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Management of Management of Manuscripts & Manuscripts &

Personal PapersPersonal PapersWEEK 10-12WEEK 10-12

Processing CollectionsProcessing Collections

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IntroductionIntroduction

Means what happens to a manuscript collection from Means what happens to a manuscript collection from the time it is accession until it is ready for cataloging the time it is accession until it is ready for cataloging and preparing finding aidsand preparing finding aids

Processing steps can be facilitated if the collection are Processing steps can be facilitated if the collection are carefully boxed and the information about the carefully boxed and the information about the collection and the person they deal is noted by the collection and the person they deal is noted by the recipientrecipient

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However paper will not sought or collected by the However paper will not sought or collected by the repository. Frequently they just arrive either by soup repository. Frequently they just arrive either by soup cartons, ancient suitcases, brown paper packages as cartons, ancient suitcases, brown paper packages as well as filing boxeswell as filing boxes

Sometimes they are clean but frequently they will carry Sometimes they are clean but frequently they will carry accumulated dirt of storage in attic, store room etcaccumulated dirt of storage in attic, store room etc

Usually there will have no preliminary sorting or Usually there will have no preliminary sorting or cleaning, no attempt to preserve the original order cleaning, no attempt to preserve the original order

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If this happens, every effort should be made to If this happens, every effort should be made to obtain the entire collection before beginning to obtain the entire collection before beginning to process itprocess it

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Steps Preliminary to ProcessingSteps Preliminary to Processing

STEP 1STEP 1Manuscripts must clean either by hand or with Manuscripts must clean either by hand or with mechanical cleaning device such as vacuum mechanical cleaning device such as vacuum chambers which fumigate and clean practically chambers which fumigate and clean practically no hand laborno hand labor

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STEP 2STEP 2Cleaning and unpacking should done by Cleaning and unpacking should done by trained persons later it will able to note any trained persons later it will able to note any surviving order or sort into rough categories surviving order or sort into rough categories that will make later handling easierthat will make later handling easier

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STEP 3STEP 3Documents needing repair or restoration will Documents needing repair or restoration will be removed whether to perform minor repair be removed whether to perform minor repair in the repository itself or to an expert in the repository itself or to an expert especially those material that have great especially those material that have great intrinsic (essential) valueintrinsic (essential) value

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Types of ArrangementTypes of Arrangement

STEP 4STEP 4 During the same time when the manuscripts were During the same time when the manuscripts were

boxing, cleaning and separate, a preliminary boxing, cleaning and separate, a preliminary decision will be needed on the methods or decision will be needed on the methods or methods use in ordering papersmethods use in ordering papers

This is a crucial decision which later play an This is a crucial decision which later play an important role in any collection’s usefulness to important role in any collection’s usefulness to scholars and the ease with it can be servicedscholars and the ease with it can be serviced

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This is the reason why preliminary steps fall to This is the reason why preliminary steps fall to the trained archivist or librarian rather than the trained archivist or librarian rather than unskilled helpunskilled help

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Small collections, under two feet in size, Small collections, under two feet in size, usually shape themselves into a workable usually shape themselves into a workable arrangement automaticallyarrangement automatically

For letters or correspondence, a simple For letters or correspondence, a simple chronology is the obvious solutions, with chronology is the obvious solutions, with perhaps a separate folder or two for any perhaps a separate folder or two for any miscellany such as undated speeches or miscellany such as undated speeches or genealogical materialsgenealogical materials

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If the collections is composed of minutes, If the collections is composed of minutes, reports or financial records, there will still be reports or financial records, there will still be natural inherent order functionally derived natural inherent order functionally derived usually chronological, that arrange can follow.usually chronological, that arrange can follow.

