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When you find any data carriers in your collection, you will need to record them in AV/DC Tracker. If your collection has an existing Data #, keep reading. If your collection has no Data #, ask Amy to Jen to assign one and create a new Creator Record for you.
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- Carriers are numbered sequentially without regard to different carriers. These numbers are then combined with the data number (unique for every creator) to form a unique carrier number (example, Data-066_01, Data-066_02, etc.). This number should include the leading zeros. If you find a carrier while processing, make sure you assign it the next available number after any carriers removed and numbered during accessioning.
- Write the carrier number gently on the carrier using a felt tipped marker (consult team leader if you have questions).
- If carrier is removed from a folder, complete the Digital Media Item Removal Sheet and print it on YELLOW paper.
- Create an item record for each carrier in AV/DC Tracker according to the instructions below.
- Give physical items to AmyJen.
AV/DC Tracker Overview
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To search for a Creator Record, select the CreatorView-MSS layout. Press Ctrl+F or click the find button to bring up a search screen. Enter the creator name, name variants and/or acronyms in the Collection name field AND “data” in the Data # field, then press Enter or click Perform Find. Look at the number of records found. There should be only one Creator Record for Data in AV/DC Tracker. Contact Amy if Jen if the search results in more than one record.
If there is no Creator Record in AV/DC Tracker, get in touch with AmyJen. She will create a record and assign a Data number to the creator. Amy Jen will let you know once the record is created. Complete the Creator Record if any information is missing (Amy Jen may not have the accession number, for example).
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- Go to the CreatorView-MSS layout
- Search for:
- Creator name (search all forms of the name since there may be multiple records under multiple forms of the name) AND
- "Data" in the Data# field
- Look at "Acc. #, MC #" field to determine if record (or records) exists for your collection
- Double check that you have one Data record for the name/organization. [LOOK AT ### FIELD] If there are multiple records (generally created for separate accessions that are being processed as a single collection), consult Amy about Jen about merging the records.
- If there is no Creator Record in AV/DC Tracker, get in touch with AmyJen. She will create a record and assign a Data number to the creator. Amy Jen will let you know once the record is created. Complete the Creator Record if any information is missing (Amy Jen may not have the accession number, for example).
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Data #:
Get Data number from AmyJen.
If multiple data numbers exist for collection, consult Amy Jen re: which number to use
Write in this format: Data-xxx.
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If medium is not included in list, contact AmyJen
Item Acc. No.:
Include if known (even if all current disks are from the same accession and this info seems redundant to you, new ones may be added in the future)
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Leave blank – when you give the physical carrier to Amy she Jen she will record its storage location here
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If you have questions about this talk to your team leader or AmyJen
Restriction note:
You can write something here if you need to, but you do not have to. See "Restriction Status" above.
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Do not forget that you will also need to physically remove the disks from the collection and dispose of them. You can consult with your team leader or Amy about Jen about how to do this.