User Management Creating Partner Organization

How to create a Partner Collection

Before creating a new Partner Collection, verify that they are not already on the Partner List.

If the Partner Collection does not exist in our system, create a record for them using the information provided on their application form along with information from their website. If you are uncertain about any information, or cannot locate it, contact the "Partner Lead," usually the primary contact listed on the application form.

1. Navigate to Content → Add Content → Add Partner

2. Title: Partner organization name as listed on the application form.

3. Collection Description: Pull from the application form. This description will be updated as collections are digitized and content can be identified.

4. MARC Code: Look up MARC organization code for the organization on the Library of Congress MARC Code List)

   a. If the organization does not have a MARC code, request a code using the information provided on the application form (contact 1: partner lead; contact 2: Pamela Vadakan; pvadakan@californiarevealed.org; 916.653.5074)

   b. MARC organization codes should be assigned within 4-6 weeks. Partner lead will be contacted by LoC when their code has been assigned.

5. Shipping Address: Use the address provided on the application form. Be sure to enter the mailing address rather than the physical address. If there's a physical address, include it in the Other field that is reserved for miscellaneous notes.

   a. Full name: Enter the name of the partner lead

   b. Company: Repeat the name of the partner organization

6. Phone Number: Use a general phone number provided on the organization's website.

7. Institution URL: Look up organization online.

8. Internet Archive Collection: This refers to the organization's collection at the Internet Archive. Search for the partner at the Internet Archive to confirm. If the partner does not have an online collection at IA:

   a. Assign a new collection name. Keep it short, simple, and intuitive. Mirror the organization's URL if appropriate (e.g. Berkeley PL's IA collection name is berkeleypubliclibrary and their website is https://berkeleypubliclibrary.org).

   b. Contact IA Patron Services, at info@archive.org to create the new collection page for the partner.

   -   Subject: California Revealed \| create new collection
   
   -   Body: Hi, Please create a related collection page for a new California Revealed partner, \[IA collection name\], for the \[name of organization\]. Please ensure that we have access to the new collection.
   

9. Institution Email: Use an evergreen, institutional, email address provided on the application form.

10. Skip the following fields. These will be used later:

    a. File backups

    b. Metadata Shares: Calisphere/DPLA; Home Movie Registry; WorldCat

11. Group visibility: Do not change the default selection "Public -- accessible to all site users"

12. Push to California Revealed: Do not check this box for new partners.

    a. This box publishes records to californiarevealed.org.

    b. At the time of initial nominations, the partner will not have records to publish, so checking this box will cause an error and the form will not save.

13. Open the Authoring Information tab of the bottom tool bar.

    a. Set Author to blank. This will set the author to "Anonymous".

    b. Leaving this untouched will associate the CA-R staff member creating the Partner Organization as a Partner Lead, which is not accurate.

    c. Setting an author as a Partner user like this will set the assigned user as the Partner Lead for this Partner Organization.

    -   **If this user leaves the organization**, you must change the Authoring Information to blank BEFORE removing the partner user from the Partner Organization.
    

14. Save the completed form.