(WHS Archives) ArchivesSpace Resource Record Manual [DRAFT]

Manual for creating EAD and MARCxml for WHS Archival and Manuscript Collections in ArchivesSpace

Resource Record Manual for Wisconsin Historical Society
                             as adapted from the UW-Archives manual

Contents of Resource Record Manual

  1. Resource -- New
  2. Resource -- Additions and Edits
  3. Contents List
  4. Final Steps

WHS EAD Procedures Manual

Useful Appendices: For sections listed below without a link, see EAD Procedures Manual on L Drive

Appendix A. File Naming Conventions
Appendix B. Entity Codes
Appendix C. Non-ASCII Characters
Appendix G. Contents List Guidelines
Appendix H. Checklist for Review on Test Site
Appendix I. Removal and Renaming of Registers on UWDCC
Appendix J. Container Types
Appendix K. Converting Excel Tables to EAD

[to remove below, as parts will be split up into own pages]


      Note: At this time add subject headings in MARC record and Archivist (or their designee) in charge of Metadata/Description, will import into ASpace

      Use to add subject headings to resource record, using primarily Library of Congress Subject HeadingsArt & Architecture Thesaurusor Local Sources. Create at least one but no more than five subject headings per resource record. To add a subject heading click Add Subject. Note, if importing a MARC record to create a new resource record, subject headings will automatically populate but edits may be required.


      1. To search for an existing subject heading, begin typing the name of the heading in the search box and select from the populated list which one you want to add. To add another subject, select Add Subject or click on the plus (+) button.
      2. To browse for existing subject headings select Browse from the drop down menu. A new window will appear and you can search for a subject in the upper left corner search box. Once you locate the subject heading in the results list, check the button next to the record and click Link to Subjects at the bottom of the page.
      3. To create a new subject heading select Create from the drop down menu. A new window will appear and you will populate the form accordingly.
        • Source: select Library of Congress Subject Headings OR Local Sources
        • Term:  Use this field to indicate the subject heading or controlled vocabulary term or phrase. 
        • Type: Choose from a drop-down list to indicate the type of term being recorded.
          • Genre/Form (MARC 655):A term indicating the form, genre, and/or physical characteristics of the materials being described. Genre terms for textual materials designate specific kinds of materials distinguished by the style or technique of their intellectual content (e.g., biographies, catechisms, essays, hymns, or reviews)

    • Geographic (MARC 651): Use the following for geographic names: archaeological sites, geographic regions (continents, land masses, planets, etc.), natural features (bays, capes, deserts, mountains), parks or other geographic entities NOT capable of authorship, and political jurisdictions.
        • Topical (MARC 650): Use the following for topical entries: general terms, names of deities/fictitious characters/mythological figures NOT capable of authorship, names of events and holidays, names or terms applied to individual objects or classes of objects (universities and colleges), and systematic names of families/genera/species, etc. 

          • Persons/Families/Corporate Entities (MARC 600 or 610): Create Agent Links and select Subject as the role. 

        • Additional Terms and Types are required if applicable for Subjects with subdivisions. See below for entry of a term with two subdivisions (Agricultural laws and legislation -- United States)
        • Click Create and Link to Subject when finished


      To add a note click Add Note and select appropriate note from Note Type drop down menu. Be sure to check the Publish box for each note created and add text for notes in the Content field.

      **AbstractSuccinct description of the collection or records.

      Accruals (DACS 5.4)Informs the user of anticipated additions to the unit (required if applicable). 

      Appraisal: do not use

      Arrangement (DACS 3.2MARC 351): How the collection is arranged (use if applicable).

      Examples: Arranged chronologically; Arranged alphabetically; Organized into three series: I. Correspondence, II. Financial Records, III. Photographs. 

      Bibliographydo not use

      Biographical/Historical (DACS 2.7MARC 545): A brief description of the context in which the materials were created, assembled, accumulated, and/or maintained. This should include, but is not limited to, birth and death dates of central figures mentioned in the collection, their educational information, any local connections, and/or significant contributions or writings (use if applicable).

      **Conditions Governing Access (DACS 4.1MARC 506): Record any access restrictions due to the nature of the material, donor requests or repository requirements. Access restrictions pertaining to physical conditions, technical requirements or governing reproduction belong in separate notes.  [Required, if applicable]

      Use the following statement: This collection may have restrictions or is in a format that is not currently accessible. Please consult University Archives staff prior to access.

      **Conditions Governing Use (DACS 4.4): Identifies restrictions on reproduction due to copyright or other reasons, as well as restrictions on further use of the materials, such as publication after access has been provided. [Required, if applicable]

      Use the following statement: Collection materials may be subject to laws governing rights. Researchers are solely responsible for determining the rights status of the materials they use. Permission may be required for some uses such as publication or reproduction.

      Custodial history (DACS 5.1MARC 561): Provide information on changes of ownership or custody of the material being described, from the time it left the possession of the creator until it was acquired by the repository (use if applicable).

      Dimensions: do not use

      Existence and Location of Copies: do not use

      Existence and Location of Originals (DACS 6.1): Indicates the existence, location, and availability of originals when the materials being described consist of copies and the originals are not held by the repository (use if applicable).

      File plan: do not use

      General: do not use

      **Immediate source of acquisition (DACS 5.2MARC 541): Identifies the source from which the repository directly acquired the materials, as well as the date and method of acquisition. ADD accession numbers!!!


