These procedures outline the process for creating a comprehensive inventory of the boxes in the Utah State University Archives. This process also lays the groundwork for collecting the information to map into the ArchivesSpace and Sierra databases. There are two main functions to this process: recording the series titles and descriptions for each box and barcoding boxes or items.

This process comprises the first phase in the 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
Sierra (Integrated Library System)
Barcodes
Master list of University Archives record groups [USU Sign-in Required]: https://usu.box.com/s/zs7f49ti9wug36t4rbr0f4s3t9rfspcd

Additional resources, if needed:

Current list of University Archives titles in Sierra [USU Sign-in Required]: https://usu.box.com/s/6d59d3yyr94k0qmxf0mzzvu5xq6frlyo
Current list of University Archives items in Sierra [USU Sign-in Required]: https://usu.box.com/s/dw4dpcxbtmdjebvkxag21ywdefkl479p

Quick Navigation

1 Inventory Preparation
2 Procedures
3 Inventory Finalization

Inventory Preparation

SCA Cataloging Assistant will record the following in the University Archives Tracking database, Record Group Status:

Change the “Barcoding Status” from “1-Queued” to “2-In process”
In the “Barcoding Begin Date” enter the date the collection started
Select the name of the person working on the collection in “Barcoding Assigned to”

SCA Cataloging Assistant will also record this information in the Barcoding Tracking, Issues, and Stats database, SignUp tab:

In the “Name” field record the name of the CMS Student Technician working on the collection
Change the “Current Status” from “Unassigned” to “In Progress”
In the “Date Assigned”, enter the date the collection was started

Procedures

Student Technician will:

Fill a cart with material from assigned collection
Open up the Airtable database - > Barcoding Tracking, Issues, and Stats
In the “All Tracking” tab, record the following:
1. Name
2. District
3. SignUp ID
  1. This field links your entry to the corresponding UA collection. Use the search function to find the assigned collection.
4. First Call No. on Cart
5. Last Call No. on Cart
6. Date Started
In the University Archives Tracking database, All Items tab, select assigned record group view (UA-XX) from the dropdown menu
Open and log into Sierra
Proceeding in numerical/record group order, record each box as a separate line in Airtable. Record the following fields:
1. Barcoded by: Enter your name
2. Record Group Number: Transcribe from box
3. Box #: Transcribe from the box. Input “1” if no box number is assigned, but it is the only box in the collection
4. Series (Title): Transcribe from box
5. Box Description: Transcribe from box
In Sierra, search for the item using its Call number (this is Index “e – Dewey/local call no.” in a Sierra search)
Review the title/box description to see if the items match.
1. Items may belong to a different level of the record group structure. A large number of items will likely be cataloged at an “item level” rather than a box or collection level. Please consult Lead Cataloger to clarify if there are any questions. Also see step 9 for how to record these items.
If there is a matching bib record for the box, place the barcode at the top of the box on the side where the label shows. Then either update the existing item record in Sierra or create a new item record:
1. Use the existing item record to record the barcode:
  1. Confirm/record the following info:
    1. Item Type: 50 Archive Noncirculating
    2. Location: iarch Merrill-Cazier Special Collection
    3. Status: Available
    4. Call no.
      1. MARC code should be set to 099
      2. Call number should be: Record group Number and Box No. (1.4/2 Box 1)
    5. Barcode
  2. OR Create a new item record, if needed, for every box that belongs to the bib record. To create an item:
    1. Click on the “Summary” tab
    2. Verify that the “View” drop down is set to “I item”
    3. Click on “Attach New Item”
    4. Confirm/record the following info:
      1. Item Type: 50 Archive Noncirculating
      2. Location: iarch Merrill-Cazier Special Collections
      3. Status: Available
    5. Add the following variable information fields. Please note for both: If the item is restricted, double click on the “Item Code 2” field and select “n Suppress”
      1. Call no.
        MARC code should be set to 099
        Call number should be: Record group Number and Box No. (1.4/2 Box 1)
      2. Barcode.
  3. When finished, Select “Yes” in Barcoded in Sierra column for every box with an item/barcode in Sierra. Indicate “No” if no barcode could be added.
    1. For items with an “No”, indicate in columns “No bibrecord in Sierra” the reason why by inserting an “x” in the column.
If at least one item is cataloged at the item level in a box, all items in the box need to be cataloged at that level.
1. If all items have records, then add barcodes to existing item records or create new ones using the steps listed above.
2. If items are lacking Sierra records, then add brief records (instructions below) and attach items records with all items as described in the steps listed above.
  1. How to create brief records in Sierra
    1. In Sierra go to “File” > select “New Record” > “Bibliographic Record”
    2. A new “Add New Record – New Bibliographic” window will open > select the “scaBarcFly: SCA Barcode Project OnTheFly” template.
    3. In the “New Items Options” window make sure it is set to “Single Item” and click “OK”.
    4. Select the holdings level for the item you are creating. This will populate all of the necessary fields in the item record on the summary tab. Based on the type of item you have, select the applicable option and click “OK”:
      1. scaArchBk: SCA Archive Book item
      2. scaArchCol: SCA Archive Coll item
      3. scaArchJrn: SCA Archive Journal
    5. Everything in the item record should have populated correctly and the only fields you will need to edit is the “Call No.” and “Barcode” fields. Ender in the call number as it is displayed on the item and scan the barcode.
    6. It is necessary to enter in some basic bibliographic information. Click on the “Edit” icon in the top right corner of the “New Item” window.
    7. Fill in the following fields in the bibliographic record:
      1. 049 _ _ The holding code for Special Collections and Archives material is UUSD
      2. 099 _ _ Add the SCA call number with |a separating each distinct cutter.
      3. 100 1 _ Ender the author information.
      4. 245 1 _ Information should match title page or equivalent – no abbreviation.
      5. 264 _ 1 Match place of publishing, name of publisher, and date of publication.
      6. 300 _ _ Check the page numbers, illustrations, etc., and physical size in cm.
    8. Once bibliographic information has been entered into the fields click “Save” or Ctrl+S to save record.
  2. Create a new item record, if needed, for every box that belongs to the bib record. To create an item:
    1. Click on the “Summary” tab
    2. Verify that the “View” drop down is set to “I item”
    3. Click on “Attach New Item”
    4. Confirm/record the following info:
      1. Item Type: 50 Archive Noncirculating
      2. Location: iarch Merrill-Cazier Special Collections
      3. Status: Available
    5. Add the following variable information fields. Please note for both: If the item is restricted, double click on the “Item Code 2” field and select “n Suppress”
      1. Call no.
        MARC code should be set to 099
        Call number should be: Record group Number and Box No. (1.4/2 Box 1)
      2. Barcode.
3. When finished, Select “Yes” in Barcoded in Sierra column for every box with an item/barcode in Sierra.
4. In Airtable, record the following:
  1. Folder/Item: Record the specific item number for this object. Leave blank if no individual items are barcoded.
  2. Item Description: If the item has a Folder/Item number, it will likely need an item description. Use the same title that is listed in brief record in Sierra.
If there is a record in Sierra and the title information is more robust than the description transcribed from the box – add the Sierra information to the Box Description or Item Description field in the spreadsheet. Please retain all information from the box label for Box Description while doing so.
If there is no record in Sierra, simply attach the barcode at the top of the box on the side facing out (label side).
1. If the barcode is attached to a removable lid, be sure to print and attach a label to the lid, as well.
For all items, add the following information for each box in Airtable:
1. Barcode: Record the barcode associated with the item
2. Restricted: If the box or any item within it is restricted, mark an “x” on the spreadsheet, otherwise leave blank
3. Container Types: Choose from the available container types. Items that have folder/item level numbers will need to be recorded as “Individual Item” for the container type. If no options fit, choose “Other” is selected,
4. Notes (if needed): Please record any notes or issues encountered in the “Notes” column
5. 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)
6. 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)

Additional information:

Boxes NOT on shelf

If a placeholder card is on a shelf, please note the box/folder info (if known) in Airtable. Report the item in the “Issues” tab on the Barcoding Tracking, Issues, and Stats database.

Oversize

Please note that the presence of oversize boxes are noted by a label on the box directly preceding it numerically that reads: “Following box(es) is/are oversize____”. Wherever this label is seen, please pull the subsequent box(es) from the oversize shelf and record them in the order that they would appear in the collection as if they were all housed together.

Inventory Finalization