Final Report - The Bancroft Library - University of California, Berkeley

Transcription

Bancroft Library Manuscript Survey Project Final Narrative Report Submitted to the Andrew W. Mellon Foundation by the The Bancroft Library University of California, Berkeley November 2010 Bancroft Library -- Manuscript Survey Project -- Final Narrative Report
PROJECT DESIGN AND IMPLEMENTATION
In February 2008, four archivists were hired and began to work in teams of two to survey every
container in collections accessioned by the Bancroft Library up to the year 2006, which are assigned
a manuscript call number (designator BANC MSS). This includes single manuscript items as well as
collections exceeding one thousand cartons. In the same vein as a similar survey completed by the
Historical Society of Pennsylvania (HSP) in 2002, the goal of the Bancroft Manuscript Survey was to
determine each collection’s scope and content; identify its preservation needs; and make
recommendations as to its future arrangement and description. The survey was designed to give
Bancroft Library curators and management a better overall understanding of the library's holdings,
establish priorities for processing, identify strengths and gaps in the collections, improve the local
collection management tool, and enable staff to establish strategic plans for collection management.
The general plan of work entailed one team member physically reviewing the material while the
other input data into the survey database, or survey tool. As the Library stores 60% of its archival
holdings off-site, much of this work took place at the University’s offsite storage facility in
Richmond, California, the Northern Regional Library Facility (NRLF). The database was built into
an existing acquisitions database called the Electronic Collections Management System (ECMS),
which had previously been used to track only unprocessed Bancroft collections. The survey tool was
continually improved over the course of the project to better accommodate workflow and to capture
all relevant collection data. The ultimate goal was to input information about all collections
(processed and unprocessed) into a single collection management system for the entire manuscript
holdings of the Bancroft Library.
In the course of surveying each collection the teams also identified basic subject areas covered in the
bulk of the collection, quantified the amount of work needed to make a closed collection available to
the public, proposed aspects of the description that could be improved (if any), and identified
collections that appeared to fall outside of the Bancroft’s collecting scope. They also reviewed
collection files and existing guides to the physical collections (including MARC records, preliminary
lists, and finding aids) and noted errors and necessary changes. Finally, the teams assessed the
condition of materials and, in cases of extreme physical distress to the collection, undertook
emergency re-housing or forwarded materials for treatment to the Library's Conservation Lab.
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Bancroft Library -- Manuscript Survey Project -- Final Narrative Report
OUTCOMES
Physical Survey and Processing Priorities
Over the duration of the project, the Survey Team has successfully surveyed the entire manuscript
holdings of the Bancroft Library. They completed the physical survey ahead of schedule and have
been able to turn their attention to editing insufficient catalog records, inputting data from collection
and acquisition files, processing high-priority collections needing immediate remediation, and editing
catalog records they identified as insufficient. Detailed survey records have been created for each
collection in the custom survey database, and the data compiled while surveying the manuscript
holdings is now being used to help determine priorities for future processing. It is important to
remember that a collection can range in size from a single item to over 1,000 cartons.
Survey statistics follow:




12,963 collections (measuring approximately 35,694 linear feet) were surveyed;
10,694 collections are ready to serve in the reading room;
741 collections were identified as “unprocessed” measuring circa 21,643 linear feet;
1,528 collections need adjustments such as re-foldering, labeling or numbering to improve
housing or security (measuring approximately 5,713 linear feet);
 6,607 catalog records need to be edited in order to enhance searching and access;
 520 finding aids need to be edited in order to make collections more accessible.
Although approximately 83% of Bancroft’s collections are accessible, the 17%
that are unprocessed comprise approximately 61% of the total linear footage of
the Bancroft’s holdings.
In the course of the survey, collections that need further processing work were assigned a processing
priority of high, medium, or low using a matrix that included known topical interest of our user
community, the value/significance of the collection, current accessibility, and preservation status.
With regard to the survey, we defined “processing work” as the intellectual and physical description
and arrangement of a collection. It does not include basic edits to the MARC record or to an
existing finding aid as these changes were tracked in a different area of the survey tool.
The team also assigned the level of processing needed for each collection: folder level, container
level, or a combination of folder and container. Of the 741 collections identified as needing further
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MSS COLLECTIONS OVERVIEW
1,794
(14%)
682
(5%)
276
(2%)
Western Americana (SALAZAR)
Latin Americana (SALAZAR)
Rare Books (BLISS)
1,027
(8%)
Science and Technology(FARRELL)
9,121
(71%)
Number of collections per curator
University Archives (NEAL)
3,166 lf
(9%)
4,118 lf
(12%)
3,260 lf
(9%)
954 lf
(3%)
Total linear feet per curator
23,601 lf
(67%)
QUANTITY vs. LINEAR FEET
12,151
14,000
12,000
Collections
10,000
Processed collections
8,000
Collections needing
processing
6,000
4,000
749
2,000
21,625 lf
0
25,000
20,000
Linear Feet
15,000
10,000
5,000
0
13,474 lf
processing work (see details below), 327 collections were identified as “quick kills”, meaning that
they can be made accessible to researchers with a minimum of effort by a professional processing
archivist. Specifically, the term "quick kill" designates collections in need of limited re-housing;
collections with preliminary lists that can easily be turned into finding aids; and multiple collections
with the same provenance that should be consolidated. These 327 "quick kills" comprise nearly
5,000 linear feet of Bancroft’s collections and, along with MARC records enhancements, will be our
highest priority for completion as we move forward.
COLLECTION RATINGS
High Processing Priority:
Designates collections that meet one or more of the following criteria: they can be processed and
made available to the public quickly; they are very important collections that are in high demand (or
would be in high demand if they were fully processed); they are currently listed as "unarranged and
unavailable" and could be opened once processed; or they are currently being used but are partially
unprocessed (e.g. additions haven’t been incorporated into extant series) or have serious
conservation problems that endanger the materials.



folder level: 71 collections – 1,133.72 linear feet
combination: 173 collections – 8,482.96 linear feet
container level: 79 collections – 1,807.88 linear feet
Total of 323 collections, 166 of which have been identified as "quick kills."
Medium Processing Priority:
Designates collections that appear to be important; are in some demand; or look interesting but will
take work, time and, sometimes, special skills, e.g. knowledge of a foreign language, to process and
make available to the public.



folder level: 31 collections – 1,108.96 linear feet
container level: 46 collections – 1,006.83 linear feet
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Low Processing Priority:
Designates collections that haven’t been requested by a researcher in decades, or less significant
collections where the amount of time and level of work it will take to process them is considerable
and may not have the use-value to justify expending the resources necessary to process them.



folder level: 45 collections – 614.43 linear feet
container level: 70 collections – 1,188.87 linear
Total linear feet of all collections with high, medium, and low processing
priorities: 21,642.51 (or approximately 61% of the Bancroft’s holdings).
In focusing staff efforts on the completion of quick kills, Bancroft will be able to make accessible a
large portion of its backlog. Survey data compiled on "quick kills" has already enabled Bancroft staff
to process ten collections and make them available to the public in the past year. Thanks to
additional funding from the Gilbert Foundation the survey team will be at The Bancroft Library
through January 2011 and will devote much of their remaining time to processing some of the
remaining 327 "quick kill" collections. In addition, Bancroft plans to pursue funding in order to hire
staff to focus on processing the "quick kill" collections so as to diminish our backlog as efficiently as
possible.
Bancroft Library curators and administration are particularly interested in collections that have been
assigned a high processing priority but were not identified as being "quick kills." In the course of the
survey it was determined that these collections would take more work to process due to their size,
complexity, or physical state. Given our limited staffing resources to meet these objectives, we
intend to actively pursue grant monies for detailed processing in order to make them more
accessible to the public. Many collections fall into thematic areas which will offer opportunities to
target various potential funders.
REFINING THE COLLECTION POLICY
Considered another important offshoot of the project, the surveyors have identified 249 collections
as candidates for de-accession. As a century-old institution, The Bancroft Library has acquired a
wide variety of collections over the years, many of which no longer fit within its current collecting
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scope. As a part of the survey, the surveyors noted collections they thought would be better served
at other repositories. The survey has presented a means to begin discussions with Bancroft curators
about our collecting policy and to propose the transfer of collections to more appropriate
repositories. Such materials include collections out of scope geographically (for example, those
pertaining to the eastern United States), the papers of non-UC faculty, and collections that have
such stringent access restrictions that they can never be served.
A final stage of the project has been to hold individual, day-long meetings with the Bancroft
curators who are responsible for acquisition of the collections. The purpose of the meetings has
been to review and rank the lists of collections needing processing work, reviewing those designated
as “quick kills,” and to examine candidates for de-accessioning. In these meetings the curators and
surveyors have discussed individual collections to 1) confirm that the assigned processing priority is
appropriate, 2) identify overall collecting strengths, 3) focus on possible grant projects, and 4) review
materials for those collections identified for potential de-accessioning.
After each meeting, the survey team produced a report summarizing the decisions made at the
meeting. These reports have been made available to the curators and will provide assistance in
determining processing priorities, potential grant opportunities, and further conversations about deaccessions (Attachment A).
The meetings with the individual curators are imperative, as their subject expertise and thorough
knowledge of Bancroft collecting policy are crucial in helping the surveyors assess processing
priorities. At the same time, each curator’s purview is often so vast that they do not have intimate
knowledge of all the holdings for which they are responsible. These meetings allow the curators,
while reviewing discreet lists of the collections, to ask questions of the surveyors who have
developed a detailed knowledge of the collections that they have physically and intellectually
reviewed. In the course of these meetings, the survey team has also discussed grant prospects with
the curators. In reviewing our holdings, collecting scope and curatorial priorities, we have identified
a number of themes for grant proposals, including: the theater; environmental collections; California
politicians; Bay Area presses; Bay Area poets; disability rights, anthropology; California labor; and
criminology.
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Another clear outcome of the survey and our meetings with curators is the realization that the Latin
Americana collections are woefully under-described. Over 130 of the 1000 Latin Americana
collections were identified as having insufficient MARC records (Attachment B). Reviewing the
MARC records makes it clear that better subject access is needed for these collections to be made
fully usable by researchers. The survey has shown that someone with Spanish-language skills is
needed to identify better and more precise subject terms for these collections. (For examples of
MARC records with poor subject access see Attachment C) Resolving this issue has been identified
as a high priority, and we have already been in contact with representatives from the Council on
Library and Information Resources’ Cataloging Hidden Collections program about funding
opportunities.
After the curatorial meetings, the survey team began work with Appraisal Archivist Lauren
Lassleben to develop procedures for the de-accessioning of collections. First and foremost is the
development of a draft form to track the necessary steps taken before de-accession; record the
responsible curator’s approval of the de-accession; and identify the repository a collection might be
transferred to (Attachment D). The form and procedures the surveyors and Ms. Lassleben have
developed will be presented to the Bancroft Collections Group as the first step in developing a deaccession policy. After spending nearly three years immersed in Bancroft collections, the surveyors
are committed to developing firm protocols to document the decisions made. This commitment can
also be seen in the team’s development of a manual to document their work. The manual will aid
Bancroft staff in analyzing and using survey data effectively long after the survey has been
completed (Attachment E).
EVALUATING DESCRIPTION
Another major component of the project was the assessment of existing guides to the collections.
Descriptive practices have varied greatly over Bancroft’s history. In the past, the basic listings that
often came with collections were simply filed away until the collection was “processed” and were
not made available to the public. A goal of the project was to determine if finding aids could be
readily compiled from such existing information. Approximately 150 preliminary listings have been
identified as useful guides and are being prepared for electronic encoding and publication on the
Online Archive of California. In addition, the survey team created approximately 145 preliminary
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guides during the course of the survey and identified 520 existing finding aids that have errors.
