📖Box listing guidance
Purpose of this guidance
This guidance is designed to aid those unfamiliar with archive material and processes to complete a boxlist to current collection development standards, and is in line with the 'Guidance notes' provided with the boxlist template.
It expands on the existing guidance by providing more examples of how to record information, provides clarity specific to different parts of the inventory workflow, and includes additional guidance on recording legacy appraisal and extraction decisions not covered by Collection Development guidance assuming listing at point of acquisition.
DeepStore barcode OR Onsite location
Record the barcode number on the transfer box.
This should be a B followed by 12 digits but some older barcodes consist of 10 digits with 3 leading zeros.
For material extracted due to its fragility or size, record the phrase ‘6th floor workroom - awaiting permanent location’.
For material extracted due to its digital and audio-visual material format, leave this field blank at point of listing.
At point of storage, record the full location and box number.
At point of disposal, add the appropriate disposal statement.
B000001890617
0001528167
6th floor workroom - awaiting permanent location
215;S11;MR;59;7;3 BDBox_037
Disposal of duplicate physical media. Disposal of physical media following ingest. Disposal of physical media prior to ingest.
Ref no
Record the collection identifier.
This information should be written on the box in the format “XX/XXX” and is also in the spreadsheet title.
Record the collection identifier.
This information should be written on its previous storage box in the format “XX/XXX” and is also in the spreadsheet title.
PP/SAB
SA/TIH
GC/106
AAU/NAM
Acc No/Box No
Record the accession number and box number in the format “0000/000”.
The box number is usually written on the box but should be standardised when recording to the format above. If it isn't written on the box, check the collections files and deepstore inventories to see if a number has been allocated. If no number has been associated, record the next available box number for this accession.
N.B. Some accession numbers include a mixture of numbers and letters separated by a slash; omit this slash when recording.
Leave this cell blank.
2345/001
1456/015
WTI7/004
Unique Ref for extracted material
For material to be returned to Deepstore, leave this cell blank.
Record the extraction reference in the format "AccNo_Reason_RollingNumber".
If the physical item has already been numbered, check the boxlist and amend the existing listing if already extant. If the number isn't listed, record the number in the format above.
If the item doesn't have a reference number, check the collections file, accession record and boxlist to see if any extraction numbers of the same type (BD/AV/CONS) have already been allocated. If so, use the next number in the sequence to number this item. If not, start the rolling number sequence starting with 001.
If the item is a DVD that has already been itemised as AV material, change the identifier to a BD number following the guidance above and in addition record change to identifier in the extraction details.
If a single intellectual item is split between multiple carriers, part number them i.e. 3452_AV_001_01, 3452_AV_001_02.
N.B. Some accession numbers include a mixture of numbers and letters separated by a slash; omit this slash when recording.
2345_CONS_004
1234_AV_001
2567_BD_091
Title
Record a title for the material being listed.
A given title on a file or folder should be entered with quotation marks “” and is preferred to aid with identification.
A descriptive title should be entered without quotation marks. This should be as brief as possible, and avoids describing any identifying characteristics of the container such as colour or size as it may be repackaged in future prior to cataloguing.
Record a title for the material being listed.
A given title on a file or folder should be entered with quotation marks “” and is preferred to aid with identification. Transcribe as written - don't expand abbreviations or correct spelling.
A descriptive title should be entered without quotation marks. This should be as brief as possible, and avoids describing any identifying characteristics of the container such as colour or size as it may be repackaged in future prior to cataloguing.
Where there in no title and content can't be ascertained prior to ingest or playback for audio-visual and digital formats, the format of the media will suffice as a title.
"Kenya 1980"
"Coresp. with Dr. M"
Reprints re. pregnancy and childcare
First Aid publications
Executive Committee meeting minutes, agendas and related papers
Sexual health promotional posters
CD
Audio cassette
Description
Add further detail to expand on the title where necessary, such as subjects or type of content, particularly where given titles have been used.
Add further detail to expand on the title where necessary, such as subjects or type of content, particularly where given titles have been used.
For material extracted due to its digital and audio-visual material format, transcribe any additional notes written on or accompanying the material to help contextualise for future cataloguing.
Abstracts presented at Fifth International Conference 29 August-1 September 2006
A selection of NAM and GT's factsheets, booklets and newsletters from XVII International AIDS Conference 2008.
Publicity 1975-1980, press cuttings (some originals)
Post-it note stuck to front cover: "Phil, new bits from Vanessa"
Papers, correspondence and press cuttings re "stroller in the air" (1977-78), correspondence re giving talks (1990s), papers re other performances and events run in 1970s
Format
Choose a format from the picklist:
Paper
Visual and Material Culture
Printed and Published
If the material contains a mixture of different formats, choose the most dominant.
Choose a format from the picklist:
Audio Visual
Digital
Paper
Visual and Material Culture
Printed and Published
Extent
Record the number and type of thing being listed.
This will be typically be a file, bundle or volume but could include any descriptive format term.
Record the number and type of thing being listed. See Identification for guidance on recognising formats.
At point of listing, record CD for optical discs if specific format unclear from disc or packaging.
At point of ingest for digital material, update to a more specific format for optical discs where possible.
