📖Recording location of extracted material
Between 2020 and March 2024, the archives inventory team within Collection Information were responsible for recording the location of archive material extracted from Deepstore boxes when brought onsite. They were also responsible for updating the location of extracted archive material when its location moved, or changed during implementation of a new location hierarchy. The location for each item was updated both in the accession record and the box list.
From April 2024, the specific location of items recorded in either the accession record or the boxlist will be updated by those responsible for the location move. In the case of material directly extracted by a member of the Collections Information or Collections Development team, the initial location will be recorded by them. However, any subsequent moves or changes will be recorded by the individual responsible for the move, typically a member of Conservation and Collections Care.
The only exception will be where material previously described in a single location is subsequently split between multiple locations. In this instance, locations should be communicated to the Collections Information team so additional description under part numbers can be added to the boxlist and accession records.
To manage this change, the following guidance has been created to guide someone unfamiliar with archival practice and systems at Wellcome Collection to update this specific piece of information consistently and accurately.
Before moving the material
Ensure that a new location can be recorded in a timely manner, ideally within 7 days.
If the material requires treatment, and a new location cannot be ascertained before this work is completed, record the location as 183;4.46 to indicate it is being temporarily stored by conservation. Once work is complete and the item has been moved to its permanent location, carry out the following to record it as soon as practical.
Check the extraction sheet or existing housing
All archive material extracted from deepstore should have either an extraction sheet, box and/or existing housing, like an archival folder, documenting the following pieces of information.
The collection reference connected to the extracted item. For archival material, this reference will consist of 2-3 letters followed by a forward slash, followed by 2-5 numbers or letters.
PP/HUS
SA/AFC
WA/PRL
WTI/EAT
GC/120
AAU/PUB
The accession number connected to the extracted item. On extraction sheets, this is usually also followed by the box number the item was extracted from
2345
2345/005
The unique reference number for the item or group of items.
This typically includes the accession number the material belongs to, the overarching reason for its extraction and then a rolling number used within that accession.
This number may apply to a single physical item or a group of similar items. Where it applies to a group this should be made clear from either being bound with archival tape or boxed/housed together.
In older examples of extracted material, forward slashes may have been used instead of underscores.
2345_BD_001 [BD refers to born digital format]
2345_OS_001 [OS refers to large items or volumes too large for transit]
2345_AV_001 [AV refers to audio visual format]
2345_CONS_001 [CONS refers to anything too fragile for transit]
Update the boxlist
Search to find the relevant digital collections file.
Navigate in Sharepoint to the 'Collections & Research' group.
Click on 'Collections Management', 'Collections Files', then 'Archives'.
Search for the excel boxlist recorded in the following format: CollectionsReference_AccXXXX_BoxList
Open the spreadsheet in app and edit.
Use Ctrl+F to open the find function.
Enter the unique reference number in the format it is recorded on the extraction sheet and click find all.
On the correct row, make a note of the existing location and extent recorded in column A and H for use later.
Click on the entry in the first column and enter the new location using the full hierarchy reference. See Standardised Location Hierarchy for how to construct.
Save and exit the document.
Update the CALM accession record
Open CALM.
Click on 'Archive Menu', then 'Accessions Menu', then 'Search'
Type in the accession number for the related material, and click 'Find'.
Find and edit the location field.
Find the location you recorded from the boxlist earlier in one of the location fields. This should correspond with an extent field of the same number i.e. location/2 pairs with extent/2.
Double check the extent you recorded earlier matches. If it does, overwrite the existing location with the new location, again using the full hierarchy.
If it doesn't match because some material remains in the existing location, you'll need to split both the location and extent field.
Amending the extent and location field (if necessary)
To do this, click in the location field you want to split, before the text. Click on 'Field' in the top toolbar, then 'Split'. This will duplicate the field. The new field can then be overwritten with the new location.
Repeat this process with the corresponding extent, overwriting the new extent field with the extent as recorded in the boxlist to the new location field. This same amount should also be subtracted from the extent field it was split from.
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