Making these guides available and fixing these errors will greatly increase access to collections.
One significant change in the project structure came early on. It was initially envisioned that the
Bancroft Manuscripts Cataloger would modify MARC records as the team provided edits in the
course of conducting the survey. Unfortunately, the Bancroft Manuscripts Cataloger left for another
position in August 2007 and, due to budget cutbacks, the position has been frozen by the University.
However, the survey team took this change in stride. With the help of the Archivist for Digital
Collections, they modified the database to indicate when a MARC record needed editing and
recorded the edits that needed to be made. Now that the physical survey is complete, the team has
provided reports to our permanent cataloging staff on records that need minimum edits and has
recently started making more substantive edits to collection records themselves with guidance from
Principal Cataloger, Randal Brandt. In the past month since they began editing catalog records, the
team has updated approximately 75 of the 6,600 records that need editing. Much more work will
need to be done but the team is committed to making as much progress in this effort as time allows.
Although the physical survey is complete, one key set of information is still being added to the
database: the information from the acquisition and collection files. Much of the relevant provenance,
ownership rights and access information about each collection resides in these files, which, prior to
the development of Bancroft’s Electronic Collection Management System (ECMS), were maintained
entirely in paper form. The surveyors have begun to input information from these files into ECMS
to provide a more complete picture of each collection’s history and to document Bancroft’s rights
when reviewing collections for future work. Adding this documentation for newer acquisitions will
be incorporated into Bancroft staff’s routine workflow from this point forward, further preparing
the database to one day become an integrated collection management system.
ECMS has also evolved in other ways because of the activities of the project. As an MS Access
database, the platform became unstable once the data from the survey project was incorporated.
Thus, the database has now been migrated to MySQL (Attachment F). With this switch-over, the
system is much more robust and the interface is now web-based. Reports from the data are much
more easily acquired and can be transposed to different file formats for presentations and other
purposes. This migration is seen as the first step in expanding the capacities of the tool.
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OUTREACH Throughout the survey project, Bancroft has been approached by other institutions interested in
conducting similar assessments of their collections. Project staff have worked directly with
colleagues from UCLA and Yale to discuss project design and parameters. We have also been active
promoters of the project within the archival community, presenting on our work at conferences,
authoring articles on the project, and updating the public on our progress through our website
(http://bancroft.berkeley.edu/info/mss_survey/index.html). We have also shared through the
project Blog (http://bancsurvey.blogspot.com/) many uncovered gems from the collections that we
have found.
LOOKING FORWARD
After nearly three years of intense work and an in-depth assessment of our holdings, the Bancroft
Library is ready to enter the next stage of what is seen as an ongoing process. As a result of the work
of the survey team, we now have improved control of the collections; a better-designed, more
comprehensive collection management system; goals for pursuing funding of in-depth processing
projects; and the basic elements of a more granular de-accessioning policy. Most importantly, we
have identified a significant number of collections that can be made available to researchers very
quickly using externally-funded processing staff, interns and volunteers.
Thanks to the generous support of the Andrew W. Mellon Foundation, The Bancroft Library can
now take a focused and systematic approach in planning for the future care and use of its vital
historic resources.
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Bancroft Library Manuscript Survey Project Final Narrative Report APPENDIX A 9
Latin Americana Report Report on MSS Survey Project Curator Meeting: Latin Americana August 4, 2010 In attendance: Theresa Salazar, Teresa Mora, David DeLorenzo Survey Team: Marjorie Bryer, Amy Croft, Dana Miller, Elia Van Lith I. DeAccession Review A short list of possible Latin Americana collections that might be candidates for deaccession was reviewed. Results were as follows: • 5 collections were taken off the deaccession list. o MM 123A o MM 123B o ZZ 162 o 74/25 o 2005/305 • 3 collections were kept as potential deaccessions but need to be reviewed: o ZD 127 Translations, printed works… was retained as a possible deaccession, contingent upon review of Bancroft Technical Services. o ZZ 159 Roscoe Hill papers Theresa Salazar will ask Walter about this. o 99/155 Dan Stanislawski papers likely faculty papers, to be transferred to David Farrell. If he doesn’t want them, Theresa suggests extracting Mexican materials and checking the deed of gift to see if other materials can be disposed of. • 2 collections were added to the deaccession list because we have the entire collection on AGI microfilm and also physical materials: o ZE 1 Spanish exploration and settlement (35 cartons) o MR 7 Notes history of Mexico 1761. o In general, collections for which there is complete AGI microfilm, deaccession of the physical material is considered. See also ZC 215. • The following collections need to be reviewed for possible condensing with other topical and provenance related collections, and possible weeding of some materials: o ZE 8 Philbrick—check to see if the Cuban periodicals in this collection are available elsewhere. TS suggested combining w/other Philbrick papers on Cuba, ZE 6; o 81/69 Borah—see if this can be incorporated into 93/48, Borah & Cook research files as a series o 74/25 Dutch Iberian rivalry (consolidate with other Sluter papers & remove printed matter). o 2005/305 Sherman Lewis (extract pamphlets review how clippings are arranged)—was moved from Rare Books • Curator changed o 99/155 Dan Stanislawski papers – curator changed to UARC, addressed there II. Quick Kills Collections Upon review of the list, the following rankings were established: High1 Ranking (highest priority): MA 1 Documents for history of Mexico (see MB 12 also once legal dispute ends) 1 of 3 Latin Americana Report High2 Ranking: MR 9 Research materials on Mexico 74/159 Docs relating to Montemorelos 83/183 Mexican revolutions manuscript misc. 90/158 Pulido Islas papers 93/48 Woodrow Borah and Sherburne Cook research files High3 Ranking: MR 7 Notes relating to history of Mexico 17611796 (see deaccession re AGI film) ZE 1 Spanish exploration and settlement (see deaccession re AGI film) High5 Ranking: MB 12 German Diplomatic Service papers w/ Mexico (move to High1 after legal dispute settled) Medium1 Ranking: CB 1053 Herbert Ingram Priestley papers 2004/230 Susanne Jonas Medium2 Ranking: MB 19 Emil Bronimann papers 93/95 Central American Labor Defense Network (was moved here from the Needs Processing List) Low Ranking: ZD 107 Transcripts of docs… Peru ZF 1 Papers…Spanish finance 95/187 Campbell and Shepherd collection 99/348 Cooperation in Documentation… Moved from Quick kills to Needs Processing: 2006/161 Rainforest Action Network III. Collections that Need Processing Work Upon review of the list, the following rankings were established: High1 Ranking (highest priority): ZR 8 Papers… archaeological research in Middle America High2 Ranking: 72/252 Santo family 83/117 Mexican arts and crafts (TS will review) 87/190 Mexican miscellany 87/191 Mexican miscellany 92/91 Gomez de la Cortina (TS will review) 93/92 Chihuahua docs (TS will review) High – no specific ranking yet: 2006/161 Rainforest Action Network records (moved here from quick kills list) ZC 215 Selected docs relating to Central American history ZE 8 Francis S. Philbrick papers (see deaccession notes) 2 of 3 Latin Americana Report Medium1 Ranking: 99/329 Data Center 2005/245 Helen Rand Parish Medium – no specific ranking yet: ZD 127 Translations, printed works, photocopies, and students' dissertations on various subjects, mostly related to South America Low Ranking: ZZ 159 Roscoe R. Hill papers 74/25 z Collection of papers relating to DutchIberian global rivalry 81/69 Spanish America research materials 89/213 Packet of Mexican docs Moved to Quick Kills: 93/95 Central American Defense Network Still on Needs Processing list but Noted for DeAccession review see above: ZD 127 (Translations…student dissertations on South America ZE 8 (Philbrick) 81/69 (Borah) ZZ 159 (Roscoe Hill) IV. Moving forward/ strategies for Latin Americana The following priorities were defined: Latin Americana collections in general have very poor subject access and description; dire need for improvement. A Latin Americana Description GRANT is proposed, to hire a 12 year project specialist with Spanish language skills and knowledge of history of Mexico; consider CLIR and nonfederal agencies such as Ford. Re above, Theresa requested a list of ALL Latin Americana collections identified by the Survey Team as needing MARC record edits. Note that Theresa will likely identify more than we identified. List is attached, based on ECMS report. Theresa suggests possible grant to process Data Center collection, due to growing collection. Theresa suggests possible grant to deal with the smaller collections of materials on Mexico (e.g. Mexican miscellany) that TBL purchased Theresa suggests possible grant to fully process Rainforest Action Network records Theresa will seek advice from administration to determine what to do with custodial collections, such as Cuban posters being acquired by Delgados. Theresa asked us to run a report on materials that need conservation work. 3 of 3 Bancroft Library Manuscript Survey Project Final Narrative Report APPENDIX B 10
Latin Americana Collections with MARC records identified as "Insufficient"
Call Number Collection Title
MARC Record Edits Needed
CA 52 to CA State papers: missions and colonization, ca. 17731845
53
add OS folder to 300 and add OS folder A as type of OS folder; add 100 for Thomas Savage? Many other records have him as creator/transcriber; Add dates to 500 from ECMS scope; change 245 (make same as MSS collection title); add 351 to say that OS folder contains p. 100 of CA 52; add subjects of missions, new spain, calif. history to 1846
351 would be sufficient for access. Need to have a 300 field and 520!!!
CR 51
Notes for the book: Spain and Spanish America in the libraries of the University of California: a catalog of books
MB 12
German Diplomatic Service papers in Mexico
MB 19
Emil Bronimann papers
edit 546 to say "In German with some English and Spanish"; change 300 field to say 3 OS folders (all A sized); edit 520 to say that the oversize folders contain the passports, etc (NOT the portfolio there is no longer any portfolio).
MM 167
Change collection dates; hide part of 544 from public view ("Removed by Phil Hoehn…"; add that there is some English to 546; add more subjects (maps
mexico; miningmexico); add 545
Bours, Tomas Robinson & Co. business papers : Alamos, Edit 555: Finding aid available in the library. Mexico
Add subject: Bours, Thomás Robinson, é Hijo. (this is the name of the business in Spanish and is what's printed on their stock receipts).
Business papers of the Maison de Mexique and the Maison Change 546 to "In French with some Spanish"; add "available in library and on de Paris : Mexico and Paris
internet" to 555 field; add subjects (Paris Commerce, business, cashbooks); add 710 for Maison de Mexique and Maison de Paris (?); add 351 that says there are 113 volumes inside the 9 cartons and 3 bundles (?)
Juan Agustin Morfi collection of documents relating to New verify dates
Spain
Documentos para la historia eclesiastica y civil de la Nueva add info about vol. being copied in 1849
Vizcaya : Mexico
Cédulas relativas a Nuevo México y otras provincias
Change call number to MM 167:1
MM 167
Apuntes sobre el Nuevo Mexico : Santa Rosa, New Mexico Change call number to MM 167:2
MM 1716
Papers relating to the Jesuits in Baja California and other northern regions in New Spain
MB 2
MB 3
MM 162
MM 166
add to 520 that the dealers correspondence dates from 1932; change extent to 77 volumes? (there are 75 volumes of materials and 2 volumes of dealers correspondence, but this is still part of the collection...if change the extent here, will need to change the extent on the OAC finding aid) OR add another 300 field that says "dealer's calendar of documents and correspondence": 2 volumes; add subjects for Missions, Indians of North AmericaWarfare and New Spain; add 655 for mapsmanuscript
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MM 1720
Collection dates incorrect.
