CAW Master Item Inventory Template - Oct 2023.xlsx

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1	Description of field	Name of the organization whose collection is being inventoried. Use a controlled vocabulary here.	Physical location: Building/Room/Shelf	Use the unique identifier system your org already uses. This is also an opportunity for you to develop a new numbering system if you need to. For example: year/fourdigitnumber (2018.0456).	Old numbers on the item.	If applicable, record box numbers or other numbering systems can be used here to locate items within a collection.	Identify which collection this item belongs to, if any.	Capture clearly indicated title on label or item, or if specified by collection stewards.	Person(s) or organization(s) responsible for creating the item. Be consistent with format. Example: Last Name, First Name; Last name, First name, role. Separate multiple entries with a semicolon. If this information cannot be found on the item, leave blank. EX - Main credits: Producer, Director, Interviewer; Writer	General catchall for other credits. Format consistently and separate multiple entries with a semicolon: Last name, First name, role; Last name, First name, role. Example additional roles: Camera; Cast; Editor; Interviewee; Music; Musician; Sound; Speaker.	Transcribe any information on the label or item that identifies the date of the recording. Format consistently. Example: YYYY-MM-DD or YYYY-MM or YYYY.	Capture information regarding content. Include all relevant info as it is recorded on item label(s) - visible at first glance.	Known copyright date(s), copyright holder(s), access restrictions and other relevant information. Record any information regarding copyright noted on the item.	All relevant info as it is recorded on housing and item label(s). Record all text verbatim. Indicate where annotations are found (container or recording itself; face or spine). Include alternate titles, list of titles for compilations, or additional credits. Use semicolons between lines of content. If there are checked boxes for technical specs, record all boxes checked. If some annotations are illegible, indicate in brackets.	Capture visible condition issues: dusty, case cracked, case missing, evidence of mold, loose wind, stepped pack, popped strands etc. Use consistent vocabulary.	General nature of the content. Use controlled vocabulary.	Identify the format of item. Use controlled vocabulary.	Number of parts - number of tapes or reels per item.	Total run time, if known. If unknown, capture maximum tape length (written on the box or tape). Be consistent with format, e.g. hh:mm:ss.	For moving image media. Listed on label or identified during inspection. Use controlled vocabulary.	For moving image media. Look for information on label or identify during inspection. Use controlled vocabulary.	Identify the carrier of the item (film on REEL, film on CORE, video or audio CASSETTE). Use controlled vocabulary.	Identify the housing that the item is stored in, if any (film CAN, video CASE, Audio CASE, etc.). Use controlled vocabulary.	Is the film a positive print, reversal, or a negative? If unknown, leave blank.	Approximate film length with a film ruler, look for notch marks on the film reel, or check labels for information. If unknown, leave blank.	Series of shapes that are visible on Kodak stock only, which designate the year the film was produced (but not necessarily exposed and processed).	Measure the physical diameter of all reels (film and audio) in inches. This information can help you approximate duration.	Identified during inspection. Is the film or videotape polyester, acetate, or a combination? If unknown, leave blank. Use controlled vocabulary.	Are there any known restrictions on who can view this item based on the content for legal or ethical reasons?	This is a field to include any additional information you think could be useful that did not fit into any of the other fields. If nothing to add, leave blank.	Consider the physical condition of the item and value of its content. For example, is the item damaged or an obsolete format? Is it unique or rare? Is it historically significant? Is it important to your organization or community?	Enter the date the item was inventoried. Format as: YYYY-MM-DD, e.g. 2018-10-09.	Name of the person who completed the record.
2	Name of field	Holding Organization	Storage Location	Unique ID #	Other ID #s	Box #	Collection Name	Title on Item	Creator(s)	Contributor(s)	Date on Item	Content Description	Rights	Annotations	Condition Notes	Media Type	Format	Extent	Approximate Duration	Color/B&W	Audio Information	Carrier	Housing	Film: Element Type	Film: Estimated Footage Length (ft.)	Film: Edge Code	Reel Diameter	Base Material Type	Access Restrictions	Notes	Preservation Priority	Date inventoried	Inventoried By

3	Example	Shoshone Cultural Center	CCVA vault	CC13APC; HFA item #16034	1988.05			War Against Drugs: A benefit boxing exhibition	Jim Hinton Productions		1988-03-16	Tape is a silent live recording of the event, with visible time code.	Reproduction and/or publication of materials subject to copyright requires written permission from a) the copyright owner, his/her heirs or assigns and from b) the Shoshone Cultural Center, owner of the original material.	International Production Center; Jim Hinton Productions: Bronx-Lebanon Hospital; Production #2; "War Against Drugs" 3/15/88 53:09 3/16/88	Good. No physical problems.	Moving Image	Video: VHS	1	00:53:09	Color	Sound	Cassette	Plastic Case					Acetate		Tape is stored in a new plastic case.	1 - Low	2021-01-18	Amy Sloper
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