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
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
- 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?
- 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.