We generally put restricted items in separate boxes, with the boxes
clearly marked as "Restricted."  For us, however, these are materials
which will have long term restrictions, so we don't need to worry about
integrating them into the collection after restrictions are lifted.

 

Do you normally provide collections to researchers at the folder level
or box level?  If at the box level, I think leaving the restricted items
in the box with the unrestricted items could be a problem.  (The "oops"
factor is too high.)

 

If you normally pull folders for individual researchers, you perhaps
need something that will catch your eye as you open the box:  an 8.5x11
sheet across the top of the folders that says "Contains restricted
materials" or make a sturdy marker out of file folders (something
slightly higher than the folders, write "RESTRICTED" at the top and slip
it in the front of the appropriate file).  The idea of separate boxes
would also work - just use a separation sheet in the spot where the
material will eventually be housed, indicate the material is restricted,
then as restrictions are lifted, replace the separation sheets with the
actual materials.  As long as you leave enough room in the box, this
should not disrupt your processing.

 

A label on the box would also do it - eventually you will need to remove
it (as restrictions are lifted) and removing it will leave some damage
to the exterior of the box.  It won't make the box any less functional,
though, and would decrease the chances of researchers seeing the
materials.

 

Hope this helps,

 

Anne

* * * * * * * * * * * * * * *
Anne M. Baker, Archivist
Missouri State University
Duane G. Meyer Library
901 S National Ave.
Springfield, MO 65897

Phone:(417) 836-4298    FAX:(417) 836-4764
Email: [log in to unmask]
http://library.missouristate.edu/Meyer/SpecColl/spcindex.htm

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