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Stakeholder group | Impact |
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UC Libraries | Determinations around what and how we report are for the most part managed/owned by the UC Libraries (i.e., shared ownership). |
CDL | CDL analysts, who are responsible for building report queries at the Network Zone according to templates agreed upon by the UC Libraries, must exclude items based a variety of parameters – likely resource type and location (specific to campus special collections), and any another group of query parameters identified by campus partners. |
Special Collections on every campus | SC on every campus will have to keep and report their own statistics to third parties. |
UCOP | Likely, this specifically pertains to our Risk Management Office, who reports holdings information to our insurer, for compliance purposes. |
Reasoning
At this time, archival or manuscript collections are not effectively represented by counts of Alma item records with bibliographic resource type “Manuscript.” Therefore, Special Collections and Archives materials should continue to be submitted based on data that is stored outside of Alma, such as spreadsheets or other local data repositories.
Background
In comparing data from previous submissions to the proposed method of counting, there are two concerns that arise for “manuscript” type items:
“Manuscript” as value for Resource Type means something different from “Manuscript” in the Special Collections context. The “Manuscript” value is derived from values in the MARC Leader and 008. (See Alma User Interface - General Information > Searching in Alma). Correctly catalogued items with this Resource Type include unpublished dissertations and other materials that do not correspond to the kinds of materials that are counted as “Manuscript Units” by Special Collections and Archives experts.
“Manuscript Unit” subcategories from previous UCOP submissions, like “Personal manuscript units”, generally do not have item-level records in Alma that can be neatly counted by filtering by location, MARC field, or other values in existing physical item records.
As the examples below demonstrate, Irvine reported approximately 4,000 Manuscript Units in 2021-2022. But the item count for the Resource Type “Manuscript” is over 12,500. And the count for “Manuscript” items in Irvine’s Special Collections and Archives locations is only about 1,300.
2021-2022 UCOP Table 3 Other Library Materials Example: Irvine
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At this time, archival or manuscript collections are not effectively represented by counts of Alma item records with bibliographic resource type “Manuscript.” There are two additional ways that a count of items based on bibliographic resource type with current Alma data fail to provide useful information about Special Collections materials.
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