Abstract:  This document includes policies and procedures for determining location codes for current and retrospective Hay Archives copy 1 of Brown University Masters theses and Ph.D. dissertations. Bibliographic locations, item locations, status codes, and note information are included.

The Hay Archives copy (copy 1) of Brown University Masters' theses from 1947 to present and Brown University Ph.D. dissertations from 1937 to present (excepting the years 1954 to 1962) have been/are being sent to Offsite Storage at the Harvard Deposito ry in Southboro, MA

Locations for Current cataloging:

Hay Archives copy 1: cataloged for Offsite Storage at Harvard Depository

Copy 2:
Science copy 2 goes to the Science Lib. (s0001) with the Archives call number and location code sci
Rock copy 2 goes to Rock Storage (r0001) with the Archives call number and location code rth
Hay Harris copy goes to the Hay (h0001) with the Harris call number and location code har

Location codes:

Bibliographic record:

location	03 multi
location 1	qh001
location 2	s0001
blank	r0001
blank	h0001

Item Record copy 1:

Location	18 qhs
Status	20 r
Note	Being transferred from Archives to Harvard Depos [mm/dd/yy] [init.]

Item Record copy 2:

Location	18 rock
Location	18 sci
Location	18 har
blank	blank
Status	20 -

Marking of pieces:
The pieces are marked inside for their pre-storage location, i.e.
Copy 1 is marked for

blank	HAY
blank	ARCHIVES

Copy 2 is marked inside with the appropriate location stamp pencilled under the call number, i.e. Rock, Sci, Orwig

Binding:
All copies are sent to the Bindery

Locations for retrospective conversion of Hay Archives copy:

Hay Archives theses (copy 1) not sent to Storage:
Masters theses before 1947
Ph.D. theses before 1937
Ph.D. theses between 1955-1962

Item record for copy 1:

Location	18 athe	blank
Status	20 -	blank
Note	Pre 1947	M stored at Archives, not sent to qhs
blank	Pre 1937	Ph.D. stored at Archives, not sent to qhs

Bibliographic location for copy 1     03     h0001

Certain other individual Hay Archives theses (copy 1) have also been retained at Archives.
The shelflists for those theses that were being sent to Offsite Storage were checked against the volumes on the shelves in the Rockefeller and Sciences libraries. When any thesis was found to be missing from the shelf and not charged out, the Hay Archives copy 1 of that thesis was retained in the Archives. Some other first copies were also retained in the Archives because they contained mounted photographs, which in the second copies were often xeroxed and lacked the quality of the originals. A few theses were also retained because of frequent use of Archival interest. Jo siah records have been corrected to reflect this location.

Item record for copy 1:

Location	18	athe
Status	20	-
Note	blank	Stored at Archives - Illus.
blank	blank	Stored at Archives - copy 2 NOS Rock

Bibliographic location for copy 1     03     h0001