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1. Look item up the collection in Sierra by searching for the collection name using the title search (use the collection exactly as written) or the call number (using the local/Dewey search, note that starting 0’s may be left off of the call number index). Note that, unless cataloged at the item level, most collections should have a “collection level” record only.

2. When collection record is found, click on the record

3. Typically the first item record should display automatically, click on Summary and select the “item” from the “View” drop down menu to see all items attached to the bibliographic record

   1. Typically one item record will exist for every collection. Edit the first item record with the call number and barcode for the first box (or barcoded item) and create new item records for all boxes or barcoded items in the collection

      1. To create a new item, click on “Attach new item”

   2. Add the following information

      1. Barcode (replace the SPCL barcode, if present)

      2. Call number

         1. Collection call number should be recorded in the Call No. field, for example: COLL MSS 6 or CAINE MSS 12

      3. Volume

         1. Put the box or volume numbers in the Volume field, for example: Box 2

      4. Ensure that the location is correct for the item in hand. A complete list of location codes is available here: Item Location Codes

         1. Manuscripts

            1. imanu = main manuscript collection

            2. ibarn = BARN (rarely used)

            3. impa = maps and poster

            4. irare = vault

         2. Photographs

            1. iphot = main photograph collection

            2. ibarn = BARN (rarely used)

            3. impa = maps and posters

            4. irare = vault

      5. Click on Save

4. For all subsequent items, repeat the steps above, creating a new item record for each item by clicking on “Attach new item” and following all the steps in 3.b.

   1. Note: If bib bibliographic record does NOT exist: Leave a comment in Airtable on the SignUp tab → Comments field and tag the Archival Cataloging Librarian (Paul), who will address it as needed

5. Physically process item with appropriate materialitems:

   1. Barcode archival boxes by affixing to front of box above the label

      1. Barcode other items per the rules established for that collection,,

6. If the item is not a box, follow regular barcoding physical processing procedures for books or items

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1. Search for the Resource record in ArchivesSpace

   1. For call numbers, search with “UUS_” then the collection number. If needed, search by the collection number.

      1. Note that there multiple kinds of records in ArchivesSpace. Select the “Resource” record (see far left column “Record Type” in the results list to identify the record type)type of record)

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2. Click “Edit” for the resource record.

3. The collection hierarchy is located at the top of the page, click on the first Box (or item to be barcoded) in the list

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4. Each series, subseries, box, folder, item, etc. in the collection has its own record. Records look the same for each level of description. For example, this is the start of the record for the first item in the collection:

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   All archival object records need the following information.  With the exception of the “restrictions apply”, it is rare that the data needs to be added or modified, but review to make sure the ArchivesSpace data matched the item in hand. Consult with the Archival Cataloging Librarian if anything is different.

   1. Basic Information:

      1. Title: If the title is not already inserted, transcribe from the box, folder, or item.  (This is rare)

      2. Level of Description: Record Verify that the level that this archival object is atof description is accurate:

         1. Series = Series

         2. Sub-series=Sub-series

         3. Box = File

         4. Folder = File

         5. Item = item

      3. Restrictions apply? : Click this box if there are any restrictions on the archival object (indicated on the box)

      4. Dates

         1. Label: Creation

         2. Type: Inclusive Dates

         3. Begin: Year (or YYYY-MM-DD, if known)

         4. End: Year (or YYYY-MM-DD, if known)

         5. Certainty: Approximate

         6. Era: ce

         7. Calendar: Gregorian

Verifying an

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Instance in an Archival Object Record

Scroll to the bottom of the record where the instances are displayed. ArchivesSpace should automatically be creating a top contain for all boxes. It does this by identifying unique box numbers in a collection. Typically, before barcoding, instances will look like this:

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1. Click on the box (or top container item) in the hierarchy at the top of the page

2. Scroll down to the “Instance”

3. Click on the blue highlighted Top Container

4. Click “View”. (Note that this opens a new browser tab.)

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5. Click “Edit”

6. Select the container profile by searching for the container type that matches the item in hand

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   1. Common container profiles are listed under “A” - most boxes will be half or full, letter, legal, or bank sized boxes

   2. If the container is not displaying, click on “Browse” and use the search or facets to find the box

7. Add the barcode Link to

8. Add a Location

   1. Click on the “Add a Location”

   2. Search for and select the appropriate location in the Location field

      1. For manuscripts, the options are:

         1. Manuscripts - Main Shelving

         2. Manuscripts - Oversize

         3. Vault

      2. For Photographs, the options are:

         1. Photographs - Main Shelving

         2. Photographs - Oversize

         3. Cold Storage

         4. Vault

   3. Note that if a box or item is listed in ArchivesSpace but is not the shelf, set the location as “Missing” and record in the note field “Not found during barcoding process, [DATE]”

   4. Note: leave the Status as “Current” and the Start Date as the default unless otherwise instructed

9. Click on “Save Top Container”

10. At this point, the browser tab can be exited. Return to the main list and repeat for every box (or barcoded item) in the collection.

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Click on the box (or top container item) in the hierarchy at the top of the page

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Scroll down to the “Instance”

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Select “Create” from the Top Container field in the Instance Record

Fill out the following fields:

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Select the container profile

1. Common container profiles are listed under “A” - most boxes will be half or full, letter, legal, or bank sized boxes

2. If the container is not displaying, click on “Browse” and use the search or facets to find the box

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Add the barcode

Link to the appropriate location

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For manuscripts, the options are:

1. Manuscripts - Main Shelving

2. Manuscripts - Oversize

3. Vault

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For Photographs, the options are:

1. Photographs - Main Shelving

2. Photographs - Oversize

3. Cold Storage

4. Vault

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For every box that does not have an instance, one can be created by:

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Select the “Add Container Instance” under the Instance field.

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Input the following:

1. Type: Mixed Materials

2. Top Container:

   1. If a top container is already created, search for the container using the barcode assigned to it

   2. If no top container exists, following the instructions in the next section

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If the Instance is for the Top Container, no other data is needed.  Click on “Save Archival Object”

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If the Instance is a child of a Top Container (such as folder inside of a box), add the child type and indicator information

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If the Instance is a grandchild of the Top Container (such an item inside of a folder inside of a box where the BOX is barcoded), add both the child type and indicator as well as the grandchild type and indicator information

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Track Your Cart (again)

When a cart is finished, track your progress by doing the following:

1. Return to the “Barcoding, Tracking, Issues, and Stats” airtable base.

2. Click on the “All Tracking” tab

3. Select the view for the SCA district you are working on - typically Manuscripts or Photographs

4. Find the line for the cart that was created when the cart was first pulled

5. Update the following fields:

   1. Date Finished

   2. Reviewed - record the total number of boxes (or items, if barcoding at the item level) on the cart

   3. Barcoded - record the total number of boxes (or items, if barcoding at the item level) that were barccodedbarcoded

   4. Sierra Edits Made - count all item records that previously existed that were modified during this process (usually just one per collection)

   5. Sierra - Items Added - count all new item records that were created during this process

   6. Sierra - Items Deleted (not common) - record all item records that existed prior to this process that needed to be deleted

   7. AS Containers added - record the number of containers EDITED or CREATED in this process

   8. AS Reordering lines - record the number of lines (objects) that needed to be moved during this process. If not certain, give best estimate

   9. AS - Added or Removed Boxes from Inventory (not common) - check this field if you added boxes or removed existing boxes from the inventory

   10. All Stats - search for and select the correct name-month-year combination

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