Appraisal, description, housing of memorabilia

(last revised November 2012)

Memorabilia are described in an in-house FileMaker database. Most objects will eventually be digitized, and images linked to the database records, and the finding aids. A catalog record in Harvard's visual resources catalog will be created for the object (with the database record serving as the basis) when the digital image becomes available.

The library's memorabilia consist of objects that relate to women's history and/or have a strong connection to the creator of the manuscript collection in which they are found. Created or collected by organizations and individuals, they were received as part of manuscript collections, or on their own. Those objects that do not relate to women's history, nor have a strong connection to the creator of the manuscript collection, should be removed, and their disposition discussed with the team leader. Even some objects that do meet these criteria may be kept, but not individually cataloged. To be chosen for individual cataloging, an object must meet at least one of the following additional criteria:

Has research value
Is exhibit worthy (i.e., is visually interesting)
Is 3-dimensional
Requires special storage (i.e., is removed from the manuscript collection)

You must search the memorabilia database in order to make sure that what you are retaining is not a duplicate. Please be mindful that by choosing to retain an object, you are indicating that it is worthy of item level cataloging and eventual digitization as a stand alone item outside of the collection it belongs to. Consult your team leader about your appraisal choices; consult Amanda when you have a storage anomaly.

2-Dimensional, non-fabric items:

Non-cloth items that are flat and can fit comfortably in letter or legal folders should remain where they are found. Larger non-cloth flat items should be stored in folio, folio+, oversize, or supersize folders.

Not all types of memorabilia are described in the memorabilia database, but as they may be of interest to researchers, they should be described in the file unit description of the finding aid. Examples of items in this category include: calendars, sheet music, certificates, plaques (with exception to very notable individuals such as Julia Child), non-button or pin name badges, locks of hair, and paper dolls.

Items containing adhesives (e.g., stamps, stickers, bumper stickers) must be separated from other materials and each other with acid-free paper or glassine. These items are included in the memorabilia database to assist in identifying duplicates when new collections arrive. Small objects may be placed in archival envelopes (found in room 419) and returned to their original folder.

Folders containing both papers and memorabilia are numbered in the usual format (#1.1, 1.2, etc.). Memorabilia items should be described individually and numbered as #x.x-xm (#1.1-1m, 1.1-2m, etc.), and the collection and file unit number (MC #, x.x-xm) should be written on the back. For example, the sticker and bumper sticker in fictional collection folder #104.5 would be numbered as #104.5-1m and 104.5-2m. This would be the folder listing in the finding aid:

104.5. National conference advertisements [in conference program], 2000; includes stickers:

104.5-1m. Good Vibrations sticker
104.5-2m. Good Vibrations bumper sticker

Folders consisting entirely of memorabilia items are numbered as part of the run of file units in a box, but the letter "m" is added to the end of the file unit number to designate the file as containing memorabilia only (example: #12.1m, FD.1m). If the entire box is memorabilia, move the m before the period to be part of the box number itself (example: #56OBm.1, 55CBm.1, 58F+Bm.3, 52SBm.8).

Buttons and pins:

Buttons and pins found in folders containing papers should be removed and filed in separate folders. Affix buttons and pins to cards made from the shorter side of an archival folder (or the taller side with the tab cut off) and file the cards in a folder. Multiple buttons/pins may be pinned to cards, and more than one card housed per folder. When more than one card is housed in a folder, cards should be separated with a piece of blue board to prevent the backs of the pins from scratching the faces of the buttons on the next card.

Because all items will be individually listed (see Listing Memorabilia in Finding Aids, below), the folder title for a folder containing buttons can be as general as "Buttons, n.d.," but if all of the buttons in the folder are concerned with the same issue or event, that should be reflected in the folder title (e.g., "NOW chapter buttons, n.d.") If there are several folders of buttons, buttons should be grouped topically to facilitate access (abortion buttons, lesbian rights buttons, NOW buttons, etc.), and the folder titles should reflect the groupings.

Folders containing buttons are numbered as part of the run of file units in a box, but the letter "m" is added to the end of the file unit number to designate the file as containing memorabilia only (example: #12.1m). Inside the folder, the cards should be numbered as well as the buttons; item numbering is consecutive throughout the folder. The top of each card should be labeled "MC xxx #x.xm" and 1 of x, 2 of x, etc. Each button should have the individual item number written under it (-1, -2, -3, etc.). The folder number and item number combine to create the file unit number for the item (e.g., #x.xm-x), which will be entered into the finding aid and the memorabilia database. If possible, attach a card stock label with full unit number to the pin shaft. If the pin shaft is weak, or does not have a catch, apply a layer of Paraloid B-72 (white or clear, depending on light value of background) to the back of the pin. When that dries, add the full unit number in pigment pen. A judgement call could be made to determine if/when self-adhesive labels should be used, i.e. for less rare, less valuable items, duplicates, etc. Self-adhesive labels are not ideal.

