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- ID: automatically-generated number; there is no need to enter anything in this box.
- Alma: enter the Alma record number(s) describing this collection. If the catalog record for the collection was created before the conversion to Alma, there should be another number in the record referring to the old catalog number (HULPR number).
- 852_$h_CLASS_PART: enter the collection or accession number
- MSS or ARCH: enter m (manuscript) or a (archival)
- CREATOR: enter the creator of the manuscript collection or archival records as it would appear in the MARC 100 field:
- Convention: Folkman, M. Judah
- Convention: Harvard Medical School. Joint Committee on the Status of Women
- TITLE_DISPLAY: enter the collection title as it would appear in the MARC 245 field, but without the creator’s name:
- Convention: Papers, 1911-2004 (inclusive), 1911-1945 (bulk)
- Convention: Executive Administration Records (Series 00265)
- BOX: box number the media came from
- Box number needs to be updated if the data is entered into the log prior to rearrangement
- BARCODE: enter the HD box barcode
- Storage TYPE: either External or Network
- MEDIA: enter a description of the media being logged. Put the type of media and the size per item.
- Convention: 3.5 disk (1.44 MB each)
- Convention: 5.25 Floppy Disk (360 KB each)
- Convention: Mini DVs (16.6 GB each)
- Item COUNT: Total number of items in folder of the same format
- SIZE (GB): enter the total gigabyte (GB) amount for all the item(s) in a folder of the same media format. If it is in kilobytes (KB) or megabytes (MB), convert to GB. The following is a conversion cheat sheet:
- 3.5 in floppy disk (1.44MB) = .01 GB
- 1 DVD = 4.7 GB
- 1 CD (700 MB) = .68 GB
- Digital video = 1 GB for every 5 minutes of video. So:
- Mini DV (83 minutes) = 16.6 GB
- DVCAM (124 minutes) = 25.3 GB
- Etc.
- Zip disks usually have the MB on them:
- 100 MB = .1 GB
- 250 MB = .24 GB
- 750 MB = .73 GB
- 8 and 5.25 inch floppy disks vary by maker. The list at the end of the "Floppy Disk" Wikipedia entry is helpful and this converter may also be of use.
- eMedia labels applied? Y/N
- CHOM EMEDIA NUMBER: enter Enter the number on the label applied to the media. If you are batch listing emedia numbers, list each number individually rather than providing a number range.
- 1 or more disks copied to network storage? Y/N: if applicable, enter whether or not the media was imaged and transferred to network storage
- WPC Number: if the media was surveyed as part of the Weissman Preservation Center’s audiovisual survey, enter in this field the WPC barcode number found on the media or enclosure
- NOTES: enter any additional information about the media. For example:
- if the media was just imaged, or imaged and extracted
- if the media could not be imaged
- CHoM e-media numbers of media housed in the same enclosure
- any descriptive information about the folder it came from
- Alma SUPPRESSED?: Y/N
- 852_$b_SUBLIB: enter MED unless the media is stored in another location
- 852_$c_COLLECTION: enter HDRB if stored at the Harvard Depository or RAREB if stored onsite
- PULL FROM HD?: Y/N
- REQUESTED?: Y/N
- RETURNED?: Y/N if returned to HD
- PROCESSED?: Y/N
- LEVEL: enter the processing level
- FOLDERS: folder number the media came from
- Folder number needs to be updated if the data is entered into the log prior to rearrangement
- BIB_TAG: enter 520 for the MARC 520 field to add information from the collection bibliographic record
- BIB_TEXT: enter the text from the 520 or other MARC field listed in BIB_TAG
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