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Purpose: These procedures will outline the process for barcoding archival collections for both ArchivesSpace and Sierra databases. |
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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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Collections cataloged at multiple levels
Description: A collection has items cataloged at multiple levels. This will happen when a call number search in Sierra brings up multiple Bib records. This will most often happen when some items are cataloged individually, especially books. In Sierra it looks something like this:
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What to do:
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You will need to barcode all of the boxes in the main collection Bib record as usual in Sierra and ArchivesSpace, respectively.
For all folders/items with their own bib records, you will need to add a barcode to the folder and the specific Bib record for that folder in Sierra.
In ArchivesSpace you will add the barcode into ‘Child Container Barcode’ for any folders cataloged individually in the area underneath the Top Container you traditionally attach. It looks like this:
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Repeating boxes across series
Description: 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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Delete the Top Container in the Instance
Browse for the correct top container by scanning in the barcode or copying and pasting the barcode.
Click on “link to top container”
For Sierra, record the series number in the Call Number field and the box number in the Volume field
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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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Barcoding, Tracking, Issues, and Stats Airtable Base | Student Tech Weekly Reporting Form | Notes | |||
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Reviewed | Barcoding - Total Reviewed | ||||
Barcoded | Barcoded - Total Barcoded | ||||
Sierra Edits Made | Sierra Edits | ||||
Sierra - Items Added | Sierra - Items Added | Sierra - Items Added | AS Containers Added | ArchivesSpace-Containers Linked | |
AS Containers Added | ArchivesSpace-Containers Linked | Use anytime a barcode is applied to a container OR a new container is created | |||
AS Database Maintenance | ArchivesSpace - Database Maintenance | All other maintenance tasks including:
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Copy Cataloged (Not common) | SCA-CopyCat-Physical | Not commonly used in this process. Only use under direction from project leads | |||
AS Reordering Lines Added (Not common) | ArchivesSpace-Database Maintenance | Note commonly used. Note this column is combined with AS - Added or Removed from Inventory | |||
AS - Added or Removed from Inventory (Not common) | ArchivesSpace-Database Maintenance | Simple checkbox to indicate that boxes were added or removed from the inventory. Not commonly used. Note this column is combined with AS Reordering Lines Added | |||
Processing -Physical Item | Has no equivalent in the Barcoding base. Only use under direction from project leads | ||||
Batch Record Prep | Has no equivalent in the Barcoding base. Only use under direction from project leads |