Hello ʻUluʻulu Staff member. You have just received a new acquisition of materials for the HKG Moving Image Archives of Hawaiʻi. This guide will “guide” you through the creation of a new acquisition record in MAVIS.

• Open Explorer (Click on blue 'e')
• Click on pat01 link
• Continue
• Log in to VPN (UH username)
• Minimize Explorer windows
• Double Click on MAVIS icon
• Log into MAVIS
• change keyboard to Maori

• Single click on Acquisitions

• Acquisition→New

• Date Received: enter date received [ex. 10/2/11]
• Acquisition Code: drop down menu [ex. G: Gift/Donations without copyrights][if no contract, put deposit without a contract, change when contract is signed]
• Source: enter beginning of name; hit tab
  • if name populates field, continue
  • if name is listed in name list
    • click on name
    • select name (green checkmark button)
  • if name is not in name list, create Name
    • Names→New→Parent Person or Parent Organization
      • GENERAL TAB
      • Last Name: enter last name
      • First Name: enter first name
      • save record
      • close record
    • click on name
    • select name (green checkmark button)
• Copyright: create Name if it doesn't already exist (see above) [if this is unclear, leave blank]
• Collection: create Collection if it doesn't already exist [if pending don't add, when selected go back and add]
  • Collections→New
    • GENERAL TAB
    • Name: enter name of collection
    • save record
    • close record
  • click on collection
  • select collection (green checkmark button)
• Category: drop down list [ex. F: Film/Videotape Acquisition]
• Section Resp: 1: Waiakamilo Archive
• save record

• Create content record for each format/tech code [need to change from pending to selected/non-selected when applicable]
  • Right Click, New
  • Status: drop down menu
  • Format: drop down menu
  • Qty: enter quantity of items
  • Tech Code: drop down menu
  • Size: input if all items in content record are same size
  • Site: Waiakamilo Archive
  • Section Accessioning: WA: Waiakamilo Archive
  • Description: describe contents
  • Condition notes: put any notes about the condition of the contents
  • save each contents record
  • close record
• save record

• Place any restrictions, obligations, or general notes in proper fields.
• save record

• Disposal Authorization: drop down menu
• Project Code: drop down menu
• Cost:
• Obligations Met?:
• Contract Final?:
• Archive Initiated?:
• Listing from Source?:
• save record

• Scan agreement; Inventories, etc.
• Add reference material
  • Right click, add
  • Type: AM: Associated Materials
  • OLC Display: check this box
  • Right click on Resource Identifier box, Add
    • Res. Identifier Type: URL
    • Resource Identifer: ex. http://odb30.pvt.hawaii.edu/metadata/acq_am_1.pdf
    • save record
    • close record
  • save record
  • close record
• save record

• If any contents are pending, include Pending Notes in Admin tab
• save record

YOUR ACQUISITION RECORD HAS BEEN CREATED!!!!!

The end.