Large Archival Collections Planning
- Melanie Wisner
updated 14 November 2023
Communications
Collections staff and accessioning staff should be in contact regularly so as to begin planning for incoming collections as early as possible. Ideally, the Accessioning Archivist will be in touch directly with the donor to help prepare them for the process.
The following data points, at minimum, are to be collected in advance from the donor or dealer:
- Size, type, and number of boxes: the more specific, the better
- State of materials within the boxes: ordered? in disarray?
- Ideal delivery date(s) or deadlines
- Known mold or preservation issues: where has the collection been stored?
- Presence of fragile (e.g., glass) material
- Presence of oversized material
Size of collection
As of this writing, we can receive and stage for accessioning up to one 40-box collection (roughly three bays) at Houghton/Pusey in designated spaces. This will be assessed case by case. With early notice, we may be able to be more flexible.
Packing a collection
Ideally, collections are packed by the dealer, donor, or Houghton staff member in proper Paige boxes and numbered and labeled, with an accompanying list matching box numbers to contents. The Accessioning Archivist is happy to provide inventory templates, boxes, labels, and barcodes in advance to whoever will do the packing; boxes can also be provided. A guide to packing for donors and dealers is here.
Transport
If shipping will be required, the Houghton Registrar will arrange it, whether the collection goes to HD or to Houghton. It is very important that the shipper come from a Houghton list of known and trusted companies.
If collection is coming to Houghton, by shipper or by personal vehicle, arrangements must be made well in advance for access to Harvard Yard, if needed, as well as access through the Houghton ground floor back door.
If shipping to HD, arrangements must be made well in advance for the date of the delivery. HD staff will probably know the shipper, but whether they do or not, they will need contact information from them for the delivery day and possibly in advance.
Materials at HD
Materials that should be sent direct to HD:
- Collections larger than 40 boxes
- Collections of approximately 10 boxes or more where boxes are larger than dimensions of available Houghton/Pusey shelving space
Materials that should NOT be sent to HD under any circumstances:
- frames or anything else containing glass, ceramic, or other breakable media
- magnetic (audiovisual) tape
- anything that might require specialized end-processing/housing
- anything suspected of carrying mold
Accessioning at HD
The date for accessioning staff to visit HD to accession the collection must be agreed upon at least one month in advance, and preferably more. If detailed information has been gathered from the donor or dealer as noted above, it will be possible to arrange to bring specialized containers and supplies to HD if the mode of transportation allows. It is best to check with HD about supplies available there beforehand; they usually can provide Paige #14 boxes but no other sizes or shapes.
Conditions at HD are not always optimal for processing: depending on the space made available to work in, it can be cold; table space for processing can be limited; and you must bring your own food and drink as there are no sources nearby. HD staff are generous with their time and help, though, and have always done what they could to make the work possible. Spaces used in the past include a room meant for storing material (so can be cold), a loading dock (also cool), and an interior meeting room (comfortable for humans). HD undertakes special projects as well as daily circulation of material and does not usually have more than one space option to offer. They have a lunch room with microwave, refrigerator, drinking water, and sink, but you should bring your own food, utensils, and other beverage.