Single item manuscript end processing for the end processor

*NOTE: We no longer end process and shelve items that do not have call numbers. If an item is routed to end processing that only has an accession number, it should be re-routed to single item manuscript processing to first receive a call number.

SINGLE ITEM MANUSCRIPTS

Single items do not have finding aids in ArchivesSpace because they don't represent collections of anything, but stand alone. They come in many shapes and sizes. They can be sheets of paper that get put into a prefab; a bound volume requiring no housing; a volume inside a cmi or preexisting box; an oddly-shaped item inside an oddly-shaped box; an upright document box with multiple folders; a flat clamshell box with multiple folders; or pf boxes of any size with multiple folders, etc. Single items can be shelved at Houghton or can go to H.D. There are many variations. The characteristic they mostly share is that a donor plate is affixed to the volume or cmi or prefab. However, single items that are shelved in a folder inside a box with other single items, and objects stored as they are, or stored in a standard clamshell or pf manuscript box of any size do not get donor plates pasted in the box, or onto the folders.

NOTE: Sometimes a small manuscript collection will arrive in end processing that seems more like a single item, because it doesn't have a finding aid. Instead, the "items" are listed in the 520 field. It is easy to get confused, even though the tracking form differentiates between collections and single items. Custom procedures are required to produce the labels for such collections, since the format/placement of data doesn't conform with that of other manuscript collections. If the collection is end-processed as a single item by mistake, some of the information could be misconstrued on the labels. Sometimes a bound volume will arrive that seems like a single item, but is actually a collection, because it is an album with a collection of letters pasted in, for example.

PROCESSING LEVELS : Single item manuscript end processing

Unlike archival collection processing, which has three levels, single item end processing has only one. That is equivalent to level III, the highest. For single items, this means bound volumes have donor plates pasted into the front, and a small identification label inside the back cover. Unless in very good condition, single item bound volumes that do not fit in a prefab will be measured for a protective container, which is either a "CMI" (Custom Manufacturing...) box that opens like a clamshell in one piece, or a "phase box" which is more like a 4-flap folder tied shut with string. A CMI box is usually light tan and is made of an archival corrugated board. The phase boxes are normally a dark gray archival board and are constructed for us by Widener Conservation, which makes them for many other libraries at Harvard as well. These two custom enclosures are usually requested in batches of 10, which means we wait for 10 items to accumulate rather than do them individually.

Phase boxes are easier and faster to process because they come already constructed, whereas the cmi boxes must be folded into shape first. They are labeled near the bottom of the spine usually, or on the front of the volume if the spine is too thin. The barcode always goes on the top left front of the container. Phase boxes are also the best for putting pressure on a volume when the cover or pages are vellum or parchment, or when a book is starting to sprawl open on the edges. Sometimes a volume with inserts that protrude beyond the size of the covers and be measured to the size (including inserts) and the pressure will hold the volume in place so that it can't slip around and crush the inserts. The end processor can add a little extra padding inside the phase box to make it tighter or otherwise customize it if necessary. The end processor does all the measuring with a special measuring box, loaned to us by the CMI company. They also place the orders and do custom fitting if necessary.

Volumes that stay onsite and are in very good condition will get an identification label inside the back cover, but a shelf tab usually cut to the width of a barcode, with a label indicating the call number on one side, and the barcode on the opposite side. Volumes in good condition that are going to HD are put into Tyvek envelopes and tied shut in a special configuration with the knot on top. The call number label, HD or HOU sticker, and barcode go on the front upper left of the envelope. Each label with a call number gets an additional clear adhesive affixed to it with pressure to protect it. The barcode and the HD/HOU sticker don't have to have that.

Single items of just a few sheets of paper are usually stored in a manuscript folder with other single items that have the same call number stem. This requires much less work, time, supplies, and shelf space than putting each one in an individual prefab that requires several different stickers, and must be sent to HD, for example. These are considered "add-to" boxes, and need to have shelving information added to the holdings record >852 field so staff will know how to locate them in the stacks. See: Single items shelved together in a flat box (onsite).

We do not put donor plates on manuscript folders. We do not put donor plates on volumes that are part of COLLECTIONS. We also never put donor plates in any of the standard flat clamshell or document boxes. If a volume has a custom (CMI) box, we do affix a donor plate to the volume itself (rather than the box). But if the volume is problematic with regard to pasting in a label, we will put the donor plate on the inside front cover of the cmi, phase box, or prefab.

Items are handed off to the end processor in temporary folders or boxes chosen by the accessioner or cataloger, consulting the end processor when they feel the need. As with collection material, bound volumes, prefabs, or other upright envelopes go on the top shelf of the end processor's red truck, held up by a brick. There are white acid free envelopes just behind the truck that can be used for small number of papers, which can also go upright there. Use either a clean folder or re-use one with writing on it. The end processor will always do the final housing and labeling of the single items.