MM 1734
MM 1743
MM 1750
MM 1756
MM 1776
MM 1779
MM 1784
MM 1791
MM 1795
MM 1800
MM 1819
MM 1832
MM 1836
MM 1842
MM 1851
Newspaper articles concerning political disturbances in Sonora and Jalisco
Some notes on Francisco Villa
Maximilian, Emperor of Mexico contract
Cuadernos de ordenes ...
Documents of the Third Mexican Council ... A survey of Mexican manuscripts 266, 276, 268 and 269 ...
Autos f[ec]hos ... en la Visita Gen[era]l del Siendolo
Documents relating to San Felipe el Real : Chihuahua, Mexico
File concerning the campaign of Jose de Berrotaran, and the charges resulting from it
Documents issued by or addressed to Nava as Commandant General of the Provincias Internas : Chihuahua
Papeles relativos a la Comandancia General de las Provincias Internas de Occidente : Durango, Mexico
File concerning the petition of the creditors of Manuel Monrroy de Luyando y Guerrero : Mexico City and Queretaro
Ordenanca ... para que los alcaldes mayores de las minas ... no consientan que ningun pasajero ... ponga tienda ... ni asiente ... en ... las dichas minas ... : Mexico City
Add 6xx: Canutillo Hacienda (Mexico)History.
Add 6xx: Public worksMexicoHistory.
Add 6xx: Guadalajara (Mexico)Politics and government.
Add 6xx: ManuscriptsBibliography
Add 6xx: Inspection.
Add 6xx: JesuitsMexico; Land tenure.
Add 6xx: Diaries
Edit 300: 3 folders not 2. Edit 520: add description of 3rd folder.
Edit 520 as in ECMS scope note; add more subjects
Add 6xx: Real property
Add 6xx: Transients (or something similar)
Real Caja account books
Hernan Cortez ordenanzas
Codex cortesianus and Codex troano ...
Add 6xx: Guadalajara (Mexico)
Add 6xx: New SpainPolitics and government.
Add 130: Codex TroCortesianus. Add 546: see item (mostly likely Mayan). Add 6xx: Mayas $x Antiquities; Manuscripts, Maya $v Facsimiles; Mayan languages $x Writing. Add 7xx: Robison, Mrs. Huberta $e Colorist.
Catechism for teaching the Christian doctrine to the Indians, Add 546: In Quiché and Spanish. Edit 650: Add "$vTexts." to both the Maya and Quiché language headings. Zacapulas (?), Guatemala
Add 6xx: Manuscripts, Quiché $z California $z Berkeley; Manuscripts $z Mexico $y 18th century. $2 aat.
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MM 1852
MM 1853
MM 1860
MM 1873
MM 1885
MM 197
MM 198
MM 214
MM 219
MM 225
MM 253
MM 256
MM 262
MM 264
MM 282
MM 287
MM 293
Doctrina y Confesionario en lengua Ixil : Precedidos de un Add 546: Spanish and Ixil. corto modo para parender la lengua y Ritual de Matrimonio Edit 650: Add "$vTexts." to the Ixil language heading; "Indians of Mexico" should ... Nebaj, Guatemala
be "Indians of Central AmericaGuatemala." Add 6xx: Manuscripts, Ixil $z California $z Berkeley; Manuscripts $z Guatemala $y 19th century. $2 aat.
Documents relating to the pacification of the Lacondon Add 6xx: Indians of Central AmericaGuatemala; Catholic ChurchMissions
Indians of Guatemala
Guatemala.
Exposition concerning Episcopal Authority
Add 6xx: Nueva Vizcaya (New Spain)
Second journal of an expedition to the Volcano of Add 6xx: Scientific expeditionsMexico19th century.
Popocatepetl, 1827 Nov. 1013
Diary of the voyage which I, Ensign of the Royal Navy, Don Add 546: In Spanish, Nootka and Hawaiian. Estevan Josef Martinez, am going to make to the port of San Edit 650: Add "$vTexts." to both the Nootka and Hawaiian language headings.
Lorenzo de Nuca ... Aboard the Princessa
Documents relating to the estate of Don Pedro de Paz
change dates
Parva dialectica
El hombre espiritual o la vida espiritual ...
Rules for the Colegio Real de San Luis
Anotaciones criticas sobre el primer apostol de Nueva Espana y sobre el Imagen de Guadalupe
Discursos Panegiricos, o Sermones Varios de diversos Santos, y Festividades de JesuChristo, y de Maria Santissima ... Tomo II : Mexico
Erection [sic] ... Cath[edralis Mexiconensis] : Toledo
Add 6xx: Logic; Philosophy.
Add 6xx: Christianity; Christian life.
Edit 520: should read "Copy of the statutes governing."
Add 6xx: ChristianityNew Spain; Torquemada, Juan de; Guadalupe, Our Lady of.
Add 6xx: Catholic ChurchMexicoSermons.
add transcript info to note field
Libro de tomas de razon de los titulos de las tierras de 300 field needs editing.
labranza concedidas en la Colonia Militar de Santo Tomas en el ano de 1850 y 1851
Breve Explicacion de los Misterios de Nuestra Santa Fe Edit current 650: "Catechics" isn't a valid subject. Should this be "Catechetics?" Catholica
Add 6xx: Catechisms, Spanish.
Primera Parte de los Veinte i Un Libros Rituales i Monarchia Language actually English.
Indiana ...
Documents for the History of Chihuahua : Extracts from scope note and collection dates need editing. Add subjects.
Mss. & printed matter in the collection of Mons. Alphonse Pinart
Sobre la fuga de siete religiosos coristas y un laico del Collection title incorrect.
Convento de la Merced de esta Capital
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MM 295
Apuntes Historicos de la Baja California con algunos relativos a la Alta California
Edit 245: should end "covering a few instances of events in northern California." Add 6xx: Baja CaliforniaHistory; MissionsMexico; Indians of MexicoWars (not sure if wars is appropriate, see item).
MM 297
Pluma rica, nuevo Fenix de la America
Edit 245: dates are [ca. 1600s]. Add 6xx: Catholic ChurchMexico.
300 field, language, & collection dates incorrect. Add subjects.
MM 300321 Documents relating to Central America
MM 350
MM 356
MM 381
MM 398
MM 401
Statement on Mexican photographs
Halfhour's chat about Mexico
Documents relating to Northern Mexico : Series III
Documents relating to the Inquisition in Mexico
Exploration of New Mexico, California, and the Northwest Coast : and related papers
MM 404
Documentos ... que toda trata sobre las quatro Provincias Edit 300: should be "Originals : 1 v. and 1 oversize folder (labeled v. 2) ; ..." que se digna determinar S.E. poner debajo de su mando ... Edit 520: Should end with "...signed by Ugalde in Mexico City, May 5, 1786, in the oversize folder.
An inglorious Columbus
Add 6xx: Shan, Hwui; Buddhist monks.
Reglamento provisional para el ... total govierno de la tropa add ECMS scope info to 500 field in gladis
que debe guarnecer el Presidio de Nuestra Senora del Carmen ... de real orden de once de septiembre de mil setecientos setenta y tres, por
Arte para aprender la lengua mexicana ... : Mexico
Add 546: In Nahuatl and Spanish. Edit 650: Add "$vTexts." to the Nahuatl language heading. Add 6xx: Manuscripts, Nahuatl $z California $z Berkeley; Manuscripts $z Mexico $y 16th century. $2 aat.
Ordinancaz para proverchar [!] los Cofradias allos que an Add 546: In Nahuatl and Spanish. seruir En estas Ospitalles
Edit 650: Add "$vTexts." to the Nahuatl language heading. Add 6xx: Manuscripts, Nahuatl $z California $z Berkeley; Manuscripts $z Mexico $y 16th century. $2 aat.
La Vida, y Muerte de tres ninos de Tlaxcala que murieron Add 546: In Nahuatl and Spanish. por la confession de la Fee...traducida al Mexicano... : Edit 650: Add "$vTexts." to the Nahuatl language heading. Mexico
Add 6xx: Christian martyrsMexicoTlaxcala; Tlaxcala(Mexico)Church history; Manuscripts, Nahuatl $z California $z Berkeley; Manuscripts $z Mexico $y 16th century. $2 aat.
MM 408
MM 409
MM 454
MM 455
MM 456
Add 6xx: PhotographsMexicoSocial life and customs.
Add 6xx: RailroadsCommunication systems.
change 650 to IndiansWarfareMexico
fix holdings why are there two entries? There is only 1 box
edit 500 to say that the index is available in the first folder of the volume; add 655 for mapsmanuscript (map dates 1795 and is of "terreno que media entre vera cruz y el rio de Jamapa"); edit holdings to say that the originals are a volume?
4 of 11
MM 457
Bible. Aztec : Selections. Sacras Lectiones
MM 458
Discursos Mexicanos : Mexico
Add 546: In Nahuatl and Spanish. Edit 650: Add "$vTexts." to the Nahuatl language heading. Add 6xx: SermonsMexico; Manuscripts, Nahuatl $z California $z Berkeley; Manuscripts $z Mexico $y 16th century. $2 aat.
Add 546: In Nahuatl and Spanish. Edit 650: Add "$vTexts." to the Nahuatl language heading. Add 6xx: Manuscripts, Nahuatl $z California $z Berkeley; Manuscripts $z Mexico $y 16th century. $2 aat; Manuscripts $z Mexico $y 17th century. $2 aat.
MM 459
Sermones en Mexicano
MM 460
Ordenancas de su magestad : Mexico
MM 461
Cofradia de Santa Maria de la Soledad ordinances : Oaxaca, Mexico
MM 462
Three comedies : Spain
MM 463
Sagradas escrituras en LatinoMexicano : Mexico
MM 464
Santoral en Mexicano : Mexico
Add 546: In Nahuatl and Latin. Edit 650: Add "$vTexts." to the Nahuatl language heading. Add 6xx: Manuscripts, Nahuatl $z California $z Berkeley; Manuscripts $z Mexico $y 16th century. $2 aat.
Add 546: In Nahuatl. Edit 650: Add "$vTexts." to the Nahuatl language heading. Add 6xx: Manuscripts, Nahuatl $z California $z Berkeley; Manuscripts $z Mexico $y 16th century. $2 aat.
Add 546: In Nahuatl. Add 6xx: PlaysCollections. Edit 650: Add "$vTexts." to the Nahuatl language heading. Add 6xx: Manuscripts, Nahuatl $z California $z Berkeley; Manuscripts $z Mexico $y 17th century. $2 aat.
Add 546: In Latin and Nahuatl. Edit 650: Add "$vTexts." to the Nahuatl language heading. Add 6xx: Manuscripts, Nahuatl $z California $z Berkeley; Manuscripts $z Mexico $y 17th century. $2 aat.
Add 546: In Nahuatl and Spanish. Add 6xx: SaintsCalendar; Fables. Edit 650: Add "$vTexts." to the Nahuatl language heading. Add 6xx: Manuscripts, Nahuatl $z California $z Berkeley; Manuscripts $z Mexico $y 16th century. $2 aat.
5 of 11
MM 465
MM 466
MM 467
Catecismo HispanoMexicano ... : Mexico
Add 546: In Spanish and Nahuatl. Edit 650: Add "$vTexts." to the Nahuatl language heading. Add 6xx: Manuscripts, Nahuatl $z California $z Berkeley; Manuscripts $z Mexico $y 18th century. $2 aat.
