(WHS Archives) ArchivesSpace Resource Record Manual [DRAFT]

Manual for creating EAD and MARCxml for WHS Archival and Manuscript Collectionsop Container:

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

Bold items: names of fields

Courier New font: what to select or type

A PDF version of the finding aid can be created. Export -- Print Resource to PDF -- Resource to Print -- Browse Resource.

Sign into ArchivesSpace

    1. https://archspace.library.wisc.edu/
    2. Sign In (top right corner)
    3. Username and password
    4. Select Repository = WHS

    New resource record

    To create a new resource record: Create → Resource

    Enter Minimum required fields to save, as well as a few others listed below including Finding Aid data fields and Creator(s) of Collection under Agent. Information can be approximate and changed later if unsure.

    ** = Required field (for publishing)

    Minimum required fields to save a new Resource Record:

        1. Title
        2. Identifier
        3. Level of Description = Collection
        4. Resource  Type = Papers or Collection
        5. Language [of collection]
        6. Date
        7. Extent

    Basic Information

    **Title: Collection level: Record a devised title in accordance with DACS 2.3.

            Examples:   Gaylord Nelson Papers [245 for Manuscript Collections]

      Madison (Wis.). Treasurer: Tax Rolls [110 + 245 for Local Government Records]

      Wisconsin. Equal Rights Division: Circuit Court Cases [110 + 245 for State Government Records]

               Geographical Surveys West of the 100th Meridian Photographs

    **Identifier: Use first box for main collection call number; separate call numbers by format in separate cells, when possible. There are only 4 cells, with a limit of 50 characters each (including spaces). For collections with a long list of call numbers put in as many call numbers up to 50 characters in each cell. Note: ASpace will not inform users of to many characters until export. Add any additional call numbers at the beginning of Abstract.

    Separate call numbers with semicolon (;) adding a semicolon to last call number in cell if next cell used.

            Examples:

     Mss 1020; Micro 2098;   Audio 1173A;  PH 3764;  AC 034; AC 407; AC 429-AC 434 

      

     Milwaukee Mss 104;  Milwaukee Micro 51; Micro 1071;  Disc 180A; Audio 1139A;   PH 3658 

    **Level of Description: Collection is the only level used at the top level of description, and is used for all WHS Collections (State, Local, Mss, A/V). All other levels are only used at the contents level of description.

    **Resource Type: 

    1. Papers: Collection of personal or family papers
    2. Records: Documentation and materials that were generated as the result of routine activities or transactions, especially those of a State, County or City or of a Corporate Body, Union, Club, or another organization
    3. Collection: Materials assembled by a person, organization, or repository from a variety of sources
    4. Publications: Published works [RARE]

    **Language: Select primary language represented in collection. See Language of Materials note for more than one language.

    Publish?: Check when resource record is ready to be published.

    Restrictions?: Check if restrictions exist (found in Deed of Gift, State Statute, or other related forms). 

    Repository Processing Note: Record any information relevant to the processing of the materials. Field not required and does not publish. Use for questions or comments during processing; delete when resolved.

    Dates

    See DACS 2.4 for guidance. Record dates of record keeping activity or dates during which the materials were created and/or collected. To add a new date, click on Add Date and fill in the appropriate fields.       

    **Label: At collection level select Creation. Some of the labels listed are not appropriate for contents list dates, but rather are used for other areas of description such as for Agents.       

    1. Agent Relation: do not use
    2. Broadcast: Use for Film or Audio which was publicly broadcast at the item level
    3. Copyright: Use for published materials with copyright date and no other date, otherwise use "Publication" [RARE]
    4. Creation: Use at all levels unless other label is appropriate; always select for Collection Level of Description
    5. Deaccssion: do not use in Resource
    6. Digitized: do not use
    7. Event: do not use
    8. Existence: do not use
    9. Issued: do not use, use creation or copyright
    10. Modified: do not use
    11. Other: do not use
    12. Publication: Use for published materials; if Copyright is only date available, use "Copyright"
    13. Record Keeping: do not use
    14. Usage: do not use

    **Expression: Use to record natural language expression specifying the date or date range of the materials in the accession

    Examples:

      1975-1990

      (bulk 1950s-1980s)

      Spring 1980 [not at collection level]

      FY2011 [not at collection level]

      undated [not at collection level]

    **Type:

    1. Bulk: use if most materials fall within a certain date range
    2. Inclusive: use to record the earliest and latest dates
    3. Single: use if content falls within a single year

    For bulk and inclusive, record dates in beginning and end fields, only at the collection level. 

