Swem Library’s Special Collections migrated from using the Archon database software system to the ArchivesSpace database software system to manage the University Archives and Manuscripts collections in the summer of 2014. This manual provides information about preferred language, local standards, and implementation of ArchivesSpace for staff, students, and volunteers. This guide supplements the manual provided by the ArchivesSpac
e project, which includes more detailed information for adding and editing content in the database.

Create New Resources


Basic Information

Title Required Field**

If no formal title is given, supply a title following DACS (2.3): it should be combined of two components: names of the creator(s) and nature of materials described, such as: Roderick Johnson Papers; Office of the Bursar Records. If the creator is unknown, use only the type of materials followed by a geographic location. Example: Diary (New Haven, Conn.). If there are more than one geographic location, use the predominant one.

For artificial collections, a topical title is an alternative choice, e.g. Korean War Collection. The SCRC does not normally use a combination of the creator's name and a topical title (such as Royce Burrows Civil War Papers) as the topical association will be made through the collection description and/or subject headings.

If the entire collection is composed of a single genre format (travel diary, scrapbook, correspondence, etc.) the genre may be used in place of papers, records, or collection in this field. If the collection has more than one genre, always use papers, records, or collection.

Identifier Required Field**

Collection numbers for Manuscripts collections should be added based upon the accession number assigned in the form "Mss. Acc. 2014.001". Collection numbers for University Archives collections should be added based upon the University Archives Collection Numbers.

Level of Description Required Field**

When adding new collections, always choose collection for the level of description.

Resource Type

Select either of the following:
  1. Collection: Select this entry for artificial collections that were not created by a single person, family, organization, etc. (ex. University Archives Artifact Collection).
  2. Papers: Select this entry for the personal papers of a person, family, etc. (ex. Tucker-Coleman Papers, Herbert Ganter Papers). If the collection describes only a diary or a letter, use papers in the material type field as well.
  3. Records: Select this entry for material related to a certain organization (ex. Office of the President Records, Student Assembly Records, W.H.R.A.). Select this entry for single item collections that describe ledgers, account books, etc. (Richard Corbin Ledger, Bucktrout Day Book).

Language

Choose the language the material is predominately written in.

Publish

Select the check box if the collection will be displayed to the public. Collections that are closed for a period of time should not be displayed to the public.

Restrictions

Select the check box if the collection contains restricted material. More details about the restriction should be included in the Notes section under Conditions Governing Access.

Repository Processing Note

Use this field to record information about the processing of the collection.

Dates

This field records the date(s) that pertain to the creation, assembly, accumulation, and/or maintenance and use of the materials being described.

Label Required Field**

Select either of the following that best describes the type of activity that the date signifies.

  1. Agent Relation
  2. Broadcast: Dates on which sound recordings or video were broadcast on radio or television.
  3. Copyright: Date when copyright was granted to the resource.
  4. Creation: Date when the resource was created.
  5. Deaccession: Date when the resource was taken out of the custody of the repository.
  6. Digitized: Date when the resource was digitized.
  7. Event: Date of a specific action that one or more agents undertook in relation to one or more archival objects at a specific date and time (or in a range of dates and times).
  8. Existence
  9. Issued: Date when the resource was issued to the public.
  10. Modified
  11. Other: Select this option if none of the other labels apply.

Expression Required Field**

An expression specifying the date or date range of the materials in the materials. Some examples: 1968;1979-1993;1785-1960;bulk 1916-1958;1827; circa 1870-1879;1906 March 1; undated.

Type Required Field**

Choose from a drop-down list. Indicate the type for normalized date information, either a single date or a date range (inclusive or bulk). You can add more that one date note to express both bulk and inclusive dates.

  1. Bulk Dates: Select this option to express the date range most of the material in the collection documents. Make sure to put the dates in YYYY or YYYY-MM format.
  2. Inclusive Dates: Select this option to indicate the first and last date of the entire collection. Make sure to put the dates in YYYY or YYYY-MM format.
  3. Single: Select this option is there is a single, exact date for the entire collection. Make sure to express the date in YYYY-MM-DD format.


