Resolving and Cleansing Data

When phase 1 inventory of part of the collection is completed, steps need to be taken to ensure consistency.

1. Create a list to see if any items in the location do not have a new shelfmark – check the records to see why they were missed or if this information has been misplaced.

2. Export data from the completed collection into an Excel spreadsheet – use the shelfmark rather than location as a guide.

3. Check that an Inventory location check macro has been added (can be done through creating/filtering a spreadsheet or creating a list on Sierra). If it is clear from other macros that the book has been checked, add the ‘found’ macro. If the item has been missed, recheck and see if there is a reason why.

4. Resolve ‘Recheck’ items i.e. see if the book is still not on the shelf and note where the work is meant to be located e.g. conservation

5. Clean up any misplaced fields or information from item records i.e. when the condition has been placed incorrectly in the accession number field.

[Procedure pre Q1 2024: Change STATUS of item records of missing books to ‘missing’ and change ICODE2 to ‘n suppress’. Check the bibliographic record - If there are multiple items attached to the bibliographic record, leave the record as it is – the only variation with this is if all the multiple items are missing i.e. full set of volumes/multiple copies are missing. If only the missing item is attached to the bibliographic record, click edit and change BCODE3 to ‘n suppress’.]

6. Write a collection report noting key statistics, any wider conservation or bibliographic issues and describing any changes in procedure.

7. Carry out physical condition checks where it has not been recorded (not essential to Museum Accreditation but important for ensuring correct care going forward).