Foldering and description go hand in hand; the finer the level of description accorded to a group of material in the box and folder list, the finer the level of foldering it is likely to receive, although it is sometimes the case that we list several items (e.g., poems) contained in a single folder, in the form of a folder note. Determining the appropriate level of foldering and description involves a basic knowledge of the collection's artifactual value and the patterns of research use to which it is subject.

Most correspondence is foldered and listed in groups by name of correspondent, regardless of quantity, to facilitate research access to individual names and files. Writings receive close, often title-level analysis and a relatively fine level of foldering.

A group of deeds, however, might be placed in a folder and labeled "deeds," rather than listed separately, unless name access to the content of the deeds is deemed essential. Even so, one might make a general note about significant names present, rather than folder each deed individually. The same treatment often suffices for bills and receipts, newspaper clippings, personal and household finances, or any materials of limited interest, or for which the generic term (e.g., bills) is sufficient for purposes of location and retrieval.

In some cases, physical condition or exceptional security concerns will influence the level of foldering. Then, a finer level of foldering is necessary to house fragile material, odd size material, and less stable media (e.g., newspaper clippings and photographs), or to document and track items of exceptional artifactual importance.

All of these factors are taken into account when deciding on the level of foldering and folder contents description to be applied when processing a given collection.

V.B. BASICS OF FOLDERING AND LABELING

V.B.1. General Notes

Legal-size folders are used for all regular size archival material. Oversize and odd-size materials need to be treated as special cases. (See the section on oversize material in Chapter VII.)

The labeling programs generate three labels for every folder, unless otherwise instructed. If fewer than three labels per folder are required (e.g., a box and folder list without intervening series and subseries), or some other print product is desired (e.g., when you need to print only the first label to correct a numbering mistake), adjustments can be made to the label program. (See the Microcomputer Manual for Registers for specific instructions.)

The label in the upper lefthand corner of the folder (label 1) contains the name of the collection, the collection call number, the box number, and the folder number.

Edmund Poley Papers
OSB MSS 1
Box 5, folder 208

Series II. Related Papers
MISCELLANEOUS FILES

List of French officers taken
prisoner at Blenheim (in ... /
1704 Aug

V.B.2. How Full Should a Folder Be?

The basic rule of thumb is to include no more material in a folder than can be safely handled by a researcher without disturbing the original order of the folder (i.e., 1" or less, depending on type of material). Even then, more fragile materials should be more finely foldered than those in relatively good condition.

Never fill a folder so full that the sides bulge out.

Square the bottom of the folder along the built-in crease lines so that the edge will stand flat in the box, neither bending nor bulging. Folders with only a few sheets (i.e., fewer than ten) generally don't need squaring. Over ten leaves, always crease at the fold.

V.C. FOLDERING SPECIFIC FORMATS

V.C.1. Correspondence

For letters, the maximum number of items in one folder should be 10 to 15 handwritten letters or 20 to 25 typed letters . With routine correspondence this amounts to a stack of paper ca. 1/4" thick.

We don't routinely number loose sheets, so special care must be taken in foldering multi-leaf letters. The longer the individual letter, the fewer the total number of letters per folder. Multi-leaf letters can also be enclosed in an acid-free bond paper "wrapper," folded across the middle of the leaves, to separate them from other letters in the file.

V.C.2. Other Loose Materials

Larger quantities (ca. 1/4 - 1/2") of manuscript writings, reports, legal documents, notes, clippings, and printed matter may be placed in a folder. Again, base your decision on the overall physical condition of the material and the relative ease with which it can be handled. If a lengthy document must be broken between two or more folders, divide it into logical sections; for example, a book manuscript should be divided at chapter breaks.

V.C.3. Bound Manuscripts

Most diaries, notebooks, and other bound volumes are foldered individually. Loose bindings should be tied (using white cotton archival ribbon) and the volume measured for a simple box or wrapper. (See Chapter IX.) Fragile volumes or ones for which the binding has particular artifactual interest also should be boxed or have a simple, four-flap wrapper made.

Smaller size volumes (e.g., pocket diaries) tend to shift around in standard size boxes and get damaged. Sizable numbers of such volumes, particularly if they run in sequence (e.g., pocket diaries for several years), are best stored in archival "shoe-boxes" or other small boxes and foldered in sleeves cut down to size. For this, clean, used archival folders in good condition and cut to the size of the box are most convenient, but be sure to erase all other markings on them.

Foldering 2 volumes side-by-side in a folder is not desirable, particularly for anything that is thicker than 1/4 - 1/2", or in which the foredge of the text block is exposed. Avoid this type of foldering whenever possible.

V.C.4. Oversize/Odd Size Material

Folder oversize items according to size of the largest piece, so that all can be in the same size box; however, do not put various-sized items in one broadside folder.

Also see the section on oversize material in Chapter VII.

V.C.5. Fragile Material/Material with Special Artifactual Value

Very fragile items ought to be foldered individually or placed with no more than two or three other items in a folder. The same applies to anything for which security is of more than usual concern. In such cases, preservation photocopies or photographic prints for reference use should also be substituted, and the originals stored as Restricted Fragile . (See the section on packaging and listing restricted fragile.)

