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If more than around 10 items, create a spreadsheet with the basic information on each tape. Initial transcription of the data can easily be done by a student. A sample spreadsheet can be found at G:\SCHLES\COLLECTION SERVICES\AUDIOVISUAL\AV cataloging\AV_InventoryTemplate.xlsx and you can also download a copy from this link: AV_InventoryTemplate.xlsx.(JOANNE IS WORKING ON FINALIZING THIS)
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.
There are several fields in the spreadsheet that are for inclusion in AV/DC tracker, not the finding aid. You should fill these out if appropriate. Questions for Joanne, comments, numbers of copies, etc. can go in the "Notes" field. Put any restrictions for the collections in the "Access Restriction" field. (JOANNE WILL SAY WHAT THE PRESERVATION PRIORITY SCHEME IS.) Notes on reformatting or preservation priority can go in the "Preservation Note" field.
Continue to add description to the spreadsheet, send to Joanne for final review.
When you are finished, you should transform the spreadsheet data into XML to be added to your finding aid[ Joanne, how do we do this? Where are your instructions? And do you want a chance to edit anything first? ].
See instructions here: G:\SCHLES\COLLECTION SERVICES\AUDIOVISUAL\AV cataloging\Creating inventory with EAD tags from spreadsheets
(JOANNE IS WORKING ON FINALIZING THIS)
If you do not have enough A/V material to use a spreadsheet, describe in the finding aid, and when you have completed processing, give Joanne a copy of the finding aid (or just the A/V parts) with the actual material when ready to do A/V end processing.
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655 b7 Videotapes.$$2local
In the bib record, in the 300, in the first $a indicate linear ft.; in the second $a, in parentheses, indicate the full extent as described in the finding aidadd multiple 300 fields for papers and a/v:
$a1.2 linear ft.$a(1 carton, ½ file box, 1 folio+ folder)
$a12 videocassettes :$bsd., 2 audiotapes)col. ;$c1/2 in.
$a2 sound cassettes :$banalog.
In the holdings record, use separate 007s (it’s okay to encode only the first two characters) for audio and for video.
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- Write the appropriate T-, Vt-, etc. number, in pencil, on the tape label itself. For example: T-345.1, T-345.2, etc. For videos, it is helpful to also have the number on the case, a thin post-it label may be used for this purpose.
- Once all of the materials are clearly marked, send Joanne an email letting her know they are ready, and include the pre-concatenated spreadsheet or finding aid description for her to add to AV/DC tracker
- Deliver the tapes to Joanne for labeling, housing, and shelving (JOANNE WILL SEE IF END-PROCESSOR CAN DO THIS)