📖Updating CALM
Purpose of this guidance
This guidance is designed to aid inventory leaders to update the accession and collections level description records in CALM to reflect changes made during retrospective listing and extraction of material. It is in line with section 3.3.5.2 Post transfer: Processing digital acquisitions, Dealing with removable media, 3.3.5.4 Accessioning in CALM, and 4.9.2 Amending an existing Collection Level Description within the 'Acquisition and Accessioning Manual'.
Double check the final boxlist
Check the boxlist has been completed to current standards with no missing data.
The fields which must contain a value are 'Deepstore barcode OR Onsite location', 'Ref No', 'Title', 'Format', 'Extent', and 'Date'. Spot check these fields for any formatting errors.
For extracted material, check full locations have been added for any AV or Digital material and a temporary 6th floor location for all other extracted material.
Also check that extraction details have been added referencing which box the material came from.
Spell check the spreadsheet.
Be aware that some spelling mistakes may be deliberate, as in the case of transcribed titles.
Check and update the CALM accession record
Check that the information is updated to reflect the box list and accounts for extracted material. Fields to update include (see 3.3.3.5.4 Accessioning in CALM for full details on how to complete each field in CALM):
Dates: amend dates if existing date range is inaccurate.
Format: insert a new instance of this field for each format type
Cubic_Metres: Use appendix 4.8 or excel reference sheet for calculations. Do not populate for accessions smaller than one box. Don't include extracted material or duplicate if already calculated for collections accessioned under the same number multiple times.
Linear_Metres: Use appendix 4.8 or excel reference sheet for calculations. Do not populate for accessions smaller than one box. Don't include extracted material or duplicate if already calculated for the same collection accessioned under the same number multiple times.
Bytes: Use for accessions with born digital content. Enter the overall size of digital material in bytes (KB, MB, GB or TB).
Extent: insert a new instance of this field for each extent that is stored in a separate location. Ensure it correlates to the relevant location field.
Location: insert a new instance of this field for each different location. Ensure it correlates to the relevant extent field e.g. location2 relates to extent2. Use location hierarchy e.g. 215;B11;MR;12;2. Use AWS for ingested digital material.
Finding Aid: check the correct term from the picklist is chosen
Priority_Notes: Record if the accession listed could be a good candidate for deaccessioning where the material as a whole is out of scope of current collecting principles and interest due to its format or content.
ProcessNote: Record any appraisal decisions and processing activities for born-digital material following this guidance.
AcquisitionsNotes:
Move any notes relating to born-digital processing to the ProcessNote field.
Record Deepstore barcodes for small accessions that do not have a separate box list.
Record any appraisal decisions for non born digital materials e.g. travel ephemera disposed of.
Record that the box list and accession record were updated as part of retrospective work
This accession was recalled in July 2023 to identify, itemise and extract audio-visual/born-digital/fragile material [use whichever term is appropriate]. This accession was previously listed as 10 boxes but was repackaged during retrospective listing in July 2023.
Sensitivity_Description: make a note of any known access issues.
Check and update CALM collection level record (CLD)
Check that the information is updated to reflect the accession record.
Fields to update include (see 4.9.2 Amending an existing Collection Level Description for full details on how to complete each field in CALM):
StorageSite: insert a separate instance for each storage site e.g. Deepstore or 215 Euston Road. Note: The location field does not need to be populated for uncatalogued material. This information is contained in the accession record and the box list.
Date: amend dates if existing date range is inaccurate.
Extent: there should be one field for the amalgamated total for the catalogued material, and a separate instance of the field for the amalgamated total for the uncatalogued material, using the prefix 'Uncatalogued:'
AccNo: ensure all accessions are present in separate instances of the field.
Accruals: ensure all accessions are listed, including accession number, year of accession, extent and brief overview.
Subject headings: ensure relevant subject headings are added.
Old SDB references: delete all old references to SDB/Preservica. These are no longer relevant once material is confirmed as ingested in Archivematica. These references may appear in the
SBD_Ref,SDB_Typeand/orArchivematica_UUIDfields. The Archivematica UUID is in the accession record until the material is catalogued.
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