Item records for single items are a collaboration between the Acquisitions Assistant, the Single Item Cataloger, and the End Processor. The End Processor usually provides the final version after the item is housed and shelved. They also upload that version into AEON when closing the TN. See the Manuscript and Archives Processing Manual.

Below is a sample Item record for a single item. The end processor may change the permanent location to "HD" or "b", "f", "pf", etc. , which may first require a check in with the archivist or curator.

The end processor will also put the proper barcode on the container (usually a prefab or custom box to be shelved upright), to indicate whether the collection is HOUGHTON or HARVARD THEATRE COLLECTION. (see below):

Single items that require a location note in Alma

- framed items (hung)
- shelved in a box with other items

Covered in this section

Basic steps for end processing single item manuscripts

■ Receive single items on the top shelf of the red "incoming manuscripts" truck in the manuscript end-processing work room.
■ Flat boxes are received on the lower shelves of the red truck, but exceptions can be made to conserve space.
■ Make sure the AEON slip accompanying the item shows the item is checked out to Manuscript end-processing. There should be no need to go into AEON until the item is ready for shelving.
■ Whether stored upright or flat, receive information about the item from Manuscript tracking form from cataloger
■ Examine item to make sure call number is visible and item is safe or in a safe enclosure while it is on the truck waiting for end-processing.
■ Discuss questions with cataloger or relevant others. Repeat this step whenever necessary.
■ Print out the necessary labels from the Manuscript Tracking Form responses, cutting and pasting into the Access database to format the labels.
■ End-process items according to practices and procedures listed below.
■ In Alma, create an item record, if none exists, using the guidelines in this document.
■ Scan bar code of the item into the item record.
■ Log out completed items in the Tracking Form responses, noting date shelved and number of labels made, etc.
■ After shelving, route items to "re-shelved" in AEON
■ Note the date shelved on the tracking form and file it in box next to workstation, according to call number (These are kept as a backup until statistics are finalized at end of fiscal year).

End-processing single item manuscripts : no housing required

Bound manuscripts (volumes) that are not part of a larger collection sometimes require no housing. The procedure for end-processing such volumes is different than that of boxed collections. Volumes without preservation issues or loose sheets/inserts can go upright on the shelf as they are after receiving labels and a shelf tab. Sometimes, however, volumes are housed flat because their boards have a worn bottom edge that will cause the volume to rest on the text block, and thus damage it over time. Volumes stored flat for this reason (usually larger volumes) may not require a box, unless they have loose pages or other preservation issues.
*NOTE: If a loose page or two at the beginning or end of the volume has made a clean break, the volume may be a candidate for quick repair, as this would be cheaper and faster than having a box made for it. Consult with or route the item to the Preservation Librarian, who may have further consultations with the curator or head of technical services. The same can be said for a detached board or spine. All single item volumes that do not require housing receive the following labels:

■ small label for back of volume:

shelf mark
HOUGHTON LIBRARY

The small label for the back of the volume normally goes in upper right of the inside of the back board.

AVOID COVERING TEXT or MARKS OF ANY KIND.

It's hard to tell whether the pencil mark that was partially covered above was a little sketch or a random mark. Researchers often request to examine anything that is covered up like this. Preservation staff would then have to spend time carefully removing the plate. The plate would also then have to be re-pasted in a different location, and it slows down the patron's work as well. Do not cover stains or spots either, because they could mask the spread of mold or bleed through the label, making it difficult to read.

shelf tab:
(front)

shelf mark

Bound volumes need a long shelf tab made from acid-free folder stock with the call number on the front as shown above. The tab is actually longer than shown here. It is the full height of the volume, plus the height of the bar code. Leave 1/16" or so between the barcode and the volume so avoid any chance of the adhesive from the bar code accidentally getting onto the volume (see below). Presently folder stock is used that is thicker than the white acid-free folder stock, because the white acid-free stock is damaged easily. The thicker stock doesn't fit into the computer, so a typewriter is used to add the call number to the top of the tab. The call number goes flush left on the top of the tab to make it more visible, and to not spend time centering it. We use scrap, cut slightly wider than the barcode, rather than using a computer to measure out the width. However, there is now a report in the Manuscript log for printing out shelf tabs onto the thinner white folder stock.

barcode:
(verso of shelf tab)

barcode

There are two kinds of barcodes we use: Houghton [HD] (HOU); and Harvard Theatre Collection [HD] (THE). The shelf tab is placed inside the back board of the volume, near the gutter. When a shelf tab is made, we now put the barcode on the verso of the tab.

donor plate:

(sample)

Bound volumes get a donor plate, centered, inside the front board, attached with methyl cellulose. To select the right donor plate, check provenance information in HOLLIS, or the 541 field in ALEPH to see what fund an item was purchased from, or in the case of a gift, the name of the donor. Then try to find a match in the three-ring notebooks that record a large portion of the most often used plates. For all Houghton funds, and for some of the more complicated funds and gifts, look in the large green metal cabinet in printed books end processing or ask the Printed books end processor. For further clarification about funds and wording, ask also the Bibliographic Assistant in the Acquisitions Section.

