Omeka: Creating a Box record

Archive Boxes have their own Omeka entry. They do not have accession numbers; they have a Table of Contents describing what is in the box.

Updating an existing Box record

This is very easy. However, you must first have a login to Omeka-S, our archiving software; and you must know how to access it and log in. Talk with the director if you are not that far yet!

1. Find the Box record. The easiest way to do this is to search for a box number using quotation marks, like this: "Box 12".
2. Edit the record. In the search result, click on the pencil icon to the right of the title. If you are already looking at the Box record, click the “Edit Item” button in the top right corner.
   1. Typically, the only edits you will make are to the Table of Contents.
   2. Use a separate line for each entry, and start each line with a hyphen.
   3. The Table of Contents does not necessarily list every item. The TOC of a typical box containing numbered folders and other items might look like this: – Folder 1: WH Deaton pictures – Folder 2: WH Deaton receipts – Folder 3: WH Deaton papers – Ledger from WH Deaton store – Fan from WH Deaton store Some boxes contain only a single item (e.g., a scrapbook) and the TOC would only have a single entry with that scrapbook, not all the contents of the scrapbook (it should have its own Omeka entry with details about it and what's in it).
3. Save the record with the “Save” button in the top right corner.
4. Update the Box label. Put an X in the "Table of Contents" item on the Box label, if it is complete.

Creating a new Box record from scratch

This should only be done by those certified to do accessions.

1. Add the Box to the official Box spreadsheet record. If you don‘t know what that means, don‘t do anything and talk with the director.
2. Add a new item.
3. Set the Resource template: in the first field, drop down and select “Archive Box Record.”
4. Set the Class: in the second field, select “Collection.”
5. Set the Title: This should always be in the form "GHM Archive Box __."
6. Set the Description: This should always match the spreadsheet title and printed label.
7. Add the Table of Contents: Use a separate line for each entry, and start that line with a hyphen. If you do not have time to fill out the TOC, that's okay.
8. Save and verify.
   1. Save the record with the “Save” button in the top right corner.
   2. After saving the entry, verify that the Box entry is correct as shown.
9. Update the Box label. Put an X in the "Box in Omeka" item on the Box label. Add an X to the TOC item if it is complete.