At the Folger Shakespeare Library, we store associated material, notes
from conversations with donors, etc. in the relevant curator's
Curatorial file (we have three curators: Rare Books; Manuscripts; Art &
Special Collections), filed by accession number. A note goes in the
catalog record saying "See Curatorial file for additional information"
or, when the additional information is easy to explain, something like
"Postcard taped to back of frame removed to Curatorial file." In the
case of the postcard, a pencil note on the card itself indicates where
it was, when it was removed, and the initials of the person responsible.
The location of anything too big for the file has its current location
noted in the file (e.g. "Original box removed to 'old housings' shelf.")
Electronic information gets copied to the network (to make sure the
files get migrated to new equipment each time the server is upgraded)
and its directory on the network is noted in the paper file.

Ideally, the Curatorial files would be a single, shared cabinet, since
responsibility for some items has moved around (e.g. a set of miniature
books stored in a sculptural bookcase is in limbo between Rare Books and
Art) and other staff have to guess or ask around to know whose cabinet
to search. 

The same file folders also have conservation documentation, loan
histories, etc. Relatively few items are document-rich enough to get a
whole file folder to themselves; those that are especially hefty have
subdividers in the folder (heavier sheets of paper with "Provenance",
"Conservation", "Related works", etc. printed in big letters along the
long edge).

When another staff member needs to see the file, they just put their
initials on an ordinary office-supply store "Out" card and slot it in.
If a researcher needs to see the file, we use an expensive office-supply
store "Out" card made of vinyl with one clear 9 x 12 in. pocket (to
temporarily hold documentation on insurance values, secret identifying
marks, and any other sensitive information) and one clear 3x5 in. pocket
(to hold the call slip researchers have to fill out in duplicate in
order to see anything from behind-closed-doors).

Hope this helps,

   EB.

-----------------------------------------------------
Erin C. Blake, Ph.D. 
Curator of Art & Special Collections 
Folger Shakespeare Library 
201 E. Capitol St. SE 
Washington, DC 20003-1094 
office tel. (202) 675-0323 
fax (202) 675-0328 
e-mail: [log in to unmask] 
www.folger.edu 

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