Manuscripts relating to linguistic studies, chiefly in Nahuatl : Add 546: In Nahuatl and Spanish. Mexico
Edit 650: Add "$vTexts." to the Nahuatl language heading. Add 6xx: Manuscripts, Nahuatl $z California $z Berkeley; Manuscripts $z Mexico $y 18th century. $2 aat; Manuscripts $z Mexico $y 19th century. $2 aat.
Ordenacion : Mexico
MM 468 to M Nahuatl codices on land distribution : Mexico
M 470
MM 471
Luz y guya para leer, escrebyr, pronunciar, y saber la lengua Othomy ...
MM 473
Matzahua manuscripts : Mexico
MM 475
Vocabulario de la lengua Pima y apuntes de gramatica
MM 476
Vocabulario de la lengua Oputo [!]
MM 477
Otomi manuscript
Change 300 field to "volumes" instead of items; add better subjects; generally improve MARC record since documents so valuable
Add 546: In Otomi and Spanish. Edit 650: Add "$vTexts." to the Otomi language heading. Add 6xx: Manuscripts, Otomi $z California $z Berkeley; Manuscripts $z Mexico $y 18th century. $2 aat.
Add 546: In Mazahua, Spanish, and Latin. Edit 650: Add "$vTexts." to the Mazahua language heading. Add 6xx: Manuscripts, Mazahua $z California $z Berkeley; Manuscripts $z Mexico $2 aat.
Add 546: In Pima. Edit 650: Add "$vTexts." to the Pima language heading. Add 6xx: Manuscripts, Pima $z California $z Berkeley; Manuscripts $z Mexico $y 18th century. $2 aat.
Add 546: In Opata. Edit 650: Add "$vTexts." to the Opata language heading. Add 6xx: Manuscripts, Opata $z California $z Berkeley; Manuscripts $z Mexico $y 19th century. $2 aat.
Add 546: In Otomi. Edit 650: Add "$vTexts." to the Otomi language heading. Add 6xx: Manuscripts, Otomi $z California $z Berkeley; Manuscripts $z Mexico $2 aat.
6 of 11
MM 478
MM 479
MM 480
MM 481
MM 482
MM 483
MM 484
MM 486
MM 487
Add 546: In Tzeltal. Edit 650: Add "$vTexts." to the Tzeltal language heading. Add 6xx: Manuscripts, Tzeltal $z California $z Berkeley; Manuscripts $z Mexico $y 16th century. $2 aat.
Bocabulario en lengua Tzeldal
Edit 520: "Tzental" should be "Tzeltal." Add 546: In Tzeltal, Spanish, and Tzeltal. Edit 650: Add "$vTexts." to the Tzeltal language heading. Add 6xx: Manuscripts, Tzeltal $z California $z Berkeley; Manuscripts $z Mexico $2 aat.
Libro de comparaciones, y de moral cristiana en lengua Edit 520: "Tzental" should be "Tzeltal." tzendal
Add 6xx: Tzeltal language $vTexts; Tzeltal Indians; Manuscripts, Tzeltal $z California $z Berkeley; Manuscripts $z Mexico $y 17th century. $2 aat.
Arte breve en lengua Tzoquem, conforme se habla en Add 546: In Zoque. Tecpatlan. Se antepone un catecismo con doctrina cristiana Edit 650: Add "$vTexts." to the Zoque language heading. en la misma lengua ...
Add 6xx: Manuscripts, Zoque $z California $z Berkeley; Manuscripts $z Mexico $y 17th century. $2 aat.
Sermons in the Pima language
Edit 245: item is undated. Add 546: In Pima. Edit 650: Add "$vTexts." to the Pima language heading. Add 6xx: Manuscripts, Pima $z California $z Berkeley; Manuscripts $z Mexico $y 18th century. $2 aat.
Sermones, confesionario breve, catecismo breve, Add 546: In Opata and Spanish. oraciones, vocabulario breve ... en la lengua Opata
Edit 650: Add "$vTexts." to the Opata language heading. Add 6xx: Manuscripts, Opata $z California $z Berkeley; Manuscripts $z Mexico $y 19th century. $2 aat.
Nahuatl manuscript
Add 546: In Nahuatl. Edit 650: should "Nahaus" be "Nahuatl Indians?" Edit 650: Add "$vTexts." to the Nahuatl language heading. Add 6xx: Manuscripts, Nahuatl $z California $z Berkeley; Manuscripts $z Mexico $y 17th century. $2 aat.
Vocabulario del dialecto Hehue de la lengua Opata
Add 546: In Opata and Spanish. Edit 650: Add "$vTexts." to the Opata language heading. Add 6xx: Manuscripts, Opata $z California $z Berkeley; Manuscripts $z Mexico $y 19th century. $2 aat.
Vocabulario de la lengua Papaga : Pitiquito, Rio del Altar
Add 546: In Papago and Spanish. Edit 650: Add "$vTexts." to the Tohono O'odham dialect heading. Add 6xx: Manuscripts, Tohono O'odham $z California $z Berkeley; Manuscripts $z Mexico $y 19th century. $2 aat.
Bocabulario de lengua tzeldal segun el orden de Copanabastla
7 of 11
MM 488
Vocabulario de la lengua Seri : Pueblo de Seris
MM 491
Cartilla y Doctrina Christiana, breve y compendiosa, para ensenar los ninos; y ciertas preguntas tocantes a la dicha doctrina, por manera de Dialogo ...
MM 93B
MR 1
MR 7
Memoria de los ramos k. son a cargo del gobierno del estado libre de Durango…
Notes on Juan Napoleon Zerman
Notes relating to the history of Mexico, ca. 17611796
Add 546: In Seri and Spanish. Edit 650: Add "$vTexts." to the Seri language heading. Add 6xx: Manuscripts, Seri $z California $z Berkeley; Manuscripts $z Mexico $y 19th century. $2 aat.
Add 546: In Choco. Edit 650: Add "$vTexts." to the Choco language heading. Add 6xx: Manuscripts, Choco $z California $z Berkeley; Manuscripts $z Mexico $y 16th century. $2 aat.
add date, needs scope and better subjects.
MR 9
Research materials on Mexico
PO 803
Selected items from archival and manuscript collections at the University of Texas, Austin
Selected documents relating to Central American history
ZC 215
ZD 127
ZE 6
ZZ 116
70/58
72/252 m
Edit 520: Improve description from notes on envelopes.
245: should be "Notes relating to the history of Mexico, circa 17611796, $f undated." Add 351: Carton contains boxes 12. Box 1 contains transcripts. Box 2 contains note cards. Edit 520: should end "…, ca. 17611796. Also includes some transcripts of documents not in the Archivo General de Indias." Edit 546: In Spanish with some materials in French.
add subjects for MexicoEconomic Conditions and MexicoPolitics and Government
fix scope so it's more descriptive/add 351 note, add dates, lang note, subjects
add 546, expand scope, add subjects.
Translations, printed works, photocopies, and students' needs another subject term?, also the extent is wrong this is a carton, not a box.
dissertations on various subjects, mostly related to South America.
Documents for the study of Cuban relations with the United change dates, help scope, add subjects.
States
add 546 (In English with some French and Spanish); add 651 for New York State
John Lloyd Stephens papers
Land and Property (or land tenure?), add 655 for deeds and mapsmanuscript, add 651 for Allegany County New York maps
Juan Revilla Gigedo papers
change extent
Santo family papers
Edit 8 fields: language is Spanish, not English. Edit 245: dates are circa 17421915. Add note for Preliminary list available in the library. Add 506: collection should be restricted as it's in poor shape.
8 of 11
72/257 m
Inventories of Mexican parish archives, 16391955
See general survey note.
73/111 m
Reconocimiento, y medidas ... de cinquenta varas ... de un change date to reflect date of docs and map? Add 546 note (Spanish)
convenio del Pueblo de San Francisco ... Tetlanoca y ... la Hacienda de San Nicolas Tochapan ...
Cronica del rey Don Rodrigo y la destruycion de Espana
300 field incorrect & scope has typo
73/73 z
74/1 mx
Tablas geograficopoliticas del Reyno de la Nueva Espana needs translation of title in English; needs more specific subjects? (perhaps que manifiestan su superficie, poblacion, agricultura, subdivide current ones with New Spain); maybe add 520?
fabricas, comercio, minas rent[a]s, y fuerza militar
74/159 m
Documents relating to Montemorelos, Nuevo Leon
add 351 note/scope, remove restriction
74/25 z
Collection of papers relating to DutchIberian global rivalry
78/13
CastroLeon family papers
78/24 m
Explicacion historial sacado de los libros de armeria y copias de linages y armas... donde esta escripto...
Tomas Jose de Morales y Ugalde papers
Add 351: Carton 1, Brazil; Carton 2, Caribbean; Carton 3, South East Asia, India, and AngloDutch; Carton 4, Pacific and Indian Oceans; Carton 5, Potosi; Carton 6, Pacific and Indian Oceans and Caribbean; Carton 7, Pacific and Indian Oceans; Packages 15, Lima, Peru.
add lang note, expand scope, change dates, change extent/holdings, add more subjects.
Add ecms scope info
81/5 m
81/67 cp
81/69
Memoria historica de la costa norueste de la America Septentrional
Spanish America research materials
82/127 m
83/183 m
Azcoytia family papers
Mexican revolution manuscript miscellany
83/54 m
83/55 m
Manuel Aguirre Berlanga correspondence : additions
Venustiano Carranza documents : additions
85/59
87/190 m
Tomas Martinez letterbooks
Mexican miscellany
Edit 245: collection dates are 18221831; Add more subjects
Add 6xx: See items.
change dates, scope, title (see GSN)
Add 6xx: Family papers.
Add scope. Edit 506: Say that only box 2 unarranged; Edit 245: dates are [ca. 1811ca. 1932 (bulk 19091932)]
Add 520 and 6xx: see items.
add ecms scope; add .2 linear ft
change dates, add lang note, add 351 note (see scope notes)
should change collection title (see GSN) to George Elmendorf papers/collection of Mexican misc., change or eliminate bulk dates
9 of 11
90/158 m
Alfonso Pulido Islas papers
needs scope, change date, add subjects.
92/12 m
Noticias para formar la historia y la estadistica del obispado Add 520 or 246.
de Michoacan; presentadas a la Sociedad mexicana de geografia y estadistica en 1860 por ...
Abraham Phineas Nasatir document collection
add guide info, change extent, date (see GSN, Processing Notes), remove restriction
Woodrow Borah and Sherburne Cook research files
add date, remove restriction
Chihuahua document collection
change dates, expand scope
Central America Labor Defense Network records
needs a scope and maybe a 351 note; subjects
92/50 z
93/48 mp
93/92 m
93/95 m
94/208 m
99/115 m
99/378 m
Jose Maria Hernandez scrapbook
Add 6xx: Scrapbooks.
Bancroft statement in Nahuatl addressed to "Beloved Plant" Add 500: Housed with 99/10199/130. Edit 650: Add "$vTexts." to the Nahuatl language heading. Add 6xx: Manuscripts, Nahuatl $z California $z Berkeley.