V.D. BASICS OF BOXING

Legal size folders are stored upright in 2.5" or 5" width archival boxes. Each container should be full enough to prevent materials from falling down or curling in the box, but not so tightly packed that it becomes difficult to remove or to refile the folders, or to thumb through them. Never pack a box to the extent that it causes the front panel to bulge out or causes excessive friction on folders as they are removed and refiled.

Boxes should be of a consistent style and color (all grey/all cream) within a collection. Similarly, use folders of all the same style/cut.

In large collections, each series begins a new box; select the width (5" or 2.5" for standard archival boxes) of the final box of a series accordingly. In small collections, a single box may contain more than one series. (For proper register and labels production in these cases, consult the Microcomputer Manual for Registers.)

Some collections can be put into their final archival boxes at the same time that they are processed. However, many need to be stored temporarily in Paige boxes (1 cu. ft. cartons), and then reexamined before a final arrangement within document boxes can be made.

Until final box labels are printed, label the end of the box in pencil or with an attached flag, with at least the name of the collection and of the series and some type of identifying note as to the contents (e.g., Correspondence, A-L).

V.E. FOLDER AND BOX NUMBERING

Boxes and folders are numbered sequentially throughout the collection; do not begin renumbering folders with each box. Box numbers are assigned manually by the archivist, who keys them in at appropriate points in the box and folder list. To avoid renumbering, use a generic code (e.g., BX) at the left margin to indicate the start of a new box until processing is completed and you are sure about the number sequence for the boxes.

Folder numbers are assigned automatically by a program (folder.bei) that replaces the folder target (+) keyed by the processor with sequential numbers or ranges of numbers. Because numbers are assigned for each target present at tab 6, you must carefully verify that the number of targets matches the number of folders before running the numbering program. Also, you shouldn't run the numbering program until the register is nearing completion, and do so only after you've saved a copy of the unnumbered .box file to a separate file. (For specifics on keying folder numbering "targets" and running the folder.bei program consult the Microcomputer Manual for Registers). The two diagnostic programs (fold.num and box.num) must be run against the box and folder list to verify the accuracy of the numbering sequences.

Because the automatic numbering program supplies folder numbers, it is not necessary to number manually all of the folders; brief descriptive notes about folder content usually are sufficient to keep the material in order at this point. If the collection is being used heavily, you might want to number folders within a box. Also, a temporary numbering scheme (written lightly in pencil on folders), can help you to keep track of items stored in a sequence of folders (e.g., folder 1 of 3, 2 of 3, 3 of 3).

V.F. FOLDER AND BOX LABELING

V.F.1. Generating the Label Files and Printing Labels

The Microcomputer Manual for Registers contains instructions on how to generate the files and print labels. Once labels are printed, they can be affixed to folders and boxes.

Labeling is absolutely the final step in register and collection preparation. Only when all corrections and revisions have been made and the register has been approved by the curator and Manuscript Unit Head should you generate the labels. Once the label program has been run, review the files before you actually print the labels to catch errors and make minor textual adjustments (e.g., elimination of run-on underlining) as may be required.

V.F.2. Affixing Labels to Folders and Boxes

The labels cannot be removed easily once attached; work carefully with them to avoid any chance of accidently affixing labels improperly or to folder contents. Make sure students are properly instructed, and review their work carefully early on to catch mistakes or sloppy work.

All labeling should be neat, consistent, and in proper vertical and horizontal alignment. Any labels that are half adhered (e.g., because of a mistake that someone has tried to correct by pulling the label up and putting it down again) should be reprinted, not left partially detached. The same is true for any labels that are not straight and are hanging off the edge of a folder or box.

Labels for regular size folders should be put on the upper flap of the folder, on the left, center, and right.

Labels for Hollinger boxes should be straight and centered on the end panel of the box, placed about 1/2" up from the bottom of the box. Labels for the 2" boxes should be securely adhered on the sides to prevent their sticking to adjacent boxes and being torn off.

Labels generated from a finding aid, which need to be affixed to CMI boxes, should be placed in the upper left hand corner of the front face of the box. Place them in the same order as on a folder (1-2-3), top to bottom, rather than left to right.

Oversize boxes each get two labels: one is placed on the middle of the bottom portion of the box, on the short side; the other is placed on the lower middle of the top of the box, on the short side. All oversize boxes and oversize gaylords are shelved short side out. Compact shelving is designed to accommodate 2 or 3 adjacent oversize boxes shelved short side out, for maximum efficiency.

Rolls should be labeled on the end of the exterior package.

Framed items should be labeled on the back of the frame (always consult with the appropriate curator about the value of the frame).

An artifact that is not in box should be labeled by tying a tag to the item, and either writing on the tag in pencil or affixing labels to the tag. If the artifact is in a box, then the box should be labeled.

V.G. SHELF DUMMIES FOR SPECIAL STORAGE

If the collection that you have processed includes oversize material, or consists of only oversize material, use a shelf dummy to point Public Services staff to the oversize section.