Page Comparison

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Recommendations

1. Exclude “Manuscript Unit” Special Collections & Archives materials from Analytics-based annual statistic reports. Instead, Special Collections on each campus will report their own counts of materials for risk-management and other purposes. Special Collections experts on each campus can define are responsible for defining how to exclude records that would duplicate their non-Alma counts.

2. Re-label “Manuscript” resource-type items using clearer terms, to distinguish them from Special Collections materials. Examples include “Manuscripts, non-SCA” or “Manuscripts (unpublished single instance.” “Non-MU Unpublished Manuscript” More descriptive language for relevant MARC codes is at: loc.gov > MARC 21 Format for Bibliographic Data and oclc.org > Bibliographic Formats and Standards

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In comparing data from previous submissions to the proposed method of counting by category, there are two concerns that arise for “manuscript” category items:.

1. “Manuscript” as value for Resource Type means something different from “Manuscript” in the Special Collections context. The

   1. “Manuscript Units” are categories of Special Collections and Archives materials. For UCOP statistics in the past, they have included three subcategories:

      1. Personal manuscripts

      2. UC archival manuscripts

      3. Other archival materials

   2. In contrast, 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 Correctly catalogued items with this Resource Type include unpublished dissertations and other materials that do not correspond to the kinds of materials that are counted as “Manuscript Units” by Special Collections and Archives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.

2. “Manuscript Unit” subcategories materials do not have corresponding item records in Alma. 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.

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1. In addition, most MUs have no corresponding record in Alma at all.

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Example: Irvine

Of 4,060 Manuscript Units reported, most do not have corresponding Alma records. Based on a query that looks for finding aid URLs, there are only ~700 MUs reported that do have corresponding Alma item records. Example:

• Title (Filing): Larry Engelmann papers, circa 1940-2011

• MMS ID: 991035418158504701

• Resource Type: Undefined (i.e., not “Manuscript”)

• Location Name: Gateway Study Center Southeast Asian Archive

• Call Number Suffix: Archival Collections

• https://uci.primo.exlibrisgroup.com/permalink/01CDL_IRV_INST/17uq3m8/alma991035418158504701 

Irvine’s overall counts:

• Manuscript Units reported to UCOP in 2021-2022: ~4,000

• Item count for Resource Type “Manuscript”: >12,500.

• Item count for Resource Type “Manuscript” in Special Collections and Archives locations: ~1,300.

2021-2022 UCOP Table 3 Other Library Materials

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UCOP Category

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Subcategory

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Irvine Counts (all Locations)

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Manuscript Units

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Personal manuscript units

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2,193

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Manuscript Units

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UC archival manuscripts

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1,599

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Manuscript Units

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Other archival materials

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268

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Total

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4,060

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	UCB	UCD	UCI	UCLA	UCM	UCR	UCSB	UCSC	UCSD	UCSF	Total
Personal manuscripts	58,802	19,172	2,193	89,229	91	17,526	42,303	5,354	9,679	4,742	249,091
UC archival manuscripts	9,079	6,437	1,599	40,997	555	8,818	3,131	1,045	2,667	2,102	76,430
Other archival materials	27,484	16,227	268	90,193	0	1,570	18,354	2,643	1,353	615	158,707
Total	95,365	41,836	4,060	220,419	646	27,914	63,788	9,042	13,699	7,459	484,228

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Resource Type = “Manuscript” Example: Irvine

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