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Collections

1 Creating collections in SKUA

The best way to create a new collection in SKUA is to visit the collections list page.

Once there, filter the list by collection type (MS, FS, PH, RB), sort the 'call number' column by descending order by clicking the column header twice. This will show you the next available number in that type:

1.1 Collection fields

1.1.1 Call cat

Drop down menu for selecting a call number category: FS, MS, PH, RB, RG. The values are editable through a controlled list but will rarely change from these five.

1.1.2 Call number

Enter the unique call number for the collection (excluding the call number category), e.g. 0001, 15/6/1, 50/6 1989.

1.1.2 Call no. extension

Enter any extensions to the collection's call number. This will usually be a cutter number or other distinguishing part of collection's identifier, e.g. T63, bd.

1.1.3 Origination

See DACS, section 2.6 Names of creator(s)

The origination field is linked to the local name authority in controlled lists. Begin typing the name in the autocomplete field. If the name already exists in SKUA, simply select the name when it appears and it will be added to the collection record.

If the name does not exist, create a new name by clicking the green '+' to the right of the field. Follow the procedure for creating new names in SKUA.

Once saved, the new name will be automatically added to the collection record.

1.1.4 Title

See DACS, section 2.3 Title

Enter the collection unit title. We capitalize all parts of the title, e.g. W. E. B. Du Bois Papers.

1.1.5 Date start

For all the collection date entries (1.1.5-1.1.8), See DACS, section 2.4 Date

Enter the beginning date of a date range or the if a single date or year applies to the collection, enter that date here. Date start and date end will always be treated as inclusive dates.

Dates should always be entered as four-digit years (YYYY). The rare case where you want to add months to a date range, e.g the collection is a daybook covering only March-April of a single year, enter the year followed by a space, followed by the three letter abbreviation of the month:

1854 Mar.

:!: There is no need to add a '-' to the end of date start when entering a date range.

1.1.6 Date end

Enter the end of the inclusive date range here.

1.1.7 Bulk date start

Enter the start of a bulk date range.

1.1.8 Bulk date end

Enter the end of a bulk date range.

1.1.9 Linear feet

Enter the linear footage of the collection as a single integer.

1.1.10 Boxes

Enter the total number of boxes that make up a collection as a single integer.

1.1.11 Items

Enter the number of specific types of items in the accession if relevant. Separate multiple entries with a comma, e.g. “10 paintings, 13 reel-to-reel tapes”.

1.1.12 Abstract biographical

For every collection that arrives in SCUA, we create a two paragraph abstract that summarizes the background and scope (1.1.13). This should be same content that appears in UMarmot. In this field, enter the biographical paragraph of the abstract.

1.1.13 Abstract scope

Enter the scope and content paragraph of the abstract.

1.1.14 Language

Enter the language(s) of the collection. This field is autocomplete based on a controlled list. Begin typing the language you'd like to add and select it from the lists. To enter an additional language, begin typing to the right of the previously selected language.

1.1.15 Subjects

Apply subject headings to the collection. Search for existing headings using the autocomplete field or add new headings by clicking the '+' to the right of the field. Headings are managed via a controlled list. Procedures for creating subjects headings can be found here.

1.1.16 Contributors

Add the names of contributors to the creation of the collection. These should be considered 7XX-equivalent names and are controlled by the SKUA name authority.

1.1.17 Umbrella collection

This field and the checkbox to its immediate right allow you to indicate if the collection is part of an umbrella collection. For example, The American Revolution Documentary Collection, which is made up of five smaller collections. If the collection record is for an umbrella collection, simply check the box labeled, “Is this an umbrella collection?”

If the collection is part of an umbrella collection, search for the umbrella collection name in the autocomplete field and select appropriate collection name.

1.1.18 Agreement

Select 'No', 'Yes', or 'N/A' to record the status of a donor agreement for the collection.

1.1.19 Agreement file

Use this field to upload a PDF copy of the donor agreement. Keep in mind, this file is only viewable to logged-in users. It can also provide very useful information for archivists trying to determine copyright status and ownership and other important instructions and restrictions and access.

To upload, click 'choose file' to open up your file browser, find the PDF you'd like to upload, and select. The file will be uploaded when you save the record. Once saved, a link to the PDF will appear next to the field.

1.1.20 Access restrictions

See DACS 4.1 Conditions Governing Access

Use this field to record any restrictions on access to this collection.

1.1.21 Use restrictions

See DACS 4.4 Conditions Governing Reproduction and Use

Use this field to record any restrictions on use of materials in the collection. This is often, but not limited to, information about copyright.

This field is also an opportunity to include information about contacting copyright holders if copyright is held or relevant dates for when copyright will transfer to SCUA. The most authoritative source for this information is in the donor agreement. It is still recommended to use this field to make key information more accessible.

1.1.22 Acquisition info

See DACS 5.2 Immediate Source of Acquisition

Use this field to record the source of the collection. Our general format is, “Gift of Jane Smith, 2007.” For variations, see DACS linked above.

1.1.23 Custodial history

See DACS 5.1 Custodial History

Use this field to record relevant information about a collection's chain of custody or anything else about previous owners or holders of the collection or material in the collection.

1.1.24 Notes

Use this field to record any administrative notes about the collection that isn't adequately covered by the previous administrative fields.

1.1.25 Collection status

The group of fields in this section are used to show what has and hasn't been done with the collection. The fields are as follows:

  1. Processed: check this box if the collection has been fully processed.
  2. Unprocessed addition: check this box if the collection has been fully processed but there is an accretion to the collection that has not yet been processed.
  3. MARC: check this box if MARC has been exported and added to the library's OPAC.
  4. UMarmot: check this box if there is an entry in SCUA's online catalog, UMarmot.
  5. EAD: check this box if the collection has an EAD finding aid online.
  6. Inventory: check this box if the collection has an inventory. This inventory can be part of a finding aid or a temporary inventory tool either inherited or created by archivists for ease of access until the collection is fully processed.
  7. In Credo: use this field to indicate if the collection has material digitized and available in Credo. Select the appropriate value on the dropdown to indicate if the collection has been completely digitized or partially digitized.

:!: These fields were inconsistently used in the previous system and are thus not always accurate for collections that have been migrated. Please do your best to keep these fields accurate going forward.

1.1.26 Locations

Add the physical location(s) of the collection. The location field is autocomplete, so begin by typing the full location code, e.g. R.92:C3. If the exact location you searched appears on the dropdown, select it to add to the record. If the location does not appear, you will need to create a new location. Click the green '+' next to the location field and follow the instructions here.

Use the note field to the right of the location dropdown to indicate any special information about the materials in that location, e.g. number of boxes, artwork, OS boxes.

To add another location, click the '+ Add another Location' link at the bottom of the location section:

To delete a location, check the box to the right of that location, It will be removed after the record is saved.

collections.txt · Last modified: 2019/04/17 10:38 by arubinst