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(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
  1. Search: Find bib record in Alma under "All title search" in Institution Zone (IZ)

  2. Open Holdings: Click Holdings under selected title

  3. + Add new Holdings:  Upper right above list of holdings

  4. 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)]

  5. 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

  6. Save and Release Record: Save > Save and Release Record (Ctrl+Alt+R)
  7. Add item records
Add Item Records for Films and Videos
  1. Search: Find bib record in Alma under "All title search" in Institution Zone (IZ)

  2. Open Holdings: Click Holdings under selected title

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

  4. Add item: While in item list click "Add Item"

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

  6. 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

  7. 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

  8. Enumeration A: Film or Video call #

    BA 739

  9. Public Display: Description -- Generate

  10. Edit Description: Delete "v." in front of call number. [Default setting which cannot be shut off.]

  11. 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)
  12. Save and Edit:  To enter information under the Note tab, select Save and Edit

  13. Add Statistics Note 1: Under Notes tab copy one of the following into "Statistics note 1":

    WCFTR Film

    WHS Film
    CW Film

  14. Add Statistics Note 2: Copy one of the following into "Statistics note 2":

    disc

    film

    videotape

  15. Scan Barcode: Under General tab scan barcode. Unless there is an error, scanning barcode should save and close record

  16. Save

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

  18. Update Call #: Change the call # in Enumeration A and Description

  19. Verify other information: Verify Material type, Item policy, Statistics note 1, and Statistics note 2, are still appropriate; change as needed

  20. Scan Barcode: save and close record

  21. Repeat steps 17-20: as needed




Keywords:WHS WCFTR Film holdings and item records   Doc ID:94647
Owner:Alison B.Group:UW Libraries Shared Systems
Created:2019-09-24 10:47 CSTUpdated:2022-10-25 09:46 CST
Sites:UW Libraries Shared Systems
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