1 file
4 volumes
2 bundles
3 pamphlets
1 document
1 pack
5 booklets
1 transfer box
5 slide boxes
1 envelope
1 roll
10 posters
1 film reel
1 audio reel
1 audio cassette
1 video cassette
1 DVD
1 3½ floppy disk
1 audio CD
1 CD-R
1 CD-ROM
Date
Record a rough range or specific date if able to ascertain from material.
If no dates can be ascertained, give an estimated decade range or century range. This can sometimes be worked out from the working life of the individual or organisation in question.
For a full list of acceptable terms, see Archive Cataloguing manual appendix.
Record a rough range or specific date if able to ascertain from material.
If no dates can be ascertained, give an estimated decade range or century range. This can sometimes be worked out from the working life of the individual or organisation in question.
For a full list of acceptable terms, see Archive Cataloguing manual appendix.
c.1970
1970s
1974
October 1974
c.1970-1980
1970s-1984
AV barcode
Leave cell blank.
For material extracted due to its digital format, fragility or size, leave this cell blank.
For material extracted due to its audio-visual material format, record the AV barcode number given to the material during labelling. See extraction procedure.
22503258426
Sensitivity Notes
Record any sensitivity concerns which might affect access to the collection. Sensitivity review is not essential to record but where obvious useful to record for future access requests and cataloguing.
This might include the presence of sensitive personal data, nudity, violent or gory imagery, and other distressing content. In the case of sensitive personal data, refer to its presence but avoid referring to the individual(s) by name.
If there are definitely no sensitivity concerns, add 'Not sensitive'. Otherwise, leave cell blank.
Record any sensitivity concerns which might affect access to the collection. Sensitivity review is not essential to record but where obvious useful to record for future access requests and cataloguing.
This might include the presence of sensitive personal data, nudity, violent or gory imagery, and other distressing content. In the case of sensitive personal data, refer to its presence but avoid referring to the individual(s) by name.
If there are definitely no sensitivity concerns, add 'Not sensitive'. Otherwise, leave cell blank.
Sensitive - patient data
Sensitive - patient record
Sensitive - career sensitive information
Sensitive - violent imagery
Sensitive - graphic clinical images
Sensitive - nudity
Not sensitive
Conservation notes
Record any conservation concerns which might affect access to the collection in future.
This might include significant damage or loss to the material.
Record any conservation concerns which might affect access to the collection.
For material extracted due to its fragility, the nature of the concern should be recorded here.
For material extracted due to its audio-visual format, specific information about its format may be recorded for future access requests, cataloguing and inform preservation efforts.
For material extracted due to its digital format, specific information about its format and any operating system and software requirements may be recorded for future access requests, cataloguing and inform preservation efforts.
Evidence of mould
Tears and loss to multiple pages
Glass - fragile
Paper is brittle
Multiple glass slides are broken
Tightly rolled
Extraction details
Record the unique reference of extracted material if taken from within this set of material, such as from inside a file, box-file or pack.
Otherwise, leave cell blank.
Record the barcode and box number the material was previously stored in.
If it was previously part of a pack or found inside a file or other such container within a box, include the title here for cross-referencing.
If it was extracted prior to this sprint/focus week, add a note to reflect this. State specific month and year if provided with old extraction documentation.
If the extraction reference was changed as previously itemised as an AV item, record the previous identifier.
See 2345_BD_007 for extracted CD
Extracted from Box 7 (B000001890627)
Extracted from "Kenya 1980", Box 7 (B000001890627)
Extracted prior to May 2024 from Box 8 (B000001890628)
Extracted March 2020 from "Zurich 1982" Box 9 (B000001890629)
Extraction identifier previously recorded as 2345_AV_007
Appraisal Notes
Record whether any duplicates, blank sheets or ephemera were removed during listing.
For material extracted due to size or fragility, record whether any duplicates, blank sheets or ephemera were removed during listing.
For material extracted due to audio-visual or digital format: At point of listing, record whether the item is a clear duplicate of another item in the same accession, clearly out of scope from context provided on the physical media i.e. a software program, and/or inaccessible at Wellcome due to its format. Only record that it is a duplicate in this cell, if the intention is to dispose of it.
At point of ingest for digital material, record whether the item is unreadable, has failed virus check, disc image creation has failed, if the format has been kept as an access copy, and/or if the material requires specific technology to access.
At point of disposal, record a disposal statement as appropriate to decision made.
Weeded duplicates.
Weeded blank pages.
Weeded ephemera out of scope.
16mm film. Needs digitisation to access.
Betamax. Needs digitisation to access.
MiniDisc. Needs hardware to access. Copy-protected - not ingested.
Duplicate.
Unsure whether copies or parts - labelled as parts.
Out of scope - software program.
Unreadable on mac and windows.
Virus check failed.
Cyclic redundancy error - copied, no iso file.
CD-ROM kept as access copy.
DVD kept as access copy.
Audio CD kept as access copy.
Has software dependencies to access fully.
Requires Windows 95, Adobe Acrobat to access fully.
Low value - not worth resources needed for recovery attempt. Original media sent for secure destruction in Month Year.
Notes
Record any other notes about the material which isn’t more appropriately mentioned in previous fields.
Record any other notes about the material which isn’t more appropriately mentioned in previous fields.
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