Certainty

Choose from a drop-down list. Indicate the level of confidence for the information given in a date statement. This information is optional and should only be added when you are qualifying date information as potentially uncertain based upon the description or cataloging rules in use.
  1. Approximate: Select this option if the above date range is not certain.
  2. Inferred: Select this option if the above date range is not expressed exactly in the collection but can be inferred from the material itself.
  3. Questionable: Do not use this option.

Era:

Choose from a drop-down list. Period during which years are numbered and dates reckoned, such as B.C. or C.E. The value "ce" is the default.

Calendar:

Choose from a drop-down list. System of reckoning time, such as the Gregorian calendar or Julian calendar. The value "Gregorian" is the default.

Extents

Portion Required Field**

Choose from a drop-down list. Used to specify whether an extent statement relates to the whole or part of a given described collection or object. Only one extent statement may refer to the whole accession or resource. All additional extent statements must refer to parts.

Number Required Field**

Open text field. A numeric value for indicating the number of units in the extent statement, e.g, 5, 11.5, 245. Used in conjunction with Extent Type field to provide a structured extent statement.

Type Required Field

Choose from a drop-down list. A term indicating the type of unit used to measure the extent of materials described. For all collections, choose Cubic Feet.**

Container Summary

Open text field. A list of container and container types housing the materials described in the component record, eg. 60 record center cartons, 5 oversize boxes.

Physical Details

Open text field. Other physical details of the materials described, e.g., analog, black and white, negatives.

Dimensions

Open text field. Dimensions of the materials described, e.g. 10x12x15.

Finding Aid Data

EAD ID

The identifier for the EAD generated from the resource description, typically a file name. Needs to be unique within the repository context.

EAD Location

The location for the EAD generated from the resource description, either a web URL or a file directory statement.

Finding Aid Title

The (bibliographic) title for the finding aid associated with this Resource.

Finding Aid Filing Title

A modified version of the formal title of the finding aid. Designed to aid browsing and sorting of finding aid title lists.

Finding Aid Date

The date when the current finding aid was added to ArchivesSpace. The date should be expressed in year, month, day format, i.e. 20140724 for July 24, 2014.

Finding Aid Author

The names(s) of the agents responsible for creating the content of the finding aid or adding the finding aid to ArchivesSpace.

Description Rules

Indicates the descriptive rules used to guide description of the Resource. Always choose Describing Archives: A Content Standard from the drop-down list.

Language

Indicates all the languages present in the finding aid generated from the resource description.

Sponsor

Indicates any sponsors that contributed to the description of the finding aid.

Edition Statement

For recording information about the edition of the finding aid.

Series Statement

Indicates any bibliographic series to which the finding aid belongs.

Revision Date

Indicates any bibliographic series to which the finding aid belongs. The date should be expressed in year, month, day format, i.e. 20140724 for July 24, 2014.

Revision Description

A description of the last revision(s) done to the finding aid. For example:
  • Accessioned and minimally processed by Steven Bookman, University Archives Specialist, in July 2014.
  • Processing and finding aid completed by Matt Abel, SCRC staff, in April 2014.
  • Box and folder list for this collection was compiled by Mark Mulligan, SCRS staff, in January 2014.

Finding Aid Status

Indicates the status of the finding aid. Select one of the following from the drop-down list.
  1. Completed: Choose this option if the finding aid is completed and ready to be published.
  2. In Progress: Choose this option if descriptions/revisions are still being added to the finding aid.
  3. Under Review: Choose this option if all descriptions/revisions are completed but need to be reviewed by a staff member before being published.
  4. Unprocessed: Choose this option if the collection is currently unprocessed.

Finding Aid Note

For recording any additional information about the finding aid itself (not the resource) not covered by the other finding aid data elements.