HCL DONOR PLATE
*See SAMPLE BOOK (and rules) FOR LABELS AND TABS for information on when to use the generic "HCL" donor plate shown below.

HARVARD COLLEGE

LIBRARY

NOTE ABOUT PLACEMENT OF DONOR PLATE
Though small labels and donor plates ideally are centered, some subjectivity regarding placement is unavoidable when text or other markings appear that should not be covered up. Also sometimes subjectivity in placement will occur when multiple donor plates must be pasted into one volume. Aesthetic sensibility and experience is required for this. Allowances must be made for an individual's judgement on placement. No two people will always put the plates in the identical spot. To assume otherwise is a kind of flawed perfectionism that may lead to work being unnecessarily re-done, which is not in the best interest of the material.
Instructions about placement of the small label and donor plate are reversed for Arabic, Indic, and Persian, manuscripts. For these volumes, the donor plate goes on the back cover and the small label goes on the front cover.

PASTING DOWN THE PLATE
When an item has a strong enough front board, clear of text, the plate is fully adhered to the center of the board. It is brushed from the center outwards with methyl cellulose on a pad of newsprint. When it is affixed to the board, an opened paper towel is placed on it and a teflon folder is used to smooth it down. Afterwards, a "sandwich" of hollytex, blotter, and mylar rectangles (about 4 x 5") is placed on it and the book is closed, acting as a weight while the plate dries overnight. The sheet of hollytex goes directly on the plate, to prevent sticking. The blotter, on top of that, absorbs moisture; and the last sheet, mylar, prevents moisture from transferring to the text block.
Plates can also be "tipped in" so one can lift them to view text. When tipping a plate into a volume, use about 1/16" of methyl cellulose and put very near the "gutter" of the volume if possible, as this will help it stick when the volume is closed. Use a rectangle of Hollytex to prevent sticking.

*NOTE: Volumes that are going individually to Harvard Depository (offsite storage) do not require shelf tabs. They are tied into a Tyvek envelope and the barcodes and labels are applied to the exterior of that envelope, as outlined under End-processing single item manuscripts : Harvard Depository (offsite storage).

End-processing single item manuscripts : CMI boxes

Sometimes volumes come to end-processing needing a box because they have a detached board, vulnerable text block, or some other preservation problem. CMI is the name of a company that makes custom boxes and four-flap enclosures for volumes of all shapes and sizes. The volume is labelled but not barcoded because the barcode will go on the outside of the box rather than on a shelf tab. Volumes with loose pages or inserts are also boxed whether they are in good condition or not. Such volumes are put into a white acid-free envelope whose flap has been trimmed off (at the request of the Preservation Department). Currently they are checked out with an AEON call slip that routes them to "Preservation – CMI boxing". We used to put these items on the "boxing shelves" on sub-basement in Houghton where they awaited measurement by Preservation staff, making an effort to keep them in order of their call numbers. Items are now measured by the Manuscript end-processor or a student trained and supervised by the manuscript end-processor, basically following the written instructions that were used by the Preservation Officer in the past, though the workflow has changed.
Volumes that go into a CMI box get a small label inside the back cover, just like an upright volume that does not require any housing. They also get a donor plate. But instead of a shelf tab, they will receive a spine label with the call number, and a barcode will go on the upper left of the front of the box. If there is no place to put the donor label on the volume, it can be pasted inside the front cover of the box instead.

See details in: CMI Manuscript End-processing (Acquisitions and End-processing section of the Houghton Technical Services WIKI).

*NOTE: CMI or phase boxes for volumes that are going individually to Harvard Depository (offsite storage) are labeled slightly differently. End-processing single item manuscripts : Harvard Depository (offsite storage).

For examples of CUSTOM FITTED OUT CMI boxes, see:

FITTED OUT pre-fab: MS Russ 131 (also listed under "Single item manuscripts : Pre-fabs")

End-processing single item manuscripts : cloth boxes

Rarely, if an item is very valuable and important it may require a cloth box, possibly with a leather spine label. In this case, the volume receives a donor plate and a small label as would a volume that did not need housing. If there is no place to put the donor label on the volume, it can be pasted inside the front cover of the cloth box instead.
The volume is then into a white acid-free envelope whose flap has been trimmed off. An AEON call slip that routes them to "In Conservation - Boxing" and a preservation routing slip is included that mentions a cloth box is required. The volume is then given to the Technical Services Librarian on mezzanine, who brings it to Preservation.
When the boxes are ready, Preservation staff will bring them to the end-processor for labeling and final shelving.
If a spine label hasn't been affixed by the box maker, or if the call number doesn't appear on the spine label that the box maker has made, a neat, formal-looking paper label on rag paper should be made, consisting of only the call number. It can be pasted on with pva, as methyl cellulose might not hold. The bar code can then be adhered with pva onto the front upper left corner of the box, as is done with cmi boxes.