Cloth items:

Cloth items should always be stored flat since they are generally not strong enough to support themselves if stored upright in file boxes. They should be numbered using the Mem.x numbering convention, and the collection and file unit number (MC #, Mem.x) should be written on a tag sewn onto the item. The "FILED WITH MEMORABILIA" note should be added to the item listing in the finding aid. A catch-all box for all cloth items can be found on top of the unprocessed collections photograph file cabinets in vault 1. All flat cloth items should be separated from each other by unbuffered tissue paper and added to this box, regardless of size. Inform Johanna if the box is full. Once the box is full, Amanda will group items by size and house them appropriately.

If you have multiple cloth items, or large ones that seem best suited to their own boxes (uniforms, hats, etc.), then you can pack them into the appropriate size boxes (with help from Amanda). In this case, the boxes should be numbered within the collection, and each piece will get a box number followed by an “m.”

EXAMPLE:

24FB.1m WAVES Uniform

T-Shirts And Tote Bags:

The library has a collection of t-shirts and tote bags. T-shirts are stored in oversize boxes on top of the unprocessed oversize file cabinets in vault 2 and tote bags are stored in folio+ boxes on top of the unprocessed folio+ file cabinets in vault 2. If a manuscript collection contains enough t-shirts or tote bags to fill an entire box, they should be boxed with that collection. If there aren't enough to fill a box, they should be added to the library's general collection. T-shirts and tote bags should be separated from each other by unbuffered tissue paper. T-shirts and tote bags should be numbered using the Mem.x numbering convention, and the collection and file unit number (MC #, Mem.x) should be written on a tag sewn onto the item or attached to the item with string. The "FILED WITH MEMORABILIA" note should be added to the item listing in the finding aid.

3-D Items:

3-dimensional objects should not be stored in containers with papers, but may be stored with the collection in file boxes, card boxes, or oversized boxes when appropriate. Small items and those that may be damaged if housed with the collection should be stored with the library's Memorabilia Collection (currently housed in PV row 105) in specimen trays. Containers and specimen trays housing memorabilia should be lined with cotton batting to protect objects. If none of these storage options meet your needs, consult Amanda.

Items being housed with the collection, even if there is only one item in the box, should be numbered using the following format: Box #.item #m (example: #12.1m). Objects must be marked with file unit numbers (MC #, Box #.item #m) using either card stock tags located on the 3rd floor or applying a layer of Paraloid B-72 (white or clear, depending on light value of background). When that dries, add the full unit number in pigment pen.

The library has a supply of specimen trays with three different sizes of compartments, which fit into cartons. More than one type of tray may be stored in a single carton. Cartons that house specimen trays form a consecutively numbered run of "Memorabilia" cartons. Before storing items, look at the cartons. The box labels contain notes indicating when all compartments are full. If there is no note on the label, open the carton to determine if the correct size compartment is available for your object. If not, start a new tray. New trays can be found in the closet in the 4^th floor hallway.

Within each carton, specimen trays are numbered from top to bottom, starting with the number "1" in each carton. Each compartment is also numbered consecutively, starting with the number "1" in the front of the tray on the left side, and continuing left to right with every new row.

When filing memorabilia in the specimen trays, please do the following:

1. If starting a new tray, write the tray number on the front of the tray.

2. Write the compartment number on the rear partition of the compartment.

3. Write the collection number of the item you are storing in the compartment on the rear partition of the compartment.

4. Write the collection number and file unit number (MC #, Mem.#) on the item using the string and tags or stickers found on the 3rd floor. Consult Amanda for other options.

5. Line the bottom of the compartment with cotton batting.

6. If you fill the last compartment in a carton, please write "Full" on the carton label.

7. If you need to start a new carton, consult Johanna.

In the finding aid, items stored in the library's Memorabilia Collection (i.e., separately from the manuscript collection) are numbered as Mem.1, Mem.2, etc., and contain the note, "FILED WITH MEMORABILIA." These items are considered "objects" and should be listed in the extent for the collection as "x objects."

Listing Memorabilia In Finding Aids

Once objects are digitized, a link to the digital image is added to the finding aid, and to the memorabilia database. Since the digital image files are created at the item level, memorabilia must be listed at the item level in the finding aid.

