(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. New Resource
  2. Additions and Edits to Resource
  3. Contents List
  4. MARC Import
  5. EAD Import
  6. MARC Export
  7. EAD Export

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
Appendix L. Links
Appendix M. Agency Histories
Appendix N. State Record Series
Appendix O. Oral Histories

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

    NEED to ADD somewhere how to do Footnotes:

    For example add within the text where it would go:

    <note actuate="onrequest" show="new"><p>This 1964 closing...</p></note>

      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        • Download EAD: include unpublished; include 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.

Keywords:ArchivesSpace Wisconsin Historical Society EAD   Doc ID:89109
Owner:Alison B.Group:UW Libraries Shared Systems
Created:2019-01-15 16:35 CDTUpdated:2019-07-24 14:15 CDT
Sites:UW Libraries Shared Systems
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