Stylesheet

The Library's finding aid styles have varied over the years, as is evident from browsing in OASIS. The examples below indicate current practice as of 2013.

COLLECTION NAME, TITLE

Collection name must match the authority file/HOLLIS record. Do not add birth or death dates if they are not part of the LoC authority record. If an authority record contains life dates, do not use them in the title portion of the collection name. Use both bulk and inclusive dates where there is a wide variation between the two. For processed collections, the title includes the phrase "A Finding Aid." Distinguish between "Papers" (of individuals/families) and "Records" (of organizations/institutions). For information about titles for addenda (Additional papers/records), see Addenda.

Examples for processed collections:

Project on the Status and Education of Women (Association of American Colleges). Records of the Project on the Status and Education of Women (Association of American Colleges), 1969-1991 (inclusive), 1971-1985 (bulk): A Finding Aid

No life dates in authority record:

Sandler, Bernice Resnick. Papers of Bernice Resnick Sandler, 1963-2008: A Finding Aid

Life dates in authority record:

Example, Jane, 1902-1982. Papers of Jane Example, 1905-1980 (inclusive), 1935-1968 (bulk): A Finding Aid

QUANTITY

List the number of linear feet of ALL boxes (using the Schlesinger Linear Footage Calculator) , followed by actual number of boxes in parentheses, and then all other containers and formats as listed below.
State the quantity in the following order: linear feet (file boxes, half file boxes, folio boxes, folio+ boxes, oversize boxes) plus [quantity] folio folders, folio+ folders, oversize folders, supersize folders, folio volumes, folio+ volumes, oversize volumes, photograph folders, folio photograph folders, folio+ photograph folders, oversize photograph folders, supersize photograph folders, slides, glass negatives, audiotapes, videotapes, CDs, DVDs, MPs, phonograph records, objects, reels of microfilm, electronic records
A plus sign (+) between a number and the ½ symbol indicates a combination of file boxes and one additional half file box, so that 2 file boxes and one half file box could be expressed as 2 + 1/2 file boxes. If more than one half file box exists, list it as x half file boxes rather than x ½ file boxes (e.g., 10 file boxes, 3 half file boxes, not 10 + 3 ½ file boxes)

PROVENANCE STATEMENT

Determine whether the group of documents are "papers" (from a person or family), "records" (from or of an organization), or a "collection" (artificially created, as a collection of trade cards).
Determine whether the papers/records are the only--or primary--body of papers/records by that creator.

If so, and a gift, use: "The papers/records of [creator] were given to the Schlesinger Library by [donor(s)] in [month year]."
If so, and a purchase, use: "The papers/records of [creator] were acquired by the Schlesinger Library from [seller(s)] in [month year]."
If not, and a gift (e.g., other papers/records are known to be deposited elsewhere, or if a very small collection), use: "These papers/records of [creator] were given to the Schlesinger Library by [donor] in [month year]."
If not, and a purchase, (e.g., other papers/records are known to be deposited elsewhere, or if a very small collection), use: "These papers/records of [creator] were acquired by the Schlesinger Library from [seller] in [month year]."

Determine whether this is the first accession of the collection.

If yes, follow language immediately above.
If no (e.g., a previously-processed collection exists, but these documents are being processed separately), use: "These addenda to the papers/records of [creator] were given to the Schlesinger Library by [donor] in [month year]." Note the use of "these," to denote the open-ended nature of gifts of addenda.

Note: If several accessions over a time span, use "….between [month year] and [month year]. Change language if necessary to reflect purchase rather than gift.

PREFERRED CITATION

When there are both bulk and inclusive dates, cite inclusive dates only, but do not denote as “(inclusive).” This is the one place we abbreviate Massachusetts (as Mass.)

Betty Friedan Papers, 1941-2006; item description, dates. MC 577, folder #. Schlesinger Library, Radcliffe Institute, Harvard University, Cambridge, Mass.

For a collection of addenda:

Rutland Corner House (Boston, Mass.) Additional records, 1950-1995; item description, dates. MC 605, folder #. Schlesinger Library, Radcliffe Institute, Harvard University, Cambridge, Mass.

ARRANGEMENT

The arrangement portion contains a series/subseries list in outline form, using sentence capitalization style. Provide series/subseries-specific dates, since dates within groupings may vary widely from the inclusive dates of the collection. Also provide file unit numbers to show at a glance where, and how large, each grouping is. There is no period at the end of the lines.

Example from a large collection (Boston Women's Health Book Collective):

Series III. Office operations, ca.1974, 1984, 1988-1997 (#4.6-6.22)

Subseries A. Minutes/memos, etc., 1989-1997, undated (#4.6-4.16)

Subseries B. Personnel records, 1988-1994 (#5.1-5.23)

Subseries C. Volunteers, 1990-1993 (#6.1.-6.9)

Subseries D. Other staff and office-related, ca.1975, 1984-1997, undated (#6.10-6.22)

SCOPE AND CONTENT

The paragraph descriptions of each series also include date and file unit information, and appear as follows (note full capitalization of series headings, and sentence-style capitalization of subseries headings, as well as comma use after series numeral. From BWHBC Records):

Series III, OFFICE OPERATIONS, ca.1974, 1984, 1988-1997 (#4.6-6.22), includes minutes of staff meetings and memos to and from staff and BWHBC members; personnel records (closed for 70 years after date of creation) and records of volunteers; and other records relating to office operations, including plans for office renovations, staff schedules, job descriptions and personnel policies, etc.

