✅Checklist for phase 1 updates

As the phase 2 workflow has developed, it has highlighted some retrospective updates required for collections processed under phase 1. This page contains a checklist of what updates are required.

• Ensure box list is in Excel format and correctly titled e.g. ARTLIM_Acc2205_BoxList

• Insert barcode, appraisal, and extracted notes columns to box list. See ART/LIM boxlist as an example.

• Standardise extracted references using underscores rather than slashes e.g. 1234_BD_001

  • Ensure all extracted items have the location recorded in the box list and the accession record.

    • Use the agreed location hierarchy e.g. 215;B11;MR;12;2;1.

    • For the separate BD and AV box sequence also include the box number, using the format BDBox_001 e.g. 215;S11:MR;58;8;1 BDBox_001.

    • Double check the location field in the acc record for BD and AV boxes is up-to-date by checking against the location spreadsheet.

    • Each location in the accession record should correlate with the extent field e.g. extent/2 is held at location/2.

• Follow Updating CALM to ensure accession record and CLD is accurate and up-to-date.

• For digital material ensure the process note contains the Archivematica UUID and disposal information and that the bytes field is complete.

• Once everything is completed, highlight the relevant row in the scoping spreadsheet in green, and add 'Updated to 2024 standards' to the notes column.