Swem Library’s Special Collections Research Center (SCRC) began using the Archon database to manage the University Archives and Manuscript Collections in 2007. This manual provides information about preferred language, local standards, and implementation of the database for staff and student workers. This guide supplements the manual provided by the Archon project, which includes more detailed instructions for adding and editing content in the database. The SCRC's Collections database is available online. The Accessioning and Processing Manual provides detailed instructions for SCRC practice in handling collections.

The User and Administrator Manuals for the Archon database software are available from the Archon project. Users are encouraged to review the User Manual before using the database and as questions arise. Note that the User Manual from the Archon Project may be for a different version of the software than what the SCRC is currently using (the SCRC is at version 3.13) and so some of the screenshots and details may vary.

Effective October 2009, all accessions should be added to Archon through the Archon Accessions Manager, which supplements the Archon User Manual.

Collection Manager

General Tab


Title

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 creator is unknown, use only the type of materials. [NOTE: At this point, Archon does not allow for identical titles to be entered; until this problem can be changed, use type of material, followed by a geographic designation. Example: Diary (New Haven, Conn.). If more than one geographic location, use predominant one.]

*According to DACS Archivists usually supply titles for archival materials. (In some rare cases, where the creator of the material has assigned a title, we may choose to use it in the title field, but only if the title is considered meaningful and adequate. Ideally, we would use such a given (or 'formal') title in and added title field, one it becomes available in Archon.

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.

Enable Web Output

Select Yes or No depending on whether the collection should be visible to the public. This can be changed at any time.

Repository

The Special Collections Research Center should self-populate in this field.

Collection Classification

Select appropriate collection hierarchy. The collection classification '''must''' be selected to insure the collection record displays properly in the public display. The Archon Collection Classification Hierarchy is available in this wiki.

Collection Identifier


Collection numbers for Manuscripts collections should be added based upon the accession number assigned in the form "Mss. Acc. 2000.021". Be sure to use periods not hyphens and appropriate spaces when adding the number. When additions are made to a collection, the accession number should be added to this line in the form "Mss. Acc. 2003.51, 2008.137, 2009.003". Up to three accession numbers will be added to this field and any future accession numbers will not be added here for the sake of space and clarity.

Collection numbers for University Archives collections should be added based upon the University Archives Collection Numbers.

Sort Title

For personal papers, enter "last name, first name." For organizations, corporate, etc. records enter the first name of the organization.

For artificial collections that begin with "Manuscripts" or "University Archives" the sort title should begin with the next term. Examples:
  • University Archives Artifact Collection has the sort title Artifact Collection, University Archives.
  • Manuscripts Ephemera Collection has the sort title Ephemera Collection, Manuscripts.
  • Racial and Ethnic Ephemera Collection has the same as the sort title.

Dates

First/Last Year
Enter first and last years of material in the collection always using 4 digit years. If the collection receives current material on the ongoing basis use the last year for which material was received as the last year. If the collection spans only a single year, include that year as the first and last date (see Inclusive Dates below for how to prevent both dates from displaying in the public view). If a collection is "ongoing" (see more information below under Inclusive Dates), be certain to still include the last year of the collection and update the last year as new accessions and/or further description is added in the future.

Normal Date
This field will self-populate when you fill in the inclusive dates below.

Inclusive Dates
This field with automatically populate with the years from the First/Last Year fields the first time you enter dates in the First/Last Year fields. If new accessions are added to the collection on an ongoing basis use a date range such as 1902-[ongoing] (being sure to use the square brackets around "ongoing"). Do not use "on-going".(note) If the dates are approximate, use "circa" not "ca." or "c." If the collection is a single year only, remove the closing date that self-populated to prevent the same year from displaying as the first and last year (example: in "1845-1845" remove "-1845").

Predominant Dates
Use when the inclusive dates are not reflective of the dates of most of the material in the collection.

Material 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).

Extent

Enter the total size of the collection in cubic feet; do not use 'boxes' or 'items'. Common sizes:
  • Records center carton=1 cubic ft.
  • Legal upright gray box=.4 cubic ft.
  • 1/2 size legal upright gray box=.2 cubic ft.
  • Letter upright gray box=.33 cubic ft.
  • 1/2 letter upright gray box=.17 cubic ft.
  • Additional sizes for oversize and flat boxes will be added to this list in the near future.

