- Maintain unique collection IDs for each fonds or collection in the master list of archival collections.
- Archives staff create reference codes during archival processing. Reference codes typically contain a Collection ID, Box Number, and Folder Number.
- Sequentially number each letter or legal size box within a fonds or collection.
- Sequentially number each letter or legal size folder within a box.
- Sequentially number each oversize folder within a fonds or collection.
- Combine collection IDs, box numbers, and folder numbers to create unique reference codes.
- Use commas to separate components of reference codes.
- Assign reference codes at the fonds-, file-, and item-level of description. Do not assign reference codes at the series and sub-series level descriptions.
- Begin all reference codes with the unique collection ID.
- Capitalize “MS” or “UA” and each word in a reference code.
- Use commas to separate each component of the reference code.
- Collection IDs and accession numbers should be recorded on the far left side of the file folder tab and the Box-Folder numbers should be recorded on the far right sight of the file folder tab.
- Optional: write a short-form version of the title in the middle of the file folder tab. This is mandatory for Oversize folders.