These procedures outline the process for inventorying, barcoding, and batch cataloging approximately 22,000 Theses, Dissertations, and Plan Bs in the USU University Archives. It includes instructions for doing a shelf inventory, assigning barcodes and call numbers, verifying data, assigning one of three specific batch workflows (Merge (no overlay), Merge (with Overlay), and Original cataloging) and provides step by step instructions for each of the batch workflows.

• Sierra (local catalog)

• Airtable                                                                                             

• OCLC Connexion

• MarcEdit

• Excel

• Barcodes and Barcode Scanner

• Label Printer

• RFID Tags

1. Export all USU theses records (in any format) from Sierra into an excel sheet [expand on this]

2. Sort the records into years

3. Clean and reorder Excel sheet by:

   1. Copy and pasting all records for a year (or decade, if there are sparse records for the year) into a new tab on the spreadsheet, including column labels

   2. Change column order to match Airtable “Next Batch Add” view

   3. Delete the 100 field column

   4. Combine the Birth and Death years into one column, add in the correct punctuation, delete individual columns for years

   5. Isolate the OCLC number

   6. Isolate the titles

      1. Copy the 245 to the very end of the spreadsheet

      2. Split off 245 c by using the text to column, with a delimiter of “/”. Review to make sure it split at the appropriate place. Correct any issues (|c not moved over or “/” was part of the title)

      3. Remove the ending period using the following formula: =IF(RIGHT(A2,1)=".",LEFT(A2,LEN(A2)-1),A2)

      4. Trim the leading/ending spaces with =TRIM([insert cell #])

      5. Scan and review for errors (leave strange text, it will be reviewed and corrected during Procedure 1)

      6. Copy the column and paste back into the original 245 space using paste->value

   7. Split the 502 into Theses Type, Department, Degree Type, and University Name

      1. Theses Type

         1. Use Text to Columns with a delimiter of “(“ to isolate the theses type

         2. Scan and review for errors/issues and consistency with the controlled vocabulary in Airtable

            1. Where found, correct if obvious, or select a default of “Thesis” (this will be reviewed in Procedure 1)

         3. Copy and paste into “Theses Type” column after the Year

      2. Degree Type

         1. Highlight the column with the remaining text (from the previous step)

         2. Use Text to Column with a delimiter of “)” to split out the degree

         3. Review the degrees and correct typos or punctuation errors. Match against the controlled vocabulary in Airtable

         4. Copy and paste into a new “Degree” column after the “Theses Type” column

      3. Department (Note, if the 690 field is consistently applied for the batch, it is a better option for isolating the Department name than the 502.)

         1. Highlight the column with the remaining text (from the previous step)

         2. Delete the double dashes, University name and the phrase “Dept. of “ from the text strings using find and replace the text string

         3. Use Text to Column with a delimiter of “,” to split out the year from the department

         4. Review the department names for spelling errors or extraneous text

         5. Copy and paste into a new “Department column after the the “Degree” column

      4. Add a column after “Department” and input the university name at the time the theses was issued. (See University Name changes for dates.)

      5. Delete all the unneeded work columns at the end of the spreadsheet

   8. Adjust the 300 field

      1. Replace "?eaves" or “ eaves” to "leaves"

      2. Copy field to end of spreadsheet

      3. Use text to columns with a delimiter of “;” to split off the |c. Verify that only the height information was split off, then delete this column (it is automatically applied in Airtable)

      4. Use text to columns with a delimiter of “:” to split off the |b wherever present

      5. Copy the controlled vocabulary for |b from Airtable and copy and paste to each occurrence OR in the next column, use the formula =IF(A2<>"",":$billustrations") and remove all the “FALSE” returns with a find and replace

      6. Split off any extra informaiton (such as maps, CDs) into the Extra Objects column

      7. Copy each into separate column that matches Airtable in order

      8. Ensure each subfield matches the spelling, punctuation, and spaces for the controlled vocabulary in Airtable (if relevant)

   9. Add columns for 500-2, 533, 590-1, 590-2, 690-2, 690-3, and 690-4 immediately after the Illustrations column, copy over relevant info. Note that the following information is NOT copied over into the new fields:

      1. “Library’s copy on microfilm”

      2. USU ETD

      3. Department statements

   10. Note that the columns from 500 on may be out of order if there is an extra note or field. Look at later columns to identify if that information should be moved to the left.

4. Dedupe records (this can also take place before step 3, if desired).

   1. Sort and resort by different criteria (title, author, etc.) and scan for duplications

      1. Use the conditional formatting to highlight all duplicates in the combined author name

      2. Use the conditional formatting to highlight all the "z" in the material type

   2. If duplicates are found, Preference for a or t records, then b, then z

5. Once finished, copy into Airtable

6. Routinely or after each data load into Airtable, run a dedupe process and scan for potential duplicates

7. Once finished, go to the Sign-Up tab and change the following for the year(s) that were just loaded:

   1. Pre-processing (Barcoding) Status: from “Hold off” to “Unclaimed”

   2. Last Completed Step: from “In Queue” to “Title List Loaded”

Please note that tracking will need to happen in two places because the Theses Project is part of the larger “Barcoding” project and needs to be reported in both the Barcoding Tracking, Issues, and Stats AND the Thesis Data Pull bases.  Please fill out both of these bases, as noted below.

1. Go to the Airtable base “Barcoding Tracking, Issues, and Stats”

   1. Click on the “Sign Up” tab

   2. Collections are organized by year.  Reserve a collection by

      1. Selecting a name in the “Name” column

      2. Changing the Current Status to “In Progress”

      3. Enter a date in the “Date Assigned” column

2. Go to the Airtable base “Thesis Data Pull”

   1. Click on the Sign up tab.

   2. Collections are organized by year. Sign up for a collection by

      1. Selecting your name in the Pre-processing assigned to field

      2. Fill in the Pre-processing started