    1. Begin: provide beginning year of a range, do not include month or day
    2. End: provide end year of a range, do not include month or day

    **Certainty:

    1. Approximate (circa)
    2. Inferred (Questionable/conjectural dates, for example dates based on subject matter of materials, birth and death date of creator, not the documents themselves)
    3. Questionable 
    4. y (yes)

    **Era: ce

    **Calendar: Gregorian

    Extents

    See DACS 2.5 for guidance.

    **Portion: Select Whole 

    **Number: numeric value used to indicate the number of units in the extent statement (e.g. 5, 2, 15). Use calculator as needed for conversions.

    **Type: Select appropriate category from drop down menu. Use cubic feet. 

    **Container Summary: Record number and type of containers in accession. Consult document for standard descriptions of containers.

            Examples: 10 record cartons, 3 oversize folders, 6 tubes, 1 USB flash drive

    Physical Details: Record other physical details of the materials described.

            Examples: black and white negatives; photograph prints; TIFFs; JPEGs; bound volumes; scrapbooks  

    Dimensions: do not use

    Finding Aid Data

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

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

    **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

    Agent Links

    Note: At this time only add for creator(s); Archivist (or their designee) in charge of Metadata/Description, will add subject headings as needed

    Add Agent Links for creators, donors or subject headings (persons, corporate bodies, and families). To determine if an agent record already exists in AS,  browse all agents by choosing Browse→Agents in the home bar, or search AS using Search All Records at the top of the screen.

    To add Agent Links click the Add Agent Link button.

    **Role: Select role for the Agent from the drop-down menu. Select Creator (for creators) or Source (for donors). If donor and creator are the same, just add a Creator Agent Link.

    1. Creator: Creator(s) for collection
    2. Source: Donor(s) of collection
    3. Subject: Persons or Corporations as subjects

    Relator: Select appropriate option from drop-down menu, if applicable

    **Agents: Browse to select an existing agent begin by entering the name; if no agent appears create a new agent. 

    To create a new agent:

    1. Agents -- Create
      • Person
      • Family
      • Corporate Entity
      • Software = do not use
    2. Basic Information =  Publish  
    3. Search Library of Congress Authorities under Name Authority Headings
    4. Dates of Existence: Add only for Person, use same dates as NACO heading, and only if dates are known
    5. Authority ID: leave blank
    6. Source = NACO Authority File (even when heading does not appear in authority file)
    7. Rules = Resource Description and Access (RDA)
    8. Name Order
      • Indirect = Person, (in most cases)
      • Direct = Family, Corporations
    9. Prefix = rarely used
    10. Title = rarely used
    11. Primary part of name = For Person or Family use last name or surname; for Corporations use highest governing body  
    12. Rest of Name = For Person enter first name field; for Corporations enter rest of  corporate name such as department or division
    13. Suffix = use for Sr., Jr., etc.
    14. Fuller Form = use for a Person when full name is known when initials are used in rest of name
    15. Number = rarely used
    16. Dates = birth and/or death dates for Person
    17. Qualifier = used to qualify a Corporation to distinguish a corporation by the same name
    18. Do not use = Contact Details, Notes, Related Agents, or External Documents
    19. Create and Link to Agent

    Contents List

    After the basic collection-level description is complete, proceed to list the contents of the collection by adding Parts (Sub-Fonds), Series, Sub-Series, File, or Item components.

    Manual Entry is the preferred method of entry for Parts (Sub-Fonds), Series and Sub-series and normally entered before files and items. Rapid Data Entry is the preferred method for entry of files and items.

    Parts (Sub-Fonds) are used when a new accession is being added to an existing collection.

    Manual Entry of Contents List

    Browse for Resource record to edit. With the collection title bar highlighted blue, select "Add Child" to add an Archival Object data entry.

