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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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