1. Search: Find bib record in ALMA “All title search” under Network Zone (NZ)
2. Add new Holdings: Click Holdings under selected title to open list of holdings. Verify there is no holdings record for Audio. Click Add new Holdings which will open the metadata editor with a new holdings record.
3. Call number: First indicator = 8; Add call number to 852 $$h
   Assign next available call number from card file near case files in Archives Processing; record call number, collection title and accession number on card
4. Location: Open form editor while in the 852 field. Edit – Open form editor (Ctrl + F)
             a. Sublocation or collection (b): WHSARCHIVE
             b. Shelving location (c): audio
             c. Shelving control number (j): MAD Sound
             d. Exit form: Esc
   852 8_ $$a   $$b WHSARCHIVE $$c audio $$h Audio 1641A $$j MAD Sound
5. Note: Add public note in $$z if audio is from an unprocessed accession (especially if audio is from more than one unprocessed accession)
   $$z 1535A/1-3 from accession 2009/028; 1535A/4, 1535A/100-133, and 1535A/136-139 from accession 2011/024
6. Save and release record: File – Save and Release Record (Ctrl + Alt + S)
7. Back to search results: Click Back to return to results
8. Open Holdings: Click Holdings under selected title
9. Open Items: Identify holdings record to add items Actions -- View items
10. Add Item: Click Add Item
11. Do not add barcode yet: Scanning the barcode will automatically exit and save the record.
12. Material type: Audio recording
13. Item Policy: Archives no Transfer [Master audio does not transfer through the ARC system; or circulate in the reading room]
14. Enumeration A: [number]A/[item] – location [box code + number]
    Enumeration A: 1743A/1 – ORM 379
    
    

    Code	Type	Description	Location
    CASS	Cassette tape [Compact cassette]	Magnetic; occasionally cassette sized enclosed audio format	Cold storage
    MINI CASS	Microcassette [Mini cassette]	Magnetic	HQ
    ORS	Open reel* small	< 5-inch diameter, Stenorette, 3M Living Letters, and other small open reel formats; magnetic	Cold storage
    ORM	Open reel medium	7-inch diameter; magnetic	Cold Storage
    ORL	Open reel large	10.5-inch diameter; magnetic	Cold Storage
    ORXL	Open reel extra large	> 10.5-inch diameter; magnetic	HQ
    LPS	LP record ** small	7-inch diameter, 45 RPM, Sound Scribers, Audographs, etc.; grooved	HQ
    LPM	LP record medium	10-inch diameter, 78 RPM; grooved	HQ
    LPL	LP record large	12-inch diameter, 33 1/3 RPM; grooved	HQ
    LPXL	LP record extra large	16-inch diameter, transcription discs; grooved	HQ
    DICTABELT	Dictabelts	Vinyl belts in red, blue or purple; grooved	Cold Storage
    WIRE	Wire recordings	Magnetic wire on spools	HQ
    DAT	Digital audio tape cassettes	Digital	HQ
    CDO	Compact disc originals	Digital	HQ

    
    * Open reel: width of tape can be 1/4-inch, 1/2-inch, 1-inch, 2-inch (rare)
    ** LP records/discs: can be vinyl, lacquer, or shellac
    
    
15. Public Display: Description – Generate
16. Edit Description: Delete “v.” in front of audio number in the Description field
    [Unfortunately this is a default that cannot be shut off]
17. Receiving date: Enter date materials arrived in Archives
18. Inventory date: Enter today's date [date materials became "available"]
19. Scan Barcode: Unless there is an error, scanning barcode should save and close record
20. Re-open item: Actions – Edit
21. Add Statistics note 1: Enter one of the following
    Local gov audio
    State gov audio
    WCFTR Audio
    WHS Audio
22. Add Statistics note 2: Enter one of the following
    audiotape
    disc
23. 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.)
24. Create multiple items for same holdings: Duplicate the first item. Actions –Duplicate. This will automatically duplicate and open a new item record.
25. Update Audio number: Change the audio number in Enumeration A. Also update in the Description; you can do this by clicking on the Generate button or by editing in the field.
26. Verify other information: Verify that the Material type, Item policy, and Statistics note 1 and 2 are still appropriate; change if needed
27. Scan Barcode: save and close record
28. Repeat steps 24-27: as needed
29. Add Holdings for User Copies: Even if user copies are not being made at this time, add a holdings record for user copies.
30. 852: add location and call number. NOTE: Location for user copies is "stk"
    852 81 $b WHSARCHIVE $c stk $h Audio [call number] User Copies
31. Add note to order user copies: If user copies have not been made for the audio add an 866 with the following note: User copy(s) need to be ordered; contact askarchives@wisconsinhistory.org
    
    866 _0 |8 1 |a UCD 1349A/1-1666 |z User copy(s) need to be ordered; contact askarchives@wisconsinhistory.org
    
    
32. Save and release record: File – Save and Release Record (Ctrl + Alt + S)
    
    

Adding and editing Audio user copy holdings
General and editing information on archives holdings records
General and editing information on archives item records

(20170106 aeb; revised 20170524 aeb)