Appendix D

Notes on Housing/Labelling

Labelling guidelines

Every object should have a unique identifying number (iconographic or inventory number) written on the object or on its housing so that it can be individually identified, where it should be written will depend on the situation. If there is nowhere suitable to add the number, then a separate label should be attached to it using archive cotton tape. Part numbers should be labelled on the object only if we have added it to both Sierra and Quickbase.

Inventory numbers (e.g. INV.2019/156) should not be written on the object itself but on the housing as these numbers are only temporary and will have to be changed when the object is given its own iconographic number at the cataloguing phase.

If the housing contains a number of catalogued or uncatalogued materials which do not have their own individual housing, then all unique identifying numbers should be written on the front of the housing.

If several housed items are grouped together in another larger housing material, each individual item or their individual bit of housing should be labelled with its own individual identifying number and, if convenient, the larger group housing should be labelled with all the identifying numbers for the items within it for greater ease of locating them.

Labelling on housing should be done in pencil and labelling on the object itself should always be done in soft pencil and should be reversible.

Labelling Scenarios

Uncatalogued material - Do not write the INV number on the item itself, only on the housing.

Uncatalogued item with part numbers - If they are housed in the same housing then write a range on it, if they have individual housing then label their individual INV numbers on the individual housing.

Catalogued material with no part numbering - Write the iconographic number at least on the housing (in pencil) and on the item itself (in soft pencil) if time allows.

Catalogued item part numbered on Sierra - Write each individual part number on the item (in soft pencil) or housing and if it is housed together then a range should be labelled on that group housing as well (e.g. 12345i.1-5).

Catalogued item to be part numbered at Phase 2 or Cataloguing Phase - Do not write any label part numbers onto the item or the housing as if they appear on the item or housing but not on Sierra this will lead to confusion for retrievals. Instead write the iconographic number without the part number suffix (e.g. 12345i, not 12345i.3).

Catalogued or Uncatalogued photographs - The unique identifying number should be written on the housing, never on the back of the photograph.

Item in melinex with label already stuck to it - Add identifying number in pencil to the label if there is sufficient space to make it conveniently visible.

Item in melinex without label – Stick white label onto the front of the melinex and write the identifying number on it in pencil.

Item in card folder – Write identifying numbers on the outside of the folder.

Fragile catalogued materials – If the item appears too fragile for much handling simply write the number just on the housing. If it does not have any then consult with conservation.

Item framed – Attached Tyvek label with identifying number on to it.

Visual and Material Culture Labelling Guidelines

Works on paper: these should have the object number written on the reverse of the object, bottom left hand corner, in 2B pencil. The folder should also be labelled on the front in pencil.

Photographs: the folder containing the photograph should be labelled with the Object number. Do not write on the back of the photograph.

Framed works: Collection Care will attach a D ring to the back of the frame, an identification label is tied to the ring.

Boxed objects: all labelling should be on the box housing the object.

Restricted Access: as with the Wellcome Archive Collections, any objects that have restricted access status, due to content, must be identified by a red sticker on the folder or box within which they are contained. Restricted Access should also be written in pencil on the folder.