Subseries A, Minutes/memos, etc., 1989-1997, undated (#4.6-4.16), contains staff meeting minutes, memos and related material covering topics such as working conditions, policies, organizational structure, salaries, relations with the Board, projects, space use, committee reports, fundraising and budgets, and reports of conferences attended. Found loose in a box, intermingled with Board minutes and memos, they have been separated out and arranged chronologically. Monthly reports have been grouped separately.

Subseries B, Personnel records, 1988-1994 (#5.1-5.23), contains correspondence, memos, interview notes, applications, contracts, recommendations and evaluations, etc. Records are closed for 70 years after date of creation.

Subseries C, Volunteers, 1990-1993 (# 6.1-6.9), includes correspondence, applications and resumes, schedule, orientation packet, lists of tasks, etc.

Subseries D, Other staff and office-related, ca.1974, 1984-1997, undated (#6.10-6.22), includes correspondence, memos, reports, personnel policies and job descriptions, pay scales, drawings of office renovations, stationery, anti-racism training material, union contract, etc., related to office operations and staffing issues.

Do not use abbreviations anywhere in the front matter or in the inventory, with the exception of the citation phrase, which abbreviates Massachusetts as "Mass." (a decision made by a larger Harvard group). Also, in this narrative portion, use of "from" with dates requires use of "to," and not a dash (e.g., "letters from 1946 to 1948," not "letters from 1946-1948").

INVENTORY

Series headings (but not the Word "Series" itself) appear in capitals. Note that a period follows the series number in the heading (outline form), but a comma follows in the Scope and Content note (sentence format).

For larger collections, repeat the Scope and Content notes at beginning of each Series/subseries. Best practice is to create the scope notes in one place while doing the work, and then duplicate them before sending the finding aid to Paula for a tagging check.

EXAMPLE (from Judy Chicago Papers):

Series I. BIOGRAPHICAL, 1947-2004 (scattered) (#1.1-3.18, 83.11-83.16, 87f.1, 95f+.1)

Scope and Content: Series I, BIOGRAPHICAL, 1947-2004 (scattered) (#1.1-3.18, 83.11-83.16, 87f.1, 95f+.1), includes Judy Chicago's curricula vitae, bibliographies of writings by and about Judy Chicago, published and unpublished articles about Judy Chicago and her work, files relating to Judy Chicago's many awards and honors, etc. It is divided into three subseries.

Subseries A. General, 1947-1999 (scattered) (#1.1-1.5, 83.11-83.16)

Scope and Content: Subseries A, General, 1947-1999 (scattered) (#1.1-1.5, 83.11-83.16), contains Judy Chicago's curricula vitae, bibliographies of writings by and about Judy Chicago and her work, and several documents relating to her early education, including report cards from Chicago public schools and letters from administrators at the Art Institute of Chicago and the University of California, Los Angeles. This subseries is arranged with school information, resumes and bibliographies first, followed by personal legal/financial documents, and a public relations kit.

1.1. Biographical. General. [Report cards from Chicago Public Schools; letters from School of the Art Institute of Chicago, University of California, Los Angeles], 1947-1962 (scattered).
1.2. Biographical. General. Judy Chicago resumes, biographical sketches, 1975, 1994, 1999, undated

FILE UNITS

Determine whether most donor-supplied headings (if any) are accurate and informative.

If yes, use donor headings (but follow capitalization rules given below), adding archivist's notes in square brackets. Example (from Dorothy Granger Papers):

32.13-33.1. Bus service [during Baltimore transit strike], 1955-1956

If no, create headings (do not use square brackets); for occasional donor heading use quotation marks (from Hazel Bishop Papers).

10.6. "List of reprints on hand, Book 1," undated
11.2. Revlon Chair in cosmetics marketing, ca.1980

Descriptions should begin with a capital letter and follow sentence-style capitalization rules, even though donor's headings may be punctuated differently. For general questions about capitalization and punctuation rules, see the Chicago Manual of Style.

Examples of file unit headings

7.4. Book of the Month Club, 1975-1976
31.4. New York Times: letter to Sunday editor Max Frankel re: status of women at New York Times, 1972

PLEASE NOTE: Cross-reference phrases (See, See also), even though they are also tagged as notes, are not capitalized.

The following phrases (tagged as access restrictions) should always be capitalized in the inventory portion of the finding aid:

CLOSED UNTIL JANUARY 1, 20xx. or CLOSED FOR 50 YEARS FROM DATE OF CREATION. etc.

