Curatorial files

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Occasionally, collection items will contain extra materials such as dealers' information, papers inserted by former owners or users, manuscript transcriptions, or even organic material such as pressed flowers. While many of these inserted materials can be kept with the item safely, some - like organic materials - need to be removed to the curatorial files.

Adding items to curatorial files

  • Determine that material from a collection item needs to be removed, following the Things in books policy, or guidance from a curator or conservator.
  • Check the curatorial file cabinets for an existing folder with the item's call number. Book, art, and manuscript files are kept separate. Each call number should have a distinct folder; in the case of manuscripts with multiple items under the same call number - e.g., X.c.177 (1-2) - multiple folders may be involved.
    • Older curatorial files may be stored with multiple call numbers in the same folder; these will be sorted into separate folders in the future. Consult the relevant curator or the Head of Collection Information Services if you encounter this situation while trying to house items.
  • If there is already a folder with the call number, add the new material to it, separated by a sheet of acid-free paper. If there is not an extant folder, create a new one. Write the call number in pencil on the tab of an acid-free folder, insert the material(s), and add the folder to the curatorial filing cabinets, following call number order.
    • Add a note to the item's catalog record.
852 ‡z Transcription of letter removed to curatorial file 20150804