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Wartburg Archives Procedure Manual: Description
Procedure manual for staff, student workers, interns and volunteers of Wartburg College Archives and Archives of Iowa Broadcasting.
Description is the process of creating a finding aid or other access tools that allow individuals to browse a surrogate of the collection to facilitate access and that improve security by creating a record of the collection and by minimizing the amount of handling of the original materials.
The Wartburg Archives usually describes collections of paper/photographic materials to the FOLDER level, and media items to the ITEM level.
Finding Aids are the primary descriptive source for archival collections. They describe the contents of the collection, from the collection level to the series to the box/folder/item level, thus preserving essential context about the record’s creation.
The Finding Aid Template contains all of the appropriate sections and brief descriptions of what information belongs where. It is often easier to begin with the most specific level of description (i.e. – the Container Listing) and work out from there to more general descriptions.
The section Biographical Sketch/Agency History may require additional research to create. Be sure to cite any sources used.
A completed Finding Aid should be available electronically for use in-house, to e-mail to researchers, and as a PDF available on the Archives website.
Any variations to the Template for a specific collection should be noted in the Processing Plan.
Cataloging Subjects/Categories for AIB Item Level (Proficio Elements):
Use spreadsheet template
Ask for clarification on which template for which directory or file format (there are different ones for AIB vs. WCA, and for folders vs. a-v items, for example)
Enter Collection Nbr, Series Nbr information
Collection Nbr will be formatted as abbreviated version of collection title; e.g. Grant Price Collection’s Collection Nbr = Price); if it is a College Archives collection, they have prefixes based on category (e.g. Academics.History)
Series Nbr will be an abbreviated version of the series title; e.g. Audiovisual for Audiovisual Materials
For A/V materials:
File Unit Nbr – barcode of media item
Title – of recording (if nothing identified, summarize content briefly, or use “unknown”)
Category – VIDEORECORDING, AUDIO RECORDING, or MOVING IMAGES
Location – shelf location (formatted e.g. AIB-1-A-2, where 1=aisle, A=range, and 2=shelf)
Dates – date/date span of recording (format MM/DD/YYYY; YYYY, YYYY-YYYY, MM/DD/YYYY-MM/DD/YYYY or MM/YYYY when possible; you may have to format the cell for odd dates by right clicking on cell and reformatting; ask Amy for clarification)
Name Type/Creator/Creator Role – Corporate vs. Personal name/name of Creator (e.g. station name)/Role is usually Creator, could be Author or Publisher
Summary Note – Additional descriptive information about recording
Type-Format – specific type of recording (e.g. 16mm film, ¾ U-matic, VHS, etc.; check existing authority table for formatting, and if item is not there, ask Amy for clarification)
Language Code – usually eng
Condition – one of four choices (EXCELLENT, FAIR, GOOD, POOR)
Specific Condition – narrative notes on condition (only for very obvious issues, leave blank if not needed)
Running Time – numerical in hours:minutes:seconds, if known
Transcript – only for digitized items, separate instructions for this procedure
For folder level paper materials:
File Unit Nbr – box and folder number, formatted as B##F##
Box – numerically entered
Folder – numerically entered
Title – as written on folder
Category - RECORD
Location - shelf location (formatted e.g. WCA-1-A-2, where 1=aisle, A=range, and 2=shelf)
Dates date/date span of folder, if available (format MM/DD/YYYY; YYYY, YYYY-YYYY, MM/DD/YYYY-MM/DD/YYYY or MM/YYYY when possible; you may have to format the cell for odd dates by right clicking on cell and reformatting; ask Amy for clarification)
Name Type/Creator/Creator Role – Corporate vs. Personal name/name of Creator (e.g. Wartburg College or Grant Price)/Role is usually Creator, could be Author or Publisher
Summary Note – Additional descriptive information about folder contents
Language Code – usually eng
Item Status/Web Ready?/Circulating? – STORAGE/Y/N
BATCH INGEST RECORDS
Navigate to the correct directory and hierarchy level for your import
Under the File drop down menu, select Import/Export – Import/Export Selected Fields – Import/Export Selected Fields
File Type: ASCII Delimited
Import File: Browse and select your .txt file (NEXT)
Field delimiter: Tab (NEXT)
Choose a template (NEXT)
Either use an existing or create own, but template must exactly match the fields in the .txt file you have chosen
Update the target record
Start the import
Multimedia/Image Records (PDFs are considered Multimedia files)
Use spreadsheet template “BROADCAST-Fileunit-Multimedia-Template”
Enter Collection Nbr, Series Nbr, File Unit Nbr information for records to which you will be attaching an image or multimedia file
In directory folder where image/multimedia files are located, highlight all file names
Right click & hit shift at the same time – select “Copy as path”
Paste into Multimedia column
If these are image files, change name of Multimedia column to “Picture”
Click and drag to highlight all data in 4 columns, then copy
Open a blank notepad document, paste
Save as .txt file (to Desktop) and name BROADCAST-Fileunit-Multimedia-X (where X=your choice of descriptive file name)
In Proficio, choose drop down menu Tools – Software Updates
Browse to Desktop and search for “Special text files .txt”, select file you just created
Open and Install
MODIFY A RECORD
Select the desired record from the list view, and press the green arrow-up button on the top button bar to modify a single record
Edit fields needed and click “Save and Close”
MODIFY MULTIPLE RECORDS
Select multiple records from the list view by clicking while holding shift
Under the Edit drop down menu, select Modify All Records
In the list view, hover over column title until you see filter symbol
Click symbol to select filter parameters or “custom”