              Gift of NAME, DATE
              Transferred from DEPARTMENT, DATE
              Acquired DATE
              Source unknown

      Index: do not use

      **Language of Materials (DACS 4.5): Free text field to record all languages represented in collecting, listing the primary one first. [Required, if more than one language in collection]

      Legal status: do not use

      Materials specific details: do not use

      Other finding aids (DACS 4.6): Identifies any other finding aids to the materials being described, particularly if they are available to the user, and provides information about the form and content of those finding aids (use if applicable).

      Physical characteristics and technical requirements (DACS 4.2 and 4.3): Provides information about restrictions due to any technical requirements that restrict or otherwise affect access/use to the materials being described, such as equipment or specific hardware/software required for use (use if applicable).

      Physical description: do not use

      Physical facet: do not use

      Physical Location: do not use

      Preferred Citation (MARC 524): Do not use at this time. [University has the following: Include this link for all finding aids https://www.library.wisc.edu/archives/archives/use-the-archivevs/citing-archives-resources/ ]

      Processing Information: do not use WHS USE???? Processed by John Smith

      Related Materials (DACS 6.3MARC 544): Indicates the existence and location of archival materials that are closely related to the materials being described by provenance, sphere of activity, or subject matter, either in the same repository, in other repositories, or elsewhere (use if applicable).

      Scope and Contents (DACS 3.1; (MARC 520): Provide information about the nature of the materials and activities reflected in the unit being described to enable users to judge its potential relevance. Include:

      • Function(s), activity(ies), etc. that generated materials being described;
      • The documentary form(s) or intellectual characteristics of the records being described (e.g., minutes, diaries, reports, etc.) in accordance to series (if present);
      • The physical formats of the records being described (e.g. papers, photographs, audiovisual recordings);
      • The content dates (time periods) covered by the intellectual content or subject of the unit;

      • Geographic area(s) and places to which the records pertain;

      • Subject matter to which the records pertain, such as topics, events, people, and organizations;

      • Any other information that assists the user in evaluating the relevance of the materials, such as completeness, changes in location, detailed organizational structure, ownership and custody while still in possession of the creator, etc;

      • Information about significant gaps in time (unless resulting from an appraisal decision)

      Separated Materials (DACS 6.3MARC 544): If materials are separated include information detailing the separation (use if applicable).This does not apply to deaccessions. 

      External Documents

      Do not use

      Rights Statements

      Do not use. See Conditions governing access and use.


    Use when applicable and consult Processing Archivist prior to use.

    Collection Management

    Processing priority: not in use at this time

    Note: not in use at this time

    Processing hrs/unit Estimate: do not use

    Processing Total Extent: do not use

    Extent Type: do not use

    Total Processing Hours: do not use

    Processing status: select the appropriate

    1. In Progress: resource record is currently being worked on
    2. In Progress, needs media processing: use when media is separated from rest of collection (for housing/storage purposes) and needs further description or location information updates
    3. Complete: resource is completely finished and MARC and EAD resource record are ready for exporting.
      • Save and close resource record
      • Export
        • Download MARCXML
        • Download EAD: include unpublished; include <dao> tags; use numbered <c> tags:


    Currently not in use for resource records.

    User Defined

    Currently not in use for resource records.

    Finding Aid Data

    Input by the Cataloging Archivist (or their designee), except for Finding Aid Author and Finding Aid Status.

    **EAD ID: use information in Identifier field above (replace slashes with underscore). Consult and update spreadsheet relating to accession and collection numbers. 

            Example: uw-ua-ua2018_014; uw-ua-uac1; uw-ua-ua9_12_2_1_7       

    **EAD Location: http://digital.library.wisc.edu/1711.dl/wiarchives plus repository identifier plus the EAD ID

            Repository identifiers: WHS=uw-whs; UW Archives=uw-lib; Mills Music Library=uw-mus; Special Collections=uw-lib

            Example: http://digital.library.wisc.edu/1711.dl/wiarchives.uw-ua-UA2018_014

    **Finding Aid Title: Finding Aid to the [insert title of the collection from the Title field under Basic Information above]. To date, two records will display in the library catalog. One record will reflect the finding aid itself (which is why we need to include “Finding Aid to the…” in the title. The other record will be for the collection (which will just include the title of the collection found in Basic Information).

    Example: Finding Aid to the John Riggs papers 

    Finding Aid Subtitle: Leave blank.

    **Finding Aid Filing Title: a form of the title beginning with the filing entry which would be last name for personal papers. Otherwise, include collection title.

    Examples: Riggs (John) papers OR College of Agricultural and Life Sciences collection.

    **Finding Aid Date: type out the month and year the finding aid was finalized as MM-YYYY

    **Finding Aid Author(s): last name, first name; last name, first name 

    **Description Rules: Describing Archives: A Content Standard (DACS)

    **Language of Description: English

    Sponsor: include grant funding agencies or contributing authors to content. If none exist, leave blank.

    Edition Statement: Leave blank.

    Series Statement: Leave blank.

    **Finding Aid Status: Select appropriate category from drop-down menu

    1. Completed: select when the finding aid is completed and ready to export and publish
    2. In Progress: select while working on finding aid
    3. Under Revision: use for imported finding aids
    4. Unprocessed: do not use

    Finding Aid Note: Leave blank.

    Revision Statements

      Use this section to record revisions to the finding aid. Click Add Revision Statement and enter the date and description of the revision.

    Related Accessions

      Do not use at this time.

    EAD/MARCXML Export Instructions [to be continued]

Keywords:ArchivesSpace Wisconsin Historical Society EAD   Doc ID:89109
Owner:Alison B.Group:UW Libraries Shared Systems
Created:2019-01-15 16:35 CDTUpdated:2019-03-05 15:28 CDT
Sites:UW Libraries Shared Systems
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