I.A.2
            SPECIAL COLLECTIONS CATALOGING PROCEDURE

             SPECIAL COLLECTIONS SHELVING SIZES and
                       HOUSING GUIDELINES

Reviewed Nov 17, 1998 by Richard Lindemann

     Book shelves for all collections except Southworth are set
at standard heights.  Use the following measurement guidelines
for determining the appropriate shelving location for items of a
particular size (for location codes, see I.A.1).

     REGULAR:       up to and including 32 cm.
     FOLIO:         33 - 52 cm.
     FLAT FOLIO:    53 cm. and larger

SOUTHWORTH:

     REGULAR:       up to and including 25 cm.
     FOLIO:         26 - 52 cm.
     FLAT FOLIO:    53 cm. and larger

     Note that size limitations pertain to the largest EXTERIOR
dimensions, including the dimensions of a container (e.g., jacket
or box) if there is one.

MAP CASES:

     Items that, because of their size or condition, require flat
storage in map cases, should be coded [---m] and labelled
accordingly.  Typically, these will be uncased items exceeding 80
cm.

ART BINS:

     Framed objects that require art bin storage because of their
size are assigned specific bin numbers, which appear as a portion
of their call number.

LABELLING ABBREVIATIONS:

     Typed labels that identify each piece by call number or
author/title also include shelving size when appropriate. 
Although these sizes are normally spelled out in full, the
following abbreviations occasionally appear:

     FOLIO          =  Fol.
     FLAT FOLIO     =  FFol. or  FF
     MAP CASE       =  MC  or  Map
     ART BINS       =  AB
GUIDELINES FOR HOUSING PRINTED MATERIALS

Envelopes [cp_; cp_x; cp_f]
  Use envelopes for:
     Small or unusually shaped items in good condition that would
          otherwise "get lost" on shelves [e.g., a narrow
          brochure or peculiarly shaped artist's book].
     Floppy items in good condition (typically bound without
          boards and thin) that will not stand upright without
          added support [e.g. a chapbook, cheaply reproduced
          newsletter, a thin magazine, or a stapled sheaf of
          pages].
     Items in good condition needing minimal protection from
          rubbing or handling.
     Miniatures and other tiny volumes less than 11 cm. in height
          or 7 cm. in width.  If these items are also thicker
          than 2 cm., place the envelope into a narrow pam box.

  Specifications:
     Flaps should be guillotined.
     The fit should be generous to reduce the rubbing that occurs
          when items are inserted and removed:  allow at least 2"
          more than the width of the item.
     For items thicker than 2", prefer "ugly" boxes to envelopes.
     For fragile items (esp. brittle paper), prefer four-flap
          enclosures or academy folders.

Four-flap enclosures [cp_; cp_f; cp_x]
   Use four-flap enclosures for:
     Distressed (brittle, fragmented, damaged) items that are
          unbound, lacking boards, or otherwise floppy, and that
          are less than 1 cm. thick.
     Any other thin item that would suffer from insertion or
          extraction from an envelope.

Academy folders [cp_; cp_f]:
   Use academy folders for:
     Any item that can be read in its entirety without being
          removed from the mylar sleeve [e.g., unfolded brochure,
          small map, unfolded leaflet, broadside (EXCEPT ANP
          broadsides, which always are encapsulated and stored in
          the map cases).
     [For items too large to fit in a "folio" academy folder,
          encapsulate and store in map cases.]

Map cases [cp_m]
   Use map cases for:
     All ANP broadsides, regardless of size (all are
          encapsulated).
     All single sheet items that are too large for academy
          folders.
     All items that are too large for flat folio shelving.

   Specifications:
     Most map case items are encapsulated; when labels are
          attached, these should be affixed without obstructing
          the item itself (usually verso, lower right corner).
     Multiple related unbound pages may be encapsulated within
          the same mylar envelope provided that the entire item
          is legible within the encapsulated item.  Typical
          configurations are two or three leaves laid side by
          side.
     Occasionally, groupings of oversize items may be nested in a
          folder rather than encapsulated [e.g., a set of bound
          maps, a set of engraved plates, or a newspaper].
     
OTHER HOUSING CONSIDERATIONS:

Current serials:
     - follow established practice by checking how items are
     housed on the shelves, and maintain that precedent

Dust jackets:
     - if these are sound, keep them on the books as found.
     - if these are distressed (badly torn or in fragments),
     bring to Bett's immediate attention (usually the dust jacket
     is sleeved in mylar)

Binding problems:
     - for volumes with damaged joints or separated covers, but
     otherwise sound condition, bind the volume together with
     linen tape.
     - for volumes in worse condition (e.g., cover missing, spine
     broken, volume broken into several pieces, cover fabric
     deteriorating or red rot present), place on "ugly box"
     shelf.

Fine bindings:
     - for fine bindings, including fancy cloths, illustrated
     covers, or other features that might suffer from unprotected
     shelving, and for bindings whose decorations would damage
     items shelved adjacent to them, special housing is
     necessary.  Common options include envelopes and "ugly
     boxes;" when in doubt, consult the curator.

Oddballs:
     - some of our acquisitions are neither bound nor flat, but
     we must accommodate them in our shelving scheme.  A variety
     of boxes are available for "creative" housing; consult with
     Bett about these.