How to Find Manuscripts: A Staff Guide

If you are looking for papers of a particular person, family, company, or organization, there are currently several avenues to take.  Sometimes it is necessary to try several different approaches.  The more you can find out about the requested item, the easier the search will be.

Definitions

• A Manuscript File is a small collection (one to ten folders, usually) filed alphabetically in the file cabinets out back.  These are sometimes referred to as Cataloged Manuscripts, but the preferred term is Manuscript Files.  
• A Boxed Collection can vary in size from one 2-inch box to hundreds of 12-inch cartons. 
• Bound Manuscripts are bound like books but are non-printed items.  These are divided into Large and Small Bound Manuscripts. 
• Oversize Manuscripts are items that are too big to fit in conventional manuscript boxes, cartons, or files, without damage.  They may be part of a larger manuscript collection or they may be a collection unto themselves. 

Tools

• Special Collections Database.  This database currently includes some of the Manuscript Files, Bound Manuscripts, and Boxed Collections.  This is a good place to look for small collections.
• Card Catalog.  The manuscript card catalog (not to be confused with the Wilbur card catalog for printed materials) holds catalog cards for most Manuscript Files, Bound Manuscripts, and Boxed Collections acquired up to about 2000 (and some since).
• Locater List.  This gives locations only for Boxed Collections.
• Finding Aids for Manuscripts.  Finding aids are created only for Boxed Collections (with a few exceptions).  They describe the contents of a collection but do not provide a location.  Many finding aids can be found on the Special Collections webpage under “Finding Aids for Manuscript Collections.”  All completed finding aids can be found in the green binders on top of the card catalog.
• Civil War Guide.  Each description in the Civil War Guide lists a location.  Note: Ignore the "M" designations.  The Mallary  manuscripts have been integrated.
• Uncataloged Manuscript Files Database.  This database contains brief descriptions of Manuscript Files that are not cataloged in the Special Collections Database or Card Catalog.  These are interfiled, alphabetically by main entry, with the cataloged Manuscript Files.  Icon to search this database is on the reference desk computer.  This is not a public database.

If none of these tools provides an answer, it is often worthwhile to look in the actual Manuscript Files or Bound Manuscripts, if you think the item belongs there. 

When all else fails, those members of the Dept. who handle acquisitions can try to track down the requested item by looking at the manuscript collection control files (ms. Curator’s office) and the acquisitions database.  There is a considerable backlog of items to be processed, and a lag time between the acquisition of an item and its appearance in any of the tools.