Summary:

Instructions for special collections staff to create stub records in Folio in preparation for shipping manuscript boxes to Remote Storage. Please note, this requires the "MSU archivist" permission set in Folio.

Creating the inventory instance

Navigate to the Inventory module of Folio.
In the search box, select “Title” or “Keyword” and search for “SPC stub record template” to find the template.
Open the instance record for the template.
In the upper right corner, click Action>Derive new MARC bibliographic record.
In the new MARC record, replace “SPC stub record template” with the collection title to the in the 245 field $a. Keep the $a in the MARC record.
Save and close. This creates the record.

Creating the holdings

In the newly created instance record, click on “View Holdings.” A holdings record will come up. Enter the following information:
- Holdings type: Default
- Location:
  - Holdings Location>Permanent>
    - sprem for Remote Storage
    - spmss for items remaining at Main
  - Call number: enter MSS number
Save and close

Creating the item

In the holdings area, click "Add item." A new window for the Item record will open. Enter the following information:
- Item data:
  - Material type: Mixed materials
  - Call number: MSS number
- Loan and availability
  - Permanent loan type: Non-circulating
- Save and close
NOTE: SPC staff only need to create one item record for each collection. Remote staff will create more for collections larger than one box when they add barcode information to the boxes.

Watch a recorded training for the SPC Folio Stub Record workflow (note: does not include creating the item record).

Contact	Nicole Smeltekop
Team	SPC, Remote, CMS
Updated	September 2022
Created	September 2022

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