Archival Processing

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:

• 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

• 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 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

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

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