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(WHS Archives) Microfilm -- AP Copies -- Edit Holdings/Add Items

Editing holdings and/or adding items to WHS Archives AP microfilm

Editing AP Microfilm Copies Holdings

1.    Search: Find bib record in ALMA “All title search” under Institution Zone (IZ)

2.    Open Holdings List: Click Holdings under selected title to open holdings list.

3.    Edit Holdings: Actions -- Edit

4.    852: Verify information is correct; Add call number to 852 $h if missing

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

AP93-0001 to AP95-#### shelved at MAD 4 /12/D1-F7 [this location may no longer be accurate]
AP96-#### through current AP# shelved at MAD 4 /28/H1- [this location may no longer be accurate]

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

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

7.    Edit/Add reel and AP to holdings: Add an 866 for each new AP microfilm
When a new AP microfilm copy is created within the sequence insert in the appropriate location and edit the $$8 as appropriate
F8 will add a field [See step 8 for copying and adding new lines]
         866    _0 |8 1 |a reel 17 |z AP95-0594 |z Restricted
         866    _0 |8 2 |a reel 18 |z AP98-0077 |z Restricted
         866    _0 |8 3 |a reel 19 |z AP93-1428 |z Restricted
         866    _0 |8 4 |a reel 20 |z AP93-1428 |z Restricted
         866    _0 |8 5 |a reel 22 |z AP93-0732 |z Restricted
         866    _0 |8 6 |a reel 26 |z AP98-0078 |z Restricted
         866    _0 |8 7 |a reel 34 |z AP98-0079 |z Restricted

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.    Delete 856: Delete link to online AP log if still in holdings, as the AP log is defunct
856 4_ $$u … $$z Click here for a list of reels that have user copies.
Ctrl + F6 to remove a field while in it.

10.    Save and release records: File – Save and Release Record (Ctrl + Alt + S)

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

12.    Open Holdings: Click Holdings under selected title

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

14.    Add Item: Click Add Item

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

16.    Material type: Microform

17.    Item Policy: Archives

18.    Enumeration A: Reel [#]
           Enumeration A  Reel 39

19.    Chronology I: AP[YY-####]

20.    Public Display: Description – Generate

21.    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)

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

23.    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.]

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

25.    Add Statistics note 2: Enter one of the following
           microfilm (16 mm)
           microfilm (35 mm)

26.    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.)

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

28.    Update Reel and AP number: Change the reel number in Enumeration A, change the AP number in Chronology I, and update the Description

29.    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, with AP microfilm copies).

30.    Scan Barcode: save and close record

31.    Repeat steps 27-30: as needed

KeywordsMicrofilm Archives Holdings Items   Doc ID69902
OwnerAlison B.GroupUWLSS
Created2017-01-11 17:12:39Updated2023-10-25 11:56:43
SitesUW Libraries Shared Systems
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