Contains DS barcodes?

Rules for completing column H of the scoping spreadsheet

Completing this column alongside the 'contains box no?' column, we are identifying whether there are any discrepancies and what they are. Ensuring that material is easily findable and retrievable is essential to increasing accessibility.

Deepstore (DS) barcodes are now part of the box list template and recorded within the box list. For older box lists or finding aids this was not regularly the case. For smaller accessions the barcodes may be recorded in the accession record under Acquisition Notes or Description. In some circumstances there might be a separate document recording the barcodes.

Choose an option from the pick list:

• Yes

• No

• Some

Select 'yes' if:

• the box list, the accession record for smaller accessions, or any separate document records all Deepstore barcodes

Select 'no' if:

• only some barcodes are recorded

Select 'some' if:

• there are no barcodes within the box list, or accessions record, and no separate document exists

Checking the online Deepstore Inventory

1. If the box list, or accession record contains barcode numbers, go to DeepStore (deepstoreonline.co.uk) (login required. Ask Sarah Bird for this if you do not have one).

2. Search the inventory on the accession number or the reference.

Information hasn’t been recorded consistently and there can sometimes be spelling mistakes. When searching try with and without slashes and underscores.

1. Once barcodes have been located and identified in the online Deepstore inventory update the Updates_for_Deepstore_Inventory_list.xlsx spreadsheet:

   1. Copy the ‘Container Barcode’, ‘Alternative Codes’, ‘Custom Field 1’, ‘Custom Field 2’ and ‘Custom Field 3’ fields from the online Deepstore inventory and paste them into columns A-E of the spreadsheet.

   2. In columns G-I of the same spreadsheet, we want to tidy up this metadata to make it all consistent for searching in future. In column G, record the same barcode, in column H the reference number, and in column I the accession number followed by the box number.

   3. Column K will be completed by Sarah Bird once the master online inventory list has been amended.

   

   Screenshot showing current data on the left, and the tidied data on the right

If there are any unclear references in the Deepstore inventory which aren’t in the box list or accession record, or there are fewer boxes than expected, record their existence in the Notes column of the scoping spreadsheet.