Student Barcoding Project - smith-special-collections/sc-documentation GitHub Wiki

Goal

Assign barcodes, container profiles, and locations to boxes.

Supplies Needed

  • Laptop
  • Barcode scanner linked to laptop (see page 7 of scanner manual for quick start instructions)
  • Barcode sheets
  • Tape measure

Steps

Part 1: Finding the boxes in ArchivesSpace and the project spreadsheet

  1. Pick boxes from the list
  2. Login to ArchivesSpace using the "Smith College Login" link on the top right
  3. In ArchivesSpace, click the gear icon on the upper right of the screen and select "Manage Top Containers"
  4. Begin typing in the collection name in the "Resource" field, then select the collection
  5. Click "Search"
  6. Scroll down
  7. Compare the box numbers in ArchivesSpace and the project spreadsheet to make sure they match up. Box numbers in some collections restart at 1 for each accession.

Part 2: Barcoding

  1. Find the box(es) using the location recorded in the project spreadsheet
  2. In ArchivesSpace, select the checkboxes next to all the boxes you will be barcoding.
  3. Click "Bulk Operations" and then select "Rapid Barcode Entry"
  4. Place the barcode over the sticker with the UID number. Always place the barcode on the short side of the box (e.g., record carton front), regardless of how it is stored on the shelf
  5. Scan the barcode into ArchivesSpace
  6. Repeat these steps for each box. Remember to click "Update" in ArchivesSpace when finished.

Part 3: Adding locations and container profiles

  1. Select the checkbox next to all boxes that are on the same shelf
  2. Click "Bulk Operations" and then select "Update Locations: Single Location"
  3. Type in location and select appropriate location record
  4. Click "Update"
  5. Repeat for each shelf
  6. Select the checkbox next to all boxes that are the same type
  7. Click "Bulk Operations" and then select "Update Container Profiles"
  8. Begin typing in the box type and select the appropriate container profile (see below for identifying box types)
  9. Click "Update"
  10. Repeat for each box type
  11. On the project list, enter "done" in the Status column. If you encounter a problem that cannot be resolved (e.g., box isn't in specified location), describe the problem in the Status column.

Identifying Box Types

Category 1: Standard Boxes

Most of the boxes you encounter will be one of the following five types:

  • Record carton
  • Letter document box (listed as Archive letter in the project spreadsheet)
  • Half letter document box (listed as Archive half letter in the project spreadsheet)
  • Legal document box (listed as Archive legal in the project spreadsheet)
  • Half legal document box (listed as Archive half legal in the project spreadsheet)

The "Container Type" column in the project spreadsheet will usually identify the appropriate type.

Category 2: Non-Standard Boxes

All other types of boxes require measurement.

All container profiles in ArchivesSpace have a height, width, and depth measurement. In order to find the appropriate container profile, enter the number of inches for each of these measurements into the container profile field. For our purposes, width and depth are interchangeable.

If you cannot find an appropriate container profile, e-mail [email protected] with the height, width, and depth measurements (in inches), as well as a description of the type of box (flat box, card file box, etc.).