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Business records will fall into series, i.e.,Business records will fall into series, i.e.,day books, ledgers, payroll records, minutes of day books, ledgers, payroll records, minutes of managerial bodies, and then in chronological managerial bodies, and then in chronological sequence with series sequence with series

Diaries will follow a simple chronologyDiaries will follow a simple chronology

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Only compilation or materials assembled by a Only compilation or materials assembled by a collector will be suitable for ordering by collector will be suitable for ordering by subject. subject.

If a man’s papers consist of materials he has If a man’s papers consist of materials he has collected on a number of aborigine tribes and collected on a number of aborigine tribes and practices, it makes sense to keep them together practices, it makes sense to keep them together by tribe or practice rather than arrange them by tribe or practice rather than arrange them through some artificial chronological ordering through some artificial chronological ordering

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Occasionally a few subject files within a Occasionally a few subject files within a collection will complement (go together) a collection will complement (go together) a basically chronological arrangement.basically chronological arrangement.

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EXAMPLE EXAMPLE

if a person has assembled clippings and other if a person has assembled clippings and other materials on women’s right to vote, railroad materials on women’s right to vote, railroad legislation, or former monetary system can be legislation, or former monetary system can be best kept together by subject (as he had them) best kept together by subject (as he had them) rather than be interspersed (to put here and rather than be interspersed (to put here and there) throughout chronological files there) throughout chronological files

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Remember never should an artificial subject Remember never should an artificial subject ordering be constructed from independent ordering be constructed from independent collectioncollection

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For large collections, problems of arrangement For large collections, problems of arrangement multiply, and will absorb large amounts of multiply, and will absorb large amounts of staff time.staff time.

When original order has been preserved it will When original order has been preserved it will frequently prove advisable to keep it.frequently prove advisable to keep it.

Servicing a large collection which is Servicing a large collection which is chronologically arranged is easier than one chronologically arranged is easier than one ordered in the other wayordered in the other way

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The manuscript curator must decide how The manuscript curator must decide how heavy the use of any large collection is likely heavy the use of any large collection is likely to be and the weight the cost of staff time to be and the weight the cost of staff time needed to ordering it against difficulty of needed to ordering it against difficulty of servicing it if the original order is maintained servicing it if the original order is maintained

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Ordering ChronologicallyOrdering Chronologically

Must performed by trained personsMust performed by trained persons Go through the collections that he gets the feel Go through the collections that he gets the feel

of the papers and the man or institution which of the papers and the man or institution which created themcreated them

Make notes on the order which the paper were Make notes on the order which the paper were received if this is to be disrupted laterreceived if this is to be disrupted later

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Occasionally a preliminary inventory will be Occasionally a preliminary inventory will be usefuluseful

Also be able to date with relative accuracy Also be able to date with relative accuracy many undated materials, thereby preserving many undated materials, thereby preserving their usefulness & their coherence (logic) in a their usefulness & their coherence (logic) in a collectioncollection

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Enclosures should be fastened to the Enclosures should be fastened to the documents with which they were enclosed. documents with which they were enclosed. When so handled they continue to make sense When so handled they continue to make sense and function in telling the storyand function in telling the story

At this time papers should be sorted into At this time papers should be sorted into decades, for chronological ordering of decades, for chronological ordering of materials of any bulk is most easily handled in materials of any bulk is most easily handled in a series of stepsa series of steps

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Once this step is complete all further steps in Once this step is complete all further steps in chronological arrangement can be performedchronological arrangement can be performed

Sorting is by decades, then year, by month and Sorting is by decades, then year, by month and finally by day, at which time papers can be finally by day, at which time papers can be placed in their permanent folders legend typedplaced in their permanent folders legend typed

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It is important that quantity of materials in It is important that quantity of materials in each folder be limited not more than 25 items, each folder be limited not more than 25 items, so that if materials in a folder are disarranged so that if materials in a folder are disarranged they are still found or reordered. Larger they are still found or reordered. Larger quantities, when disarranged, result in much quantities, when disarranged, result in much greater inconveniencegreater inconvenience

