Contents List

After the basic collection-level description is complete, proceed to list the contents of the collection by adding Parts (Sub-Fonds), Series, Sub-Series, File, or Item components.

Manual Entry is the preferred method of entry for Parts (Sub-Fonds), Series and Sub-series and normally entered before files and items. Rapid Data Entry is the preferred method for entry of files and items.

Parts (Sub-Fonds) are used when a new accession is being added to an existing collection.

Manual Entry of Contents List

Manual entry is best used for adding Series, Sub-Series, and Sub-Fonds. In the collection outline, highlight blue the title of the collection, series, sub-series, or sub-fond to add the next level down, select "Add Child".

Required information for Series:

1. Title
   and/or
2. Date(s)
3. Component Unique Identifier, if applicable
4. Level of Description = Series

Required information for Sub-Series, Headings:
Headings, which are not true sub-series, should be treated as File.

1. Title
   
2. Component Unique Identifier
3. Level of Description = Sub-Fonds
4. Date(s)
5. Physical Description Note (for extent of part)
   
6. Scope and Content Note

Required information for box, folder or other item level descriptions:
Rapid data entry is preferred at this level of description.

Basic Information

**Title: Record a devised title for Series or Sub-Series; for Parts (Sub-Fonds) follow examples above. Sometimes a Series, or more frequently a Sub-Series may only be a date, then leave title blank. See DACS 2.3 for guidance. 

Examples:
Correspondence
Trip to Africa
Brigadoon (Wilson Street East)
Part 1 (1981/139): Original Collection
Part 2 (1982/101): Additions
Part 5 (1989/081, Audio 1549A/1-7): Additions 

Component Unique Identifier: enter when call number has changed from previous Series or Sub-Series and always enter for Part (Sub-Fonds); otherwise leave blank

**Level of Description: 

1. Collection: Top level description, do not use at this level of description
   
2. Series: Use with processed collections with identified Series
   
3. Sub-Series: Use with processed collections with Sub-Series to a Series
   
4. File: Use for folder titles, if in doubt use File
5. Item: Use only for individual items described within a folder and single films or audio, if in doubt use File
6. Other Level: do not use [created on import and is not valid]
7. Sub-Fonds: Use for Parts/Additions
8. Class: do not use
9. Fonds: do not use
10. Record Group: do not use [used with Highlander records as an exception]
    
11. Sub-Group: do not use

Language: Use language note insead. 

**Publish?: Check box

Restrictions Apply?: Check box if restrictions exist for a whole Series or Sub-Series, or if any portion of a Part (Sub-Fonds) is restricted, listing boxes and folders, if applicable, affected by restriction. Be sure to add access and/or use note.

Repository Processing Note: Use in cases for comments or questions; does not display to public

Dates

Record dates of record keeping activity or dates during which the materials were created and/or collected. To add a new date, click on Add Date and fill in the appropriate fields. See DACS 2.4 for guidance.

**Label: 

1. Agent Relation: do not use
2. Broadcast: for radio or television programs
3. Copyright: do not use, use publication
4. Creation: default
5. Deaccession: do not use
6. Digitized: do not use
7. Event: do not use
8. Existence: do not use
9. Issued: do not use
10. Modified: do not use
11. Other: do not use
12. Publication: use for published books or articles
13. Record Keeping: do not use
14. Usage: do not use

Expression: Use to record natural language expression specifying the date or date range of the materials in the accession (e.g. undated or 1980 Spring).  

**Type: Select appropriate category from drop down menu.

• Bulk: use if most materials fall within a certain date range
• Inclusive: use to record the earliest and latest dates
• Single: use if content falls within a single year

For bulk and inclusive, record dates in beginning and end fields. Record at Part level only.

• Begin: provide beginning of a range using YYYY-MM-DD format
• End: provide end of a range using YYYY-MM-DD format     
  

Certainty: Select appropriate category from drop down menu. Record at Part level only.

• Approximate: circa
• Inferred: based on subject matter of materials, birth and death date of creator
• Questionable: conjectural 
• Y: yes    
  

Era: Record at Part level only.

• ce

Calendar: 

• Gregorian

Extents

Use only at collection level. Use Note: Physical Description instead.

Agent Links

Do not use

Subjects

Do not use

Notes

Most common

Scope and Contents: Required for Parts. When adding Part 2, move Scope and Content for collection down to Part 1.

Physical Description: Required for Parts. Use instead of Extent.

Examples: 

2.0 cubic feet (2 records center cartons) 

1.4 cubic feet (1 records center carton and 1 flat box), 24 tape recordings, 1 poster, 6 films, and 1 video recording 

Conditions Governing Access: Use at the Part or Series level which has an access restriction not for the whole collection (MARC 506 DACS 4.1). Do not add for collections stored at an ARC or SAPF.

Conditions Governing Use: Use when a collection has a use restriction such as those concerning copyright or duplication (MARC 540 DACS 4.4)

Existence and Location of Copies (<altformavail>):

• Use when there are digital copies of materials available (such as in Aviary or CONTENTdm) and include perma-link to the digital access copies when available.
  
• Use title and date as they appear in the digital copy and enclose with <extref> tag. 
• For a collection put at the collection level; otherwise put at series, subseries, file, or item level, which ever seems most helpful to users.
• Portfolios to these can also be added to the catalog in Alma (usually at the highest level possible)
  
• Do not confuse with born-digital which goes elsewhere (such as Preservica)
  

<extref linktype="simple" href="[permalink]">[Title and date as it appears in online resource]</extref>

<extref linktype="simple" href="https://whs.aviaryplatform.com/collections/4/collection_resources/17750">Interview with Rabbi Joseph Baron, circa 1950s</extref>

External Documents

Do not use

Rights Statements

Do not use

Instances

Do not use for Parts (Sub-Fonds), Series and Sub-Series.

Manual Entry of Instances

Instructions for odd formats follow: Audio, Film and Video, Electronic records, Oversize folders, Tax rolls, WCFTR Photo Lots

To create new Top Container: Instances -- Add Container Instance

  [Container Instance] Type: 

1. Box (most common)
2. Volume (for volumes which are not stored in a box)
3. Oversize folder (for oversize folders which are not stored in a box)
4. Folder (most commonly used for a folder of photographs which are in a shared box)
5. SC (use for small collections with SC call numbers [still need to add for File call numbers])
6. Reel (used for microfilm reels)
7. Audio (use for items with Audio call numbers)
8. Disc (old practice for audio discs which have not had an Audio number assigned)
9. Film (old practice; use film call number letters instead - for example AB)
10. Video and Video Box (old practice; use video call number letters instead - for example VHA)
11. PH Box (for unprocessed photograph items housed with other folders inside a numbered box)
12. electronic (use for born digital items)
13. Computer disk (DO NOT USE [UW campus uses])
14. Box-Folder (old practice when both paper originals and microfilm copies exists; used in conjunction with Reel-Frame)
15. Reel-Frame (old practice; usually used at child level)
16. side (old practice with Discs)
17. package (old practice for unprocessed items)
18. Roll (use for tube)
19. Drawer
    
20. Map case
21. WCFTR (use with WCFTR Lots)
22. AA, CA, DA, etc., VAA, VBA, etc. (first part of call number for films and videos; request for ones not listed)
23. Oversize box (DO NOT USE; use Box instead and continue numbering)
24. microfilm, album, dvd, tape, film box, tape box (DO NOT USE, some are old practice, some are UW)

Top Container: 

1. Browse: when the top container for the call number or accession number has already been created
2. Create: new top container for each box, volume, etc. within a call number or accession number

a. Container Profile: do not use