ALLIED MATERIALS

Detailed list of all metadata fields used in the Allied Materials area of CALM

Originals

ISAD(G) 3.5.1

To identify the repository, organisation or individual that holds the original material.

Rules

• Only use when the item being catalogued is a reproduction.

• Record the name if the information is not confidential.

• Record any identifying numbers and other information that may help locate the original material.

• State if the originals no longer exist.

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Copies

ISAD(G) 3.5.2

To indicate the existence and availability of copies either at Wellcome or elsewhere.

Rules

• If the copy is held by Wellcome, state the format of the copy, and the reference if different to the original reference.

• If the copy is held elsewhere, record the format of the copy, together with any reference numbers and the location where they may be consulted.

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Digitised

To indicate whether an item has been digitised, regardless of whether it is viewable online.

Rules

• Choose the appropriate option from the picklist. “No” is autogenerated as the default option.

• Do not use for born-digital records.

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Related_Material

To identify related collections or material in other collections, if there is a direct and significant connection.

Rules

• List material held by Wellcome first, including reference numbers.

• List material held by other repositories, with details of repository, material held and reference numbers where possible.

• Use html tags and headings to break up large amounts of text.

• Do not use this field for cross-references within a collection. Use the Description fields of the relevant records.

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Harvest

Mandatory at all levels

To record whether the material should be harvested to Sierra to enable online ordering.

Rules

• The default status is No.

• Change to Yes when the records are ready to be made visible online. They will be harvested to Sierra overnight and online ordering will be enabled.

• Sierra will create a library bibliographic record for all levels of catalogue record and an associated library item record for all item-level catalogue records.

Changes made in CALM will be updated in the Sierra bibliographic record each night. Sierra item records are not updated.

Changes made to OrderingCodes, Location, BoxNumber or Access_Status will need to be manually updated in Sierra.

If a CALM record is originally harvested to Sierra as something other than an item-level record, it will not have a library item record. If the record is subsequently changed in CALM to be an item-level record, a Sierra item record will not automatically be created overnight. It will need to be manually created following these instructions.

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Publ_Note

ISAD(G) 3.5.4

To record if the item described has been published.

Rules

• Give place and date of publication, and editor if possible.

• Indicate whether the publication cites the entire collection or item or part thereof.

• Follow citation styles specified in introduction of this manual.

• For visual and material culture, follow APA citation style.

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Notes

ISAD(G) 3.6.1

To record significant information, not covered by other fields, which can be made publicly available.

Rules

• Use sparingly, and only if other fields are not appropriate.

• When appropriate, use the field to record the source of the title given in the title field. Use one of the following phrases and seek advice if none are suitable:

  • Title taken from the opening credits

  • Title taken from wording on the physical media

  • Title taking from documentation supplied by the donor

  • Title provided by the creator

  • Title devised by the creator

• Use paragraph tabs <p> to break up large amounts of text.

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PrivateNotes

To record internal information that is not appropriate to be released to the public.

Rules

• Use to record the reason a record has the access status "Temporarily Unavailable".

• Do not use for sensitivity-related information. Use the Sensitivity_Description field for this.

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RulesConventions

ISAD(G) 3.7.2

To record the conventions applied to data in the catalogue.

Autogenerated with default text. No action by the cataloguer is required.

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CatalogueStatus

Mandatory at all levels

To record whether the material is fully catalogued and determine whether the catalogue records are visible online.

Rules

• "Uncatalogued" is the default option. Records with this status do not appear online.

• When cataloguing is complete and the records are ready to be made visible online, choose one of the following picklist options:

  • Catalogued

  • Deaccessioned

• Do not use any other picklist option. They are no longer in use.

Only material with a status of "Catalogued" or "Not yet available" will appear in the online catalogue.

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Created, Creator, Modified, Modifier

To record the creator and modifier of the records, and the date created and modified.

Content is autogenerated. No action by the cataloguer is required.

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Archivematica_UUID

Mandatory at item level for born-digital material

To record the permanent identifier of the AWS storage bag containing the item.

Rules:

• It can only be added to the field once the original accession bag has been split up and reingested to AWS as individual bags for each item.

• The UUID is found in the Kibana. Make sure you are in the Storage_bags view of the Storage Service space
• The default search timeframe is the last 15 minutes. Change this to 15 years and search for the RefNo in info.ExternalIdentifier.

• The UUID is recorded as info.internalSenderIdentifier

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Metadata_Licence

To record catalogues created by third parties who retain copyright in the metadata.