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The legend for each folder should include the The legend for each folder should include the classification (where one is used); the name of classification (where one is used); the name of the collections; and the dates of the papers it the collections; and the dates of the papers it contains (where a strictly chronological contains (where a strictly chronological arrangement is obey to) or a brief descriptions arrangement is obey to) or a brief descriptions of its contentsof its contents

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For further identification, it is wise to indicate For further identification, it is wise to indicate the donor in code somewhere on the folder or the donor in code somewhere on the folder or document, particularly if a collection has come document, particularly if a collection has come from several sourcesfrom several sources

The folder cab be packed in the standard The folder cab be packed in the standard container, and the container number and shelvecontainer, and the container number and shelve

A shelf list indicating the dates covered in each A shelf list indicating the dates covered in each container should be prepared, and the papers are container should be prepared, and the papers are ready for cataloguingready for cataloguing

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Original Order & Order of Original Order & Order of ProvenanceProvenance

It originate from the origin of the papers It originate from the origin of the papers (agency creating the records) and their original (agency creating the records) and their original functionfunction

It does not work well with most types of It does not work well with most types of personal papers cause no system of arranging personal papers cause no system of arranging personal papers other than chronological one personal papers other than chronological one comes as close to life as it is experienced comes as close to life as it is experienced

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Institutions, however, have chronological Institutions, however, have chronological simultaneous (various) functions which simultaneous (various) functions which together makes a larger and more intricate together makes a larger and more intricate (complex) pattern(complex) pattern

The records of an institution (be it a public The records of an institution (be it a public agency, a business firm or a social group) are agency, a business firm or a social group) are most likely comprehensible (understandable) most likely comprehensible (understandable) only as they display their origin in the way only as they display their origin in the way they were originally assembledthey were originally assembled

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In the mid-twentieth century, individuals, In the mid-twentieth century, individuals, especially if they were public figures, are especially if they were public figures, are sometimes institutional – at least in their sometimes institutional – at least in their accumulated papers, and such cases accumulated papers, and such cases provenance will be respectedprovenance will be respected

Provenance and original order are extremely Provenance and original order are extremely useful in handling contemporary manuscripts useful in handling contemporary manuscripts groups whose bulk would otherwise prove groups whose bulk would otherwise prove unmanageable unmanageable

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Usually for personal papers, original order will Usually for personal papers, original order will mean filling by name of correspondent (writer) mean filling by name of correspondent (writer) and occasionally by subject within a period of and occasionally by subject within a period of time – sometimes a year, sometimes longertime – sometimes a year, sometimes longer

When the original order is retained and easily When the original order is retained and easily understood, an inventory should be prepared understood, an inventory should be prepared so it can be used by the scholarso it can be used by the scholar

It also must devise (formulate) schemes to It also must devise (formulate) schemes to make possible to remove items from the make possible to remove items from the collection and return them to their proper place collection and return them to their proper place

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Other Ordering SchemesOther Ordering Schemes

It is hard to cope with an undescribed but It is hard to cope with an undescribed but complicated ordering scheme by some complicated ordering scheme by some predecessor by the time is long dead.predecessor by the time is long dead.

What seems like a logical system to its What seems like a logical system to its originator may be a puzzle to those come after, originator may be a puzzle to those come after, particularly when ordering scheme is not particularly when ordering scheme is not adequately recorded.adequately recorded.

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The simpler the arrangement, the greater its The simpler the arrangement, the greater its usefulness.usefulness.

Original order, provenance, and chronology Original order, provenance, and chronology will solve most arrangement problemswill solve most arrangement problems

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Richard Berner in his article appear in “The Richard Berner in his article appear in “The American Archivist”, October 1960 strongly American Archivist”, October 1960 strongly argues for a plan in which out-going letters argues for a plan in which out-going letters would be arranged chronologically and would be arranged chronologically and incoming letters arranged alphabetically by incoming letters arranged alphabetically by writer.writer.

