Topics Map > Shared Content > Cataloging
(WHS Archives) Film -- Holdings and Item Records
Creating holdings and item records in Alma for films and videos at WHS and WCFTR
Add Holdings Records for Films and Videos
- Search: Find bib record in Alma under "All title search" in Institution Zone (IZ)
- Open Holdings: Click Holdings under selected title
- + Add new Holdings: Upper right above list of holdings
- Location and call number: Items usually stored at SAPF Cold Storage.
SAPF Cold: 852 80 $$b WHSSHELV $$c coldstor $$h [call number(s)]
WHS HQ: 852 80 $$b WHSARCHIVE $$c film $$h [call number(s)] - Holdings continued:
- Video and Motion Pictures each get their own holdings
- If there are more than 25 items in a holdings with different call number prefixes give each a separate holdings
For example in the David Susskind papers the call numbers for the films start with: A, C, D, F, G, and H; each has its own holdings (or sometimes two or more) - List each call number, but can be a range of call numbers: $$h VBC 445, VHB 814-VHB 820
- If list of call numbers with same prefix is long add additional 852s $$h:
852 80 $$b WHSSHELV $$c coldstor $$h FE 999, FF 001, FF 858, FF 903-FF 905, FF 923, FF 987
852 __ $$h FG 012, FG 037-FG 038, FG 069- FG 072, FH 153-FH 154, FH 314 - If items will live in SAPF Cold Storage, but still physically at HQ, put items in a temporary location
- Save and Release Record: Save > Save and Release Record (Ctrl+Alt+R)
- Add item records
Add Item Records for Films and Videos
- Search: Find bib record in Alma under "All title search" in Institution Zone (IZ)
- Open Holdings: Click Holdings under selected title
- Open Items: Identify holdings record to add items to. Actions -- View items
- Add item: While in item list click "Add Item"
- Do not add barcode yet: Scanning the barcode will automatically exit and save the record.
- Material type: Select one of the following from the drop down menu:
Videorecording - for all moving images on videotape
Video-DVD - for all moving images on DVD
Motion Picture - for moving images on film - Item policy: Select one of the following from the drop down menu:
Archives (does not Transfer outside WHS) = Materials cannot transfer within ARC Network, but circulate normally (for example photographs, oversize items, etc.)
Archives Restricted = Materials have a restriction (506) that requires permission for access - Enumeration A: Film or Video call #
BA 739 - Public Display: Description -- Generate
- Edit Description: Delete "v." in front of call number. [Default setting which cannot be shut off.]
- Temporary Location: If item(s) physically at HQ, but going to SAPF set as being in Temporary location
Temporary Location Information:
Item is in temporary location = Yes
Temporary location = Wisconsin Historical Society Archives > Relocating (relocation) - Save and Edit: To enter information under the Note tab, select Save and Edit
- Add Statistics Note 1: Under Notes tab copy one of the following into "Statistics note 1":
WCFTR Film
WHS Film
CW Film - Add Statistics Note 2: Copy one of the following into "Statistics note 2":
disc
film
videotape - Scan Barcode: Under General tab scan barcode. Unless there is an error, scanning barcode should save and close record
- Save
- Create multiple items for same holdings: Duplicate the first item. Action – Duplicate. This will automatically duplicate and open a new item record.
- Update Call #: Change the call # in Enumeration A and Description
- Verify other information: Verify Material type, Item policy, Statistics note 1, and Statistics note 2, are still appropriate; change as needed
- Scan Barcode: save and close record
- Repeat steps 17-20: as needed