Material Anomalies

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Basic guidelines for what should be captured

  • Has letters, numbers, or drawings -- YES
  • Blank -- NO
  • IN DOUBT? See the list below

Should this be captured?

Paper

  • Holes in page -- YES (make sure the regular black or white capture bed is seen through the hole; if in book, place black or white paper underneath)
  • Portions of paper missing -- YES (if part of an item with similar size pages, crop to that page size to maintain consistency)
  • Otherwise blank page
    • with smudge -- NO
    • with inked fingerprint -- YES
    • with ink transfer from adjacent page -- NO (unless adjacent page is missing)
    • of pre-printed letterhead -- NO (unless pre-printed text/art is unique)
    • with a single letter or number -- YES
    • with arithmetic -- YES
    • with hand written page number -- NO
  • in plastic sleeve -- YES, and here's how
  • Envelopes -- YES, in general; see section below for questions about those envelopes

Envelopes

  • Fronts with address or other text -- YES
  • Blank front -- NO
  • Back with postal date stamp or postage cancellation -- YES
  • Blank back -- NO
  • Used as scrap paper, with text or drawings -- YES

Bound Items

In general, follow the rules for Paper. These are guidelines for things that apply to bound items only.

  • "Blank" front or back cover -- YES
  • Interleaved material (inserted between pages or clipped to a page) -- YES, and here's how

Newspaper Clippings

  • Fronts -- YES
  • Related or circled/highlighted material on back of clipping -- YES
  • Unrelated backs -- NO

Other Manuscript Materials

If it's in the metadata as an item (or as part of an item), capture it, following the rules for Paper.

Photos

  • Backs with typed or pre-printed material -- NO
  • Backs with handwritten material (this does not count a penciled-in archival photo number) -- YES

Artifacts (Objects made from materials other than paper)

If it's in the metadata, it's probably flat enough the capture. If it's metallic or shiny, see this page for instructions.

Photocopies

  • Something that is under copyright or is otherwise not a unique item (example: a page in a published book) -- NO
  • Otherwise, if it appears to be
    • created by the archivists at Hoole or some other entity as a surrogate for something missing -- NO
    • native to the collection itself (i.e., it was already a photocopy when the materials were collected and archived) -- YES

Duplicates

Duplicates should be skipped. The examples below give the rationale behind what is or isn't significant enough to count something as an duplicate.

Real duplicates -- shoot one

  • Two identical documents, one a carbon or photocopy of the other
    • choose the one that's easiest to read (either the most amount of readable text or the best text quality overall)
  • Two identical documents, one a carbon or photocopy of the other, for which one has notes added to it
    • choose the one with the notes, since it has the most information

Not really duplicates -- shoot both

  • Two documents that seem to have identical content, but one is typed and the other is handwritten
    • there may be discrepancies
  • Two identical documents (one a carbon or photocopy of the other) for which both have different notes added to them
    • you want to capture both sets of notes

No guideline yet?

Make one!

  • Try to match the outcomes of current policies and procedures
  • Look at similar anomaly rules, which set a precedence
  • With extraneous markings on materials, consider whether they are unique or interesting enough to capture
  • Document on this list

Or ask Jeremiah.

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