. Armenia. Clippings, 1915. 2 folders.
2. Armenia. Clippings, 1916-1920. 1 folder.
3. Armenia. Correspondence, 1913-1914. 1 folder.
4. Armenia. Correspondence, 1915-1920. 1 folder.
5. Armenia. Pamphlets. 1 folder.

II. Subject file: Coffee.

1. Coffee. Advertising. 2 folders.
2. Coffee. Clippings. 1 folder.
3. Coffee. Samples. 1 folder.

If collection is to be relatively quickly processed...

• keep in original order (if it presents no end-processing problems)
• EXAMPLES:

1. Subject file: Armenia. 6 folders.

2. Subject file: Coffee. 4 folders.

EAD mark-up example for Subject files