Labeling Special Collections Protective Enclosures

All protective enclosures (boxes, portfolios, pockets) ordered from vendors or produced in-house for Special Collections will be labeled with title and call number information.

1) Special Collections staff will provide to repair lab staff item identification with each piece brought for enclosure. Usually the information will be on a flag, but it could also be a barcode or Acorn record printout.

2) Special Collections staff will batch the items according to collection and provide call number location code information for that group of items when they bring the items to the repair lab.

3) Repair lab staff will order or make the enclosures, including title information.

4) After protective enclosures are received and items are ready for labeling, repair lab staff will deliver the items in a batch to Marking. All item call number information will be placed on top of item inside each enclosure. Batch instructions will be written on a note taped to the truck.

5) Marking staff will label ONLY the enclosures using the manual labeling process and include the location code information in the call number as supplied by Special Collections. These items will be kept separate from the rest of the marking flow and labeled as soon as possible upon receipt.

Unless instructed otherwise, NO Special Collection item itself will be stamped, stripped, or labeled. ONLY the enclosures will be labeled.

6) Once marking is complete, the items will be delivered to the usual receiving area inside Special Collections.

EXCEPTIONS:

· If a particularly rare or special item requires an enclosure, it may need additional security. Sometimes the item itself may be returned to Special Collections after the item is measured for its box. It will be a case-by-case decision.

· No deluxe buckram clamshell manufactured in-house will be labeled.

NOTE: Special Collections prefers the beige boxes from CMI rather than gray boxes produced by ICI/MAB.

Effective 4/29/ 2005 SD