Finishing the box

Record suppression

Always double check: Is the collection level bib + item (i.e. EPH86) suppressed? Are the individual bibs + items (i.e. EPH/86/1) unsuppressed?

Checking key fields for release

As all records will be available on the public catalogue for request as they are created, certain fields need to be double-checked for mistakes rather than left for quarterly data cleaning.

These fields will appear on the export when creating a box list.

Check the following data is correct:

In bibliographic record:

• 001: check this has been updated to correct format (i.e. EPH/11/1). Are there any pieces missing from your consecutive number sequence?

• BCODE = - : check each piece bib is unsuppressed (unless missing etc.) and not left blank

• BIBLVL = m : check this is set to monograph

• MAT TYPE = l : check this is set to ephemera

• 773 : see "Other data reconciliation" for info (you do not need to include this at this stage)

In item record:

• ICODE2 = - : check each piece item is unsuppressed (unless missing etc.) and not left blank

• ITYPE = 8 : check this is set to ephemera

• LOCATION = sgeph : check this is set to Closed stores ephemera

• STATUS = - : check this is set to Available and not left blank (unless other access status is needed)

• OPACMSG = f : check this is set to Online request and not left blank (unless other access status is needed)

• SHELFMARK = check this is in the correct format (i.e. EPH/11/2)

Creating a box list

Open up 'Create lists' on Sierra, single click '27 MD Ephemera Box List Exports and KPIs', click on 'Search Records' and 'Edit existing query'. Search your current location e.g. 215;B11;MR;161;6;4;Box 130.

Once your search is complete, click on 'Export Records'. The correct list of fields should be displayed but, if not, go to 'Apply Saved Export' and double-click 'MD Catalogued Ephemera Full Export'. Next browse your files for a suitable location to store it with the name Box [x]. Click OK.

To convert the text file into an Excel Workbook, open any Excel spreadsheet, go to File -> Open -> Browse, change the search filter to the right of the file name to 'All files' and click on your file.

As your file opens, you will encounter a Text Import Wizard with prompts:

1. Change the file origin from Windows (ANSI) to 65001: Unicode (UTF-8) . Click next.

2. Leave the delimiter on Tab. Click next.

3. Leave the column date format as General. Click Finish.

Before making any more changes, save as an Excel Workbook.

To make the box list suitable:

1. Check the key fields are correct (see above)

2. Delete extra fields so you only retain SHELFMARK, 1 (which you should change to REF NO), 245 and 500 [inventory status]

3. Make sure the items are in the same order as they will be in the box [make any missing items bold]

4. Insert a running number field in the first column

5. Delete any record creation or unsuitable housing information from the 500 column. Only keep the inventory status. Wrap text in this column

6. Add the box number and location hierarchy as a header [Bold; size 12]

7. Add a page number [Page 1 of ?] as a footer

8. Add all borders

9. Make the heading [Shelfmark/ref no/245/500] light grey

10. Change Margins to narrow

11. Ensure the Shelfmark, Ref No and inventory check information are clearly visible

12. Adjust so all the fields print in portrait, even if the number of items go across multiple pages

13. Print double-sided [flip on long edge]

14. Add to the file to the Ephemera Box List print outs page on Sharepoint.

Finally, put the box list in a generic plastic sleeve and add to the front of the box. If the box had a previous box list in a fancy melinex sleeve, replace with the generic plastic sleeve and save the melinex sleeve for any ephemera that needs separating.

Changing the physical box

Rub out the previous subject and EPH number on the inside of the box lid.

Remove this

Add an inventory complete sticker with the date. Stick this across the previous box subject sticker. If necessary, trim the label, or stick it on vertically.

From this

To this

Cross out EPH and write box above the number.

From this

To this

Unlinking

Most "box level" items are analytically linked to each (existing) bibliographic records for the individual ephemera pieces. To unlink them:

1. Search for the box level record i.e. EPH506 using the index "o Reference" in Sierra, and double click the record to open. Usually it'll open displaying the item record automatically, and you'll see that the box level item has analytical links listed at the bottom:

Screenshot of a "box level" item record which is linked to "item level" bibliographic records - this is how ephemera was circulated/requested at box level previously

The amount of linked bib records may not always correlate with the actual amount of pieces in the box, particularly if you created new bibs as part of inventory

1. Right-click on the first bib record number (b number) and select "Remove link to bibliographic record):

Screenshot of how to remove the link between the "box level" item and the "item level" bibliographic records

1. Confirm the unlinking by clicking Yes. You'll see the b number disappear from the list along the bottom:

Screenshot showing confirmation of unlinking

1. Complete this unlinking until no b numbers are listed along the bottom. If you want to check this has been successful, search for an individual item in that box (i.e. EPH/506/1) and there will only be one (1) item listed - the one created or edited during inventory

You can choose to unlink the box level item at the end of each box you complete, or group them into batches - suppressing the collection level bib and item means that there is no impact of analytically linked bibs to the newly requestable bib + item

Updating the spreadsheet

Highlight the completed box in green on the ephemera spreadsheet, update the catalogued column and check you have added your initials. This will show others in the team where we are up to and to show where de-linking needs to be completed.