Releasing the catalogue: Checklist

A list of everything to check before releasing records online

Repackaging and storage

A collection cannot be made visible and orderable online until it has been repackaged, boxed, and given a permanent stacks location.

As soon as you have a reasonably accurate idea of how many boxes the collection will comprise, inform the Collection Storage Officer so they can identify a suitable location and confirm the final number once you know. Label all the boxes using the box label template and move them to their stacks location when ready.

Final checklist

Task
Is the OrderingCodes field populated appropriately for all item level records?
Have the AccessStatus, Ordering_Status and AccessConditions fields been populated appropriately at all levels? Are all the parent records (excluding collection level description) blank?
Have you proofread the catalogue records looking for spelling and grammatical errors?
Is there the same number of records when searching on RefNo and PublicRef? Run separate searches to ensure there are no incorrect, stray or floating records.
Have all mandatory fields been populated for all records?
Have you added the stacks location to the Location field?
Is the collection level description up to date so it no longer indicates that the archive is uncatalogued (commonly Description, AccessStatus and AccessCondition fields)?
Have all the items been packaged in archive folders and housed in archive boxes?
Have the boxes been moved to the basement stacks location?
Run a find-and-replace process on the CatalogueStatus field, changing “Uncatalogued” to “Catalogued”
Run a find-and-replace process on the Harvest field, changing “No” to “Yes”
Update the CatalogueStatus field in the accession record(s) from In Progress to Catalogued?
If the collection contains born-digital material, send a list of the references to the Digitisation and Preservation Systems Manager so she can re-run IIIF Builder to make the items accessible through the catalogue