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The Movement Module, Barcoding and Vault Relocation

The Movement Module, Barcoding and Vault Relocation. Chris Fedak Academy Film Archive. Why barcode now?. must move offsite vault that currently houses just over 70,000 carriers carriers are inventoried in Mavis, but not barcoded need to update each carrier’s location… as it moves

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The Movement Module, Barcoding and Vault Relocation

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  1. The Movement Module, Barcoding and Vault Relocation Chris Fedak Academy Film Archive

  2. Why barcode now? • must move offsite vault that currently houses just over 70,000 carriers • carriers are inventoried in Mavis, but not barcoded • need to update each carrier’s location… as it moves • data necessary to create a label is already in Mavis

  3. Can we manually enter the new locations into Mavis? • takes too long (6 to 12 months) • pushes back the move date • prone to inaccuracies • forces us to use a secondary system for finding carriers (Excel, Filemaker, Access)

  4. User barcode – located on the security badge or id tag of a Mavis user, represents the staffer’s unique user code Carrier barcode – affixed to the carrier’s case or can, represents the Mavis triple c number, which is also visible (human readable) Location barcode – attached to the shelf (or column) it represents, with a human readable location beneath The Three Barcodes

  5. Academy Archive Locations • all location data (the information necessary to find an item) is currently held in one field – the location field • we use a hierarchy of parent and child locations to determine where an item resides • we will soon convert this data (which is currently free text) to locations generated in the Mavis location authority

  6. Location Example E1-105-05-02

  7. Vault, FloorE1

  8. Locating the Rack

  9. RackE1-105

  10. Shelf E1-105-05

  11. ColumnE1-105-05-02

  12. This location sticker represents the shelf only Once this 35mm/2K shelf is barcoded, there will be three barcodes, one for each column

  13. Mavis Location Authority

  14. Location Authority Barcodes • the location authority enables a vault manager to create all the locations for a vault in a matter of minutes • barcodes are then printed according to vault specifications (so many 35mm/2k columns, so many video shelves, etc.) • future locations (for racks not built or currently reserved) may be generated at this point, but barcodes should not be printed

  15. Academy Barcode Label

  16. Label Information • title • triple c number (also the unique barcode number) • incomplete (blank if complete) • actual reel number of total carriers • acquisition number Note: location does not appear on this label

  17. Printing the LabelEasycoder 3400e • labels generated by batch print for most accessioning • SQL report necessary for printing already accessioned carriers at the offsite vault

  18. Labeling the Offsite Vault • three two-man label teams • labels generated on-site or remotely from the Pickford Center • teams outfitted with a laptop computer running Mavis, barcode labels organized by location, and a printed SQL report (sorted by location) listing the items to label • the SQL list helps the labelers verify the AFA’s original identifying number on the can (F-number) against the new label’s triple c number • carriers in need of data entry (corrections) are pulled for examination by a cataloger • labelers do not enter into Mavis

  19. SQL Report for Labelers • LOCATION/F NUMBER/TITLE #/COMPONENT #/# of CARRIERS • -------------------- -------------------- ---------- ------------ --------- • OVA.75/2.1 F35890 14360 1 1 • OVA.75/2.1 F36100 20100 1 1 • OVA.75/2.1 F35891 8750 1 1 • OVA.75/2.1 F33005 5742 1 2 • OVA.75/2.1 F35881 8061 2 1 • OVA.75/2.1X F35239 6026 3 1 • OVA.75/2.1X F35237 25307 1 1 • OVA.75/2.1X F35477 4004 6 1 • OVA.75/2.1X F35454 20546 1 1 • OVA.75/2.1X F35246 25315 1 1

  20. Location Book • the labelers also have a binder of available locations in our new vault at the Pickford Center • labelers peel locations out of the binder and place them on the carriers along with the new barcode labels • these labels are sorted by carrier size • they are not generated by Mavis, though they do reflect new locations built in the location authority

  21. Early Prototype of Barcoded Elements

  22. The Move • once the labeling project is complete, we move the collection to the Pickford Center via air-conditioned trucks over a span of five to ten nights • the items travel according to carrier size – 35mm 2000 ft. cans one night, 16mm 1200 ft. on another night • carriers go right from the truck to their new locations in the vault • Academy staff at the offsite vault and Pickford Center assist and oversee the placement of the cans in their new locations

  23. Scanning (finally) • each night (or morning), after another move is complete and a new carrier size is in the vault, three staffers scan the carrier barcodes moved that day to their new locations • transporting the vault by size keeps us from having to rescan the carriers moved earlier in the week • these are permanent location scans, which update the current and permanent location of the carriers • only vault managers have this ability, most staffers can only modify a carrier’s current location

  24. Scanning ProcedureIntermec 2410 • scan user barcode to log in • scan location barcode • scan desired carrier or carriers at this location • after scanning the selected carriers, exit (or back button) out of the carrier scan • scan new location, or log out for another user • once done, upload 2410’s memory into Mavis via a docking station • Mavis verifies the scans and updates the Movement Module

  25. Locations in MavisCurrent and Permanent

  26. The New Vault

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