These procedures outline the process for quality control, addition of date ranges, title compliance checking, and approval of new titles for the University Archives inventory and barcoding project. There are three main sections to this quality control and cleanup process: Quality Control, DACS Review, Title Approval.

This process comprises the second phase in the SCA Barcoding and ArchivesSpace project. Phase 1 is the inventory and barcoding process. Phase 2 is the cleanup, quality control, and DACS compliance process. Phase 3 is the ingest into ArchivesSpace process. Phase 4 is the ingest into Sierra process.

Tools Needed

Airtable

Staff Required:

University Archivist (Phase leader)
Archival Cataloging Librarian
EAD Coordinator
Quality Controller(s)
Lead Cataloger

Quick Navigation

1 Quality Control Preparation
2 Quality Control Procedures
3 Quality Control Finalization
4 DACS Review Preparation
5 DACS Review
6 DACS Review Finalization
7 Title Approval Preparation
8 Title Approval
9 Finalize Process

Quality Control Preparation

University Archivist or Quality Controller will record the following in Phase 2 – QC - Status tab in the University Archives Airtable database:

Change Quality Control Status from 1-Queued to 2-Under Review
Enter the name of the people who will do the cleanup in QC Cleanup Assigned To
Enter the date in QC Cleanup Begin Date

(NOTE: The following step was done in batch at the start of the project.)

EAD Coordinator will prepare a view of each record group prior to quality control. Select the “All Items” and then select the appropriate record group. Using the ellipses (…), duplicate this view and rename it “UA-XX Quality Control View” (where the xx=collection ready for review). Then perform the following:

Sort the appropriate UA group by the record group number, then box.
Hide all fields not needed by the cleanup reviewer
Move the Folder/Item field form the end of the Airtable columns to right of the Box field
Move the Date Range Field up to the right of the Container Type
Move the Normalized Date to the right of the Date Range Field
Move the Item Description field to the right of the Box Description field
Move P2-Entry Reviewed up to the beginning

SHORTCUT

With the new view created and named, do the following:

Using the ellipses (…), click on “Copy another view’s configuration”
Select a previous Quality Control view
Select Field Visibility, Field order, and Sorts

Quality Control Procedures

Quality Controller will review the material on the shelf box by box (or item by item) and update the information in Airtable as needed. Please note that some material may be in other locations (oversize, BARN, etc.).

