These are instructions for creating brief item-level data using our Excel template. The materials we'd catalog in this way are primarily manuscripts, letters, or other large sets represented in Watsonline by a collection-level record.
Copy the Excel template "Data template for letters.xlsx" in Q:\_Production Master JPEGs\Manuscript Letters and save to the project subfolder.
When cataloging, fill in the following fields. In all cases, track questionable data and consult colleagues if there is any doubt.
- Title
- Creator
- Look up authorized form of name of letter writer in Watsonline, LCNAF or VIAF:
- Description (use only if a Box-Folder-Item order is required)
- Subject
- Use authorized names of letter writer(s) and recipient(s) with the "-- Correspondence" subdivision and separated by semicolon-space.
- Contributor (use only if an item is written by multiple people or includes a letter within a letter)
- Date
- In form yyyy-mm-dd (as much as known)
- Date text
- Use for questionable date phrases, e.g. "December 15, [1921?]" or "undated"
- If a probable date is expressed, also enter that date in the Date column.
- Dimensions
- Credit Line (if appropriate; may be auto-filled)
- Language
- Folder
These fields will be either left blank or auto-filled except in uses noted above:
- Alternate title
- Description
- Related resource (used mainly for links to digitized transcripts, filled in later after all uploading is complete)
- Publisher
- Format medium
- Digital collection
- Repository
- Provider
- Credit Line
- Location
- Time Period
- References
- Identifier
- Type
- Copyright Status
- Copyright Note
- Copyright Information
- Watson record number
- Link to Watsonline record
- Transcription
- Local use