Electronic Records
Bibliographic
Update MARC Bibliographic record in OCLC, then export to Alma.
For more detailed instructions for working in OCLC and Alma see:
Born Digital
- 300 __ [number] ǂf gigabytes [or largest byte size possible]
- 500 __ These records have been assigned Series ####
- 541 1_ ǂ8 #.1\a ǂe [accession #] ǂ3 [description of records] Qty: [number] gigabytes
[Note: Qty in 541 should equal 583 Accession(s) minus 583 Deaccession(s)]
- 583 1_ ǂ8 #.2\a ǂa Accessioned ǂn [number] ǂo gigabytes ǂc yyyymmdd ǂk [initials]
- 583 1_ ǂ8 #.3\a ǂa Deaccessioned-unprocssed ǂn [number] ǂo gigabytes ǂc yyyymmdd ǂk [initials]
- 655 _7 Machine-readable. $2 aat [change to Electronic records (digital records) (20181026 aeb); keep as is for now, global change needed (20230103 aeb)]
- 856 40 ǂu [Preservica url] ǂz Electronic files available through Preservica.
Only one born digital 856 40 in a record.
Remove, if bib record has the following, and all electronic files are available online:
506 __ RESTRICTED: Consult electronic records archivist for access to electronic files.
For files only available onsite, add accession number if only part of records are restricted:
506 __ RESTRICTED [(accession number)]: See Archives Reference Staff for access to electronic records onsite.
Digital Copies available online
- 530 __ Digital reproductions available online. Digital reproductions available online.
or
530 __ ǂ3 [Specific portion of collection] ǂa available online.
530 __ ǂ3 Selection of photographs ǂa available online.
- 856 41 ǂu [Permalink url] ǂz [Title of landing page or unique title.]
Multiple 856 41 ok if digital copies are available in multiple locations and do not have a collection landing page.
Example:
856 41 ǂu http://www.wisconsinhistory.org/turningpoints/search.asp?id=1670 ǂz Speeches and other documents on environmental issues, 1962-1971, are also available online.
- Permalinks sometimes these are given by the digital collections folks or may be found on landing page; otherwise use url in address line
Holdings for Born Digital
For more detailed instructions for adding holdings in Alma see:
- 852 8_ $$b WHSARCHIVE $$c elc $$h [accession number] $$j MAD Available online via Preservica. $$z [Description from bib 541 $3]
Items
Portfolio: add permalink in NZ
- Login to Network Zone for whole UW System. This is a different login then the UW-Madison Alma instance. Special permissions needed to do this.
- Search for bib record
- Edit Record in Metadata Editor [Note: only used to add Portfolio; other additions and edits done in OCLC or Madison instance of Alma]
- Copy permalink in 856 40 [41]
- +Add Inventory > Add Portfolio
- Descriptive Information -- Choose Title* [keep as is]
- General Information
- Portfolio type = part of an electronic collection
- Electronic Collection = WHS Archives Electronic Records (WHS Shared)
- Coverage Information = leave blank
- Inventory and Linkin Information -- URL -- [permalink]
- Notes -- Public note
State and Local = Includes accession(s) ####/### ; ####/###; etc.
Example: Includes accession 2019/076 and 2021/072.
Manuscripts = [Title of collection or item; usually whatever the title is on landing page.]
ArchivesSpace
Born Digital
- New: Import MARC record into ASpace; for instructions see:
(WHS Archives) ArchivesSpace -- Resource -- MARC Import
- Existing collection: Search for Resource Record.
The record may be a brief record from a MARC import, if so import EAD and Merge; for instructions see:
(WHS Archives) ArchivesSpace -- Resource -- EAD Import
(WHS Archives) ArchivesSpace -- Resource -- Merge
- Add or update collection level data
- Identifier: add accession number in accession number order, unless fields are full, then add to beginning of Abstract
- Date
- Extent
- Immediate Source of Acquisition: Add accession number in accession number order
- Finding aid data > Finding aid status = Under revision
- Other fields as needed
- Add Part for top level information on accession; for instructions see: (WHS Archives) ArchivesSpace -- Resource -- Contents List
- Add Child for each folder in Preservica to Part
- Title = [title of folder or file in Preservica]
- Date [if available]
- Level of Description = File
- Instance > Add container instance
* Note: Create a new container for each Instance, even though the Indicator will be the same.
-
- Type = Electronic
- Top container > Create
- Container type = othertype
- Indicator = Folder
- Note > General = add link to Electronic folder or file in Preservica
<extref role="handle" href="[link]">Access online.</extref>
Example:
<extref role="handle" href="https://whs.access.preservica.com/uncategorized/IO_78bcbf38-6ed8-4296-a3ab-6328747db4e8/">Access online.</extref>
- For materials only accessed through the reading room change "Access online." to "See Archives Reference Staff for access onsite."
Digital Copies available online
- Collection level
- Notes > Add Note > Existence and Location of Copies (<altformavail>):
Portions of <extref role="handle" href="[link]">[title of collection]</extref> also available online.
or
<extref role="handle" href=" http://whs.aviaryplatform.com/collections/4">Wisconsin Jewish Archives Oral Histories</extref> on Aviary.
- Others as needed but do not add/edit Extent or Date as these are copies not originals (born digital)
- Series, Box, Folder and/or Item level
- Notes > Add Note > Existence and Location of Copies (<altformavail>):
<extref role="handle" href="[link]">Also available online.</extref>