Box/Location lists

Following our Solander trial in July 2019, we received positive feedback from the retrieval team regarding the use of box lists. These are a snapshot of audit in time. The digital box lists also serve as a back-up snapshot of our QB data and can be searched/accessed by colleagues who may not be able to access QB directly.

The procedure for creating, printing and saving our box lists can be found below:

Once the inventory of a solander box/location is complete save your work and then run a new search in the artworks table using that location i.e. 'S14.2L.' Without clicking on grid edit, click 'More' on the right top corner of your display. Select 'Save as a spreadsheet.' This will save as a csv. file and can be retrieved from your downloads folder.

Open the spreadsheet/csv. file and adjust it so that data is clearly legible. You can filter your columns/adjust cell width etc.

We do not need to print every cell of data for our box list. For the purposes of printing your list please only retain* the following columns:

• Current location

• Object number (if present)

• Temporary number (if present)

• Number of items

• Part number assigned (if present)

• Title/brief description

• Lettering

• Item/s on catalogue?

• Item absent? (only if item is absent)

• Item absent comment (if populated)

• Date inventoried

• Assessed by

*Hide columns, do not delete them.

Make sure you add some borders and colour/ highlight the first row of headings. If some objects are missing, also highlight those in red and make sure you print in colour.

Retrieval colleagues have mentioned their preference for lists to be printed on A3 paper. Please use the landscape layout/portrait layout as suits and scale to fit all columns on a single page. If you only have a few items in the container then you can print on A4 as you think appropriate.

Before printing - create a custom header. i.e. 'Box list for S14.2L' and add a footer to reflect page '1 of ?'

Print, fold and insert the container list into an acid free wallet and place this on top of the items in the box/drawer. You can print double-sided to save paper waste.

You also need to save your container list as both a csv. file and and an xls. file to sharepoint: https://wellcomecloud.sharepoint.com/:f:/r/sites/wc2/cr/ci/Inventory/Visual%20%26%20material%20culture/Container%20lists?csf=1&web=1&e=cqCnca

Please save solander box lists to the solander store sub folder, and drawer lists to the drawer store sub folder. Save xls files to the subfolders within those folders for print outs.

File naming conventions:

Box list for S14_2R [csv. file] Box list for S14_2R print out [xls. file] Drawer list for D1_2 [csv. file] Drawer list for D1_2 print out [xls. file]