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He points out that this eliminates judgment as He points out that this eliminates judgment as to importance of the correspondence on the to importance of the correspondence on the part of a cataloger since it is a matter of a part of a cataloger since it is a matter of a moment to check whether any given person’s moment to check whether any given person’s letter appear in a collectionletter appear in a collection

At the same time it provides a chronological At the same time it provides a chronological framework from which a researcher interested framework from which a researcher interested in material in a certain time period can workin material in a certain time period can work

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There are advantages in this plan but it also There are advantages in this plan but it also increase the difficulty of locating everything increase the difficulty of locating everything that is likely to relate to a subject or that is likely to relate to a subject or occurrence (event) in a given period or in a occurrence (event) in a given period or in a specific time sequencespecific time sequence

Imagine the difficulties in finding, for Imagine the difficulties in finding, for example, all materials pertaining to the example, all materials pertaining to the election of 1966 in the forty-two years election of 1966 in the forty-two years accumulation of papers of a recent political accumulation of papers of a recent political figure, if all incoming correspondence was figure, if all incoming correspondence was organized alphabeticallyorganized alphabetically

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And certainly the advantages of original order And certainly the advantages of original order or provenance are lost, namely ease of or provenance are lost, namely ease of arrangement and the natural grouping of arrangement and the natural grouping of papers which originated together.papers which originated together.

It will take a long to make this kind of It will take a long to make this kind of arrangement, in fact longer, than strictly arrangement, in fact longer, than strictly chronological onechronological one

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Boxing, Labeling & IndexingBoxing, Labeling & Indexing

BoxingBoxing Boxing involves making a choice of containers Boxing involves making a choice of containers

governed by the size of collections and the governed by the size of collections and the amount useamount use

Horizontal boxes are most satisfactory for Horizontal boxes are most satisfactory for small collections and miscellaneous itemssmall collections and miscellaneous items

Folders & documents lie flat, and containers Folders & documents lie flat, and containers do not have to be completely filled to prevent do not have to be completely filled to prevent warping and curlingwarping and curling

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However, they are likely to require an However, they are likely to require an expensive custom order since almost all expensive custom order since almost all standard manuscripts containers provide standard manuscripts containers provide upright storageupright storage

If proper care is taken in packing, vertical If proper care is taken in packing, vertical storage will prove satisfactorystorage will prove satisfactory

The most satisfactory large container is a The most satisfactory large container is a collapsible (easy to bent), easily assembled collapsible (easy to bent), easily assembled storage box which takes both regular & legal storage box which takes both regular & legal size materials and light enough to carried by size materials and light enough to carried by one personone person

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A dust proof lid and side handholds are a A dust proof lid and side handholds are a decided advantagesdecided advantages

Containers larger than 12.5 x 15.5 inches are Containers larger than 12.5 x 15.5 inches are uncomfortable to handle and any saving in uncomfortable to handle and any saving in money or space is offset by their money or space is offset by their inconvenience inconvenience

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LabelingLabeling Labeling of all containers is necessaryLabeling of all containers is necessary A label is satisfactory if it tells the name of the A label is satisfactory if it tells the name of the

collection, its classification number (if used), collection, its classification number (if used), and the contents of the container (i.e., folder, and the contents of the container (i.e., folder, box or filing drawer) being labelled orbox or filing drawer) being labelled or

Its place in the order of containers, i.e., box 1, Its place in the order of containers, i.e., box 1, box 2, etcbox 2, etc

Labels designed especially for the repository Labels designed especially for the repository using them will make shelves and collections using them will make shelves and collections more attractive at little extra costmore attractive at little extra cost

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ShelvingShelving Can be done in 2 ways, in order of acquisition Can be done in 2 ways, in order of acquisition

or by classification schemeor by classification scheme When shelved by the first method, each When shelved by the first method, each

cataloguing unit is assigned a number in cataloguing unit is assigned a number in regular progression according the time at regular progression according the time at which it is ready to be shelved e.g. 1/2008, which it is ready to be shelved e.g. 1/2008, 2/2008 etc2/2008 etc

