Material Anomalies

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Revision as of 12:35, 4 March 2015 by Kgmatheny (talk | contribs) (Should this be captured?: added duplicates, rearranged page to put dups and photocopies together at end of list)
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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?


  • 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


  • 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.


  • 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.


  • 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 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.