RBSC Vertical Files

This is a guide for creating AtoM descriptions and Voyager bibliographic records for materials in the RBSC Vertical file collection. This guide is part of the RBSC Archives Toolkit at the University of British Columbia Library - Rare Books and Special Collections.

Vertical file master list

TBD

Rehousing vertical files

Add the VF number in the upper left corner of a new archival folder
Add the barcode to the front right of the archival folder
Stamp "Rare Books and Special Collections" and "Please retain original order" on the archival folder
Write the title on the centre of the archival folder
If the material for the vertical file does not fit into an archival folder and box, it will be stored with oversize vertical file materials (consult with the archivists / librarian / archives assistant)

AtoM descriptions

Copy and paste the metadata from the Vertical file master list into the AtoM fields below:
- Title proper
- Level of description - Select "File"
- Reference code - Enter VF-XXXX number
- Dates of creation
  - Dates
  - Link authority record as appropriate
- Physical description
- Scope and content
- General note - Enter Located in Box XX or Located in VF OVS
- Name access points
NOTE: When linking authority records in the Date of Creation Area and Name Access Points, make sure to check for existing authority records and note the authorized form of name beforehand. If this is not done then you may accidentally create duplicate authority records in AtoM.
Sample Vertical file record in AtoM

Voyager bibliographic records

On your desktop, double click on the VOYAGER launcher icon.

You must log on to the VOYAGER circulation module to create a new VF record. All new VF records should be created in this module.

To log on:

Make sure UBC is highlighted yellow in the upper left
Then click on the Circulation icon

Enter your Voyager ID and password, and then click on OK.

From the pop-up box, select RBSC Circulation, and then click on OK.

Click on ITEM icon at the top, and then click the Cancel button on the "Search by Item Barcode" pop-up box.

In the top navigation bar ("File bar"), click on ITEM, then select Add Bib/Item (or use the short cut Ctrl+T).

Start at the ITEM tab on the far right.

Select Pamphlet from the Item Type field
Enter "1" in the Copy field
Enter the barcode on the folder in the Item Barcode field using the barcode scanner

Go to the Holdings tab in the middle.

In the Location drop-down menu, select RBSC vertical file
In the Call No. Type menu, select Other
In the Call Number field, enter the VF number as follows: VF-XXX
[Not likely to be needed]. In the Free Text field, you may enter a note about the item. This field does not currently display in the OPAC, but in the future it may appear, so feel free to write a helpful note. Make sure that you enclose your note within angle brackets. e.g., <text here>

Go to the Bib tab on the far right.

In the Template menu, select RBSC archive and mss. collection.
In the Date field, enter the date of creation (year) or the first year in a date range
- If there is no date of creation, supply an approximate date of creation
- Use a “u” in place of the number(s) you are unsure about
  - e.g., 197u = Decade certain, 18uu = Century certain

In the Format menu, select either Manuscript text-only collection OR Archival mixed collection
In the Place menu, select the province, state, territory, or country in which the item was created. Choose the most specific option that applies. e.g., If the items were created in Kelowna, British Columbia, Canada you would select British Columbia
In the Language menu, select the appropriate language. If you are unable to locate the language of your item in this list, select Miscellaneous (Other)
In the Personal Author field, if there is a known individual creator, first check the Library catalogue (www.library.ubc.ca) to see if we have other works by this creator. Use the Author search. If you find that we do have other works by the creator, use the format that you find (authorized form)
- If you don’t find other entries for the creator, enter the creator’s name in the following format. e.g., lastname, firstname
Use the Personal Collector or Corp. Collector fields if a collector, but not a creator, name is known or if the materials were created by a corporation, government, group, committee, conference, congress, etc.
- If there is both a personal author and a collector known, use both the Personal Author and applicable Collector fields

In the First/last dates field, enter the dates of creation according to RAD formatting (1.4B. Date(s) of creation)
- Use a "-" in place of the number(s) you are unsure about. Enclose the date in square brackets and follow the square brackets with a period
  - e.g., [197-] ₌ Decade certain, [18--] = Century certain
- If you are really making a guess, follow the date with a question mark
  - e.g., [197-?] = Probable decade, [18--?] = Probable century
In the Extent field, enter “1 file folder"

In the Title field, provide a title enclosed in square brackets (indicating an archivist assigned title) based on the creator and the contents of the vertical file. Write the title down on the vertical file envelope
- E.g., [name…letter OR letters OR documents OR miscellanea OR journal, etc.]
- Leave off all leading articles (a, the, an, etc.)
- Don’t use quotation marks
- Only capitalize proper nouns (e.g., Names)
In the Related fonds title field, enter the authorized title from the related record of any RBSC fonds of the same creator

In the Summary note field, provide a brief scope and content note for the vertical file, according to RAD standard formatting
- Start summary note with "File contains…"
- Include the following if available:
  - Whether the contents are copies of originals
  - Types / genres of materials included
  - Addressee and recipient if appropriate
  - Geographical area
  - Number of items
  - Subject matter or topic

That’s it! Take a look over your work once more and then hit OK. Then go to the Library catalogue and take a look at your record.

Make sure to enter the information for your new record into the vertical file master list.