Search for a Collection or Box in Zasio
To search for a collection or box in Zasio:
- Click the Boxes icon
- Click the Search icon at top left (magnifying glass)
- Click the ellipsis button "..." (three dots) to the right of the Record Series field
- Click the arrow next to OU Libraries
- Click on Special Collections
- Double-click on the name of the collection
- Click the OK button
- Scroll through the boxes until you find the one you need, or click the Browse button, select (click) the box/item from the list, then click the Edit Mode button
Add an Archival Collection to Zasio
Add an Archival Collection to Zasio:
- Select Organization icon
- Select Record Series icon
- Choose these options:
- Company: OU Libraries
- Department: Special Collections
- Parent Record Series: [leave this space blank]
- Series Title: enter the collection title (last name, first name) with the library abbreviation (such as WHC) in parentheses at end. Keep it brief to fit the labels. Example: Smith, Jane, Papers (WHC)
- Description: enter the collection title, material types, dates, extent, and collection scope note if you have it
- Click “Add” button and exit this window to return to home screen
The collection is now added to the system.
Assign Boxes to Shelves in Zasio
Assign Boxes to Shelves in Zasio
- Select Records icon
- Select Boxes icon
- Click the “Add” button first. This assigns the box a systematic auto-number.
- Choose these options:
- Box Number: this is an auto-number; leave as-is
- User Box Number: record the cubic footage here
- Barcode ID: remove the auto-barcode and replace it with the Alma barcode
- Box State: Inactive
- Company: OU Libraries
- Department: Special Collections
- Record Series: click the ellipses to the right to select the collection title
- Title: enter the Box Number (Box 1, or 2, etc.)
- Description: Repeat the title of the collection and the box number
- Submitted by: choose your name/4x4 from the list
- Disregard the Dates and Retention Information sections
- Box Type: choose the type/size of box
- Record Center: Security Cage
- Aisle-Bay-Shelf: click Space Management button and choose the shelf, then click the “Update” button. It will automatically assign the next available position on the shelf chosen.
- Click the Print Label button to add it to the label queue
- Click the “Next” button, then the “Add” button to add the next box.
- Click the Labels icon at the top of the window to print the box labels, using the SRC Box label
Check Out/In a Box in Zasio
Check Out a Box:
- Click the Boxes icon
- Click the Search icon at top left
- Click the ellipsis button "..." (three dots) to the right of the Record Series field
- Click the arrow next to OU Libraries
- Click on Special Collections
- Double-click on the name of the collection
- Click the OK button
- Scroll through the boxes until you find the one you need, or click the Browse button, select (click) the box/item from the list, then click the Edit Mode button
- Then click the "Reference Activity" tab
- Click the New Request button
- Click the ellipsis button next to the Person field
- Select WHCPATRON or B5PATRON depending on its destination for use
- Click the Check Out button
- Pull the box from the shelf
- If it does not have an ALMA barcode, print it in Zasio and apply it to the box
- Put the prepared box on a cart in the cage near the door, with a sticky note indicating that it goes to B5 or WHC
- Reply-all to the email chain that the box is ready in the cage for transport
Check In a Box:
- Click the Checkout icon
- Scroll through the listed checked out boxes (filters are available at the top)
- Select (click on) the box/item to be returned
- Click the Check-In button
- Take a look inside the box to make sure no checkout paperwork remains inside
- Shelve the box
Export a List of Boxes in a Collection from Zasio
To export an Excel spreadsheet list of boxes in a specific collection from Zasio:
- Select Records icon
- Select Boxes icon
- Select Search icon
- Choose the collection title from the Record Series field by clicking the "..." (three dots) button by it
- Select the arrow by OU Libraries
- Select Special Collections
- Click the collection title you want, then the Select button
- Click OK button
- Select Browse button
- In the window that pops up, right click anywhere on it and choose Export to Excel
- Save the file
Export a List of Boxes in a Storage Area from Zasio
To export an Excel spreadsheet list of boxes in a storage area from Zasio:
- Select Records icon
- Select Boxes icon
- Select Search icon
- Choose the Additional tab
- Select storage area (ex: Security Cage) from Record Center field
- Select Browse button
- In the window that pops up, right click anywhere on it and choose Export to Excel
- Save the file