Attaching a new item record

The easiest way to attach a new item record is to create one using a template.

There are a number of templates available so you may have to adjust your settings to ensure you get the correct template.

To set a preferred template, go to Admin -> settings -> record templates -> record type item, then move 'ephitem ephemera item' to the left hand column using the arrows.

Using a template

The template can be found by going to the item record summary, clicking on the view drop-down menu, selecting item and clicking attach new item.

Once selected, you will be guided through a series of prompts before editing the final record. At the end you will be able to change any field you created during the prompt stage.

Current Location

The Current Location field will be used for the item's location. The beginning of the location hierarchy will appear in the prompt:

The rest of the location hierarchy should follow the format:

[Building];[Room];[Type of storage];[Aisle];[Bay];[Shelf];[Box]

e.g. 215;B11;MR;161;3;Box 120

Barcode

Scan a barcode using the scanner.

Shelfmark

The Shelfmark/Ref No is the item's unique object number. It will follow the pattern EPH / [old box number] / [number in the box] e.g. EPH/25/3.

Add the Ref no from the bibliographic record to the shelfmark field. Make sure they match.

Uncatalogued ephemera is unlikely to have a given ref no. To create one, start with EPH/, then the old box Ref no e.g. 336A, add a slash, followed by the number the item is in the box e.g. item 5 in the box will have the ref no EPH/336A/5. In the rare cases where a ref no has already been given to uncatalogued material, use it but make sure it conforms to the new pattern e.g. EPH223:4 -> EPH/223/4.

Accession #

The default for this field is 'No number found' due to the high number of items collected after 2000. If there is an accession number, delete the default text an fill as standard e.g. 54637.

Physical condition

Add the appropriate letter. If in poor or unacceptable condition, leave the field blank and click next so you can use the macro later.

Full item record

You can now carry out a full inventory, bearing in mind the variations.