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(WHS Archives) Microfilm -- AP Copies -- New Holdings

Holdings and item records for AP microfilm

Adding AP Microfilm Copies – New holdings

1.    Assign AP number(s): Assign the next available number(s) from the spreadsheet found at

       The first part of the number corresponds with the year the positive microfilm is added to the collection
       AP Numbers assigned by Collections Analysis and Control Archivist (Kyle Krause)
       Library user copies go to the Library Cataloger to be assigned P numbers

2.    Label Microfilm reels: Write AP numbers on reel boxes

3.    Search: Find bib record in ALMA “All title search” under Network Zone (NZ)

4.    Open Bib Record: Click Edit under selected title to open bib record in Metadata Editor

5.    Add Holdings: To add holdings use template: Under Templates – MARC21 Holdings – Shared find WHS Archives Microfilm User Copies
       Select template, choose “New” which will add new holdings to the Bib record that is open

6.    852: Add call number to 852
           852 81 $$a $$b WHSARCHIVE $$c stk $$h [call number] $$j [MAD 4 /28/H1- DOUBLE CHECK LOCATION] $$z If the reel you want is not listed, you
                      may order a positive reel from the archives staff.

7.    Add reels to holdings: Add an 866 for each User Archival Positive microfilm reel
       F8 will add a field
           866 _0 |8 1 |a reel 1 |z AP16-0001
           866 _0 |8 2 |a reel 2 |z AP16-0002
           866 _0 |8 3 |a reel 3 |z AP16-0003
           866 _0 |8 4 |a reel 4 |z AP16-0004
           866 _0 |8 5 |a reel 5 |z AP16-0005

       Note: If notes or restrictions need to be added for a user copy, add an additional $z after the AP number

8.    Add lines: To easily add duplicate 866 fields, while in field Ctrl + C; Add a new field F8; while in new field paste the copied field Ctrl + V.
       Edit as appropriate.
       Note: An empty field will appear below the field you added with just $$a. If multiple 866s need to be added just move down to this
       empty field and paste copied field.
       No need to delete this empty field before saving, because the field is empty Alma will automatically delete it.
9.    Save and release records: File – Save and Release Record (Ctrl + Alt + S) – Do this to both the holdings and bib records otherwise no
       one else will be able to edit these records. [There is a way to add items while in the metadata editor but does not work best for adding
       multiple items.]

10.    Back to search results: Click Back to return to results

11.    Open Holdings: Click Holdings under selected title

12.    Open Items: Identify holdings record to add items to Actions -- View items

13.    Add Item: Click Add Item

14.    Do not add barcode yet: Scanning the barcode will automatically exit and save the record

15.    Material type: Microform

16.    Item Policy: Archives

17.    Enumeration A: Reel [#]
           Enumeration A  Reel 89

18.    Chronology I: AP[YY-####]

19.    Public Display: Description – Generate

20.    Edit Description: Delete “v.” in front of Reel #; add space between reel# and AP #, and change colon to closed parens
           v.Reel  1(AP93-0001: 
                change to
           Reel 1 (AP93-0001)
         [Unfortunately this is a default that so far cannot be shut off]

21.    Scan Barcode: Enter barcode to save and close record

22.    Re-open item: Actions – Edit [If still in metadata editor you will need to Save and Release the holdings and bib records Ctrl + Alt + R;
         then you need to go back out to the search results and find item to edit.]

23.    Add Statistics note 1: Enter one of the following:
           Local gov
           State gov
           WHS Mss

24.    Add Statistics note 2:
            microfilm (16 mm)
            microfilm (35 mm)

25.    Save Record: Save and confirm (You may get a warning “The description may need to be updated as well (using the generate button)”
         This is usually fine.)

26.    Create multiple items for same holdings: Duplicate the first item. Actions –Duplicate. This will automatically duplicate and open a new item record.

27.    Update AP number: Change the AP number in Enumeration A and in the Description

28.    Verify other information: Verify that the Material type, Item policy, and Statistics note 1 are still appropriate; change if needed
        (which will not be often, if ever)

29.    Scan Barcode: save and close record

30.    Repeat steps 26-29: as needed

KeywordsMicrofilm holdings Archives AP   Doc ID69878
OwnerAlison B.GroupUWLSS
Created2017-01-10 15:26:46Updated2023-10-25 10:56:17
SitesUW Libraries Shared Systems
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