Finding Aid Author

If a finding aid was created by an unknown individual, insert "Special Collections Staff" in this field. When known, the name of the individual(s) who processed the collection and/or wrote the finding aid should be included here. After the name of the third staff member to have worked on the collection is added (some collections, especially those processed over several years, will have multiple authors), replace the names in this field with "Special Collections Staff" and move the names of all individuals to Finding Aid Information > Processing Info field.

Template Set

Select the SCRC template for this field.

Creator Information

Creators will be applied by an APC member during accessioning with further creators possibly added after additional processing is completed at a later time. The processor completing this further description may mention any new or unexpected content that was uncovered during processing and the archivist will then decide on the necessity of adding additional creators and select the creator.

Select the appropriate creators from the list. Be sure to select a collection's '''primary creator''' first as that will individual's biography or organization's history is the one that will be included in the finding aid.

All collection received via WHRA should include the organization's name as an added (not primary) author in the following format: "The Williamsburg Historic Records Association (WHRA)"

Adding New Creators to Archon


To add new creators to the SCRC database, click on the "Quick Add" button in the "All Unrelated" box on the left side of the screen. A new box will pop up asking for the following information:
  1. Name: Enter the name of the person, family, organization, etc. that is responsible for creating the records. See note below for how to enter names in this field.
  2. Dates: Enter the dates of birth/creation and death/disbanding when known. See note below for more information on how to enter dates.
  3. LCNAF-Compliant: Select Yes if the dates of the person/organization are compliant with Library of Congress Name Authority File.
  4. LCNAF-Compliant Dates: Enter dates associated with the Library of Congress Name Authority File.
  5. Creator Type: Select the type of creator from the drop-down box, including corporate name, family name, name, personal name, or unassigned.
  6. Repository: Select Special Collections Research Center from the drop-down box.

Notes

Note: When adding new creators use the Library of Congress Authorities, local headings, or other appropriate sources when adding creators to the database. Include middle initials or names and dates of birth/creation and death/disbanding when known. If an individual/organization is still alive/active, leave the date open-ended in the format (without quotation marks) "1967- " being sure to include a space after the hyphen.

Examples for entering names:
  • College of William and Mary. Office of the Dean.
  • Peterson, Geraldine F., 1971-

Note: Creators added to Archon were previously uploaded to the Special Collections Wiki on a weekly basis. This upload ceased in October 2013 and need no longer continue.


Collection Description


Abstract

The SCRC does not use this field. Leave this field empty.

Scope

The scope and content note for the collection should be added here. The size can range from a single sentence to a few paragraphs. This is not as detailed as the series descriptions and should generally not be an item-level description of the collection unless the collection is in fact a single item.

We are attempting to keep the description concise, summarizing briefly "who, what, where and when." For inital accessioning of purchases we are often relying on the vendor's description until further processing can be done. But even then, the information in the scope note should be consisting of what the archivist can determine from a cursory examination of the item(s). We then can refer to a more detailed description which is best offered in the finding aid/folder link. It is important to indicate that this description was provided by the seller and has not been verified.

Note that if the collection is currently being processed a statement indicating it is currently being processed would be appropriate here. For collections with multiple accessions some of which may be processed or otherwise described in the box list, a statement such as one of the following could be used:
  • This accession is currently being added to the database.
  • The inventory for this accession is available in the finding aid/inventory section of this finding aid.


If there are multiple PDF (legacy) inventories for the collection or a combination of PDF inventories and a record in Virginia Heritage to be linked to, those links should be provided in this field:


If there is an inventory available only in the SCRC, that should be noted in this field:
  • Acc. 1994.053 contains records from the College of William and Mary's Tercentenary Office. An inventory is available in the SCRC.


If electronic files from this collection are available online via another database, website, or means other than via Archon, a note here would be appropriate in some instances even though it may duplicate information in the Related Materials or Series Descriptions fields. If there is a box and folder list, notes there would also be appropriate. For example of links to images of objects in Flickr, see the University Archives Artifact Collection for example. Use of the following would be appropriate:

If you are using some of the materials from a collection as part of an exhibit, make sure to add a note to the Scope field that says so. Use of the following would be appropriate:
  • Some materials in this collection are currently on exhibit. Please contact an SCRC staff member for more information.


Arrangement

Indicate how the collection is arranged if it is processed. Note: For single items, like diaries or account books, etc. this field should be left blank.

