Notes

Rules for completing column P of the scoping spreadsheet

The notes column is to flag specific information or actions required. This is where all clarifying and additional notes during checking of previous columns are recorded. It is intended as a helpful guide during Phase 2 as to the nature and extent of the work needing to be completed.

This could include information about:

The notes column is free text. It could include information about:

• potential location if not held in Deepstore

• any data anomalies identified that require further investigation

• oversize or fragile material

• whether the accession record needs updating (specific fields that are likely to need updating include format, linear metres, cubic metres, location)

• whether the CLD needs updating (specific fields that are likely to need updating include extent field (if it’s a partially catalogued collection, there should be one for catalogued and a second one for uncatalogued), description, subjects)

Notes for born-digital material

• Note which boxes contain born-digital material so they can be located, recalled, and extracted.

• If digital material has already been extracted note whether:

  • the material has a Droid profile in the Collections File (if there isn’t one, there is no need to create one at this stage)

  • there are indications that material has already been ingested into Archivematica. You can check this by looking at the accession record for the Archivematica UUID in the Process Note field e.g. Digital files ingested into Archivematica 04/03/2020, UUID: 67d3ca9f-f26a-4717-a46c-6fcadd2893f1

  • it hasn't been itemised in the box list

• Any other relevant information recorded in the accession file e.g. if any material hasn't been transferred to Archivematica, any discs are unreadable etc.

Notes for audio-visual material

• Note which boxes contain audio-visual material so they can be located, recalled, and extracted.

• If audio-visual material has already been extracted note whether it hasn't been itemised in the box list.

Notes for material requiring conservation attention

• Note whether material is likely to be oversize or fragile (if possible) and the barcodes if identified

• If material has already been extracted for conservation attention, note whether unique identifiers haven't been recorded in the box list.