(WHS Archives) Film -- Holdings and Item Records

Film and Video Records

Extent

Extent for film and video can be general or split by format

• 300 __ [number] $f reel(s) of film
  
• 300 __ [number] $f video recordings
  
  
• 300 __ 1 $f reel of film (16 mm)
• 300 __ 15 $f video recordings (1/2-inch VHS)
  
  Formats:
  • AA = 16 mm
  • CA = 16 mm
  • DA = 16 mm
  • EA = 8mm
  • FA = 16 mm
  • GA = 35 mm
  • HA = 35 mm
  • NGA = 35 mm ; nitrate
  • SCA = mixed formats, including 35 mm filmstrips
  • BAA = born-digital [see Electronic records]
  • VAA = 2-inch video tape
  • VBA = 3/4-inch video tape
  • VCA = 12 cm DVD
  • VEA = 1-inch video
  • VFA = 1/2-inch Betacam SP
  • VGA = 3/4-inch D2 digital
  • VHA = 1/2-inch VHS
  • VLA = 1/2-inch HDCAM
  • VMA = 1/4-inch mini DV
  • VPA = 1/4-inch DVCAM
  • VRA = 12 cm Blue-ray disc
  • VTA = 1/2-inch Betamax
  • V8A = 8 mm video cassette

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

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