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Containers for a collection are placed on the Containers for a collection are placed on the shelved in the order determined by its shelved in the order determined by its arrangement, immediately behind the last arrangement, immediately behind the last collection acquired and follow by the nextcollection acquired and follow by the next

There is no need to leave space for additional There is no need to leave space for additional acquisitions, which will be handled as new acquisitions, which will be handled as new collections and receive new numberscollections and receive new numbers

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When these numbers are placed on When these numbers are placed on cataloguing cards, they serve to indicate a cataloguing cards, they serve to indicate a collection’s locationcollection’s location

Every inch of shelf can be used and shelving Every inch of shelf can be used and shelving can be acquired to meet only immediate needs. can be acquired to meet only immediate needs. Saving of space is the chief advantage of this Saving of space is the chief advantage of this systemsystem

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Shelving by classification scheme is rather Shelving by classification scheme is rather more common and has decided advantagesmore common and has decided advantages

Usually a very simple scheme which classifies Usually a very simple scheme which classifies collection as personal papers, business records, collection as personal papers, business records, religious records, and other records of other religious records, and other records of other groups or institutions will be sufficientgroups or institutions will be sufficient

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Some provision can be made for differentiating Some provision can be made for differentiating bound and unbound material or outsize items e.g. bound and unbound material or outsize items e.g. AA – Bound manuscripts (diaries, scrapbooks etc)AA – Bound manuscripts (diaries, scrapbooks etc) Aa – Unbound papers, collection of personal papersAa – Unbound papers, collection of personal papers Ab – Upright boxes of personal papers for large or Ab – Upright boxes of personal papers for large or

especially valuable collectionsespecially valuable collections

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Shelving is done in alphabetical order by Shelving is done in alphabetical order by collections within classification schemecollections within classification scheme

This work very well for single items and small This work very well for single items and small collectionscollections

It breaks down when very large collections It breaks down when very large collections must be housed because of the shifting of must be housed because of the shifting of material that is necessary whenever a sizable material that is necessary whenever a sizable acquisition is receivedacquisition is received

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However, it is not hard to locate forty or fifty However, it is not hard to locate forty or fifty feet of papers and some provision for a special feet of papers and some provision for a special stack area for large collections will solve the stack area for large collections will solve the problemsproblems

When a classification scheme is used, it must When a classification scheme is used, it must be remembered that it specifies only type of be remembered that it specifies only type of collections i.e., personal papers, business collections i.e., personal papers, business records, institutional records etc.records, institutional records etc.

It does not attempt to perform the task of the It does not attempt to perform the task of the library classification scheme is organized library classification scheme is organized according to subject matteraccording to subject matter

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Shelving under classification scheme permits Shelving under classification scheme permits expansion of a given collection or groups of expansion of a given collection or groups of recordsrecords

Additions can be made without difficulty and Additions can be made without difficulty and various sizes of bound or unbound items can various sizes of bound or unbound items can be handled economicallybe handled economically

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ConclusionConclusion

Important to remember is that the general Important to remember is that the general principle of processing a manuscript repository principle of processing a manuscript repository is to keep a balance between consistency and is to keep a balance between consistency and flexibilityflexibility

Organization implies a scheme, and to attempt Organization implies a scheme, and to attempt to deal with manuscript materials without to deal with manuscript materials without having decided on a system for handling them having decided on a system for handling them would result in chaoswould result in chaos

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At the same time different kinds of materials At the same time different kinds of materials present the curator/archivist/librarian with present the curator/archivist/librarian with different kind of problems and hence different different kind of problems and hence different possible solutionspossible solutions

A well-developed sense of order, an open A well-developed sense of order, an open mind, and a strong back are the characteristics mind, and a strong back are the characteristics a manuscript curator/archivist/librarian will a manuscript curator/archivist/librarian will find most usefulfind most useful

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THE ENDTHE END