The EAD tagging for a single object is the same as the tagging as that of a folder and can be created using the folder macro (CTRL + ALT + F). Reminder: if the item is filed with the Memorabilia Collection instead of the manuscript collection, you must add a "FILED WITH MEMORABILIA" note.

EXAMPLE from Barbara Hays (EAD and OASIS):

<c level="item"><did><unitid>Mem.2.</unitid><unittitle>NOW tote bag. Black with gold text "www.now.org," n.d. </unittitle></did><note><p>FILED WITH MEMORABILIA.</p></note></c>

Mem.2. NOW tote bag. Black with gold text "www.now.org," n.d.

FILED WITH MEMORABILIA.

Multiple objects may be included in one folder listing, but the items in the folder must be listed and must be marked up as items inside the folder. To create the tagging for an item inside a folder, use the macro to create a folder, then place your cursor between the </did> and the </c> tags, and enter the folder macro again. Be sure to nest your items correctly. If you view the finding aid in the normal view and the list doesn't look similar to the OASIS listing below, chances are items are nested improperly.

Example from the Barbara Hays (EAD and OASIS):

<c level="item"><did><unitid>20.10m.</unitid><unittitle>NOW chapter buttons, n.d.:</unittitle></did>

<c level="item"><did><unitid>20.10m-1.</unitid><unittitle>[Georgia] Macon County NOW button. </unittitle><physdesc><physfacet>White with green outline of Georgia, NOW logo, and "Macon County"</physfacet></physdesc></did></c>

<c level="item"><did><unitid>20.10m-2.</unitid><unittitle>[Indiana] Greater Lafayette Indiana NOW button. </unittitle><physdesc><physfacet>Round blue with black NOW logo and "Greater Lafayette Indiana"</physfacet></physdesc></did></c>

<c level="item"><did><unitid>20.10m-3.</unitid><unittitle>Indiana NOW button. </unittitle><physdesc><physfacet>Round white with red "Indiana" and yellow NOW logo designed to look like necklace.</physfacet></physdesc></did></c>

<c level="item"><did><unitid>20.10m-4.</unitid><unittitle>Maryland NOW button. </unittitle><physdesc><physfacet>Round gold with black NOW logo with "Maryland" bending around top of logo.</physfacet></physdesc></did></c>

<c level="item"><did><unitid>20.10m-5.</unitid><unittitle>Rhode Island NOW button. </unittitle><physdesc><physfacet>Round purple with white NOW logo and "R.I. National Organization for Women" with border of light purple stars and anchor over banner reading "hope" in center of logo.</physfacet></physdesc></did></c>

<c level="item"><did><unitid>20.10m-6.</unitid><unittitle>Virginia NOW button. </unittitle><physdesc><physfacet>Round red with black and red NOW logo, white "women and children need your support Virginia" bending around logo.</physfacet></physdesc></did></c></c>

20.10m. NOW chapter buttons, n.d.:

20.10m-1. [Georgia] Macon County NOW button. White with green outline of Georgia, NOW logo, and "Macon County"
20.10m-2. [Indiana] Greater Lafayette Indiana NOW button. Round blue with black NOW logo and "Greater Lafayette Indiana"
20.10m-3. Indiana NOW button. Round white with red "Indiana" and yellow NOW logo designed to look like necklace.
20.10m-4. Maryland NOW button. Round gold with black NOW logo with "Maryland" bending around top of logo
20.10m-5. Rhode Island NOW button. Round purple with white NOW logo and "R.I. National Organization for Women" with border of light purple stars and anchor over banner reading "hope" in center of logo
20.10m-6. Virginia NOW button. Round red with black and red NOW logo, white "women and children need your support Virginia" bending around logo

Updating the Memorabilia Database

In the summer of 2011, the source of the nomenclature used in the database changed from Blackaby's Revised Nomenclature for Museum Catalogs to Getty's Art and Architecture Thesaurus (AAT). Only a controlled subset of AAT terms is available for use in the database in an effort to facilitate high level searching. For example, all hats, regardless of type, are assigned the object type "hats" so that users can retrieve records for all of the hats in the database. Specifications about the type of hat will be included in the item description, so users will still be able to search by narrower descriptive terms. The list of currently used terms can be found here; additional terms are added to the list as needed. For in-depth instruction on updating the database, see Memorabilia for processors.

A long-term retrospective conversion project is underway to convert all records to the AAT nomenclature. Records that haven't been converted will have "Blackaby" selected in the classification system field. Users should be aware that these records will contain several empty fields and will often contain abbreviations and other non-standardized data.