Special Collections and Archives Barcoding and Record Remediation Project
Approvers | Project Leads | Stakeholder |
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Curators Head of Special Collections and Archives Associate Dean Dean | Special Collection Cataloging Librarian Archival Cataloging Librarian Student Supervisor Head of Cataloging and Metadata Services | Special Collections and Archives patrons Library personnel University |
Objective | To ensure that all items in Special Collections and Archives are described and recorded in all appropriate systems and platforms necessary for inventory control, public and staff discoverability, and reporting. |
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Due date | Dec 31, 2024 |
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Key outcomes | All collections and items in Special Collections and Archives will have records in USU Libraries’ catalog, complete with barcodes. As appropriate, collection level records be ingested into ArchivesSpace along with barcodes for all top containers and collection level finding aids will be submitted to Archives West. |
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Status | In progress |
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Problem Statement
The library needs to track usage and location of all materials within Special Collections and Archives. At the beginning of the project, it was estimated 25-35% of SCA material were lacking records in the Library’s catalog system; and those that were present lacked barcodes. This made tracking usage or auditing the collection impossible.
This project will create or verify records for all items within SCA in Sierra, the library’s catalog. It will also provide trackable barcodes to help monitor location and use of material. At the same time, the Library is implementing ArchivesSpace. For archival collections with Encoded Archival Description (EAD) records (University Archives, Manuscripts, Photographs, and Folklore), it will combine the barcoding/MARC cataloging workflows with EAD record creation/remediation process and the ingest of EAD records into ArchivesSpace.
Scope
Within Scope:
Materials within Special Collections and Archives, including general collections (Dewey, Book, Hatch, etc.) as well as archival collections (Manuscripts, Photographs, Folklore, and University Archives)
Number of anticipated items: 250,000
Not in scope:
Material in Government Information, though technically within the organizational structure of SCA, is outside the scope of this project
Timeline
The gantt chart below shows the five year path for the entirety of the remediation project, separated by the platform or process for which remediation is being conducted. Note that the purple lane demonstrated a joint inventorying process for University Archives Collection, which lacked records in either MARC or EAD format. The inventory was used to create records for both Sierra and ArchivesSpace.
Milestones and deadlines
The following table outlines the major milestones and deadlines for the barcoding and ArchivesSpace projects. Additional details can be found in the project charters for each of the sub-projects.
Project/Platform | Milestone | Lead | Assigned to: | Deadline | Status |
|---|---|---|---|---|---|
General | Initial test | All leads | Student Supervisor | April 2017 | Completed |
General | Project preparation (planning, documentation, budget, hiring, training) | Head of Cataloging and Metadata Services | Head of Cataloging and Metadata Services | June 2017 | Completed |
Barcoding/Sierra | Folklore Barcoding | Special Collections Cataloging Librarian | Student Technicians | April 2018 | Completed |
Barcoding/Sierra | Hatch Room Barcoding | Special Collections Cataloging Librarian | Student Supervisor | January 2018 | Completed |
Barcoding/Sierra | Arts, Science, and Letters Collection Barcoding | Special Collections Cataloging Librarian | Student Technicians | April 2018 | Completed |
Barcoding/Sierra | Book Collections Barcoding | Special Collections Cataloging Librarian | Student Technicians, Catalogers (as needed) | Dec 2019 | Completed |
Barcoding/Sierra | Dewey Collection Barcoding | Special Collections Cataloging Librarian, Student Supervisor | Student Technicians, Catalogers (as needed) | December 2024 (on-going) | In Progress |
Barcoding/Sierra | Theses and Dissertations Barcoding | All leads | Student Technicians, Catalogers (as needed) | June 2022 | Completed |
Sierra | Theses and Dissertation Batch Loading | Head of Cataloging and Metadata Services, Music and Batch Cataloging Librarian | Head of Cataloging and Metadata Services, Special Collections Cataloging Librarian, Music and Batch Cataloging Librarian | December 2023 | In Progress |
Inventory | University Archives Master Inventory and Barcoding | Head of Cataloging and Metadata Services | Student Technicians, EAD Specialist | June 2021 | Completed |
Quality Control | University Archives Master Inventory QC | University Archivist | University Archives Assistant | September 2022 | In Progress |
EAD/ArchivesSpace | University Archives EAD Creation and ArchivesSpace Ingest | Archival Cataloging Librarian, EAD Specialist | EAD Specialist | December 2023 | In Progress |
Barcoding/Sierra | University Archives MARC Record Creation | Special Collections Cataloging Librarian, University Archivist | University Archives Assistant | TBD | Pending |
EAD/ArchivesSpace | Manuscript Remediation and ArchivesSpace Ingest | Archival Cataloging Librarian | Archival Cataloging Librarian | December 2022 | In Progress |
EAD/ArchivesSpace | Photograph Remediation and ArchivesSpace Ingest | Archival Cataloging Librarian | Archival Cataloging Librarian | TBD | Pending |
EAD/ArchivesSpace | Folklore Remediation and ArchivesSpace Ingest | Archival Cataloging Librarian | Archival Cataloging Librarian | TBD | Pending |
Barcoding/Sierra | Barcoding of remaining districts and spaces (maps, microfilm, BARN, etc.) | All leads | TBD | TBD | Pending |
Workflows and Procedures
The variety of material in SCA requires that multiple, divergent workflows be created. Below are links to the major workflows and project charters (as needed) that served a part of the larger remediation project.