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• CollMSS = main manuscript collections

• FileMSS = file manuscript collections

• Photo = photograph collections

ADD IN ADDITIONAL PROFILES HERE

Note that collection level records should be ingested into Sierra prior to the barcoding process. If a collection level record is not available, notify the Archival Cataloging Librarian.

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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

   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

            1. If there is a series or subseries that needs to be recorded, include that information in the call number field, for example: CAINE COLL MSS 31 Series 1

               1. Include the Box in the volume field as noted below

      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. imap = maps and poster

            4. irare = vault

         2. Photographs

            1. iphot = main photograph collection

            2. ibarn = BARN (rarely used)

            3. imap = 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 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. Check the 300 field in the bibliographic record

   1. Click on “View” to see the bib record

   2. Verify that the 300 field matches the number of boxes (or items) and linear feet for the collection.

      1. Full boxes = .5 linear feet

      2. Half boxes = .25 linear feet

         1. For collections cataloged at the folder, item, or individual level, consult the Archival Cataloging Librarian or Special Collections Cataloging Librarian for how to record this information.

6. Save the record

7. Physically process items:

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

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

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

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Repeating boxes across series

Description: What to do:When a collection has multiple series in the collection - and each series starts over for box numbering, there will be repeated Box 1, Box 2, etc. numbers in the collection. In ArchivesSpace, this looks like:

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What to do:

You will need to delete the existing top container and create new containers for each box. In addition, you will need to link all subfolders or items to the new box after it is created.

To remove the box and create a new top container, do the following:

1. In the Instance, delete the box in the Top Container field

2. Select “Create” from the drop down menu

   Image Added

3. In the Create Top Container box, edit the following:

   1. Container Profile: select the container profile that matches the item in hand

   2. Container Type: select the container type

   3. Indicator: type in the box or item’s number, for example “1”

   4. Barcode: scan in the barcode for the item

4. Click on “Add Location”

5. Search for or browse for the location where the item is housed

6. Click “Create and link to top container”

To add all subsequent items to the new top container, do the following:

1. Delete the Top Container in the Instance

2. Browse for the correct top container by scanning in the barcode or copying and pasting the barcode.

3. Click on “link to top container”

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Statistics Reporting

Statistics need to be reported each week on the Student Tech Weekly Reporting Airtable base. An individualized view in the Barcoding Airtable base has been set up for each student technician. The steps for recording statistics are as follows:

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