Approved phrases for "NOTES" field on barcode sheet

APPROVED PHRASES FOR NOTES FIELDS

This first list represents an attempt to standardize the language used in the notes field of the location and barcode database. All notes should be entered by Johanna, following consultation with Anne and, occasionally, the Public Services staff. Please use these phrases in the notes section of the "location and barcode form." Related stamps for container labels are noted.

Closed pending negotiations

Closed until processed. Fragile.

Closed until processed. Sensitive.

Closed until [give date]  [Use stamp on labels; when dates vary, pencil in “various]

Closed until screened [or Closed until redacted, or Closed. See finding aid.]

Closed. Use microfilm [give microfilm #] [Use stamp on labels]

Container list available

Unprocessed folio folders [use with all unprocessed folio folders]

Unprocessed folio+ folders [use with all unprocessed folio+ folders]

Unprocessed oversize folders [use with all unprocessed oversize folders]

Unprocessed supersize folders [use with all unprocessed supersize folders]

Filed in folio+ processed collections box [give box #]

Filed in oversize processed collections box [give box #]

OK to use [for screened collections with restrictions in the HOLLIS record, but not requiring written permission]

OK to use. Written permission required. [for screened collections with restrictions in the HOLLIS record, including requirement of written  permission] [Use SCREENED and WRITTEN PERMISSION REQUIRED stamps on labels]

Remove closed folders in red sleeves before use

Remove closed material in red sleeves from # [give folder #] before use

Remove restricted folders in red sleeves before use. [list restriction following statement]

Researchers must sign permission form [Use RESEARCHERS MUST SIGN A SPECIAL PERMISSION FORM stamp on labels]

Written permission required [Use stamp on labels]

Other notes on contents, provenance, conservation measures performed, condition of collection, or size of box may also appear, such as the following:

A/V

A/V (audiotapes) [use only when all audio]

A/V (videotapes) [use only when all video]

A/V (motion pictures) [use only when all mps]

Closed

Musty material

Removed from [give collection]

Restricted  [Use stamp on labels]