Related Accessions Required Field**

Links an accession record to a resource. To link to an accession record,
  1. Click on the Add Related Accession button.
  2. Find the accession you want to link to by doing one of the following:
    • Type text in the box to find accessions by searching.
    • Click the drop-down list button, and then click Browse and browse the accessions in your repository.
  3. Click anywhere in the desired accession to select it, and then click Link to Accessions.
  4. To link more than one accession to a resource, click the Plus button.
  5. To delete an accession link, click on the x on the right-side of the screen and choose Confirm

Agent Links


This sub-record associates agents as a creator, source, or subject of the materials described to provide information about their context. To add an agent link, click on the Add Agent Link button and select from the following drop-down lists:

Role Required Field**


Indicate what function the agent has in regards to the resource:
  1. Creator: Choose this option if the agent was responsible for the creation, assembly, accumulation, and/or maintenance and use of the materials being described.
  2. Source: Choose this option if the agent was responsible for the donation of the material or the person/company the material was purchased from.
  3. Subject: Choose this option if the agent is a subject present in the materials being described.


Relator

This is a more specific indication of the role the agent has. For example, an agent may be linked as a creator to a record, but with the more specific role of "illustrator." Select the appropriate relationship from the drop-down list.

Agent Required Field**


The agent related to the material described in the resource. Agents may be searched auto-complete, using a browse function, or may be created on demand. To create a new agent, click on the the drop-down list button, and then click Create. You can create a person agent, family agent, corporate agent, or software agent. Each agent has the following fields:
  1. Date of Existence
    • Label Required Field: Choose from a drop-down list. Describes the type of activity that the date signifies. Existence is the default.
    • Expression: A natural language expression specifying the date or date range of the materials. Required when a normalized date is not recorded. Some examples: 1968; 1979-1993; 1785-1960; bulk 1916-1958;1827; circa 1870-1879; 1906 March 1; undated.
    • Type Required Field**
      Choose from a drop-down list. Indicates the type for normalized date information, either a single date or a date range (inclusive or bulk).
      • Inclusive Dates: Select this option to indicate the first and last date of the entire collection. Make sure to put the dates in YYYY or YYYY-MM format.
      • Single Date: Select this option is there is a single, exact date for the entire collection. Make sure to express the date in YYYY-MM-DD format.
    • Certainty Choose from a drop-down list. Indicate the level of confidence for the information given in a date statement. This information is optional and should only be added when you are qualifying date information as potentially uncertain based upon the description or cataloging rules in use.
      • Approximate: Select this option if the above date range is not certain.
      • Inferred: Select this option if the above date range is not expressed exactly in the collection but can be inferred from the material itself.
      • Questionable: Do not use this option.
    • Era: Choose from a drop-down list. Period during which years are numbered and dates reckoned, such as B.C. or C.E. The value "ce" is the default.
    • Calendar: Choose from a drop-down list. System of reckoning time, such as the Gregorian calendar or Julian calendar. The value "gregorian" is the default.
  2. Name Forms
    • Authority ID: This is the unique identifier for the name form for an agent within the source from which it was acquired. , (i.e., a MADS record identifier or EAC record identifier). The identifier may be represented as a URI.
    • Source Conditionally Required Field: Choose from drop-down list. Indicate the authoritative source from which the name was taken.
    • Rules Required Field: Choose from drop-down list. Indicate the rules used to formulate the name entry.Always choose Describing Archives: A Content Standard.
    • Name Order: Choose from drop-down list. Indicate whether the name form should be displayed in inverted (last name, first name) order or in direct order (first name last name). For personal names, always select inverted. For corporate bodies, always select direct order.

  3. Contact Details
    • Contact Name: Name of the person serving as contact for the entity in the main record.
    • Salutation: Salutation for the contact person.
    • Address: Address for the contact person.
    • City: City in which the contact person is located.
    • State/Region: State or Region in which the city is located.
    • Country: Country in which the contact person is located.
    • Post Code: Mail or zip code for the contact person’s address.
    • Telephone: Telephone number for the contact person.
    • Telephone Extension: Telephone number extension for the contact person.
    • Fax: Fax number for the contact person.
    • E-mail: E-mail address for the contact person.
    • Contact Notes: Additional notes or contact information for the contact person