(WHS Archives) Film -- Item Records
Creating item records in Alma for films and videos at WHS and WCFTR
Add Item Records for Films and Videos
- Search: Find bib record in Alma under "All title search" in Institution Zone (IZ)
- Open Holdings: Click Holdings under selected title
- Open Items: Identify holdings record to add items to. Actions -- View items
- Add item: While in item list click "Add Item"
- Do not add barcode yet: Scanning the barcode will automatically exit and save the record.
- Material type: Select one of the following from the drop down menu:
Videorecording - for all moving images on videotape
Video-DVD - for all moving images on DVD
Motion Picture - for moving images on film - Item policy: Select one of the following from the drop down menu:
Archives (does not Transfer outside WHS) = Materials cannot transfer within ARC Network, but circulate normally (for example photographs, oversize items, etc.)
Archives Restricted = Materials have a restriction (506) that requires permission for access - Enumeration A: Film or Video call #
BA 739 - Public Display: Description -- Generate
- Edit Description: Delete "v." in front of call number. [Unfortunately this is a default that cannot be shut off.]
- Save and Edit: To enter information under the Note tab, select Save and Edit
- Add Statistics Note 1: Under Notes tab copy one of the following into "Statistics note 1":
WCFTR Film
CW Film
WHS Film - Add Statistics Note 2: Copy one of the following into "Statistics note 2":
disc
film
videotape - Scan Barcode: Under General tab scan barcode. Unless there is an error, scanning barcode should save and close record
- Save
- Create multiple items for same holdings: Duplicate the first item. Action – Duplicate. This will automatically duplicate and open a new item record.
- Update Call #: Change the call # in Enumeration A and Description
- Verify other information: Verify Material type, Item policy, Statistics note 1, and Statistics note 2, are still appropriate; change as needed
- Scan Barcode: save and close record
- Repeat steps 16-19: as needed