📦Quarterly location sampling for archives
Carrying out quarterly location checks on archive material
Introduction
The aim of location sampling is to check whether any items have moved and to ensure that all locations are correctly recorded in the collections management system (CMS) and the relevant box lists.
Feb 2024 - Feb 2025
Quarterly location sampling started in February 2024. The focus of these location samples up to February 2025 has been on uncatalogued archive material that has been extracted as part of the archives inventory and stored onsite.
Each sample checked twenty random items: 10 items from the sub-basement (5 from the CALM accessions data, and 5 from chosen from the shelf), and 10 items selected from the box lists.
The sample was generated by the person carrying out the location check using data from the CALM accessions database and box lists of material known to have been inventoried. If a problematic collection or area of the stores was flagged as an issue, this also formed part of sample to be the checked.
The results of these samples are recorded in the KPI folder for the archives inventory.
June 2025 onwards
Quarterly location audits will focus on both catalogued and uncatalogued archive material both onsite and offsite in Deepstore. The sample size will increase from twenty items to forty items across four locations: B11 (basement store), S11 (sub-basement store), 'visual' stores and Deepstore. The sample size has increased to better reflect the overall size of the collection.
The benchmark for passing the location audit is 90% of audited items found in place.
The sample size may be increased if an audit fails to pass the benchmark.
Sample selection
Going forwards, half of the sample within each location will be determined from the relevant data source (e.g. catalogue record, accessions record or box list) and the other half will be selected in-situ from the shelf to reconcile against the recorded location data in the CMS.
Samples can include purposive selections to take account of recent activities or known legacy issues where locations may have changed.
For full details of the new locations audit workflow and procedure see https://wellcomecloud.sharepoint.com/:w:/r/sites/wc2/cr/ci/Locations%20Audits/Location%20Audits%20v1.1%20for%20CMM.docx?d=w2e73759f605f4e58ae4b75bdb837f2bf&csf=1&web=1&e=LXGxdY
Sampling spreadsheet
Spreadsheets are kept in SharePoint in the KPI folder for the archives inventory.
Store name
Select an option from the store list
Sample number
This is a running number
Unique Identifier
Unique item number being checked e.g. 2746_BD_016; PP/CNE/B/4/6
Additional identifier
Any other identifiers e.g. barcode, copy number, accession number
Location
The location as recorded in the data (CMS or box lists) or from the shelf - this depends on whether the starting point is the data or the shelf. For uncatalogued material check both the accession record and the box lists for location data (they may not match)
Catalogued/Uncatalogued
Select an option 'catalogued' or 'uncatalogued'
Item chosen from
Select an option 'data' or 'shelf'
Title/Description
Check that the item is what it is expected to be. Check against the title of the item from the data e.g. FPA posters, or add a description of what you have in front of you from the shelf e.g. a box of specimen slides, to verify against the data afterwards.
At Location
Is the item found in place at the location expected? Select 'Y' or 'N' If 'N' but the item is found elsewhere please add details to 'Notes' column.
Is location recorded accurately in database?
Select an option 'Y' or 'N'.
For uncatalogued material, if data is only correct in one place (accession record or box list) please select 'Y'.
Add any further explanation of data issues to the 'Notes' column.
Date checked
Enter date in the format DD/MM/YYYY
Recorder name
Add initials of the person carrying out the check
Notes
Add any relevant explanatory notes. e.g. CALM correct but box list incorrect
Summarising sample for reporting
Once the detailed sample has taken place, the Locations Audit Report spreadsheet should be completed. There are instructions for completion in the second worksheet of the spreadsheet.
Spreadsheet columns to complete
Missing
Data issues
Highest no. missing in one space
Audit spreadsheet link
Notes & recommendations
Last updated