Finding Aid Project Instructions

You will process the collection according to these guidelines. In addition to creating a register, each student will write a 1 page summary of the project. In your summary you will explain: Descisions you made in the project, what you decided to remove from the collection, any difficulties you encountered along the way, and individual instructions given to you by me.

Guidelines for Processing the Collections

In the reading room...

1. You'll need to process your collection between 8-5 Monday-Friday or 1-4 on Saturday.
2. You'll need to follow the reading room rules including using pencils, putting away backpacks, etc.
3. Ask the SCA desk attendant to open the Fife room to get your collection.
4. If you're working on a photo collection make sure to wear gloves when handling photos.

First things first...

1. Remember that you can't process according to a formula that covers every contingency. Each collection is unique and requires a unique approach.
2. Keep a file with all the information you have or you find on the collection.
3. Keep everything in your collection that might provide any contextual information.
4. Start doing background research on the collection. Good places to look are Google, the libary online catalog, Familysearch, the USU Special Collections Google search engine, the Utah Online Digital Newspapers database, Wikipedia, historical journals, and Worldcat.

Naming the Collection...

1. Go over your collection carefully (take notes!). Don't reorganize your collection just yet. Be careful to maintain any original order. Remember that each collection is a puzzle and you're trying to discover the significance of the documents/photos in the collection.
2. Name the collection. Usually this will be a person, a family, or a group/department/institution. If the photo collection is part of the manuscripts collection then use the name of the mss collection.

Writing the Front Matter...

1. You're not writing a dissertation, you'll need no more than two paragraphs for a biographical/historical note and two for a scope and content note.
2. Start creating a biographical/historical note realizing that you may need to change it down the line.
3. Be succinct, sraightforward, and neutral. It's OK to point out material that you think will be especially valuable to the researcher, but keep personal opinions out.
4. The five types of front matter are:

Biographical/Historical Note: A description of the person(s), or organization(s)/institution(s) for whom the collection is named. Includes, but not limited to, marriages, children, degrees earned, colleges attended, career information, military service, church service and affiliations, where raised/grew up, and institutional history. Most importantly, why does USU have a collection of this individual (prominent pioneer, important photographer, USU professor, enthusiastic amateur, etc.) Any biographical information that provides context to the collection is important. Biographical information that is irrelevant in understanding the collection such as personal quirks, hobbies, politics, favorite color, etc., should be discarded.

Scope and Content Note: A succinct explanation of what's in the collection. A good rule of thumb is to ask yourself, "Why would a researcher care about this collection?" Also include the number of unique images in a photo collection. This number does not include duplicates, sheets of paper, and/or different forms (negatives, slides, etc.) of the same image. Also it does not include every image in 35mm film.

Arrangement Note: This note allows the researcher to understand collection quirks, confusing numbering, etc. You don't need to explain to the researcher Special Collection's basic numbering system unless: two or or more systems are used in the same collection (e.g. P0001), or the system is a deviation from the standard (e.g. P0313, P0012).

Misc. Notes: Who donated the collection, who collected the images, or the chain of ownership. This information may or may not be readily available.

Researcher Note: This is miscellaneous information that a researcher might need to know such as: preservation concerns, a skip in numbering, missing images, other related collections, and if the photographs are removed from a MSS collection. If the images are directly related (not just similar material) to another photograph collection, mention that as well.

Organizing the Collection...

1. As much as possible keep the original order. Usually collections don't need a massive overhaul and photo collections require minimal organization.
2. Don't overfill the folder. About 20-30 pages or 20-25 photos per folder.
3. We won't be creating series for these collections.
4. Assign your collection an official number.
5. Start labeling folders and numbering photos. On the left hand side of the folder write down the collection name and number, the box number, and the folder number. For manuscript collections include a brief descriptive title in the middle or right side and dates (if known).
6. For photo collections each photo needs to have its own number. That number will be written in pencil on the verso side of the collection in the right hand corner. The number will consist of the collection number, the box number, the folder number (if applicable), and the photo number. For example "P0362 1-01-01," or "P0363 1-01." The idea is that every photo has a unique number.
7. Don't tell Mr. Greene, but remove all rubber bands, metal paperclips or binders, and rusty staples. Remove items from an envelope, but keep the envelope in the folder if there is any additional information.
8. Label MSS folders with the Collection Number, Box, and Folder numbers on the left side of the folder and include a brief description of the contents on the right side.
9. In MSS collections separate photos (unless they're part of a letter or document) and put in their own file.
10. Remember that in an MSS collection the original documents are the meat of the collection. Separate magazine/journal/newspaper articles in their own folder, but don't spend too much time on them.
11. Keep the "Miscellaneous" folder as small as possible.
12. Sleeve negatives in acid-free envelopes, but don't worry about resleeving photographs.
13. Don't throw out anything from the collection. Put items you think can be tossed (duplicates, newspaper clippings) in a separate folder at the back of the box.
14. Make sure to fill up a box so that the folders don't sag, but don't fill it up to the point that the folders are difficult to remove.

Creating a Finding Aid...

1. Good collections to use as examples include:
Coll MSS313
Coll MSS311
Coll MSS315

Coll P0349
Coll P0325
Coll P0357
2. I'll send out a template in word for the finding aid. This file has a series of fields that you will fill in.
3. Create a description for each folder for MSS collections or for each photograph. Remember to save your best descriptions for the best material (the material you really think will get used). Usually you don't have to create an elaborate folder/photo title, but remember that most people are keyword searching, so choose your words carefully.
4. Create an individual description for the photo. You don't have to mention in the description that it's a photograph, although if the image is a negative, mention that. If known you should include the photographer and date when the image was taken. The description doesn't have to be in sentence form. 99% of Patrons are looking for:

Names of persons and places.
Railroads, landmarks, geological features.
Social activities such as community celebrations, weddings, plays, parades, etc.
Ethnic groups - African-American, American Indian, etc.

If possible you should describe every photo, but sometimes it's not necessary. For example if you have a folder with 20 photos of unidentified cabins from Logan Canyon, you can can bundle your descriptions such as... "1:01-1:20. Images of unidentified cabins in Logan Canyon, ca. 1940s."
5. Be consistent thoughout the inventory. This includes capitalization, names, abbreviations, types of material, punctuation, etc.
6. Include dates in the inventory only when known for certain.
7. Print out your inventory and read it in a quiet place. I am mericless[merciless] with typos and inconsistencies.
8. You will e-mail the Word files to daniel.davis@usu.edu by Saturday, Midnight, 11/19/2011.