How to Contribute

1. EAD finding aids

You can utilize our "self-serve" voroEAD system to upload, preview, and publish finding aids in the OAC. Consult Submitting EAD Finding Aids for information

2. METS digital objects

You can submit METS digital objects to the CDL for publication in Calisphere and the OAC, via a mediated process working with CDL staff. Consult Submitting METS Digital Objects for information.

3. UC Website URLs

UC faculty, staff members, or students may submit URLs to UC-created websites, which will be reviewed for inclusion in Calisphere based on compliance with our collection policy. To submit website URLs, please consult the policy document.

4. Melvyl® MARC Records

MARC collection- and item-level records for archival collections are automatically batch harvested from the University of California's Melvyl® catalog on a weekly basis for display in the OAC, using the specifications documented below. Updates to MARC records in Melvyl® will be reflected in the OAC as the records are batch harvested.

Parameters for including MARC records

The CDL ingests MARC records based on the following codes:

• Leader 06 (Type; Type of Record) coded as the following:
• "b" (for archival and manuscripts control -- note that this data element is now obsolete)
• "d" (for manuscript notated music)
• "f" (for manuscript cartographic materials)
• "p" (for mixed materials)
• "r" (for three-dimensional artifacts or naturally occurring objects)
• "t" (for manuscript language materials)
-or-


• Leader 06 (Type; Type of Record) coded as "a" (for language materials) and Leader 07 (BLvl; Bibliographic Level) coded as "c" (for collection)
  

-or-


• Leader 08 (Ctrl; Type of Control) coded as "a" (for archival control).

Parameters for excluding MARC records

The CDL filters MARC records based on the following codes:

• Fixed Fields 008/23, 006/06, 008/29, or 006/12 ("Form") coded as "a", "b", or "c" (for microfilm, microfiche, and microopaque formats, respectively)
• Fixed Fields 008/28 or 006/11 ("Form") coded as "a", "c", "f", "i", "l", "m", "o", "s", or "z" (for government publications)
  
• Leader 05 (Status; Status of Record) coded as "d" (for deleted record)
  
• 245 Title Statement with subfield $h containing the text "microform"
• 502 Dissertation Note: any record with a 502 field is excluded.
• 852 Location: any record with more than one 852 field is excluded.
• 852 Location: Northern and Southern Regional Library Facility (NRLF and SRLF) records are excluded.
• 856 Electronic Location and Access and 555 Cumulative Index/Finding Aids Note: MARC collection records containing URLs in 856 or 555 fields with the following text strings are excluded from the OAC. The assumption is that these records contain links to EAD finding aids in the OAC; filtering reduces duplication of records that describe the same resource:
  • cdlib.org
  • berkeley.edu/cgi-bin/oac

Parameters for filtering MARC records

This CDL uses the following field to differentiate collection- vs. item-level MARC records in search and browse results in the OAC:

• Leader 07 (BLvl; Bibliographic Level) coded as "c" (for collection)
  

Associating MARC records with specific OAC institutions

Each MARC record is associated with its contributing OAC institution, using the 852 Location field.

852 fields are created by CDL during the pre-load conversion process of MARC records into Melvyl. Subfield $b contains the location codes as sent by the contributing campus libraries. Subfield $a contains CDL-assigned maintenance codes (maintained in a set of location tables). Each record that comes to CDL for adding to Melvyl must contain one or more location codes.

The CDL Melvyl location table has several functions:

1. Allows a record to be associated with a specific campus.
2. Supports a meaningful display of the location of the resource (described by the MARC record) to users. When a record is displayed, the location table is consulted to see how the campus wants a location to appear in Melvyl. The code sent by the campus (e.g., "MAIN", "DVXLSSPEC-GEN") is usually not the same value that users see. So in the previously cited examples, users would see "Main" and "Special Collections" -- values that are supplied by the CDL Melvyl location table.

When displaying MARC records in the OAC, we are retaining the location displays as provided from the CDL Melvyl location table whenever possible. If you identify records that are incorrectly listed under a specific campus repository or library (e.g., an item is showing up under the main library, and not under a special collections/archive department), please contact us. We can override the location display and associate the record with its correct repository or library.