Policy #26: Web Editing Checklists

University of Missouri - Columbia Archives

Policy Number 26: Web Editing Checklists
10/2001

1. POLICY:

Web editing checklists are made available to assist staff members in achieving and maintaining format consistency on the University Archives web site.

2. PURPOSE:

A comprehensive, staff encompassing edit of the University Archives web site took place in 2001. The following checklists were used in this project, and will be useful for future editing.

3. SCOPE:

This policy applies to all University of Missouri-Columbia Archives staff members and student workers.

4. RESPONSIBILITIES:

All staff members and student workers are responsible for amending format inconsistencies and errors on the University Archives web site.

5. DEFINITIONS:

None

6. PROCEDURES:

6-1. GENERAL CHECKLIST

6-1-1. Metatags

6-1-2. Records Title match

6-1-3. Records Title begins with UM-System OR UMC

6-1-4. End Title with specific reference to records (Ex: Papers, Records, Files)

OR

6-1-5. Record Sub-Group number & URL match

6-1-6. Add bulk dates if possible

6-1-7. Volume includes cubic feet and linear measurements

6-1-8. Records Center box numbers to have 6 digits: 004896

6-1-9. Abbreviation (cont’d) - not continued, cont., or con’t

6-1-10. Dates
for months and year: 05-06/1973--07-08/1973
for month, day, and year: 05/01/1973-07/01/1973

6-1-11. Make sure links work within the document

6-1-12. Colophon current and updated for copyright, created, and revised dates

6-1-13. Spell out an acronym with the acronym in parentheses after the term, the first time the term is used. Then, only the acronym may be used in the document.

6-1-14. Abbreviate circa with ca. – use this abbreviation before the date when the date(s) are uncertain

6-1-15. If a collection contains more than 20 boxes, a separate page should be created to list those box numbers and location

6-1-16. Spell-check documents

6-1-17. For summary and index pages, add et al to colophon

6-1-18. Take out extra tags between paragraph spacing

6-2. INVENTORY CHECKLIST

6-2-1. Bulk dates in title block

6-2-2. Accession numbers

6-2-3. Parentheses around dates in Scope and Content Note

6-2-4. Scan column location format with 

6-2-5. Series Description in paragraph form without line spaces between each series title

6-2-6. Series Outline:

1. *insert series name here*

2. *insert series name here*

3. *insert series name here*

6-2-7. No colon (:) after Inventory and Box

6-2-8. Dash (-) between a series number and the series title

6-2-9. Series Formatting:

Series One – Title of Series
Box 1
Series Two – Title of Series
Box 1 (cont'd)

Series Two – Title of Series (cont'd)
Box 2

6-2-10. Series Formatting

Series..... 
Box 1 

6-2-11. Series Formatting

.....
Box 2 

6-2-12. FF numbering and title form: FF 1 – File Folder Title, 01/01/2001

6-2-13. No period (.) at the end of FF titles

6-2-14. Expand combined numbered folders to individual folders, in most cases

6-2-15. FF – File Folder Title, date [Restricted]

6-2-16. Box X and FF – X in bold

6-2-17. Sections in order – all section titles in bold except colophon

Title Block
Scope and Content Note:
Historical or Biographical Note:
Series Description:
Series Outline:
Note to Researchers:
Restrictions Note:
Colophon

6-3. SUMMARY CHECKLIST

6-3-1. Check volume amount for title block

6-3-2. The Scope and Content note should be a generalized overview of the kinds of materials found in the series descriptions and a statement of their association

6-3-3. Beginning format for series descriptions:

6-3-4. First sentence of descriptive paragraph should contain dates in parenthesis at the end of that initial sentence

6-3-5. Location in parenthesis one line underneath summary paragraph with this format

6-3-6. List all box numbers in a range

6-3-7. Place a comma between amount and location

6-3-8. Place a semicolon between a previous location and the next amount

6-3-9. Check formatting of summary to inventory paragraphs (linking the summary to the full inventory)

Former Series #12 C: 0/47/8 
UMC; University General; Photographs 
This Series has been enlarged to a full inventory. <a href="c-rg0-s56.html"> Please follow this link to reach the inventory.</a> This Series contains a photograph album entitled University of the State of Missouri: Photographs of Officers, Faculty and Instructors and individual photographs transferred to the University of Missouri-Columbia from Ellis Library, (ca. 1890-1959).