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Let Joanne know when you are beginning research on a collection, so she can

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Open AV-DCTracker.fp7 and search for the collection title - make sure you are in the "Collection View A/V" - and see what's listed. If locations are not listed for any materials, check in with Joanne.

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pass on any special instructions or information she has in her files.

There may be a/v materials in your collection that were removed from the collection during accessioning, but they should be included in your processing along with materials you locate among the paper materials.  To ensure that you have all the materials, ask Joanne to search  MediaProjectsTracker (MPT) and export a spreadsheet of any items listed for your collection. You can then use this spreadsheet as a place to record and update item descriptions.

Once you have located all of the A/V items, survey the material along with your collection and include a discussion and appraisal of it in your processing plan. If there are any published A/V materials, check Hollis to see if we have them already

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(either individually cataloged or included in another manuscript or A/V collection)

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***Usual workflow***

Fully list each item in AV/DC tracker first; you can then transform that data into EAD. If you have a number of items you are unsure about keeping; have an appraisal meeting with Joanne Donovan before updating the database.

For instructions on adding items to AV/DCtracker, see instructions (DRAFT, please consult with Joanne prior to using): (G:\SCHLES\COLLECTION SERVICES\AUDIOVISUAL\AV cataloging\CreatingitemsinAVDCtracker ).

When the database entry is complete, send Joanne an email with the collection name to let her know items are ready for her to review.

Discuss any changes with Joanne; when you are both satisfied with the records, you can transform the Filemaker data into XML to be added to your finding aid.

See instructions here: G:\SCHLES\COLLECTION SERVICES\AUDIOVISUAL\AV cataloging\CreatingInventorywithEADtagsFromAVDC

***Alternate workflow***

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If the items had not yet been listed in MPT, and you do not have a spreadsheet, please create one using the AV_InventoryTemplate. When working with large collections, it is recommended that you have a student make a list of the titles of all a/v materials in the collection using the title column of the AVInventory spreadsheet. 

Once you have done an initial assessment of the A/V (including transcribed list of titles), meet with Joanne to go over the items and determine which to keep and what kind of further description is required of each one.

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After meeting with Joanne, finish adding description to the spreadsheet

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and send to Joanne for final review

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Once the spreadsheet has been finalized, transform the spreadsheet data into

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EAD (ask Joanne for help with this) and add it to your finding aid.

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  More detailed instructions on filling out the spreadsheet and transforming the listing into EAD can be found here [insert link to wiki page]. 

Copies and Duplicate material

We

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generally do not keep analog copies or duplicates to use as listening/viewing copies

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, but there may be exceptions to this rule, check with Joanne.  There may be times when your collection has already been digitized or a few items have already been reformatted, in this case we will want to add links to the finding aid for digitized materials. 

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