Introduction

1. Maintain unique collection IDs for each fonds or collection in the master list of archival collections.
   
   
2. Archives staff create reference codes during archival processing. Reference codes typically contain a Collection ID, Box Number, and Folder Number. 
   
   
3. Sequentially number each letter or legal size box within a fonds or collection.
   
   
4. Sequentially number each letter or legal size folder within a box.
   
   
5. Sequentially number each oversize folder within a fonds or collection.
   
   
6. Combine collection IDs, box numbers, and folder numbers to create unique reference codes. 
   
   
7. Use commas to separate components of reference codes.
   
   
8. 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.
   
   
9. Begin all reference codes with the unique collection ID.
   
   
   
   
10. Capitalize “MS” or “UA” and each word in a reference code.
    
    
    
    
11. Use commas to separate each component of the reference code.
    
    
    
    
12. 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. 
    
    
13. Optional: write a short-form version of the title in the middle of the file folder tab. This is mandatory for Oversize folders.