Data Center Records
need to add 546 (In English and Spanish); add 520 (Contains administrative, corporate and subject files); add 545 (see ECMS scope note); add subjects (Social JusticeUnited States, Social JusticeLatin America, Social Action)
add collection date (ca. 1970s); add 546 (In English with some Spanish); add 545 Cooperation in Documentation & Communication records
(see ecms scope); add subjects; add see also for Data Center collection (99/329) (or at least make sure it has a subject in common with the Data Center); add scope (see ecms scope)
Testimonio de los Autos del Pleito que siguio Dn. Alonso add subject for mapsmanuscript19th century and add 546 for in Spanish; edit Ruiz de Barcena contra el pueblo de Sn. Gabriel Chilac, holdings to make explicit that it's a volume
como Dueno de la Hazienda de Sn. Andres
Sierra Gorda missions miscellany
add info about list of contents
2003/238 m
Acevedo family records
2003/313 m
Departmento Central de Ingenieria Civil y Arquitectura [graphic] : Monumento a la Industria Petrolera Mexicana
Susanne Jonas papers
99/329 c
99/348 cz
99/372 m
2004/230 z
2005/160 m
edit 300 to say 1.25 linear feet; add 351 for OS folder 1 (Drawings and maps, undated); add 546 for in Spanish; add 655 for family papers
delete 506 field: collection should not be restricted.
Remove 506: collection is unarranged, but it is foldered, with folder titles which match the prelim list so it’s accessible enough. Add 351 note
Secretaria de Comunicaciones y Obras Publicas reports on add 655 for maps; add 655 for photographs; add 655 for drawings
railroads
10 of 11
2005/245 c
Helen Rand Parish papers
Edit 100: should be “Parish, Helen Rand, 19122005” (and change the authority) Add 555: Preliminary list available in the library. Add language note: In English and Spanish. Add 7xx: Wagner, Henry Raup… (her sometime collaborator and coauthor).
2005/262 cz
Academy of American Franciscan History microfilm collection
2005/288 m
2005/301
2005/45 m
Irving and Luella Winship Herr correspondence
[Tit]ulos de unas cassas [de] la calle de Ortega : pertenesientes M. D[on] Juan Arias Cavallero Vez[I]no y Merca[dor] des de esta Ciudad de Mexico
Thomas Farley papers
Add 555: Finding aid available in the library and online. Add 710: OAC... Add 856: OAC Fiding aid: uhttp://oac..."
add 655 for diaries
Need to improve the 520 after someone goes through the folders and adds better titles; Needs to have either a 100 or at least some 700s
2006/161
Rainforest Action Network records
add 650 for Ships; add 655 for Ship's papers; add 500: Housed in an item box with 2005/26 to 2005/50.
add "oversize folder 1" to 506 note for unavailable items; add to current 555 that there is a finding aid for cartons 141, boxes 12; add new 555 that there is a container list available for cartons 4261, box 3, and oversize folder 1; add to current 856 that the finding aid is for cartons 141, boxes 12; edit 541 to say that it was also a gift in 2009; remove duplicate 541 field
11 of 11
Bancroft Library Manuscript Survey Project Final Narrative Report APPENDIX C 11
Bancroft Library Manuscript Survey Project Final Narrative Report APPENDIX D 12
The Bancroft Library Deaccession Form Deaccession Form Call number: ______________________________________________________________________ Title: _____________________________________________________________________________ Extent: ____________________________________________________________________________ Accession Date (MM/DD/YYYY): ______________ Provenance:______________________________________________________________________________
_________________________________________________________________________________ The following documentation has been consulted and reviewed prior to this recommendation: □ Collection file(s) □ Acquisition file(s) □ □ □ There is a deed of gift that gives the Bancroft Library clear legal title to this collection There is no deed of gift There is informal documentation regarding the gift of the collection □ ECMS Comments:________________________________________________________________________________
_________________________________________________________________________________________ Reasons for Deaccession (check all that apply): □ Collection is outside the scope of the Bancroft’s collecting policy and would be better served at another repository □ Collection consists of reproductions of originals that are available at another repository □ Collection exists in multiple formats (e.g. microfilm, photocopies) and this is a redundant copy □ Collection is in a format that can no longer be read and the cost of transferring it to a new format outweighs its historical value □ Collection cannot be properly stored, preserved, or used □ Donor has requested its return or transfer Proposed Disposition: □ Transfer to another more appropriate repository. o Repository (and name and phone number of contact):____________________________________ __________________________________________________________________________________ □ Return to donor. □ Destroy. □ Sell according to rules of appropriate governing bodies of the Bancroft Library and the UC Regents. 1
Supplemental Documentation (attached to this form): □ Written justification for deaccession Curator Recommendations: I, ________________________________, have physically reviewed the contents of this collection on _______________ (MM/DD/YYYY) and I DO NOT AUTHORIZE this collection to be deaccessioned. ___________________________________ (Curator signature and date) OR I, ________________________________, have physically reviewed the contents of this collection on _______________ (MM/DD/YYYY) and I AUTHORIZE this collection to be deaccessioned. ___________________________________ (Curator signature and date) Deaccessioning Checklist: □ Is it necessary to contact the donor regarding this deaccession? (yes/no) ______ □ □ Date the donor was contacted ____________ Method of donor contact (email, phone call, letter) ___________________ □ If email or letter, copies have been attached to this form □ Internal tracking documentation □ □ □ MARC record has been suppressed Barcodes have been removed from items (if applicable) Deaccession file has been created: collection and acquisition files have been moved (or copied) and placed in Bancroft Administration office □ Collection has been disposed □ □ Date of disposition ___________________ Final Disposition or Name, Address, and Phone Number of Organization Receiving: ____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________ □ □ □ □ Original collection and acquisition files have been sent to new repository (if applicable) Finding aid has been sent to new repository (if applicable) Guide(s) to the Bancroft collections in the reading room have been annotated Supporting documentation has been attached to this form (correspondence, shipping information, etc.) 2
Bancroft Library Manuscript Survey Project Final Narrative Report APPENDIX E 13
DRAFT
Documenting how we use ECMS and how we interpreted the fields…
Top Line: Collection / Call Number Collection: Generally, we did not edit the collection name if it was already in ECMS, though there were exceptions (DM of Gold team and AC of Blue team would occasionally update older, nonformatted collection names that did not match MARC records). Often, what was already in ECMS was incorrect or did not correspond to the standard naming format. Consequently, some collection names will not match the MSS Collection Title. Call Number: The call numbers should all be correct; in a very few cases it is possible that MS Access would not let us add a call number or would not recognize a call number even when it was in the record. Thus a small handful of collections will have to be searched by title. When searching, stick with numbers not all call numbers will have the lowercase letter following the number (e.g. search for 71/103 instead of 71/103 c) • In cases where there are multiple call numbers for one collection, we would list the first and last numbers and use “to” in the middle, so search on the first or last number in the span (e.g. for CA 1 to CA 14, search for CA 1 or CA 14) Ready to Cull button: When checked this means all manuscript parts of the collection have been completely surveyed and the surveyors are done with that collection and its ECMS record. It does not necessarily mean that the MARC record is final: the collection’s MARC record or finding aid might still need edits. This button was created so that the digital archivist could merge the databases. The button had no function after August 2010 when they were merged. Surveyor Line: Surveyor / Date of Survey / Time on Survey Surveyor: This should reflect the last name(s) of the archivist(s) who entered the data into ECMS; although DM was not consistent with this, so more Gold surveyed records will be attributed to Bryer. The four archivists were divided into two teams of two members each. The Blue team consists of Amy Croft and Elia Van Lith, and the Gold team consists of Marjorie Bryer and Dana Miller. A few collections were surveyed in part by Teresa Mora; these collections should have her name as well as the Gold team surveyor who finished surveying that collection. Sometimes both surveyors’ names from one team will be entered, such as “Bryer, Miller,” to record that both surveyors looked at and entered data for the collection (this is more common for large collections). Date of Survey: The date in the top line should show the most recent date that a part of the collection was surveyed. If another part of the collection was surveyed earlier, this previous date along with a brief description of what was surveyed on that date, should be in the General Survey Notes area for tracking purposes. Time on Survey: This field was originally intended as a progresstracking tool but was superseded by Excel spreadsheets. After approximately six months, Gold team stopped noting time but the Blue team kept track for the duration of the survey (largely out of curiosity). First Third: Administrative Information MSS Collection Title, Collection Dates, Call #, Origination/Creator, Current LF, Language, Container Type/ Count/ Location, GLADIS/GLADIS #/GLADIS Notes, Scope Note MSS Collection Title: Usually this will match what was in the MARC record. However, Gold team occasionally changed titles when a more appropriate or specific title was called for. (e.g. changing “Photos of Russia” to “John Smith’s Photos of Russia.”) We also corrected misspellings. The Blue team only changed the MSS collection title to match the MARC record . Blue team put their suggestions for editing collection titles in the Gladis notes field instead, or in the processing notes field, or (rarely) in the general survey notes. Collection Dates: What is in ECMS should be correct. We often found inconsistencies between the dates in MARC records and the dates of the actual physical items, thus we have noted many edits that should be made for such MARC records and sometimes finding aids as well. • Specifically for many of the legacy collections that are transcriptions of older documents (e.g. a 1904 handwritten copy of a 1770 document), we noted corrections for any MARC records that did not follow TBL cataloging procedure for this situation which is to add the dates of the original documents to the collection title and make sure that the transcription dates are in the dates subfield, and in the “Collection Dates” field of ECMS. Call # (BANC MSS): self explanatory. see the note for Call number in the Top Line section. Origination/Creator: Mostly, we used what was in MARC 100 field; occasionally we corrected what was there due to misspelling or an outright error in assigning authorship. If there was no author assigned in MARC, Blue team left this field blank, while Gold team sometimes put “N/A” or “none” in the ECMS record. If there were many authors, Gold sometimes put “various.” If an appropriate creator had been mistakenly left off the MARC record, we added this to ECMS and noted that the MARC record needed editing. Current LF: Our measurements were not exact; we used a ruler to measure but the linear feet should be considered a good estimate at best. Most containers are standard, but we measured the volumes as they were shelved (e.g. standing up or laying down). Blue team noted in the general survey note field how volumes were shelved and measured; Gold did not track this. General measurements are as follows: Box (regular document box) = 0.4
Half Box = 0.2
Carton = 1.0
Half Carton (MARC usually lists these as boxes; see more below) = 0.5
Volumes were rounded to the nearest 0.1
Portfolio (and some thin volumes): 0.06 or rounded to appropriate 0.1
OS: whatever space they take up on the shelf as they were shelved.
OS folders = .05/folder or 2.0/for a whole drawer
Language: We used a pulldown list about 98% of this time. If a language was not in the pull
down list, we typed it in. Often we suggested changing the language note in MARC because we 2 found significant numbers of documents in a language other than the one listed in MARC, or the designated language was wrong (especially true for Spanish collections with no language note or designated as English). • Sometimes we came across languages we were not familiar with; on these rare
occasions the language in the field is a best guess and we’ll probably note this in
General Survey Notes field.
• If there are multiple languages in the collection, the main one(s) will be in this field and the others will be listed in the General Survey or Scope Notes. Container Type/ Count/ Location Container Type: Dropdown options are box(es), carton(s), folder(s), volume(s), OS folder(s), and portfolio (notably there is not an option for OS box, OS volume, or tube, which we would type in). This is selfexplanatory, except in the case of a few containers: • For halfboxes: early on in the survey the surveyors tended to select “box” from the dropdown menu and then used 0.5 in the “Count” field to indicate a halfbox. This proved problematic when there were multiple halfboxes because it was harder to tell how many half boxes there were. As of January 2009, both teams have been typing “halfbox” into the Container Type field, typing in how many half boxes are present in the “Count” field, and identifying which boxes were halfboxes in the Housing Condition area at bottom of ECMS form. • For halfcartons: MARC generally identifies these as boxes, and Gold team generally continued calling them boxes (although counting a halfcarton as 0.5 LF instead of 0.4 linear feet for a box). Blue team typed in “half carton” in the container type area so that it would be very clear what types of containers were in the collection. To some extent, Blue more than Gold, both teams noted in the Housing Condition field which container numbers were halfcartons. • For Oversize materials: we type in “Oversize box” or “Oversize volume” (or some
variation thereof, e.g. OS box), count it, and also record it below in the Oversize
materials area.
