Artwork or graphic [non-photographic] materials
Graphic materials and artwork may encompass the following types of formats: drawings in pencil or pen; watercolor, pastel or oil paintings; engravings, etchings, lithographs, or photomechanical prints.
Researchers often request material that is visually interesting (for example, posters or caricatures) and/or that is topically as well as visually interesting (suffrage cartoons, women's liberation flyers). In order to aid their search, processors should try to point out or describe such material as they find it.
Only use the term graphic material when you could imagine the image/artwork used as an illustration (as opposed to something more ephemeral, like doodles). If you have any questions, ask the Photograph Cataloger and Librarian for Visual Resources, or the Senior Archivist. When the material is created by an established artist, make sure to note that.
Preservation issues
Most framed items can be unframed. Ask the Conservator for assistance. In cases where something cannot be unframed [e.g., an oil painting] or where the frame has some sort of importance, treat the item as memorabilia, because it is 3-dimensional.
Some graphic formats require special handling and housing. For example, pastel drawings require the use of special interleaving paper, so as not to "pick up" or smudge the colors. Ask the Conservator for advice, as each situation is likely to be different.
Numbering
Graphic materials will NOT be numbered during processing. They will be numbered, in the same convention used for photographs, as they are digitized by researcher request.
Arranging and describing
When you encounter graphic material, you should arrange it as you would anything else (taking into account any special preservation needs), making sure to note it in the folder title.
Use the following language, similar to that used for photographs, when there are other materials present: "includes graphic material (form/genre)." If only graphic material is present, omit the word "includes."
Within the parentheses, use our established form/genre (655) heading list (on the G: drive) to describe the format, and any other descriptive information you think is necessary. For reference purposes, try to include the form/genre term in the general scope note and in the series description as well.
When you have entire folders full of graphic material, please include the number of pieces and the form/genre term in the folder title, as you do with photographs. This will assist with plans for digitizing.
Fictional Examples:
30.8-30.9. D general, 1915-1965; includes Ruby Darrow, Alois Derso, Florence Deshon, Thomas Desmond; includes graphic material (cartoons and comics by Alois Derso)
2.4. "Friendship's Tablet," autograph album owned by Mary Ellen "Mollie" Hudson Henderson,1856-1875; includes graphic material (drawings, engravings)
F+D.6. Graphic material: Mexican suffrage posters with images of women voting, n.d. (6 posters)
4.6. Graphic material: "Voyage of the Heavenly Twins," 1921: album of pen and ink drawings of scenes from Buell's trip to Europe with cousin Mary Anderson (52 drawings)

BASIC PROCESSING METHODS (CHEAT SHEET)

FLAG: fragile originals for preservation photocopying (usually done by students) with white paper; restricted items for removal with red paper; photographs with blue paper; and oversize items to unfold with green paper.

Remove hardware (paper clips, staples, rubber bands, string, etc.); replace with acid-free bond paper "inserts" to maintain separate identity of material when in folder with other items. If the sequencing of multiple leaves is particularly problematic, paginate them using a soft pencil, marking the number in brackets in the upper right-hand corner of the page.

Put numbered photographs for cataloging into acid-free folders; flag negatives for eventual transfer.

Remove material from original wrappers, binders, etc., wherever possible; retain any with original or provenance markings on them, at least for the present. Some wrappers may have artifactual or association value and will be retained, if only for exhibition purposes.

When first removing/unfolding letters in envelopes (often delegated to students), put the envelope in front of the letter to which it belongs. Put envelopes without letters at the end of the folder or sequence of folders. See Appendix P for information on retention and disposal of envelopes during final processing.

If you supply a date on a document, use pencil, in square brackets in the upper right-hand corner of the page.

APPENDIX P
UNFOLDING LETTERS
Goal: To unfold letters to preserve them (paper tears along fold lines over time), without
losing any information we would have had if the letter had remained in the envelope.
General instructions: Check return address and addressee. When there are multiple letters to the same recipient, compare addresses. If all information is the same, and if letters are fully dated (month, day, year), and if there are no other notes on the envelope, envelopes can be set aside and returned to manuscript processor (do not discard). For all other situations, see below. If you are very careful about numerical designations for months (e.g., Sept. = 9), and space on the item is limited, use U.S. standard dating: 6/3/1921. Otherwise, please write out: June 3, 1921. Remove rusty staples and paperclips (see note re: multiple, unattached pages, below).
Problem: Letter missing date, place, etc., that appear on envelope. General solution: Transfer missing information to letter IN PENCIL, inside square brackets [ ].
Specific Problems Solutions

Letters have different recipients.	Save envelope for recipient's real name (letters often use nickname) and address. Pencil last name in square brackets after salutation in case envelope and letter become separated.
Letter is not dated in any way.	Transfer postmark date to letter. [pm June 3, 1921].
Letter has partial date (month, date, no year).	Add year from postmark. If day of week is known, use perpetual calendar. When unsure of exact date, use ? after your best guess. EXAMPLE: [June 3 , 1921].
Letter date is incomplete, and postmark is illegible.	Keep envelope with letter.
Envelope has additional notes written on it.	Keep envelope with letter.
Letter has multiple, unattached pages.	Date the front of each page; number the fronts and backs of each page. EXAMPLE: [June 3, 1921, p. 3] on front, and [4] on back. The "p." is only used to separate the numbers of the date from the page number. Check pagination carefully! Do not assume "normal" page order!
Letter contains enclosures, including newsclippings.	Pencil [enclosed with June 3, 1921] on each enclosure. Flag clipping; photocopy. Set aside originals for processor.
Letter is incomplete, i.e., missing page(s).	Pencil [fragment] on first page.

Letter is undated, but there is no room to pencil in a date.	Keep envelope with letter; fold acid-free paper in half, pencil postmarked date on front, "enclose" letter and envelope (3 sides will be open).
Items are attached with adhesive.	Consult Collection Conservator
Pages are ripped, or very brittle.	Flag for copying. When possible, copy and place BOTH the original and copy back in the folder, with the flag. (Processor must remove original after noting location, etc.)
Letter contains dried flowers or insects.	Discard organic matter.

Student assistants should keep all envelopes for review by processor. In general, processors should keep envelopes only if they provide information not otherwise included on the enclosed documents (date, year, address, annotations), and/or are first day covers related to women. Set aside envelopes with other valuable stamps for return to donor or potential sale. Keep enclosures with letters, and pencil in square brackets [enclosed with m/d/y] on enclosure. Fold acid-free paper around the letter and its enclosure(s); do not use clips.

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