If arranged by series or accession:
  • Organized into eight series: Series 1: Correspondence, Series 2: News Clippings, Series 3: Cornish Fund, Series 4: GALA Event Materials, Series 5: GALA Publications, Series 6: Public Education Materials, Series 7: GLBT Student Groups, Series 8: GALA Organizational Materials.
  • Accessions from 1972 to 1990 were merged under Mss. 72 A57. Other accession are filed under their accession number.
  • Use the PDF inventory (below) for descriptions and/or inventories for accessions (insert accession numbers) and accessions through (insert date). Use the Finding Aid/Inventory for subsequent accessions and brief descriptions of all accessions.

If the collection is not fully arranged, described, and rehoused use a statement such as:
  • This collection is not yet fully arranged and described. Researchers may wish to consult with a staff member for further information in advance of using the collection.
  • Minimal processing was applied to this collection.
  • Material received after October 2008 (Acc. 2008.123 and 2008.133) is not described in detail as great as the earlier accession described in Series 1 and 2.

If the collection is currently being arranged and described-including but not limited to rehousing, box and folder lists-include a statement such as:
  • This collection is currently being processed. Consult a staff member for assistance.

Alternate Extent

If you accession a single item, we need the measurement height x width to nearest centimeter (important when extracted to Lion as MARC record). Also put the number of pages – e.g. 2 pages on one leaf, four pages on one leaf, twelve pages on three leaves, etc. If it’s just one page, one needs to just say one page.

And if it is bound mss. or other volume, we need the number of pages (but not the size).



Biographical/Historical Note

Leave this section blank. Please enter this information in the Creator section of Archon. See Creator Information above for more information.

Biographical/Historical Author

Leave this section blank. Please enter this information in the Creator section of Archon. See Creator Information above for more information.

Location Information

Content

Examples of entries:
  • Boxes 1-6
  • Series 1-3
  • Series 1, Box 2-4
  • Acc. 2002.12
  • Map (# if needed), Poster, etc.

Location

Select one of the pre-selected locations. If the location you need is not listed, consult with a staff member to add.

Range

Usually left blank.

Section

Section of shelving collection begins on such as 2243 or 178.

Shelf

Letter of shelf collection begins on such as A, B, C, D, etc.

Extent

Enter the total size of the collection in cubic feet; do not use 'boxes' or 'items'. See extent section above for cubic feet measurements.

Save

For collections that have more than one location, you must hit save after each new location has been entered.

Note on Artifact Locations:

In the case of artifacts removed from Manuscript or Archives Collections, the locations should be noted in the Manuscripts or Archives Artifact Collections finding aids. A note should be added to the location field in the papers or records collection from which it was removed using the following format:
Content
Objects

Location
Swem Pav. A

Section
See Mss. Artifact Collection or See Archives Artifact Collection (Note that Archon will cut off the word "Collection", but this is OK as this field only displays when staff are signed in.)

Launch Location Manager

The Location Manager is where additional Locations can be added to Archon. Locations should only be added by SCRC staff.


Subjects

Subjects will be applied by an APC member during accessioning with further subjects possibly added after additional processing is completed at a later time. The processor completing this further description may mention any new or unexpected content that was uncovered during processing and the archivist will then decide on the necessity of adding additional headings and select the heading.

Use the Library of Congress Authorities, local headings (such as the University Archives Subjects), or other appropriate sources when adding subjects to the database.

Example:
  • Slavery--Southern States--History--19th century

Genres

Genres will normally be applied by an archivist during accessioning with further genres possibly added after additional processing is completed at a later time. The processor completing this further description may mention any new or unexpected content that was uncovered during processing and the archivist will then decide on the necessity of adding additional headings and select the heading.

Use the Art & Architecture Thesaurus, local headings (such as approved University Archives Subjects), or other appropriate sources when adding subjects to the database.

Access Restrictions

Suggested language for Access Restrictions fields are provided here. Variations are possible. Please add further language variances to this section.