Early in the survey there was a trend that MARC listed the wrong container type (e.g. most commonly a portfolio was called a volume, or a volume in a custom box was called a box). We were very specific during the survey about container types and noted that the changes should be made in MARC, but in the case of portfolios this may not be so: according to Randy Brandt the cataloging department has generally retired the term “portfolio” in favor of calling all such containers “volumes” in order to standardize things. Count This is also selfexplanatory, except in the case of halfboxes. As noted above, we initially labeled half boxes as boxes and counted them as 0.5, but later simply typed “half
box” into the dropdown menu and counted half boxes in whole numbers. The LF count will help decode this if there is confusion. (For example, earlier in the survey, we might count 7 boxes and 1 half box as “Container Type: box Count: 7.5”; later we would say “Container Type: box Count: 7 and Container Type: halfbox Count: 1.” MARC would always say simply 8 boxes.) 3 Location “Phase III” indicates the temporary storage area at NRLF in Phase III Tier 1, which held collections normally stored on site at TBL (Phase III Tier 1 was used as a storage space while TBL was temporarily located at 2121 Allston). These collections were surveyed first, between February and August 2008, after which they were subsequently moved back onto campus and into the retrofitted building. “NRLF” indicates the vast number of collections that are permanently housed offsite in Phases 1, 2, and 3 on Tier 4 of NRLF. “TBL” indicates anything we surveyed postmove that was not at NRLF, e.g. items on site at The Bancroft Library. We did not use the designation “2121 Allston” because we didn’t survey anything at the temporary Bancroft Library site. GLADIS/GLADIS #/GLADIS Notes The term “GLADIS” in ECMS refers to MARC records, as Gladis was the previous iteration of the UC Berkeley Library Online Catalog, prior to its migration to Millennium and the creation of OskiCat in Fall 2009. GLADIS Dropdown options are: Final, Insufficient, Min. Edit, and None. • Final means there are no edits and the MARC record should remain as is. Some preexisting ECMS records may contain a synonym for “Final” (e.g. “Sufficient”). • None is for the rare instance in which a collection does not have a MARC record. • Insufficient: A MARC record is considered Insufficient if it is missing any of the following fields that are required for a basic MARC record (TBL standard): 040, 090, 245, 520, 6XX, 852; it is also insufficient if the information is extremely incorrect. TBL’s minimum number of subjects for a collection (generally) is 3. • Min Edit: This applies to any MARC record in which existing fields need editing (e.g. typos, date changes, extent changes, language notes, corrections, additions to scope, a subject added to the record when it already has the minimum three subjects, etc.). As of 2010, TBL requires MARC records to have the following fields: 524, 541, 546, 583, Our assessment of MARC edits did not include these new criteria. GLADIS #: In the old catalog each record received a distinct Gladis number, which is still tracked in Millennium. Occasionally a collection will have several MARC records (a main one and others to highlight parts of a collection). Although everything in the collection has the same call number, each item gets its own MARC record and, thus, its own individual GLADIS number. We have noted this whenever it occurs. Often this happened in the early part of survey, in older collections that are currently housed at TBL. GLADIS Notes: This is where we described the changes that are needed to correct the record. If the record is Final, this field should be empty. Since the survey team finished surveying early, we have started to edit MARC records. After we edit the record we plan to go back into ECMS and change the Gladis dropdown to “Final” and delete all Gladis notes once the work has been completed. Scope Note If it says “See GLADIS” “See MARC” or “See FA” then the existing scope in that source is sufficient. Otherwise, we proposed changes in the scope text or suggested that further 4 Formatted: Indent: Before: 0.5"
investigation needed to be done in order to compose a more accurate scope. Very early in the survey some of us copied the scope note from MARC. Some notes relevant to the Scope Note may also appear in the General Survey Notes or Description Note fields. In practice, the person making adjustments to the catalog record needs to read or scan the entire ECMS record before they make changes to the scope in the MARC record. Middle Third: Meat of SurveyCondition of Materials Dropdown/Condition Notes, Arrangement Dropdown/Arrangement Notes, DeAccession/DeAccession Notes, General Survey Notes, Description Level Dropdown/Description Level Notes, Processing Level Needed Dropdown, Processing Priority Level Dropdown, Processing Notes and Recommendations Condition of Materials: Dropdown options are Good, Fair, and Poor. Benchmarks: Good indicates items that exhibit normal wear and tear or are in pristine condition. Fair is used when a collection exhibits more than the normal amount of wear and tear due to age and needs to be handled carefully. This might include items that are actively flaking, excessively dogeared or acidic but are still legible and can be handled, with care, by patrons. This may also refer to a survey favorite: debilitating slump. This is slump in underfilled cartons or boxes that permanently folds or bends the documents and needs immediate correction (sometimes the surveyors inserted spacers to alleviate this problem). Poor indicates that a collection or significant parts of it need immediate attention and conservation. Items inside are actively decaying, nearly or completely illegible, housed in ways that are doing significant harm or have active damaging conditions, such as mold, that make them unusable. If slump is debilitating enough, the collection would be classified as “Poor.” Condition Notes: In general, if we found problems such as inactive mold, prior insect damage, stains, flaking, extraordinary acidity, broken boxes, red rot, or very loose spines, we noted the problem(s) and their respective location(s) in the Condition Notes. MB leant special attention to housing, especially box and lid conditions, excessive heaviness, fullness, and slump. In the first few months of the survey both teams took extensive condition notes even when the condition was relatively good; later we focused our condition notes more specifically on issues that warrant the attention of the conservation department or need simple conservation treatment by BTS staff (rather than general conditions of age or acidity that cannot be helped). Both teams sometimes note condition information when the problem should only be monitored but does not require immediate attention. Arrangement Dropdown: options of Good, Fair, and Poor. Benchmarks: Good indicates no changes are necessary. Some collections had inscrutable series, or the physical order was so complex (or separate from intellectual order) that patrons had to use finding aids. So long as they could access the collection with a guide, these were also designated “Good.” Fair indicates some established order but collection needs further arrangement or fine tuning to increase access. We often used “Fair” for collections that were in acceptable order but had unenunciated series—and suggested enunciating the series more explicitly in our notes. Poor indicates collections are unarranged, or occasionally, have an existing order that is perverse or inhibits access. 5 Arrangement Notes: Here we explain the Good/Fair/Poor ratings given in the above dropdown menu and include suggestions for potential series and subseries. • Often a MARC record contains a 506 note indicating that a collection is “Unarranged and Unavailable for Use,” or that parts of a collection are unarranged; Gold team uses this field to confirm or debunk those statements. In contrast, Blue team uses the “Processing Notes” field to confirm or debunk the restriction note. Please see Restriction Notes for more information. DeAccession Checkbox: We only check this box if the entire collection is out of scope or would be more appropriate housed at another repository. If we think parts of a collection should be removed, we click the “Collection should be Weeded” box; early on, DM would click “deaccession” for partial removals, but attempted to fix this discrepancy, and this was likely fixed during the surveycurator meetings. DeAccession Notes: This explains why we checked the box. This field has a very small character limit so we often said to look in the processing notes and recommendations field to see more detailed deaccession notes. General Survey Notes This field is a catch all for notes that have no obvious other category. This is a partial list of notes we took in this field. Please see other Notes fields for more on the types of information we might record here. If it took us more than one day to survey a collection, we used this field to track what we did on which day, and what parts of a collection remained to be surveyed. This field also includes notes about curator comment cards; items removed for exhibitions; any items that were not on the shelf during survey (NOS) and any folders that were not in the carton at the time of survey. Gold team used this field to note when the extent in MARC did not match the extent in the Finding Aid or prelim or when there was confusion about call numbers. Early on, for Gold team, this field was used to call attention to photos and to expired restrictions, or to specify half boxes and oversize items; as the survey continued, we found more appropriate areas to put these notes. Before a separate field was created for Description Notes, Gold team used this field for scope suggestions and prelim lists they created in the stacks. Now that there is a Description Notes field, Gold team puts all prelim lists in that area. Gold team put extensive Provenance Statements that did not fit in that field in General Survey Notes. In contrast, Blue team put all the provenance information they found in General Survey Notes because they wanted to compare it with information in the collection file before they put it in the Provenance field. Description Level Dropdown: options of Good, Fair, and Poor. This refers to the quality of description, as opposed to the type of description (which is addressed in the guides area). Options: Good, Fair, Poor. Benchmarks: Good well described, needs nothing further Fair existing description or scope is adequate but could be enhanced to increase access or interest. Poor existing finding aid or catalog record does not offer adequate description or – in some cases – impedes access 6 AC would generally use the description level area to describe finding aids/preliminary lists only. She would use the GLADIS dropdown menu and note field to call out problems with scope. If the scope was nonexistent or very insufficient in MARC then AC would use “poor”. Description Level Notes We use this field to make suggestions for ways to improve the current description – e.g. finding aid edits or suggestions about how to best describe a collection. This field also includes container lists we have created in the stacks in order to describe items that were not described in existing documentation (e.g. carton 10 is not described in finding aid, here is what is in it) Before the description level notes field was created, Gold team put notes related to description in General Survey Notes and sometimes put finding aid edits in the Processing Level Notes field. Blue team put notes related to description in the Scope area Blue team flags interesting items by putting them in the scope area (e.g. “cool photo of John Smith in carton 5). Blue team tried to go back and move all of this information from the scope note to the description notes, but it is possible that they missed some records. Blue team sometimes also put information about ways to describe the collection in the processing notes and recommendations field. But so did Gold… Processing Level Needed Dropdown: options of Folder, Container, Combination, Folders Need #s, Modify Folders, and No Further Action. This refers to granularity of processing that is needed to make the collection accessible. Any choices we make on this Dropdown will be accompanied by lucid notes. Folder level indicates that the collection needs to be arranged and described at the folder level for sufficient access. It suggests that (re)organization needs to take place within individual folders, hence making this processing level less common. Container level indicates that the collection has to be arranged and described at the container level for sufficient access. Entire folders may be shifted from one box or carton to another to solidify emergent series. Combination level indicates that a combination of folder and container level (re)organization is needed. This is frequently used because most collections tend to have some parts that need to be processed to the folder level, while other parts do not warrant such close attention and only need to be processed to the container level. Folders Need #s indicates that folders should be numbered before the collection is served to preserve order and prevent theft or misplacement. Physical order and description are adequate and the collection is otherwise able to be served. Modify Folders this option was not on the original Dropdown Menu – this was added halfway through the survey. This indicates that folders need additional information besides #s, such as better titles, collection #s, dates or container information. When we were going through our data after the survey with all team members and Teresa Mora, we changed the way that we used this dropdown option. This option now includes collections that need basic container level processing that could be done very quickly. It includes minor tweaks that are technically container level processing, but we decided to reclassify them in order to filter out these items from more time consuming processing work. We are using this option in conjunction with the “rehouse when served” button which indicates that this is something that needs to be done and could be done pretty quickly. No Further ActionWe use this to indicate that the collection is fully processed and can be served. Caveat: some collections may be fully processed but still have finding aids that need editing. If this is the case, we checked the “Finding Aid Needs to Be Edited” box. Processing Priority Level Dropdown: options of High, Medium, Low, NA (or N/A) 7 High—designates collections that can be processed and made available to the public quickly (a quick kill); OR, very important collections that are in high demand (or would be in high demand if they were fully processed); OR, collections that are being used but which are partially unprocessed (e.g. additions haven’t been incorporated into extant series) or have serious conservation problems that endanger the materials. Also, many of these collections have preliminary lists that can easily be turned into finding aids or published as is on the OAC. Collections designated significant by the survey team, curators or other BTS staff get high priority regardless of their current state of arrangement and description. Quick kills include collections where folders need numbers or modification, and/or there are manageable amounts of refoldering and rehousing; however, these are NOT always considered high processing priorities. Medium—designates collections that appear to be important, are in some demand or look interesting but which will take work, time and, sometimes, special skills, e.g. knowledge of a foreign language, to process and make available to the public. Low—designates collections that look like they haven’t been touched in decades, or less significant collections where the amount of time and level of work it will take to process them is considerable and may not justify usevalue. NA—means the collection is fully processed and can be served. Caveat : some collections may be fully processed but still have finding aids that need editing. When this is the case, we checked the “Finding Aid Needs to Be Edited” box, and if there was nothing else to do to the collection, we chose the “no further action” option under Processing Level Needed. Processing Notes and Recommendations We use this field for two main purposes: • to explain our “Processing Level Needed” and “Processing Priority” suggestions. • to enumerate the steps needed to process collections and/or write finding aids so
patrons can access them.
