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Item Record


General Information

Creating and Editing Item Records

Creating Temporary Item Records
Modifying Item Records for Material Transferred to LSF



General Information

Required for:

·        Single items and collections without finding aids.  Create item records for all containers, including temporary containers identified by letter and containing printed material, though these containers are not counted in the physical description.  Reading room and LSF circulation are managed via barcodes and statistical category restrictions in item records.

·        Off site in-process collection with existing preliminary catalog record.


Do not create item record for:

·       Collections with finding aids.  Barcodes are maintained in ArchivesSpace.  Reading room and LSF circulation are managed via item barcodes and restriction fields in ArchivesSpace.  As of 2015 July, implementation of this policy is postponed pending enhancement of Aeon for recognition of barcodes in ArchivesSpace.


See also training documentation:

·        Manuscript Unit Sharepoint/Barcoding: Barcoding

·        Manuscript Unit website/Tools: Retrospective Barcoding



Creating and Editing Item Records

Verify the following fields supplied from the Bibliographic and MFHD records; these fields may be corrected by editing the Bibliographic or MFHD record:

Field                Supplied from

Title                 Bib 245 ‡a

Location          MFHD 852 ‡b

Call #               MFHD 852 ‡h and ‡i

Perm Loc         MFHD 852 ‡b (displays as Detailed Holdings/Location in the OPAC)


Verify fields supplied with defaults; these must be edited manually:

Temp Loc         blank

Temp Type      blank


Verify fields set in preferences; these may be changed in preferences, or edited manually:

Item Type        nocirc


Enter using scanner:




Enter manually, using the following standard terms.

Multiple containers: include a sequential container number.

Single container: use the appropriate term without a container number.

Do not use abbreviations.

·        Box

      single manuscript box, custom box, or portfolio

·        Box [#]

      numbered manuscript box, custom box, or portfolio

·        Box [#] (Oversize)
oversize manuscript box, custom box, or portfolio

·        [#] (Art)
material with location listed in Artstore database, including framed storage, object bins, and stationary glass shelving

·        [#] (Broadside)

·        [#] (Broadside oversize)
broadside folder stored in super broadside drawers

·        [#] (Cold storage)
material with location listed in Coldstorage database

·        [#] (File)
single item housed in two or more folders, shelved in vertical file

·        [#] (File oversize)
single item housed in two or more folders, all or part shelved in oversize box

·        [#] (Record album storage)

·        [#] (Roll)


Multiple containers:

Box 1

Box 2

Box 3 (Oversize)

4 (Broadside)

Single container:


Box (Oversize)



Item statistics

Enter manually.

Required for containers that have donor restrictions, are restricted fragile, or are in process offsite.  Restrictions must also be noted in 506 fields.

Open the "item statistical categories" window by clicking on the middle icon in the lower left corner of the item record.  The icon is identified by roll over text "edit item statistics." 

Highlight a category in the "statistical categories list" and click the blue up arrow to add it to "statistical categories."  Repeat for any additional categories.

When all categories have been entered, click OK.

Optionally, use File>Pick and Scan to update statistical categories for a large number of item records. 

Use the following categories:

·        RestrictedSpecColl (donor-imposed restriction)

·        RestrictedFragileSpecColl (restricted fragile)

·        InProcessSpecColl (restricted in-process)

·        RestrictedCurApprSpecColl (restricted unless approved by curator)

·        ColdStorageBrbl (restricted cold storage)


Item status

Verify default: not charged.

During transfer to LSF, transfer staff may add an "in transit" status, resulting in the following OPAC display:

"[container #] In Transit [date in transit code was set]"

To restore default, open the "item status" window by clicking on the left icon in the lower left corner of the item record.  The icon is identified by roll over text "edit item status." 

Highlight "in transit" in the "status" list; click the red down arrow to delete it; and click OK.

Deleting "in transit" status also deletes its OPAC display.

Optionally, use File>Pick and Scan to update status for a large number of item records. 


Do not edit any other fields.


Copying records

·        To create multiple item records attached to a single MFHD record, either create each item record individually or use Record>Make a Copy.

·        When copying item records:
·        Edit the container number in each Enum field.
·        Edit restrictions in item statistics as necessary.

·        All copied records will remain open until closed by the cataloger. Records can be closed individually or all records can be closed by choosing File>Close All.


Relinking item records to a different MFHD:

·        Open item record.

·        Select Record/Relink to a different holding.

·        Enter the record id number of the new MFHD.


Creating Temporary Item Records
For closed collections, update or create a temporary MFHD, with a single item record, as a placeholder for restricted access

  • Barcode           [blank]
  • Permloc           [Brbl location code is supplied from Mfhd 852 ‡b]
  •  Item type         nocirc
  • Enum               In process
  • Stat cat            InProcSpecColl

Suppress the final MFHD, with complete item records, pending transfer to BRBL or LSF. 

During the transfer process, unsuppress the final MFHD and delete the temporary MFHD and item record. 


Modifying Item Records for Material Going to LSF

Fields are edited in the following order, by the staff members indicated:


Archivist, when identifying and logging materials for transfer:

·        Change MFHD location code to the appropriate LSF code (see list under MFHD 852 ‡b).

·        The OPAC will continue to display the BRBL location in the Item record Perm Loc field. 


BRBL staff managing LSF transfers, during preparation for transfer to LSF:

·        Change item record Item Type to: lsfr


LSF staff, during LSF accessioning:

·        Change item record Perm Loc to the LSF location code in the MFHD.

·        The OPAC will now display LSF as the location.


Optionally, use File>Pick and Scan to update "permanent location" and "permanent type" for a large number of item records.  



Last modified at 7/16/2015 10:58 AM  by Spicher, Karen