Additional papers or records

In some circumstances, we decide to process addenda in its own finding aid, and title it "Additional Papers" or "Additional Records." This page provides guidance on what to do when working with such a collection.

Why do this? There's a tension between having all description of a collection in one finding aid (in most cases preferred by Research Services staff) and describing/integrating large groups of records into an existing finding aid. We tend to use the "additional records" or "additional papers" designation when the addenda to the original collection is a large number of linear feet - generally over 20 feet. As usual, each case has different issues, so please discuss with your team lead the pros and cons of creating a new finding aid for the specific collection of addenda you are working with.

| Linking | Bib record | Box labels | Examples

Heading:

• Worthy Organization. Additional records of Worthy Organization, dates (inclusive), dates (bulk): A Finding Aid
• Fawn, Jill. Additional papers of Jill Fawn, dates (inclusive), dates (bulk): A Finding Aid

Title:

• Additional records of Worthy Organization, dates (inclusive), dates (bulk)
• Additional papers of Jill Fawn, dates (inclusive), dates (bulk)

Preferred citation:

• Jill Fawn Additional papers, dates (inclusive only) etc.
• Worthy Organization Additional records, dates (inclusive only) etc.
  
  

Web sites:

• Include links to archived web sites in the finding aid and HOLLIS record.

Linking collections:

Make link to previously processed collections (<extref>) in the scope note of the new finding aid; also link to new collection from previously processed collections. Paula often takes care of the linking to the new collections from the old collection - check in with her about it when she's checking your XML tags.

Bib record:

Create a new bib record. The worksheet used during accessioning (Schlesinger ALEPH worksheet.doc), as well as instructions on creating a new record (New Mss. Records in Aleph.doc), can be found in G:\SCHLES\COLLECTION SERVICES\MANUSCRIPTS\PROCEDURES\ALEPH. These instructions include information on how to install the Aleph templates for creating a new bibliographic and holdings record. When creating new records, please use these templates. Be sure to include the 544 field to indicate related materials at the Schlesinger Library; see Appendix B for more information.

Box labels:

Should reflect the "Additional":

                       Worthy Organization

                       Additional records, dates (inclusive), dates (bulk)

Access forms:

Update or create access forms as needed. If same terms apply, add new collection number to existing form (e.g., Rutland Corner House).

EXAMPLES:

Woman's National Farm and Garden Association (MC 594)

Rutland Corner House

National Organization for Women

Julia Child