Restrictions and restricted labels

Restricted collection material can be categorized in ArchivesSpace in the front matter by the archivist. Labels don't usually need to mention the exact nature of the restriction. But we do routinely use labels that say "restricted: fragile" and sometimes also say "consult curatorial staff". Beyond that, there are some labels that say "restricted : glass" and some that specify the contents and mention the use of a surrogate, often referring to a photocopy, or an audiotape copy. As a rule, we don't normally bother to put restricted labels onto audiovisual material, since there is no way to view it currently in our Reading Room. Computers, cell phones are other examples of restricted items that don't need to be marked restricted. These items are described as restricted in the finding aids, however.

Material restricted to honor the wish of a donor is an example of a very important restriction. The Reading Room staff must be able to identify such things, and keep from inadvertently bringing them to readers. Such items might have a label that says restricted, consult curatorial staff. Or there maybe a note in the finding aid that specifies the nature, extent, and time period for such restrictions, and when they would be lifted.  This detailed information does not need to appear on any labels. The labels are not considered as "authoritative" as the specifications laid out in the finding aid, though labeling them restricted is again, very important to adhere to.

A single item that has a restriction lifted should look like this screenshot below. The 500 field in the bib record and the 506 field in the holdings record  is changed to "Open for research". In this instance, the call number is 93M-194. In the instance below, we also changed the location to HD, even though it was "unprocessed". This is done occasionally as a cataloger's decision.

RESTRICTED LABELS (when necessary)
All pre-1600 manuscripts are restricted, regardless of call number. Because this is already well-known by the Reading Room, we don't label such items restricted, unless perhaps there is a special archival copy to make readers aware of, or some other special restriction called for by the curator.
All other manuscripts from the time periods after 1600 will be marked restricted according to the dictates of the HOLLIS holdings record. The wording on the label is short. Sometimes it merely says "RESTRICTED". Sometimes it is possible and appropriate to list the reason for the restriction as below:
bMS Am xxx RESTRICTED

bMS Hyde 98 (1382) RESTRICTED : closed until 2053

bMS Am 2072 (7) RESTRICTED : use archival photocopies

RESTRICTED - FRAGILE

RESTRICTED : consult curator for access

AUIOVISUAL AND DIGITAL RESTRICTIONS

Audiovisual material and devices like cell phones are always restricted until data derived from them is cataloged and/or a surrogate is available. However we don't label audio and videocassetts as RESTRICTED because their status might change, and it is understood by staff who perform public services duties. Listening devices, such as cell phones, for digital material are in the same category.