How to number

The majority of file unit numbers are created by the end-processor during the boxing of collections.

Some file numbering may be created by the archivist; this page will give an outline of possible numbering scenarios. The current convention is for the archivist to leave the "x" that appears as the file unit in XMetal, and to use "2x" or "3x" to designate to the end-processor that there are multiple folders with the same title.

Boxes and cartons

For file boxes and cartons, file unit numbers consist of the container number, followed by a period, then the folder (or item) number (e.g., 10.1).

Volumes

Small- and medium-sized volumes are stored in individual folders (one volume per folder), and filed in Hollinger boxes. Although the folder description should specify that the item is a volume, the file unit number does not. Bound volumes housed unfoldered in in Hollinger or in oversized boxes, however, receive a "v" following the number (e.g., 1OB.1v) since they are not inside folders; they follow the same numbering conventions as folders.

Oversized Folders And Boxes (Folio, Folio+, Oversize)

When a small amount of oversized material is found within a collection it is stored within oversized drawers, on site. Numbering for oversized material filed in cabinets consists of the file drawer type, a period, then the folder number for that specific oversize type: folio, folio+, oversize, supersize - FD, F+D, OD, and SD respectively.

When a large quantity of oversized materials exists and the materials could fill an oversized box, do not file them in oversized drawers, but place them in appropriately-sized folders within an oversized box. Number boxes in the same sequence as file boxes and cartons, but the number will be followed by an abbreviation (FB, F+B, OB, etc.) that indicates the size of the box. See below for specific examples.

Even when there’s only 1 item in the box, it gets a number designation. For example, a quilt housed in a roll box would be #RB.1, i.e. 104RB.1.

(Note: Roll boxes and card file boxes are also given box numbers within the regular box-numbering sequence of the collection. The designation "CB" is used regardless of the size of the card file box.)

File Unit Abbreviations

Carton#.folder# Carton 1.1

File box#.folder# File box 1.1

FD.folder# Folio folder FD.1

F+D.# Folio+ folder F+D.1

OD.# Oversize folder OD.1

SD.# Supersize folder SD.1

PD.# Photograph "drawer" (now in file boxes) PD.1 (for slides: PD.1sl)

PD.#f. Folio photograph drawer PD.1f (or PD.1fv for volume)

PD.#f+. Folio+ photograph drawer PD.1f+ (or PD.1f+v for volume)

PD.#o. Oversize photograph drawer PD.1o (or PD.1ov for volume)

PD.#+. Supersize photograph drawer PD.1+

#FB.# Folio box 1FB.1 (or 1FB.1v for volume)

#F+B.# Folio+ box 1F+B.1 (or 1F+B.1v for volume)

#OB.# Oversize box 1OB.1 (or 10B.1v for volume)

#CB. Card file box (any size) 1CB.1

#RB Roll box (any size) 104RB.1

Mem.# Memorabilia** Mem.1

CD-#.# Compact disc* CD-13.1

MP-#.# Motion picture* MP-45.1

T-#.# Audiotape* T-249.1

Vt-#.# Videotape* Vt-269.1

Phon-#.# Phonograph record* Phon-65.1

DVDs DVD* DVD- #

E.# Electronic files (web sites, digital photos) E.1

*Audio/visual numbers are assigned by Joanne.

**See Memorabilia for more discussion of Memorabilia numbering.

Fictional Examples as Displayed in Oasis :

Series I. BIOGRAPHICAL AND PERSONAL, 1897-1980 (#1.1-29.14)

1.1-1.3. Scrapbook I (disassembled), 1950-1977

2.16. School work and bits of writing, 1897-1913.