Abbreviations/Acronyms

Avoid using most abbreviations. Exceptions include: ca., i.e., e.g., and etc. Please use undated instead of n.d. Unacceptable abbreviations include "misc.," and initials for names of individuals or states. However, well-known acronyms (or those frequently-appearing in the collection) for names of organizations or legislation may be used once they have been written out completely, followed directly by their acronym: e.g., National Organization for Women (NOW), State University of New York (SUNY), or Women’s Educational Equity Act (WEEA). State names should be spelled out, as should abbreviations for formats (even those that are in common use: use "handwritten" for ms., "typescript" for ts., "carbon copy" for cc., etc.)

Brackets

Punctuation goes outside of brackets:

21.3. ["Essay on John Dean"], April 4, 1980

21.7. [NOW]: workshop

Colons and semi-colons

Colons may be used after a file unit heading to state the types of materials contained within, more precise information about contents, etc. Please note use of lower case following colon.

EXAMPLE

47.11. National Geographic Society: correspondence with Barry Bishop primarily re: Nemrut Daği, 1964-1970, undated

Semi-colons are used for non-inclusive lists of specific items or names (e.g., to point out a document of particular interest, such as a birth certificate); to note information about photographs; or to list correspondents (see below). Example (from Palache Family Papers):

EXAMPLE

9.10. Palache, James, 1902-1918; includes letters written as soldier during World War I

12.5. Passports, 1924, 1946; includes photograph

Use of colons versus semi-colons is a matter of personal choice. However, be as consistent as possible in your use throughout a finding aid (i.e., don't switch randomly back and forth between the two styles).
Do not use colon following "includes" (e.g., "This series includes minutes, memos, notes, diaries, etc." and not "This series includes: minutes, memos, notes, diaries, etc."

Correspondence or letters

"Correspondence" denotes letters written and received, even if there are only a few of one type and many of the other. Use "letters from" or "letters to" if the communication is only one way. Be sure to include the distinction in your scope notes (e.g., "Correspondence consists mostly of letters received by Friedan, although there are a few carbon copies of her replies." or ""There are no copies of Friedan's responses to letters she received."

"Includes" or "contains"

In folder descriptions, use "contains" for an inclusive list, and "includes" to point out highlights.

Dates and dashes

When chronologizing folders in which dates include the same year or period, order with the most specific date first:

1.1. Correspondence, September 16, 1997

1.2. Correspondence, 1997

1.3. Correspondence, 1997-2000

Do not put spaces on each side of the dash when connecting like to like (day to day or month to month). However, if connecting year to month, put a space on each side of the dash:

May-June 1939

May 17, 1938 - 1940

May 1938 - June 1940

May 1-13, 1939

1938-1940

Disks/Electronic Media

Use the following language in the scope and content note when you have disks or other electronic files that will be reformatted or appraised at some future date: “Additional material received [on floppy discs, as electronic files, etc.] will be reformatted at some future date [for inclusion in this series].”

Listing correspondents

As a general rule, staff no longer create correspondence indices (though volunteers occasionally do). Because it is essential that every added entry for a person or organization/institution be traceable in the finding aid, they must be added to the folder descriptions. Use scope and content notes to clarify use of selected names.

Use a semi-colon for punctuation following the date (example from Susan Brownmiller). Because this folder is not in a correspondence series, the processor has noted in addition the type of document (i.e., "letter") by the author.

13.12. Rape research: Vietnam, 1966-1975, undated; includes letter from Lucy Komisar

Literary Collections

If the creator is/was a well-known author, distinguish between "handwritten" (formerly called "manuscript") and typescript drafts in the folder descriptions. Do not use abbreviations (e.g., do not use: ms. for manuscript, ts. for typescript, ALS for autographed letter signed, etc.). If the writer has made corrections to her own draft, use "corrected" rather than "annotated" in the folder description. A draft corrected by someone else, however (e.g., an editor or colleague) should be described as "edited." Written comments by the author about someone else's work should be noted as "annotated."

Nicknames/Birth names

Use quotation marks around nicknames, and parentheses around birth names (when needed for clarity). Example: Margaret "Peggy" (Hall) Whitfield.

Periods

The use of periods in folder descriptions was changed in Summer 2007: do not use previous finding aids as examples for their use!

In general, we do not end folder titles with periods. We do, however, add periods to folder titles when they are followed by a note (but NOT when they are followed by a note about photographs)

EXAMPLE

Large collections often need to use shortened series headings before each folder heading. These should be followed by a period, not a colon.

EXAMPLE 41.2. Office operations. Staff schedules and meeting notes, 1975-1976.

Quotation Marks in Folder Headings

Quotation marks are used to distinguish folder titles supplied by the creator from folder titles created during processing. If the majority of the folder titles were provided by the creator, it is not necessary to place the folder title in quotation marks. Simply copy them and differentiate any folder titles you create by placing them in brackets. If the majority of the titles were created during processing but some of the creator's original titles are used, place original titles in quotation marks.

Voice

Use active voice whenever possible (e.g., "The NWPC created programs to train women leaders," not "Programs to train women leaders were created by the NWPC.").