Access Restrictions

  • Collection is open to all researchers.
  • Collection is open to all researchers for use in the Special Collections Research Center in Swem Library only.
  • Permission is required for use of portions of this collection. (Include specific portions if known.) Consult a staff member for details.
  • This collection is restricted. Consult a staff member for details.
  • This collection contains material which may be restricted related to personnel matters, student records, or other reasons. A Special Collections Research Center staff member must review the collection for restricted material before any researchers may use the collection. Consult a staff member for assistance.
  • To be included in each new finding aid: Manuscript collections and archival records may contain materials with sensitive or confidential information that is protected under federal or state right to privacy laws and regulations, such as the Virginia Public Records Act (Code of Virginia. § 42.1-76-91); and the Virginia Freedom of Information Act (Code of Virginia § 2.2-3705.5). Confidential material may include, but is not limited to, educational, medical, and personnel records. If sensitive material is found in this collection, please contact a staff member immediately. The disclosure of personally identifiable information pertaining to a living individual may have legal consequences for which the College of William and Mary assumes no responsibility.

Use/Rights

  • Before reproducing or quoting from any materials, in whole or in part, permission must be obtained from the Special Collections Research Center, and the holder of the copyright, if not Swem Library.

Physical Access Note

  • Part or all of this collection is stored offsite. Consult a staff member for assistance.
  • When available, microfilm, photocopies, digital surrogates, or other reproductions must be used in place of original documents.
  • When available, reproductions must be used in place of original audiovisual items.
  • The fragile nature of this material may limit handling.
  • The originals may not be photocopied, but users may capture images using personal digital cameras.

Technical

  • The former website is no longer available online and can be viewed only in the Special Collections Research Center.
  • Electronic records which are part of this collection require a computer with appropriate software for viewing.
  • All material must be reviewed by staff in advance of viewing with many audio and moving image types requiring reformatting before they may be accessed.

Acquisition Information

Consult the Archon Accession Manager when accessioning new collections or new additions to existing collections.

Acquisition Date

Always include full date when known, not just the year, even if date is repeated in the Acquisition Source field.

Acquisition Source

Include all known information about the acquisition of the collection including source, date, accession number, etc. (Note: University Archives Accession Numbers from 2007-2008 forward are available online.) For items purchased on Ebay, simply put "Purchase." in this field.

Acquisition Method

Use this field to identify the method (gift, purchase, or transfer) and the source (like name of donor) from which the collection was received including date ('Initial Date Acquired') and other applicable information. If the record consists of more than one accession, include the accession numbers in this field.

When additional accessions are made after July 13, 2009, via Archon's Accessions Manager include the following statement in this field to compensate for the fact that this donation information is not currently publicly accessible:
  • Acquisition information for material received after 7/13/2009 is available by consulting a Special Collections Research Center staff member.

For acquisitions via WHRA, this field should also contain a statement like the following:
  • Gift of [donor] through the Williamsburg Historic Records Association.

Accrual Information

Indicate whether future accruals are expected.
For ongoing collections from individuals or organizations including current College of William and Mary offices or departments:
  • Future accruals are expected.

For College offices or departments no longer in existence or other terminal collections, this field should read:
  • No future accruals are expected.

For artificial collections, this field should read:
  • Additions are being made to this collection on an ongoing basis.

Custodial History

This field should be used to trace the custodial history of a collection or object. For instance, information about the chain of custody or ownership of a collection should be included in this field. This field does not appear in the public view of the record (6/2009).

Examples:
  • This collection was previously part of the University Archives Publications Collection.
  • Portions of this collection were previously part of the University Archives Publications Collection.
  • The scrapbook was transferred along with other materials by Jeb Stuart Rosebrook when he left the employ of the Society of the Alumni sometime prior to 2007.
  • A portion of this collection was previously part of the University Archives Faculty-Alumni File Collection. It was rehoused here 11/1/09.

Records Destruction:

Information about the destruction of records according to Library of Virginia General Schedules may also be noted in this field. Example:
  • Accession 1980.137 was destroyed on 11/3/08 according to General Schedule 103 Series 010111.

Lost or Stolen Material:
This field could also conceivably be used to document lost or stolen collections, accessions, or items.

Related Materials Information


Related Materials

List collection name and call number if part of the SCRC's collections. Include name of repository if related collections are at a repository other than the SCRC in Swem Library. When there is a Libguide available on the topic, include a link to the guide in the field Related Mat. URL. For a complete list of Libguide for SCRC material see http://guides.swem.wm.edu/searchtags.php?iid=73&tag=scrc.

Because notes in the Separated Materials field do not currently display in the public version of the database, a note for the public to view would also be included in this field (5/2009).

