Correspondence

Correspondence

Overview

Correspondence witin Houghton manuscript collection, is  traditionally organized alphabetically, sorted by the last name of the recipient or author of the letter, not by the name of the collection creator. 

Exceptions are made occasionally, with letters arranged by date or otherwise maintained in the order given by the collection creator. These decisions should be made by the cataloger, with the advice of the Senior Manuscript Cataloger and/or the Associate Librarian for Technical Services, before sorting begins.

Sorting

Once a processing plan is written, the cataloger has determined the best way to sort the correspondence in the collection. Typically, letters are sorted with both incoming and outgoing correspondence in the same folder, alphabetized under the name of the correspondent, not the collection creator. If there is only one side of the correspondence, that is, if there are only letters received or letters sent, these letters are placed in proper alphabetical order, again by the name of the correspondent and not collection creator. The only difference is in description (see Cataloging Examples). In some cases, correspondence is further sorted by date.  When only a portion of a correspondent's name is discernible, sort them into their proper alphabetical location. Unidentified correspondence and/or letters are usually sorted at the end of the correspondence series with a folder title of "unidentified."

In large collections and/or those with less significant correspondence, letters and correspondence may be sorted at a more general level in A to Z files. If it is determined that individual names are of some significance, a list of these names may be included in the finding aid at the folder level. Names should be checked in the Library of Congress’ name authority file unless the collection is being “minimally” cataloged.

Additional Handling and Sorting Considerations • Keep enclosures • Leave envelopes after the letter • Flatten and unfold each letter if possible • Remove all metal fasteners if possible • Photographs usually remain in the folder with the correspondence in a photograph sleeve approved by the Manuscript End-processing Assistant and the Preservation Librarian

Cataloging Examples

Both incoming and outgoing correspondence in one folder:

Merlo, Frank Phillip, d. 1963. Correspondence, 1952-1963 and undated. 1 folder.

Incoming letters only:

(1209) Drew, Fraser. Letters to Gore Vidal, 1951-1972 and undated. 1 folder.

Outgoing letters only:

Lerner, Max, 1902-, recipient. Letters from Tennesee Williams, 1951-1959 and undated. 1 folder.

A to Z folder:

Age- through All-. Correspondence, various dates. 1 folder. Includes correspondence with Marella Agnelli, Nordal Åkerman, Albin Michel (Firm), Alfred C. Kinsey Institute for Sex Research, Alfred University, Betty Allen, Woody Allen, and Topazia Alliata.

Photograph(s) within folder:

Von Zerneck-Sertner Films. Correspondence, 1985-1997 and undated. 2 folders.
Includes photographs.

EAD mark-up for correspondence