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Intellectual Management : updating ArchivesSpace and Alma

Creating an item record

Occasionally there will be a holdings that doesn't have an item record, so you will have to create one. The set of steps is simple and short, but won't work unless done in the correct order.

1. open the bib record and get into the editing mode of the holdings.
2. make sure the cursor first touches/has touched the blue banner at the top of the holdings, or else the "add inventory" tab might be grayed out.
3. then put the cursor somewhere in the body of the holdings below the blue banner. This should ensure that the "add item" choice under the "add inventory" drop down is active and not grayed out.

Image Added

Removing No. 17 Paige boxes from Collections

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Collections with no. 17 boxes in progress:

MS Am 2152 (John Chipman Gray)
MS Eng 1401 (Empson)

Single items shelved together in a box (see:

REBOXING MATERIAL FROM A COLLECTION THAT WAS AT HD

If sending material back to HD in a different size container, you must give it a new barcode and remove the old one from the manifest. To remove the old barcode, delete it from Alma and then also send an email to the Technical Services Librarian with your request. Also physically remove all old barcodes from the old housing, so there is  no confusion. See:  Returning material to HD (changed)in HD Circulation in Pusey Technical Services.

RESTRICTED MATERIAL (and restricted labels)

Restricted collection material can be categorized in ArchivesSpace in the front matter by the archivist. Labels don't usually need to mention the exact nature of the restriction. But we do routinely use labels that say "restricted: fragile" and sometimes also say "consult curatorial staff". Beyond that, there are some labels that say "restricted : glass" and some that specify the contents and mention the use of a surrogate, often referring to a photocopy, or an audiotape copy. As a rule, we don't normally bother to put restricted labels onto audiovisual material, since there is no way to view it currently in our Reading Room. Computers, cell phones are other examples of restricted items that don't need to be marked restricted. These items are described as restricted in the finding aids, however.

Material restricted to honor the wish of a donor is an example of a very important restriction. The Reading Room staff must be able to identify such things, and keep from inadvertently bringing them to readers. Such items might have a label that says restricted, consult curatorial staff. Or there maybe a note in the finding aid that specifies the nature, extent, and time period for such restrictions, and when they would be lifted.  This detailed information does not need to appear on any labels. The labels are not considered as "authoritative" as the specifications laid out in the finding aid, though labeling them restricted is again, very important to adhere to.

A single item that has a restriction lifted should look like this screenshot below. The 500 field in the bib record and the 506 field in the holdings record  is changed to "Open for research". In this instance, the call number is 93M-194.

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MATERIAL MISSING FROM COLLECTIONS

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Below is a sample of a plastic label holder that had a self-adhesive label stuck to the outside of it, thus making it useless. In this example, an additional label (not pictured) had also been stapled over the label holder and the self-adhesive label. Since the legs of the staple cannot be bent in, they protrude sharply into the box, endangering materials and human hands. Staples should not be used to affix box labels. Label holders are meant to facilitate temporary labeling and future changing of label information during end-processing and for updates. But if a temporary removable label is used by the cataloger, it should be placed directly on the box, rather than the plastic label holder, as these removable labels also tend to stick to the plastic and are hard to remove.

Box labeling presentation.

HOU and THE STICKER placement

Physical Management : locations

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