Newsletters

Owned by Jenny Gotwals
Last updated: Nov 20, 2024 by Laura Peimer

One of our goals in holding the records of an organization is to have a complete run of its publications, particularly its newsletters. In the past the library ideally held two copies: one, an archival copy, housed in the manuscript department (filed by organization name in a MFD or Master File Drawer or with the collection), and one, for general use, in the periodical department. With the transition to a closed stack environment in 2005 and the end of the backlog project in 2013, newsletters of "our" organizations are cataloged and housed in the Published and Printed Materials Department. 

Processors working on a collection may find 1) newsletters generated by the organization. You may also find newsletters or periodicals with no direct connection to the collection you're processing. These most often fall into four main categories: 2) newsletters of "our" organizations (i.e., with their records at the library); 3) other newsletters related to women; 4) chapter newsletters of organizations whose records we hold (NOW, NWPC, NARAL); and 5) newsletters outside our collecting scope. 

Processors working on a collection with 1) newsletters generated by the organization should: 

  • Identify and sort newsletters created by the organization for eventual transfer to the serials cataloger, who will catalog each title and add holdings information. 
  • If we already hold the title, check the holdings record and transfer only those issues that we do not hold. 
  • Each newsletter issue transferred to the head of published materials (for eventual cataloging by the serials cataloger) should come with a separation form. *Note: if you have a large number of issues to a newsletter title that we do not yet have in our collection talk with the serials cataloger about whether it's ok to complete only one separation form for the set. 
  • For extant organizations, consult with the library assistant to make sure that the library is on the organization's current mailing list. For e-newsletters, the library assistant should subscribe using schacq@radcliffe.harvard.edu 
  • Indicate in the Processing Information Note that titles are available at the Schlesinger Library.  Use this language:  

[Description of items: e.g. Later issues of the newsletter, Still Off-Beat,] are available at the Schlesinger Library; consult HOLLIS [hot link], the online catalog.  

For 2) newsletters of "our" organizations (other than the one you are processing): 

  • Identify and sort newsletters created by the organization and set aside for transfer to the serials cataloger who will catalog each title and add holdings information. 
  • If we already hold the title, check the holdings record and transfer only those issues that we do not hold. 
  • Each newsletter issue transferred to the head of published materials should come with a separation form.
  • *Note: if you have a large number of issues to a newsletter title that we do not yet have in our collection talk with the serials cataloger about whether it's ok to complete only one separation form for the set. 

For 3) other newsletters related to women: 

  • Wait until you've finished processing the entire collection and address all periodicals at the same time. 
  • Check titles in HOLLIS. If issues fill holes in library holdings, set aside for transfer to the head of published materials. 
  • If the serial is a new title that is not yet in our library holdings, either set aside for review with curators or if the title/issue clearly fits into our collecting policy set aside for transfer to the head of published materials. Even if you won't be meeting with the curators, still inform them of what is being added to the library collection. 
  • Each newsletter issue transferred to the head of published materials should come with a separation form.
  • *Note: if you have a large number of issues to a newsletter title that we do not yet have in our collection talk with the serials cataloger about whether it's ok to complete only one separation form for the set. 
  • Note the titles in order to inform the curators of what is being added to the collection.  

Pr-# collections finding aids review 

  • In addition to searching HOLLIS, you should also consult the finding aids for constructed collections of newsletters and periodicals (Pr-#) that can be found in HAD.  
  • For items being added to constructed collections, indicate in the separation record note in the finding aid that titles were transferred to whatever constructed collection. E.g. 
    "The following items have been transferred to the NOW Chapter Newsletter Collection (Pr-1). 
  • While we are no longer adding materials to Pr-4: Women's Newsletter and Periodical Collection, this finding aid may be particularly useful since it lists a broad range of titles. Search the finding aid for your title and if other issues are already listed, let Johanna know. She can help you pull those issues to give to the serials cataloger for cataloging, and will update the Pr-4 finding aid.  

For 4) chapter newsletters of organizations whose records we hold (NOW, NWPC, NARAL) consult the following finding aids and if what you have fills holes, give to Johanna, who will add them to the collections.:  

 Other Pr-# collection finding aids you may want to consult: 

For 5) newsletters outside our collecting scope: 

If you have questions about newsletters that fall outside our collecting scope, consult with the curators. They can help you determine whether they should be discarded, remain in the collection, or offered to other Harvard Libraries. If you think they are of significant research value to another repository, give them to the head of published materials with a note explaining this. 

 

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