In Airtable, navigate to “All Items” and select the “UA-XX Quality Control” view from the dropdown (where the xx=collection ready for review)
Input today’s date in P2-Entry Reviewed
Input the Quality Controller name in the QC’d by column.
Check the following columns and input missing data or fix inaccurate data:
1. Record Group Number
2. Box #
  1. Almost all material, regardless of being cataloged individually, will be housed in a box. Please record the number of the box that the item is housed in
3. Folder/Item
  1. This is a late addition to the database. Only fill out this field if the items within a box are barcoded. If they are not (therefore only the box is barcoded), leave this field blank.
4. Series (Title)
  1. This is transcribed from the box. Verify that it matches what is on the label.
5. Box Title Transcribed
  1. This is transcribed from the box. Verify that it matches is on the label.
6. Item Description
  1. If the item has a folder/item number, it will likely need an item description. Only record the title of the item, if the folder or item is barcoded individually
7. Date Range
  1. Record the date range of the material in the box
    1. If there is a range of dates, record the earliest and latest dates in Date Range column in the following manner:
      1. First Year-Last Year: YYYY-YYYY (e.g. 1940-1969
    2. If there is just a single date, record the date in the following manner (as needed)
      1. Year Month: YYYY Month (e.g. 1940 November)
      2. Year Month Day: YYYY Month Day (e.g. 1940 November 29)
8. Normalized Date
  1. Record the same date again in Normalized Date using the following formats:
    1. Date Range
      1. First Year-Last Year: YYYY-YYYY (e.g. 1940-1969)
    2. Single Dates
      1. Year Month: YYYY-MM (e.g. 1940-11)
      2. Year Month Day: YYYY-MM-DD (e.g. 1940-11-29)
9. Barcode
  1. Quick tip: check the last four digits
  2. If no barcode is present, assign one to the item and scan into this column in Airtable. Ask the University Archivist, if unsure where to affix the barcode.
10. Restricted
  1. For all items marked with a red dot, or a restriction statement, check the box in this column
11. Restricted Text
  1. For all items where “Restricted” has been selected, record the restriction statement in this field. If none is available, record [none supplied] - including the brackets.
12. Subdistrict Location
  1. Indicate if the item is located in one of the following locations
    1. Main Shelving
    2. Oversize
    3. Extra Storage
    4. BARN
13. Container Types
  1. Verify the correct container type is selected
    1. Items that have folder/item level numbers (are barcoded at the item level instead of the box) will need to be changed from “Individual Item” wherever possible to the appropriate selection:
      1. Letter sized Folder
      2. Legal sized Folder
      3. Book/Bound volume
      4. Individual Item (This indicates any other type of item that is not a box, folder, or bound volume) Please describe in the Notes field
  2. For lines where Other or Other (oversize) is selected
    1. Determine if an existing option is appropriate (most likely Bankers Box or one of the options listed above. )
    2. If none of the options for boxes, folders, bound volumes, or individual item fit, retain the “Other” designations and describe the item in the Notes field
    3. For Book/Bound volume, Individual item, or Other, measure the depth, height, and width of the item and record it in the “Non-Standard Container Size” field, using the following standard: #Dx#Hx#W. Please note that Height, Width, and Depth are all a reference to how the box sits on the shelf:
      1. Width refers to the side of the box that runs parallel to the shelf.
      2. Height refers to the side of the box that extends upward from the shelf.
      3. Depth refers to the side of the box the runs from the front of the shelf to the back
14. Individual Item Housed in
  1. For all items marked as Individual Item, Legal sized Folder, Letter sized Folder, Book/Bound Volume, Other, or Other (oversize) please record the box size they are housed within. If they are not housed inside of a box, but are a stand alone item, select “Not housed in a box”.
15. Shares Box with
  1. Note: For instances where more than one record group is housed in a single box.
  2. Record all call numbers housed in this box. Split multiple call numbers with a semi-colon ";" and space. Ex. 1.2/3-2; 1.2/5
16. Stacked with
  1. Note: For boxes that are stacked one on top of the other. Does not apply to any other material.
  2. Record the record group and box number of all other boxes this box is stacked with.
17. Individual Object Orientation on Shelf
  1. Note: Use only for books or objects that are barcoded individually AND are not housed within a box to indicate if the object lies flat on its side or stands vertically on the shelf.
  2. Record whether the object is housed vertically (standing upright on a shelf) or horizontally (laid sideways on a shelf)
If the there is a box on the shelf that is not in the inventory, please follow the instructions outlined in the Phase 1 - University Archives Inventory Process , starting at step 7.
If an item needs to be deleted from Sierra, please check the “Delete this item from Sierra” column and leave an explanation of the situation in the Notes field. Clicking this field will send a notification to the Lead Cataloger, who will use the information in the Notes field to properly delete or merge records in Sierra. Once finished, the Lead Cataloger will delete the line from Airtable.
For any quality control issues that need additional help, please leave a comment in the record
1. Questions about the collection, boxing, numbering, etc. - @ Kelly Rovegno
2. Questions about the catalog record - @ Becky Skeen
3. Questions about ArchivesSpace - @ Paul Daybell
4. Questions about the EAD guide - @ Sara Skindelien

Quality Control Finalization

University Archivist or Archival Cataloging Librarian (or designee of either) will review the final results of the quality control and address any outstanding issues, particularly those highlighted by comments. When the quality control process is finalized, the University Archivist will record the date in the QC Cleanup Complete column in the Phase 2 – QC – Status tab.

DACS Review Preparation

EAD Coordinator will prepare a view of in Airtable of each record group “All Items” tab prior to DACS review. This can be done by duplicating the Quality Control view and renaming it ‘UA-XX DACS Review”.

Sort the appropriate UA group by the record group number, then box, then folder/Item
Unhide/Hide all fields appropriate to the DACS reviewer
Move P2-DACS updated up to the beginning
Move the Proposed Series Title from the end of the columns and place it to the right of the Series (Title) column
Move the Final Box Title field from the end of the columns and place to the right of the Box Title Transcribed field

SHORTCUT

With the new view created and named, do the following:

Using the ellipses (…), click on “Copy another view’s configuration”
Select a previous DACS Review view
Select Field Visibility, Field order, Groups, and Sorts

The EAD Coordinator will notify the Lead Cataloger that the collection is ready for review and record the DACS Assigned to and DACS Begin Date in the Phase 2 – QC – Status tab.