Alternately, a short shelf tab can be made using the shelf tab report in the Manuscript Log:

shelf tab:
(front)

call number

The shelf tab should have a bar code on the back as shown in the previous section about volumes that do not need housing.
If the call number appears on the spine label that the box maker has made, the box will only need a bar code on the upper left front.

*NOTE: Upright volumes in cloth boxes for volumes that are going individually to Harvard Depository (offsite storage) may be labeled differently. See section on End-processing single item manuscripts : Harvard Depository (offsite storage).

End-processing single item manuscripts : pre-fabs

End-processing single item manuscripts : flat or upright document box

A single item manuscript consisting of many sheets of paper in folders, will be housed either upright in a pre-fab; upright in a document box or flat in a flat box.
One can make a single folder label using a Word template if that is what seems easiest at the time. See: Labeling single items. But making a single label in Word can cause unanticipated formatting problems. It is easier to simply use the Manuscript Folder Label report in the Manuscript Log. As long as the information is entered into the Log correctly, there should be no problem printing a single label for an item.

Follow steps for making abbreviated manuscript folder labels listed in simplified folder labels for a collection. Instead of printing out an OASIS finding aid, print out the first page of HOLLIS. It is much easier to work on something when you have the record printed out in front of you, and it accompanies the item until end-processing is done. Instead of taking the data for the Manuscript Log from an OASIS record, use the availability screen in HOLLIS, and use ALEPH 541 field for the accession number. Skip those portions of the document that pertain to multiple folders, as a true single item will not have multiple folders, but will be simply (for example): bMS Am 2440 Folder 1 of 3, Folder 2 of 3, etc. A single item does not normally have "(item)" numbers in parentheses like a manuscript collection does. Though occasionally a cataloger will list pseudo-item numbers in an ALEPH record when there is no OASIS finding aid.

If using a small label that has only the call number and accession number, choose the report: Spine labels numbered adjustable, so that you can enter "1 of 3", "2 of 3" in the "item" field (because "Folder 1 of 3" is too long to fit on that size label). If using a larger label, choose the Alternate folder label report instead.
If using a large full label, choose the report Adjustable Manuscript Folder label and type in Folder 1 of 2, Folder 2 of 2 into the "item" field in the Adjustable labels table in the Table list. The box label can be printed out directly from the Manuscript Log using one of the Box Label reports.
Fill out an End-processing instruction sheet for single items to be housed in document boxes, and keep it with the box, along with the ALEPH printout, call slip, and labels. Review the instruction sheet and materials with the student before allowing them to begin end-processing the collection.

If the item is to be shelved in an upright document box, follow the pertinent information on upright housing covered earlier in this document. Similarly, if it is to be shelved flat, follow the pertinent information on flat housing.
After the folders are labelled, inspect each box briefly for quality control while making sure all items are present before shelving.

End-processing single item manuscripts : shelved together in the same box

Single items that are a single sheet, or that aren't very full, are often put into a folder and shelved sequentially in a box with other single items. This can be called an "add-to" box. The holdings for the first item should mention in the 300 field in the Bib record that it is "1 folder in 1 box", and reqire no note of explanation in the 852 field of the holdings. Subsequent single items simply say "1 folder" in the Bib record 300 field, but in the 852 field of the holdings, will say: $$z Shelved with bMS Typ 1427, which displays publically in HOLLIS.

SAMPLE 300 field in BIB record for the FIRST ITEM in the box

300 $$a .04 linear feet $$a (1 folder in 1 box)

852 8 (do not add anything to this field in the holdings)

SAMPLE 300 field in BIB re

Sometimes a miniature volume or object is shelved upright in a microfilm reel box, inside of a microfilm 6-pack outer box, rather than flat in a folder. The procedure for Alma is the same, except that instead of saying "1 folder in 1 box" in the 300 field of the Bib record, you should say "1 box in 1 box". This is since we like to avoid using the words "inner" or "outer" box whenever possible. For subsequent single items in the microfilm reel boxes, the 852 field of the holdings will have the same treatment as would single item folders shelved in 1 box.

300 $$a .04 linear feet $$a (1 box in 1 box)

852 8 $$b HOU $$c B $$h MS Typ 1427 $$z Shelved with bMS Typ 1427

Houghton Technical Services