Separated Materials

This field does not currently display in the public version of the database, so if there is a note for the public to view it should also be listed in the Related Materials field (5/2009). Sample notes to include:
  • A black and orange College of William and Mary pennant, circa 1923, is housed and described in the University Archives Artifact Collection. Colonial Echo yearbooks, 1916 and 1917, were transferred to the yearbook collection. A 24" x 8 1/2 " photograph of the class of 1923 (Giles B. Cooke is directly under the flag on the right) was transferred to the University Archives Photograph Collection and is housed with other oversize photographs.
  • All artifacts are housed and described in the Manuscripts Artifact Collection.

Orig/Copy Note

This field displays to the public as "Other Formats" (as of 1/2011) and should be used to make note of collections that may have been duplicated, are available on microfilm, in a digital format, or similar. Sample notes to include:
  • Microfilm of this collection is available in Swem Library's microforms area (call number LD6051 ...).
A note may also be added to the Scope field as in the current version of Archon it is immediately visible to researchers (and staff).

Preferred Citation

Examples include:
  • Abolitionist Papers, Special Collections Research Center, Swem Library, College of William and Mary.
  • Office of the President, Alvin Duke Chandler Records, Special Collections Research Center, Swem Library, College of William and Mary.

Other Information

Other URL

If the finding aid or inventory for the collection is only available online either through Virginia Heritage or a PDF of the paper inventory in a binder in the SCRC, include the URL for the location here. In the future when a new or revised inventory is created and manually entered into Archon for an inventory that was previously only available as a PDF or via Virginia Heritage, this URL should be deleted. If there are multiple PDFs of inventories or PDF(s) and a link to the finding aid in VHP, the links for all should be provided in the Collection Description field (see above).

Other Note

Include the following statement if relevant:
  • A PDF document of this inventory is available online.

If in the future, a new or revised inventory is created and manually entered into Archon for an inventory that was previously only available as a PDF, this statement should be deleted.

Finding Aid Information

Rules Used

Describing Archives: A Content Standard

Processing Information

If further information about the processors of the collection, such as the staff member's title, when the collection was processed, when additions were processed, etc. are available, include that information here. For example:
  • Accessioned and minimally processed by Mindy Gipson, SCRC staff, in November 2009.
  • Accessioned and minimally processed by Ute Schechter, Warren E. Burger Archivist, in July 2009. Arrangement and finding aid completed by Student McStudentsen in September 2009.
  • Processing and finding aid completed by Kate Hill, SCRC staff, in October 2008. Descriptions of new accessions added by Amy C. Schindler, University Archivist, in November and December 2008.
  • Accessioned from the backlog 12/12/2008 by Amy C. Schindler.
  • Further description added by Anne Johnson, Special Collections Assistant, in December 2009.
  • Accessions 1978.34, 2000.25, and 2005.897 were rehoused together by Anne Johnson, Special Collections Assistant, in September 2009.
  • Processed by Mark Tueting, SCRC staff, in 1995.
  • Acc. 2008.117 accessioned by Steven Bookman, University Archives Specialist, 11/2/2008.
  • Box and Folder List compiled by Student McStudentsen, SCRC staff,.
  • Accessions 2008.060 and 2008.106 were added to the finding aid by Steven Bookman, University Archives Specialist, in 2008. Earlier accessions were described by Special Collections Research Center staff.

Revision History

Use as needed.
  • "Record updated by Anne Johnson, Special Collections Assistant, in September 2009."

Publication Date

Enter date the record in Archon became accessible to the public.

Publication Note

Include a statement similar to:
  • Added to Archon by Roy Bleskachek in June 2007.

Written in

English

Books

As of 8/24/2010, the SCRC does not use this field.

Digital Content

Guidance for adding digital content to Archon should be taken from the Archon Digital Library page.

Content Manager - to be further drafted

Guidance for description at the Content Manager level (series, sub-series, boxes & folders) should be taken from the Accessioning and Processing Manual.

  • Series, sub-series, folders, and items (when description is done to these levels) should be named. Boxes should generally not be named.
  • Dates:
    • When including mention of months, spell out the names of months in the format "August 1900". Do not use "8/1900" or "Aug. 1900."
    • If new material is added to the collection, series, or folder on an ongoing basis use a date range such as 2002-[ongoing] (being sure to use the square brackets around "ongoing").
    • If the dates are approximate, use "circa" not "ca." or "c."
  • Do not use the ampersand "&".
  • Avoid using non-standard abbreviations such as "Misc."