Versions Compared

Version Old Version 3 New Version 4
Changes made by

Liz Woolcott

Liz Woolcott

Saved on

Key

  • This line was added.
  • This line was removed.
  • Formatting was changed.

...

Tools Needed

  • Airtable

Staff Required:

  • EAD Coordinator University Archivist (Phase Leaderleader)

  • Archival Cataloging Librarian

  • EAD Coordinator

  • Quality Controller/CMS Student Technician(s)

  • Lead Cataloger

  • University Archivist

...

Quick Navigation

Table of Contents
minLevel2

...

Quality Control Preparation

EAD Coordinator University Archivist or Quality Controller will record the following in Phase 2 – QC - Status tab in the University Archives Airtable database:

  1. Change Quality Control Status from 1-Queued to 2-Under Review

  2. Enter the name of the people who will do the cleanup in QC Cleanup Assigned To

  3. Enter the date in QC Cleanup Begin Date

(NOTE: The following step was done in batch at the start of the project.)

EAD Coordinator will prepare a view of each record group prior to quality control.  Select the “All Items” and then select the appropriate record group. Using the ellipses (…), duplicate this view and rename it “UA-XX Quality Control View” (where the xx=collection ready for review).  Then perform the following:

...

  1. In Airtable, navigate to “All Items” and select the “UA-XX Quality Control” view from the dropdown (where the xx=collection ready for review)

  2. Input today’s date in P2-Entry Reviewed

  3. Input the Quality Controller name in the QC’d by column.

  4. Check the following columns and input missing data or fix inaccurate data:

    1. Record Group Number

    2. Box #

      1. Almost all material, regardless of being cataloged individually, will be housed in a box.  Please record the number of the box that the item is housed in

    3. Folder/Item

      1. This is a late addition to the database.  Only fill out this field if the items within a box are barcoded.  If they are not (therefore only the box is barcoded), leave this field blank.

    4. Series (Title)

      1. This is transcribed from the box. Verify that it matches what is on the label.

    5. Box Title Transcribed

      1. This is transcribed from the box. Verify that it matches is on the label.

    6. Item Description

      1. If the item has a folder/item number, it will likely need an item description.  Only record the title of the item, if the folder or item is barcoded individually

    7. Date Range

      1. Record the date range of the material in the box

        1. If there is a range of dates, record the earliest and latest dates in Date Range column in the following manner:

          1. First Year-Last Year: YYYY-YYYY (e.g. 1940-1969

        2. If there is just a single date, record the date in the following manner (as needed)

          1. Year Month: YYYY Month (e.g. 1940 November)

          2. Year Month Day: YYYY Month Day (e.g. 1940 November 29)

    8. Normalized Date

      1. Record the same date again in Normalized Date using the following formats:

        1. Date Range

          1. First Year-Last Year: YYYY-YYYY (e.g. 1940-1969)

        2. Single Dates

          1. Year Month: YYYY-MM (e.g. 1940-11)

          2. Year Month Day: YYYY-MM-DD (e.g. 1940-11-29)

    9. Barcode

      1. Quick tip: check the last four digits

      2. If no barcode is present, assign one to the item and scan into this column in Airtable. Ask the University Archivist, if unsure where to affix the barcode.

    10. Restricted

      1. For all items marked with a red dot, or a restriction statement, check the box in this column

    11. Restricted Text

      1. For all items where “Restricted” has been selected, record the restriction statement in this field. If none is available, record [none supplied] - including the brackets.

    12. Subdistrict Location

      1. Indicate if the item is located in one of the following locations

        1. Main Shelving

        2. Oversize

        3. Extra Storage

        4. BARN

    13. Container Types

      1. Verify the correct container type is selected

        1. Items that have folder/item level numbers (are barcoded at the item level instead of the box) will need to be changed from “Individual Item” wherever possible to the appropriate selection:

          1. Letter sized Folder

          2. Legal sized Folder

          3. Book/Bound volume

          4. Individual Item (This indicates any other type of item that is not a box, folder, or bound volume)  Please describe in the Notes field

      2. For lines where Other or Other (oversize) is selected

        1. Determine if an existing option is appropriate (most likely Bankers Box or one of the options listed above.)

        2. If none of the options for boxes, folders, bound volumes, or individual item fit, retain the “Other” designations and describe the item in the Notes field

        3. For Book/Bound volume, Individual item, or Other, measure the depth, heighthheight, and width of the item and record it in the “Non-Standard Container Size” field, using the following standard:   #Dx#Hx#W.   Please note that Height, Width, and Depth are all a reference to how the box sits on the shelf:

          1. Width refers to the side of the box that runs parallel to the shelf.

          2. Height refers to the side of the box that extends upward from the shelf.

          3. Depth refers to the side of the box the runs from the front of the shelf to the back

    14. Individual Item Housed in

      1. For all items marked as Individual Item, Legal sized Folder, Letter sized Folder, Book/Bound Volume, Other, or Other (oversize) please record the box size they are housed within. If they are not housed inside of a box, but are a stand alone item, select “Not housed in a box”.

    15. Shares Box with

      1. Note: For instances where more than one record group is housed in a single box.

      2. Record all call numbers housed in this box. Split multiple call numbers with a semi-colon ";" and space. Ex. 1.2/3-2; 1.2/5

    16. Stacked with

      1. Note: For boxes that are stacked one on top of the other.  Does not apply to any other material.

      2. Record the record group and box number of all other boxes this box is stacked with.

    17. Individual Object Orientation on Shelf

      1. Note: Use only for books or objects that are barcoded individually AND are not housed within a box to indicate if the object lies flat on its side or stands vertically on the shelf.

      2. Record whether the object is housed vertically (standing upright on a shelf) or horizontally (laid sideways on a shelf)

  5. For any quality control issues that need additional help, please leave a comment in the record addressed to the EAD Coordinator Archival Cataloging Librarian (@Paul Daybell)

...

Quality Control Finalization

EAD Coordinator University Archivist or Archival Cataloging Librarian (or designee of either) will review the final results of the quality control and address any outstanding issues, particularly those highlighted by comments.   When the quality control process is finalized, the EAD Coordinator University Archivist will record the date in the QC Cleanup Complete column in the Phase 2 – QC – Status tab.

...