Topics Map > Shared Content > Cataloging

(WHS Archives) Electronic Records -- Cataloging and ArchivesSpace

Specific instructions for born digital electronic records

Electronic Records


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.
    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.
    856 41 ǂu 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]


  • not applicable
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.]


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>
      <extref role="handle" href="">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.
      <extref role="handle" href="">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>

KeywordsBorn digital records in Preservica   Doc ID87265
OwnerAlison B.GroupUWLSS
Created2018-10-26 15:12 CDTUpdated2023-05-01 16:40 CDT
SitesUW Libraries Shared Systems
Feedback  0   0