Staff should keep track of any un-surveyed audio and audiovisual items encountered during listing and/or processing so that they may be included in future audiovisual surveys. Items that have already been surveyed during the Weissman Preservation Center's survey will be marked with a barcode, labeled “WPC AV Survey.” The spreadsheet can be found at:
N:\Collections\07_Collections_Databases_and_Lists\AV Tracking
The Collections Services Archivist should always be alerted to the presence of any audiovisual materials found in collections.
To flag audio and audiovisual items for surveying, record the following information in the “AV Tracking” spreadsheet. Please make sure that this information is updated after you have finished processing, as items will likely need to be located after processing has been completed.
Record #: Don’t edit this field. It has already been populated to track items recorded in the spreadsheet.
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Collection #: Enter the collection or record group number.
Accession #: Enter Enter the accession number if collection/series is unprocessed.
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Collection Title: Enter the full collection title as it appears in the 245 field of the MARC catalog record.
HD Barcode: Enter the HD barcode of the box in which the item is housed if available.
Box Number: Enter Enter the number of the box in which the item is housed.
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Folder Title: Enter the title of the folder in which the item is housed. This should be transcribed exactly as it appears in the finding aid.
Folder Begin Date: Enter the folder’s begin date exactly as it appears in the finding aid. If only one date is provided, enter it here. Dates should be in DACS format: YYYY Month DD.
Folder End Date: Enter the folder’s end date exactly as it appears in the finding aid. If only one date is provided, leave this field blank. Dates should be in DACS format: YYYY Month DD.
Item Title: Transcribe Transcribe the item’s title exactly as it appears on the item. If no title is provided, enter “Untitled”.
Date Created: If If a date is recorded on the item, enter it in DACS format: YYYY Month DD. If no date is provided, leave blank.
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Format: Enter Enter the item’s format using controlled vocabulary. Frequently used terms are listed below, for the full list plus definitions see the Headings & Authorities section.
Audio terms: 45 rpm records Audiocasettes Audiotapes Compact disks Digital audiotapes Phonograph records Tape reels | Video terms: Digital Betacam (TM) DVDs Filmstrips Mini-DV U-matic VHS Videocasettes Videodiscs (video recording disks) Videotapes |
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