In 2001, an Outlook Public Folder was created for University Archives. This folder contains a shared staff calendar. In 2002 two Microsoft Excel files for automating University Archives procedures were created and implemented. Amy Douglas (Technical Services Archivist, 2001-2002) suggested and implemented the Outlook Public Folder/Calendar for University Archives as well as created and implemented the Excel automation forms.
The purpose of the Outlook Public Folder containing the shared calendar is to facilitate staff scheduling for meetings, vacation days, sick leave, etc.
The first file entitled Processing (Finding Aids, Labels) Template facilitates the creation of paper finding aids by having one point of data entry in which duplicated information is automatically entered. The second file entitled Records Center Appraisal Form Template facilitates the appraisal and description process of records being reviewed at the Records Center from the Certificates of Disposition.
This policy applies to all University of Missouri-Columbia Archives staff members and student workers.
Full-time and permanent staff members are responsible for submissions to the Outook Public Folder's staff calendar. Any staff member involved in archival description or Records Center appraisal is responsible for using the Excel automation forms.
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6-1. Public Calendar in Microsoft Outlook
6-1-1. To view the calendar: Open Microsoft Outlook; In the Folder List expand through the following: Public Folders, All Public Folders, Columbia, Departments, University Archives, Calendar-Staff
6-1-2. To change permissions for the calendar: Right-click on Calendar-Staff; Click Properties; Click the Permissions tab; add and remove individuals or change roles of an individual
NOTE: Contact the Executive Technology Support (ETS) Helpdesk (http://www.umsystem.edu/ums/departments/is/ics/helpdesk.shtml) for assistance with the University Archives Public Folder.
6-2. Processing Form Template in Microsoft Excel
6-2-1. The Processing Form Template is located in P:\Forms-Templates
6-2-1-1. Open My Computer; open Archives on 'Um-ics-fs1' (P:) drive; open Forms-Templates folder; open Processing (Finding Aids, Labels) Template.xlt file
6-2-2. There are 12 different worksheets in this Excel file. Each worksheet's title is located on its corresponding worksheet tab. The titles represent the following:
ENTRY Collection data and information should be entered here. This information is duplicated in the worksheets that follow.
Kar-Bl (W) One 8"x5" blue Kardex card (or one of the white Kardex cards) can be printed from this worksheet.
Kar-Y (W) One 8"x5" yellow Kardex card (or one of the white Kardex cards) can be printed from this worksheet.
Labels-A(1) Two 4.5"x2.25" white container labels for materials stored in Lewis Hall can be printed from this worksheet.
Labels-A(2) Two 4.5"x2.25" white container labels for materials stored in Lewis Hall can be printed from this worksheet.
Labels-RC(1) Two 6.25x4.75" white Records Center labels for materials stored at the Records Center can be printed from this worksheet.
Labels-RC(2) Two 6.25x4.75" white Records Center labels for materials stored at the Records Center can be printed from this worksheet.
Bx List(1) One box list can be printed from this worksheet on a 8.5"x11" sheet of paper.
Bx List(2) One box list can be printed from this worksheet on a 8.5"x11" sheet of paper.
Inv Form One "University Archives Inventory Work Sheet" form can be printed from this worksheet.
Kar-Back One Kardex card back (any color) can be printed from this worksheet.
DATA Drop-down box data for the ENTRY worksheet must be stored in this worksheet.
6-2-3. Data and information about a collection should primarily be entered in the ENTRY worksheet, then the duplicated information in the worksheets that follow will be automatically entered.
6-2-4. To delete, change, or enter data: Click on a box/cell; Go to the top of the screen to the long white box that follows the = sign; Change data in this box, including cutting and pasting text, not in the actual form area.
6-2-5. Tab through the different worksheets to check work. Changes to data in the boxes/cells in the worksheets other than the ENTRY worksheet should be made as appropriate/needed. For example, locations will need to be added to the labels [worksheets Labels-A(1), Labels-A(2), Labels-RC(1), Labels-RC(2)]; box descriptions will need to be added on the box lists [worksheets Bx List(1), Bx List(2)] and unique information will need to be added to the inventory form (worksheet Inv Form).
6-2-6. Data should be printed out from the appropriate worksheet to the appropriate cards, labels, forms, or sheets.
6-2-7. The Excel file, included all the worksheets, may be saved. Go to: File, Save, change the File name:, and click Save. This will not affect the original template located in P:\Forms-Templates.
NOTE: For assistance with Microsoft Excel in general, see the help files concerning forms or contact the Information and Computing Services (ICS) Helpdesk (http://www.umsystem.edu/ums/departments/is/ics/).
6-3. Records Center Appraisal Form Template in Microsoft Excel
6-3-1. The Records Center Appraisal Form is located in P:\Forms-Templates
6-3-1-1. Open My Computer; open Archives on 'Um-ics-fs1' (P:) drive; open Forms-Templates folder; open Records Center Appraisal From Template.xlt file
6-3-2. There is one worksheet in this Excel file. The worksheet's title is located on its corresponding worksheet tab. It is entitled REVIEW. As Certificates of Disposition are received from the Records Center, data from the certificates are entered into this file. The field/column titles in yellow denote the type of information entered into particular columns. Place the mouse over the red tabs located in the upper right-hand corners of these boxes to see notes concerning what types of information belong in the corresponding columns.
6-3-3. After data are entered, the data can be sorted according to box number. Such a sorting facilitates quicker appraisal at the Records Center as the box number will be in numerical order. After the Records Center appraisal, the data can be resorted according to department to facilitate description.
6-3-3-1. To sort: Highlight the entire worksheet (do this by clicking the empty box in the left-hand corner of the worksheet -- above row 1 and to the left of column A); Go to Data, then Sort
6-3-4. The Excel file may be saved. Go to: File, Save, change the File name:, and click Save. This will not affect the original template located in P:\Forms-Templates.
NOTE: A laptop computer may be borrowed on a 24-hour basis from Information and Computing Services (ICS). Contact Donna Barnes (821 Lewis Hall, 573/882-9220, BarnesDL@umsystem.edu) to reserve a laptop.
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(Last Revised: 22 July 2002)