Typically, we also note whether the collection is a quick kill and list processing tasks/recommendations, such as adding collection or folder #s; refoldering acidic or crumbling folders; rehousing documents to prevent slump or protect photographs; suggest when materials need to be transferred to PIC; and detail what it will take to produce a folder list or finding aid that can be published on the OAC. We also list special skills needed to process the collection, e.g. reading knowledge of Spanish or familiarity with physics. We also use this field to explain why a collection is a candidate for sampling and to enumerate what can be weeded from a collection. Gold team sometimes used this field to refer to finding aid edits (whereas the Blue team always uses the Description Level Notes field). Often we refer to notes we have made in other fields that are applicable to processing. For example, sometimes we put finding aid edits in the Description Notes field, then refer to the notes in the Processing Notes area (e.g. “Make finding edits as described in the Description Notes field”). Gold team frequently refers to the Arrangement Notes field, where they suggested specific series. Or we may put additional scope or container information in the Scope field, and if we think it should be added to the finding aid or preliminary list, we will refer to it in the Processing Notes area (e.g. “Add Scope from above”). Collection candidate for sampling selfexplanatory but not common. Typically this would used for collections with large amounts of unsorted financial records, e.g. decades of financial statements. 8 Finding aid needs to be edited—
The OAC Finding Aid or the machine readable Prelim list in the Finding Aids MSS folder on the
Q: drive is the authoritative version (even though edits to the online finding aid may be lost/superseded if the machine readable finding aid was ever resubmitted to the OAC. This is the current procedure at TBL so this is how we approached this). However, many collections only have nonmachine readable or online versions of guides, and those have to be considered the versions of record. Gold team checked this box when they found errors in the particular guide they had, whether it was a nonmachine readable, machinereadable, or online version of the Finding Aid or Preliminary List. Errors include: portions of the collection were not incorporated into the extant finding aid, the physical contents of the cartons did not match the Finding Aid listings, names were misspelled (or variously spelled), Oversize boxes are present in the collection but not designated as such in the finding aid. Gold edited machinereadable prelim lists and replaced the old version on the Q drive with the updated one. Blue team was initially trying to use the machine readable finding aid as the authoritative version (since any edits to the OAC finding aid may be lost/superseded if the machine readable finding aid was ever resubmitted to the OAC). However we found out that this is not how TBL does this process and instead makes edits directly into the OAC finding aid. So if there is a machine readable finding aid and an OAC finding aid, and we have not specified which finding aid needs edits, assume that the one we are talking about is the machine readable version. Though once we found out that the OAC version was the version of record, we proceeded to use that one as the authoritative one and specifically said “OAC edits”. Blue team also made suggestions about how to edit nonMR guides so that one day, when they are made machine readable, they can be updated. Blue team only checked the ‘finding aid needs editing’ box when the finding aid needed to be edited (whether it was machine readable or not). If a non MR prelim list had edits we put them in the description level notes area but did not click the box. If the nonMR prelim list was easy enough to fix, Blue team would annotate it and put that updated version in the reading room If the machine readable prelim list had things wrong with it, Blue team edited it during the survey and replaced the old version on the Q drive with the updated one. Weeding—We checked this box when we thought portions of the collection could be discarded without destroying the integrity of the collection or losing any valuable intellectual information. This includes weeding published materials that are available elsewhere, especially unsorted cartons of newspaper clippings. Guides—check boxes for EAD on OAC, MR Finding Aid, NonMR Finding Aid, MR Preliminary List, NonMR Preliminary List, MR NonTBL List, NonMR NonTBL List, No Finding Aid Necessary, Finding Aid Necessary: We interpreted Finding Aid to mean a guide that included some kind of front matter—as opposed to a Prelim, which is usually only a container listing. • EAD on OAC means a webaccessible finding aid on the OAC • MR indicates there is a MS Word file in the Bancroft’s Q drive (extension .FA for finding aids, .PL for Prelims) • NonMR means there is only a paper version (which probably needs to be keyed in and put on Q). 9 • Finding Aid Necessary means a collection needs some kind of guide – either a Prelim List or a complete Finding Aid—to be made accessible. • No Finding Aid Necessary means patrons can access the collection without a guide. (By TBL standards: collections under 5 cartons don’t need finding aids.) Sometimes MARC indicates that there is a hard copy of a Finding Aid but we could not locate it; these cases were noted in the General Survey Notes. While in the stacks surveying, both teams created new Prelim lists or editing existing machine
readable Prelims when it was necessary. Thus, sometimes “MR Prelim list” refers to something the survey team created (sometimes Gold did not indicate this using this field, but there is always a note somewhere in ECMS referring to the Q drive when we created a Prelim list there; when the Blue team created a preliminary list during the survey, they checked “MR Prelim list” box.) Conservation Notes—includes check boxes for Mold, Fire Damage, Insect Damage and Other: • We only checked the Mold box when there was active mold in the collection; similarly, we only checked the Fire and Insect damage boxes when evidence of smoke or bugs was continuing to cause deterioration of the documents. • We noted evidence of prior or dormant mold, smoke, or insect damage in the “Condition Notes” field. We sometimes explained the checked boxes in “Condition Notes”; sometimes we used “Other” to explain the extent of the CONS problem. Other CONS issues we noted include rodent damage and the presence of photographs or artwork that needed immediate attention to preserve them or prevent further deterioration. Other formats of collection—includes check boxes for Microfilm, MF Part., Digital, Transcript/Translation, Other: We checked these boxes accordingly when the MARC record or physical examination of the collections indicated one of these other formats existed. If the MARC record and physical evidence were contradictory, e.g. a portfolio was marked “USE MICROFILM COPY ONLY” but there was no MARC field for microfilm, this was noted in the General Survey Notes field. Early in the survey Gold team only checked the “Transcript/Translation” box if there was a full transcript or translation available; they often noted partial transcripts and translations in General Survey Notes, especially when this clarified confusing extent statements in MARC. Blue team checked the “Transcript/Translation” box for both partial and full translations, as did Gold later in the survey. Media Present—includes check boxes for AV, Pic, Electronic, Other Gold team checked these boxes accordingly when the MARC record or physical examination of the collections indicated one of these media was present. We described the media in more detail in the General Survey Notes field or Other box; this includes comments on condition and recommendations that these items be transferred to other divisions within TBL. Gold team checked Pic to indicate there was a significant amount of photographs or pictorial works (at least 10). This did not necessarily mean photos should be transferred to PIC; it was simply meant to draw attention to the fact that the collection had photographs. If Gold team thought photos should be transferred to PIC they made this suggestion in the General Survey or Processing Notes fields. MB checked Pic to draw attention to photographs or pictorial works that 10 needed CONS attention even if there were less than 10 items. Blue team checked “Pic” if there were at least half a box of photos (~at least 40 or so photos). We did not use the check box if the photos were integrated into the collection so much that it would be detrimental to separate them from the collection. Oversize materials—includes check boxes for OS present, OS location, Volumes, Folders, Boxes, Rolled, and OS other: Both teams indicate here whether OS is present and note its physical location and format (we both also counted the OS materials above in the Container type field as well). All OS folders are housed on campus. All OS items, volumes and boxes housed at NRLF have barcodes, which makes them easier to identify. We did not survey any OS materials at 2121 Allston. Both teams counted tubes as “Rolled” OS and usually recorded packages as “OVS other.” Blue team: some materials that we have surveyed from Feb 2008Jan 2009 were described as OS in the MARC record or finding aid (usually volumes located in NRLF). We have been marking these as OS in ECMS since they are, in fact, large items and are described as such in MARC and/or finding aid. Gold team also did this when it seemed necessary but was not consistent. Housing Condition—includes check boxes for Acidic Folders, Rehouse When Served, and Other: So many of the portfolios during our survey of Phase III contained old blue or stained folders that we added a checkbox for acidic folders to the database. Before we had this check box, we noted their presence in “Condition Notes.” • We checked “Rehouse When Served” when: • containers were too big or too small for documents • housing was causing physical damage • majority of the collection needed refoldering We use the “Other” field in this area to note undesirable housing conditions described above (e.g. slump), to explain actions that need to be taken to preserve collections, and to indicate when there are half boxes and which boxes they are. When we met to discuss our data with Teresa Mora at the end of the survey (summer 2010) we started clicking the “rehouse when served” button to use in conjunction with the modify folders dropdown option in the processing level area. Sometimes we reassigned collections that were “container” level processing to “modify folders” and then clicked the “rehouse when served” box. This is not how we initially used the box but we decided to change this methodology in order to whittle down the number of collections that needed container level processing. Collection Data Most data in these fields was taken from Finding Aids, Preliminary Lists and the collection documents and folders themselves. In December 2009 Gold team started entering information from collection files – blue team has yet to do this. Once the team databases are combined and accessible (still in process as of August 2010) Teresa Mora will help both teams enter collection information. 11 Provenance Statement: Often, the collections themselves contain provenance information. Gold team recorded some of this information in the Provenance Statement field. They put information that did not fit here into the General Survey Notes, or if there was an excess of information they noted where that information could be found, e.g. on individual folders. As Gold team reviews collection files, it is revising the Provenance Statements when necessary. In contrast, Blue team has been recording provenance information that they find on folders in the General Survey Notes because they expect that someone will add the collection file information once the surveying has been completed. Responsible Curator Dropdown options are Latin Americana (Salazar), Papyri (Hickey), Pictorial (Von Euw), Rare Books (Bliss), Science and Technology (Farrell), University Archives (Neal), Western Americana (Salazar): Generally, we assigned all Western and Latin Americana and collections from Spain to Theresa Salazar; all rare books, literature/poetry and European collections (except those from Spain) to Tony Bliss; all collections marked part of the History of Science and Technology Collection to David Farrell; all Faculty Papers or universityrelated collections to Kathi Neal. We used our best judgment in assigning curators and verified the veracity of our choices in our meetings with the individual curators. Most Anthropology and Linguistic collections are related to UCB faculty. Note that those dealing with Native Americans, North America, Mexico or Central America are classified (according to geographic area) as Latin Americana or Western Americana. All other Anthropology and Linguistic collections are classified as Faculty Papers. Also, collections created by UCB students (dissertations, research notes, etc.) should be assigned a curator based on their topics – these are not University Archives by default just because they were created by alumni. Occasionally old ECMS records included two curators (the second one usually being Von Euw), but Access does not allow the survey team to add a second curator. These should be changed so that all collections are assigned to one curator. When Blue team came across collections with more than one curator, e.g. Salazar/Von Euw, they changed it to Salazar and recorded their change in the General Survey notes. They assume that if the pictorial tab in ECMS is used, people will be aware of Von Euw’s role in the collection, so it is not necessary to keep him in the curator field in the manuscript survey tab, as he is not the curator of the manuscript items that we are surveying. Gold team has left this designation alone but did not assign any collections to Hickey or Von Euw. Additions Received: Gold team has added this information when available in the collection file, Finding Aids or information in the collection itself. If only the year of an addition is known, Gold team usually recorded the date received as January 1 of that year; if only the month and year is known, Gold team usually recorded the date received as the first day of the given month. Blue team has not recorded any information in this area. HHB Collection: We have checked this box when the MARC record or book plate indicated it was collected by Hubert Howe Bancroft’s original collection. 