A/V Logging

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

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.

Survey Date:               Leave field blank if item has not yet been surveyed. Once surveyed: update with the survey date in DACS format: YYYY Month DD. 

 WPC A/V Survey #:    Leave field blank if item has not yet been surveyed. Once surveyed: enter the survey number (located on the survey barcode).   

 Collection #:               Enter the collection or record group number.

 Accession #:              Enter the accession number if collection/series is unprocessed.

 Series #:                     For archival records, enter the series number.

 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 the number of the box in which the item is housed.

 Folder Number:         Enter the number of the folder in which the item is housed.

 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 the item’s title exactly as it appears on the item.  If no title is provided, enter “Untitled”. 

Date Created:             If a date is recorded on the item, enter it in DACS format: YYYY Month DD.  If no date is provided, leave blank. 

Creator:                      List the name of the recording’s creator, if provided.  Do not list the name of the collection’s creator, unless they're also the recording creator.  If no creator is listed, leave field blank.

Format:                       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.

Condition Notes:         Note any preliminary preservation concerns, including mold, insect damage, vinegar smell, and other types of damage. If you encounter moldy or insect damaged records, or if records “smell funny,” note where they are located and then physically remove them from the stacks or processing areas. Put records in the L2 book room and consult the Head, Collections Services.

 Item Location:              If item is stored separately from the collection, enter its location here.

 Digital Copy:                If the recording has been digitized, enter the digital copy’s CHoM Electronic Media Number and the location of the digital copy here. 

Associated Items:       If the recording is part of a series, or if there are multiple recordings in the same folder, enter the associated recordings’ record numbers (or number ranges) in this field. 

Notes:                           Enter any other notes pertinent to surveying the item.

Date Record Updated: Enter the current date in DACS format: YYYY Month DD.  Revise this field each time this item in the spreadsheet has been updated.