DACS Review

Lead Cataloger will review each of the Series Titles in the “All Items” tab _> “UA-XX DACS Review” to check for compliance with DACS protocol.

Looking at the “Series(Title)” column, review current titles, using the DACS 2.3 Title requirements: https://www2.archivists.org/standards/DACS/part_I/chapter_2/3_title
As needed, record potential changes in the “Proposed Series Title” column.
1. If no potential changes are proposed, please leave this field blank
Additional notes or issues can be included in the “Notes” Column if they should remain as a permanent note that the Archivist will need to know or should be addressed to @Paul Daybell in the comments of each record if they are meant for short term review.
Input the date in “P2-DACS Review”
Notify the EAD Coordinator when finished with the Record Group

DACS Review Finalization

EAD Coordinator will address any issues identified by the Lead Cataloger. It may be necessary to send back to the Quality Controller for additional identification. EAD Coordinator will then enter the date in the DACS End Date column in the Phase 2 – QC – Status tab.

Title Approval Preparation

EAD Coordinator will enter the Curator Input Assigned to and the Curator Input Begins date into the Phase 2 – QC – Status tab. EAD Coordinator will export the final list of series titles from the “UA-XX DACS Review” view in the “All Items” tab and proposed changes and submit them to the University Archivist for review.

Under the more options ellipses (…), select “Download CSV”
Open the CSV in Excel and resave as an .XSLX
Remove all columns except
1. Record Group Number
2. Series (Title) (Change name in spreadsheet to “Current Series Title”)
3. Proposed Series Title (Change name in spreadsheet to “Proposed DACS Series Title”)
4. Restricted?
5. Box
6. Description
7. Notes (if needed)
Condense all series down to one line (so that the proposed series title doesn’t repeat) by
1. Deleting all rows after the first series title row
2. Retaining any notes that might exist that the University Archivist needs to know
3. If keeping multiple lines of boxes is needed, merge all multiple lines in each of the columns that precede the box number so that the Record Group # , Current Series Title, Proposed DACS Series Title, and Restricted? Columns have only one single cell with the content. This is purely to make the visual review less daunting.
Add in column at the beginning and label it “Approved?”
Insert a first row, merge across all columns and add the following instructions:
1. “Curator Review: 1) Do you approve the “Proposed DACS Series”? 2) Are the restricted files correct? 3) Suggest any other changes you would like.
Once finished, highlight all cells with text and print to PDF in landscape view.

Title Approval

EAD Coordinator will change the QC Cleanup Status of the collection in the Phase 2 – QC - Status tab from 2-Under Review to 3-Title Approval.

EAD Coordinator will print off the final title list and give to the University Archivist who will review and approve or suggest changes as needed. The University Archivist will record approval with a check mark or supply an alternate suggestion.

Finalize Process

EAD Coordinator will collect approval sheet and enter the date into the Curator Input Finalized column in the Phase 2 – QC - Status tab. Additionally the EAD Coordinator will input the Final Edits Assigned to and Edit Begins date.

EAD Coordinator will input data into the appropriate “UA-XX DACS Review” make Final Series Title (Curator Approved) visible and will put all final approved titles (Proposed or changes from the curator) into this field. Likewise, make Final Box Title visible and put all finalized box titles into this field. For any new suggestions or issues, EAD Coordinator will work with Lead Cataloger to finalize titles.

Once all information is correctly input, EAD Coordinator will input the date approved into “P2-Titles Approved” column in the “All Items” tab.

When entire UA collection is finished, EAD Coordinator will record the following in the Phase 2 – QC - Status tab:

Change QC Cleanup Status from 3-Title Approval to 4-Completed
Enter the date in Edits End column

Note: If issues occur that will prolong the completion of the collection for an indeterminate amount of time, change the record group cleanup status in the “Record Group Status” tab to “On-hold – issues.

USU Libraries Cataloging & Metadata Services

Phase 2 - University Archives Cleanup Process