12 Restriction Notes: We tended to use this area of ECMS restriction field for when we had edits—when physical evidence in the collection contradicted the restriction note (or lack thereof) in the MARC record as in when restrictions had expired and needed to be lifted, when collections were in arranged enough condition to be made available immediately, or when we found additional restrictions in the collection beyond what was listed in MARC and thought they should be added. This field the following default text: “Needs Review; Info may be incomplete or out of date. Also, there could be another Collection Record for this collection.” MB left this note while surveying because they anticipated reviewing the restriction information in the collection file; while DM took it out for the same reason. We were not especially consistent about noting when there were accurate restriction notes in MARC; sometimes we noted them, sometimes we did not mention them. Gold is more likely to note an existing restriction note, and MB usually put 506 “Unarranged and Unavailable” notes in both the Arrangement Notes and Restriction Notes fields, while DM mainly used the Restriction Notes field. Index Terms—includes a dropdown menu of terms requested by the BTS Survey Team: Some of the subjects are LC terms, e.g. San Francisco Bay Area (Calif.); others are local terms, e.g. Gold Rush. We use index terms when they describe a large part of the collection, not just a small portion. Exceptions to this include Civil War; we use this even if it refers to a small portion of the collection in order to highlight how many collections contain Civil War materials (Blue team qualifies just how much material is about the Civil War in the Scope Note). Another exception is when the researcher would benefit from knowing that a portion of the collection focused on a specific subject, even if it was a small part. We try to be as specific as possible about California geographic locations, e.g. we would not choose both “California, Northern” and “San Francisco Bay Area” if the true focus of the collection was the Bay Area. However if the collection included material from both Northern California (as in Downieville, etc) AND the Bay Area (as in Fremont, etc.), then we would choose both index terms. See Appendix for more information. 13 APPENDIX: INDEX TERMS Africa only when collection can be geographically placed in Africa or concerns creator’s work and experience in Africa (not including Egypt for this see Middle East) African AmericansAnything to do with the African American experience Agriculture (includes farms and livestock) also includes viticulture,ranchers, agro
business, crops Anthropology studies of peoples and languages Architecture straightforward. Arts broad and widely used. Inclues painting, theatre, photography—essentially anything related to art that does not fall under literature or poetry Asia geographic designation, if main thrust of collection is about creator’s work or experience in Asia. Includes former Soviet Republic east of Urals, India, China, Japan, for countries west of India use Middle East. Australia/Islands of Pacific limited to geographic. Includes Melanesia, Micronesia, Polynesia, New Zealand and Islands of North Pacific Business Includes manufacturing and industry as well as commerce, e.g. a factory and a local bank would both get this term. Also includes trade between states, nations etc. Excludes mining since there is a narrower term for that California, Northern Includes Monterey, Fresno and everything north. Can also include the area between Monterey and San Luis Obispo (surveyor decides) California, Southern Iincludes San Luis Obispo, Bakersfield and everything south. Can also include the area between Monterey and San Luis Obispo (surveyor decides) California Description and Travel Includes tourism, often used for early travels through the West, used more in HHB collection. Blue team uses this only when the narrative describes places in California – not if they were just passing through and also talking about other things California History blanket term for unknown dates, date ranges that are too long to fit in any of the designated date spans, or for materials that are generally about California but do not correspond to any more specific terms California History18461850straightforward California History18501950straightforward California History—1950—straightforward California History—to 1846straightforward Caribbean areaIncludes West Indies Chinese AmericansAnything to do with the Chinese American experience Civil RightsUsed for works on citizens’ rights such as the Black freedom movement, suffrage, women’s rights, disability rights, GLBT rights etc. May also be used for Japanese American Internment. Crime and law enforcement–For prison records, Vigilance Committee in early SF history, fingerprinting history, police Diaries Genre term, used when there are many diaries, a very significant diary, or where most of the collection is made up of diaries. Also includes journals and notebooks. Blue may apply this term if there are 2 or more diaries Discovery and explorationIncludes materials related to discovery and exploration of the Americas, the West, California. Most relevant to materials in the HHB collection. DiscriminationIncludes ageism, racism, sexism, homophobia, etc. May also be used for Japanese American Internment. Earth sciencesIncludes geology, biology, zoology, hydrology, meteorology, oceanography East (U.S.) East of the Mississippi River 14 EducationIncludes teachers, administrators whose papers concern the management of the UC (or any other university) system, anyone who was involved in developing educational policies/theory or actually teaching EngineeringBlue team sometimes uses this in conjunction with mining if the materials are more technical in nature and describe the mining/engineering process EnvironmentalismIncludes conservation EuropeIncludes Great Britain, Russia west of Urals, Turkey, etc. Sometimes used for extensive travel journals/papers related to Californians on vacation Faculty papers used for UC faculty only Family papersusually straightforward, according to name of collection or existing subject terms. Blue team will use this if family papers exist within collection (even if not explicitly in collection title or as subject term in MARC). Blue team uses this to include wills and other family estate materials (would also include ‘land and property’ if there were a significant amount of deeds). Frontier and Pioneer Life, America Predominantly applies to early California, HHB and Gold Rush collections, or for journals/accounts of experiences on the frontier (not just for those on way to California) Gender & sexualityEncompasses gender identity and sexual orientation Gold Rush California gold discoveries, mines and mining between 1848 and 1855; sometimes used for the travel journals of gold rush miners or early gold rush town documents Strictly California if other states, West will also be used Government For government agencies and state and federal governments, including taxation ImmigrationIncludes immigrants and used for significant immigrant or ethnic groups or in California Indians of Latin Americastraightforward Indians of Mexicostraightforward Indians of North of Americacollections relating to the lives and culture of American Indians and/or white interactions with Indians Japanese AmericansAnything to do with the Japanese American experience, including internment camp documents or journals Jews (U.S.)Includes significant Jewish families and individuals, the immigrant experience JournalismIncludes newspaper and magazine publishing Labor For issues regarding workers, working, working class, labor politics and issues Land and propertyEncompasses land tenure and real property, including land deeds, titles, land sales—anything related to real estate or property transactions Latin AmericaIncludes South and Central America Law and legal affairs Includes court cases, attorneys’ papers, legislation, court documents Linguistics and Languagestraightforward LiteratureIncludes authors and drama Los AngelesCollection with materials concerning or geographically located mostly in Los Angeles Lumber trade straightforward Mathematicsstraightforward. Also includes statistics MedicineIncludes materials related to medical professionals, hospital records, pathology, diseases Mexican AmericansAnything to do with the Mexican American experience Mexican War18461848 15 MexicoUsed for collections about Mexico; used more generally when specific historic designations do not fit Mexico History18671910straightforward Mexico History19101946straightforward Mexico History1946straightforward Mexico HistoryEuropean Intervention18211861straightforward Mexico HistorySpanish Colony15401810straightforward Mexico HistoryWars of Independence18101821straightforward Middle EastIncludes Iran, Afganistan, Pakistan, Arabian Peninsula, Syria, Jordan, Israel, and Egypt Militarystraightforward Mining–Used in place of the LCSH term “Mining Engineering” Missionsstraightforward NavigationHistoryFor maritime history New SpainNew Spain, Viceroyalty of (15821821), Spanish colonial territory comprising the Caribbean Islands, Central America north of Panama, the coast of Venezuela Overland journeys to the PacificUsed for journeys by land Pacific Islander AmericansAnything to do with the Pacific Islander American experience ParksIncludes preserves, national parks, state parks, city parks Personal NarrativesUsed for autobiographies, dictations, etc. Physical SciencesIncludes physics, astronomy, chemistry, materials science, and electronics PoetryIncludes poets PoliticsIncludes politicians Publishers and publishingIncludes fine presses RailroadsUsed for collections related to the business of railroads, businesses related to railroads and rail travel Recreationincludes sports like boxing as well as leisurely activities and travel/tourism (outside California) ReligionIncludes organized religions and spirituality Russian AmericansAnything related to the Russian American experience or to Russians in North America, particularly California (e.g. explorers, trappers, etc.) San Francisco (Calif.)straightforward San Francisco Bay Area (Calif.)Includes Oakland, Berkeley, San Jose and Alameda, Contra Costa, Marin, Napa, San Francisco, San Mateo, Santa Clara, Solano and Sonoma Counties. Use more specific term for San Francisco San Francisco Earthquake and Fire, Calif., 1906straightforward Science & TechnologyIncludes all subjects not already covered by “Earth Sciences”, “Engineering”, “Mathematics”, and “Physical Sciences,” such as e.g. computer sciences. Gold team used the general term in conjunction with the specific one if the curator was Science and Technology (Farrell) ShipsHistoryUsed for collections about ships, the shipping industry Social movementsIncludes free speech, antiwar/pacifism, redscare, labor movements, etc. For issues related to civil rights movements we used Civil Rights Social SciencesIncludes economics, philosophy, psychoanalysis and sociology. Does not include religion. Social ServicesRelated to collections regarding efforts to improve the human condition, responses to social problems; often used for charitable activities, Societies and ClubsIncludes socialand political clubs, professional associations 16 Southeast AsiaFor the regions of Asia lying south of China and east of India, including Burma, Thailand, Laos, Cambodia, Vietnam, Malaysia, Singapore, Brunei, Indonesia TransportationUsed only for transportation, nonrailroad. Blue team uses this for people who describe transportation (e.g. being in a covered wagon) as well as in about businesses that are significantly about transportation and describes the transportation (e.g. shipping) United States—History—Civil WarBlue team uses this term broadly even if it is a small portion of collection in order to highlight how many collections contain Civil War materials. We qualify just how much material is about the Civil War in the scope note (e.g. 1 folder, 1 box, etc) University of CaliforniaUsed for all campuses from 1864 to the present. Voyages and travelsIncludes travels by land and water and tourism Voyages to the Pacific coastUsed for journeys by sea, etc. WarUse for armed conflict, fighting, and hostilities (use American Civil War and Mexican War for those specific conflicts) Water useIncludes anything having to do with the usage or politics of water, including irrigation, dams, water resources, etc. West (U.S.)Use for works on the United States west of the Mississippi River. Includes Alaska and Hawaii, Western States (we don’t use this for collections that are just about California, since we have so many narrower terms for that WomenUsed for materials by and about women 17 Bancroft Library Manuscript Survey Project Final Narrative Report APPENDIX F 14
Attachment F
ECMS-based Survey Instrument, First Iteration
MyECMS (MySQL version of ECMS)

Final Report - The Bancroft Library - University of California, Berkeley

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