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, In preparing the supplementary HR forms for the records given below, the p V
i following information should be given: h
· Form identification number; If the master HR form is number A—2, the V_ j
I Eupplementary—E§wforms would be lettered, using the master form number 1 Q`?
as a key number, and followed by a letter of the alphabet; e.g., A-2a, `.,s,
l A~2b, A~2c, A»2d, and so on. j»i,;
J Item l. Title: the title of each supplementary HR form should be en- " Vp
`eldsed in"pErentheses; e.g., (Chattel Mortgages), (Mortgage Releases), It '{
and so on. ~ A *l` Q
Item 2. Dates: the inclusive dates by month, day and year, if possible, "yoY Q
of each "alsd-contained" record series must be given on the supplementary gg
ER form describing it. hhen there is only one entry of an "also con- }g;Y i
tained" record, show thc date of that entry, and immediately after the gi§{;f
date state, "Only one cntry." ‘¥¥fg]
  i
‘ Items 5, 4, & 5. See Master Form. The supplementary HR form should jf],%
`refer to the master_?R form_in~thcse items, giving its identification _VVi }§Q’3
number and title; e.g., "Sce Form A-2, "Mortgages." ;`ijg{
Item G. Contents; the description of the supplementary or "also con- Qgifjl
tained" record should be given in this item. The same procedure should ff;] »___ i
be followed in accordance with the instructions given on preceding pages sfd
I of this manual. ;?yrQ
In brief, the supplementary form shows four kinds of information about ‘€E% l
the "also contained" record. It shows the title, the beginning and ending j¥§@}
dates, and a complete description of contents of the record. ‘lglT‘
;··¥·’:t-L A
Items 7-ll. The supplementary HR form should refer to the master HR Qgggtl
liEEKdEIYEese items, giving its identification number and title. cfggei
`   4
I Sorting and §rranging_§ecords· _;%f; g
In dealing with file boxes or other unbound material it is generally E?§¥l
necessary to sort and arrange the records into definite record series before igléfl
the inventory forms can be prepared for them. In doing this, all records be- l§§§§{
longing to a record series should be assembled and placed in their proper tiéffjj
order. Records for which there is a permanent index should be arranged to g%gf{{
conform to that index. In the absence of any index or other moans of refer- lggi ‘‘i‘_ j
ence, a simple chronological arrangement may be followed. Each file box, §§gQ_j
file drawer, or other container should be adequately labelled to clearly ;§§§fE
Show just what records are to be found therein. The general policy of the §§§f$
survey in doing sorting and arranging work is to follow the systems and ‘%§§§,
practices of the office or agency responsible for the records, or in the §§?$Q§
absence of any definite style of arrangement, to work out such a system as jfs? i
will best serve the needs of the office and the purposes of the survey. iggp ·r'_
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