Files 1900-1973 

The first step to documenting the case files is sorting the old brown cubic foot box containing 250-300 trifilded files.  Once you receive the original brown box containing the folded files, it is extremely important to take all the files out of the box and make sure they are in the correct order, as they are somewhat disarranged. The number for this order is at the top of the folded file itself, and will likely range from 1-500 if it is in the years 1900-1950ish (the files from the 60s have a more complicated numbering system).  This number is the “docket number,” and was assigned years ago, in an unfortunately confusing manner.  The docket number is usually written inside as well, near the decedent’s name.  Be certain that the records are all within the same months and years.  Within one box alone, the files can be from more than one month or year, as long as they are in numerical order corresponding to the docket numbers.  This step seems insignificant, but it’s easier at this stage to correct either dockets you notice missing within the box and additionally extra, uncorresponding dockets that may belong to another box. 

            Once the box is sorted, you need to build a nice new acid free white box to contain the unfolded and indexed records.  After the new box is built and the files are in order, you start from the first number in the box (which again, could be anywhere from 1-500).  Carefully unfold the file.  If it is from the first quarter of the century, it will be extremely brittle and parts of it could likely break.  We suggest using the lid from another box to catch all of the fragments that may or may not break off.  Many of the earlier files also have corroded rubber bands around them, which you need to remove.  You can either brush the rubber band bits off, or if they’re more cemented to the paper, use the metal plying devices to pry them off.  Often, the rubber bands rip the surrounding files.  Try to avoid this.  Also, remove any metal gromets or paper clips that you can.  Some of them are impossible to remove without ripping the paper—don’t remove these.  Please fold a piece of acid free paper in half and then slide it around a report if the staples have been removed. 

            As the file is, at this point, opened, it is time to start recording the data inside the document itself.  Essentially, you are collecting data that is unusual.  Write the decedent’s first and last names in the spaces provided on your white worksheets, and in the “comment” section, the manner of death or any interesting particulars involving their death.  Some of these are things like: epidemics, murders, suicides with notes, photos, legal executions, illegally performed abortions, and any objects such as hair samples, bullets, etc.  Make note of them.  Some things are incredibly routine; for instance, heart disease would rarely recorded by you unless it is someone unusually young.  In the early 1900s, the deaths are often industrial.  By the 1960s, many of the deaths are natural causes—arterio-sclerotic cardiovascular disease or diabetes are the most common. 

            When the internal information is collected, the file needs to be flattened.  For this, use a large, heavy book or a ream of paper.  As these files have been folded up for decades, it takes a lot of weight to straighten them, and it is weight that you can’t really provide.  To minimally flatten the files, put them—unfolded—in the legal sized acid free folders, and then place the book or ream of paper on top.  After you’ve unfolded and recorded another file, you will place it underneath the first file.  You will do this within one beige folder until it is theoretically “full,” which means that it shouldn’t be more than a half-inch thick (2-4 files—no more than 5).  When it is full, you will write, at the top left of the folder, the year, month and docket number in the following system.  If the hypothetical files in the folder are from the year 1905, in the month of September, and are docket numbers 23-35, you will write 190509_023-190509_025—as these are the numbers included in the file you’ve collated.  You should continue to weight these files under an additional book or ream of paper in the white box. 

            Make sure the docket numbers are always corresponding and chronological.  Continue writing the docket numbers, years and months at the top of each folder.  Once the box is full (somewhere around 100 records, or 1/3 of the original brown box), write on the outside the span of the documents.  As this will probably be 300 documents from our hypothetical September 1905 box, you would write “190509_023-190509_123” (although the month might have changed after 100 records—pay attention to this!).  You will also write the number on the white label on the brown box with the docket numbers. 

            This is a completed white box.  However, it’s roughly only 1/3 of a brown box.  Finish the brown box.  At this point, you might have to collate the boxes into either one another or the completed white boxes around them.  There are more specific directions for this on the project Wiki under “File Arrangement.” 

            Additionally, if you do have extra files that do not correspond with the docket numbers, do your best to find the box where they do fit in.  If you can’t find the box, put them in the “misfile” box.  Remember to occasionally look through the misfile box to see if any of the files there belong to the box you are currently working on. 

Quick Processing Steps:

Processing Instructions

1. Take a box and make sure all records are in order.
2. Take out a single record, flatten it, and remove all staples, fasteners, and clips (if possible).
3. Clean dust if necessary.
4. Gather together all paperwork pertaining to that record.
5. Take a sheet of paper, fold it in half, and place it on the long side of the record.
6. Place the records in docket and year order into a folder that is filled to approximately a ¼” thick.  This should be at most five files and perhaps less as one report can sometimes be inches thick-use as many folders as you need to keep the folders at ¼” thick.  See step 8 for instructions in handling mis-filed records.
7. Write the year, underscore, docket number of the first record, a dash, and the year and month, underscore, docket number of the last record in the folder on the upper-left hand corner and place into box.   Example: 187709_355-187709_359.
8. When the box is filled, write the year, underscore, docket number of the first record, a dash, and the year, underscore, docket number of the last record on the box label.   Example: 187709_355-187712_500.
9. If, after your box is completed, you have one or more mis-filed records (i.e. records outside of your range), place them in the mis-filed records box.  Please do this sparingly, and remember to check this box when you find gaps within your files.
10. Number each folder in the box starting with folder 1 in each box.

Checking your work and recordkeeping

1. Be sure that the range of docket numbers years are in order and complete.  If there are missing files, make a note of this on your work forms.
2. Properly document the contents of the box.  Do not include folder and box information on your folder until a box is completed.
3. Enter the inventory onto your form.  Include any notes regarding the files in the specific box such as: missing files, significant gaps, unusual information or documentation, or any difficulty you had in arranging the material.  Name each form with the title of the box. Example: 187709_355-187712_500
4. Please feel free to include any questions, interesting findings, etc. as well as the number of hours you worked to Kate (Katec@pitt.edu) each week.  Be sure to include your name in the e-mail!

Things to watch out for

• If you find two folders or boxes labeled with the exact same numbers, contact Kate.
• If your folder or box contains a range with resetting docket numbers--such as 75-2--use the two ranges as the identifier instead of simply listing the start and end folder. Example: 187709_375-500-187712_1-10.  Note that this preserves the conventional format and should be entered into the form as though the ranges were single numbers.
• It is likely you will come across mis-filed records.  These may be from another time period, or there may be a gap where records should be.  Please make a note of this in your weekly report and on the box label.  Remember to scan the mis-file box first in case the record has been found elsewhere.
• If the records in a box are severely out of order (i.e. there are multiple ranges across years or containing other consistent and large gaps) contact Kate.