    Required information for Series or Sub-Series:

      1. Title [more common]
        or
      2. Date(s)
      3. Component Unique Identifier 
      4. Level of Description = Series or Sub-Series

    Required information for Parts (Sub-Fonds):

      1. Title
        Examples:
        Part 1 (1981/139): Original Collection
        Part 2 (1982/101): Additions
        Part 5 (1989/081, Audio 1549A/1-7): Additions)
      2. Component Unique Identifier = enter first call number or accession of instances in Part
      3. Level of Description = Sub-Fonds
      4. Date(s)
      5. Extent
      6. Scope and Content Note

    Basic Information

    **Title: Record a devised title for Series or Sub-Series; follow examples above for Parts (Sub-Fonds). Sometimes a Series, or more frequently a Sub-Series may only be a date, then leave title blank.

    Component Unique Identifier: enter when call number has changed from previous Series or Sub-Series and always at the beginning of a Part (Sub-Fonds); otherwise leave blank

    **Level of Description: 

      1. Collection: Top level description, do not use at this level of description
      2. Series: Use with processed collections with identified Series
      3. Sub-Series: Use with processed collections with Sub-Series to a Series
      4. File: Use for folder titles [if in doubt use File]
      5. Item: Use only for individual items described within a folder [if in doubt use File]
      6. Other Level: Use for headings in unprocessed collections [if in doubt use File]
      7. Sub-Fonds: Use for Parts/Additions
      8. Class: do not use
      9. Fondsdo not use
      10. Record Groupdo not use
      11. Sub-Groupdo not use

    Language: Use only if a language is represented that is not the primary language in the collection. Select appropriate language from drop-down menu.  

    **Publish?: Check box

    Restrictions Apply?: Check box if restrictions exist for a whole Series or Sub-Series, or if any portion of a Part (Sub-Fonds) is restricted, listing the boxes and folders affected by restriction.

    Repository Processing Note: Do not use.

    Dates

    See DACS 2.4 for guidance. Record dates of record keeping activity or dates during which the materials were created and/or collected. To add a new date, click on Add Date and fill in the appropriate fields.      

    **Label: Select Creation

    Expression: Use to record natural language expression specifying the date or date range of the materials in the accession (e.g. undated or Spring 1980).  

    **Type: Select appropriate category from drop down menu.

    • Bulk: use if most materials fall within a certain date range
    • Inclusive: use to record the earliest and latest dates
    • Single:use if content falls within a single year

    For bulk and inclusive, record dates in beginning and end fields. 

    • Begin:provide beginning of a range using YYYY-MM-DD format
    • End:provide end of a range using YYYY-MM-DD format     

    **Certainty: Select appropriate category from drop down menu.

    • Approximate (circa)
    • Inferred (e.g. based on subject matter of materials, birth and death date of creator; questionable (conjectural)
    • Questionable 
    • Y (yes)   

    **Era: Select ce  

    **Calendar: Select Gregorian

    Extents

    Use only for Parts (Sub-Fonds). 

    Agent Links

    Do not use

    Subjects

    Do not use

    Notes

    REWORD!!!! Optionally use to add component-level notes, following detailed guidance in the collection level record Notes section above. Common notes to use include Scope and Contents and Physical Descriptions.

    External Documents

    Do not use

    Rights Statements

    Use to specify a rights statement for a component level.

    Instances

    Do not use for Parts (Sub-Fonds), Series and Sub-Series. [Need to create specific instructions for different types of materials?!?]

    Manual Entry of Instances

    To create new Top Container: Instances -- Add Container Instance

    Type: 

    1. Box
    2. Volume
    3. Oversize folder
    4. Reel
    5. Audio
    6. Computer disk= rare
    7. Box-Folder= rare 
    8. Reel-Frame= rare

    Top Container: 

    1. Browse= when the top container for the call number or accession number has already been created
    2. Create= new top container for each box, volume, etc. within a call number or accession number

    Container Profile: do not use

    Container Type: 

    1. Box
    2. Folder
    3. Volume
    4. othertype= use when type does not match the container type 
    5. Reel
    6. Frame

    Indicator: enter box, volume or other container number

    Barcode: scan barcode when finished processing

    ILS: do not use

    Locations: do not use

    Create and Link to Top Container

    For adding a folder, item, or other material stored inside the Top Container

    Child Type: 

    1. Box
    2. Volume
    3. Oversize folder
    4. Reel
    5. Audio
    6. Computer disk= rare
    7. Box-Folder= rare 
    8. Reel-Frame= rare

    Child Indicator: Enter number

    Grandchild Type: do not use

    Grandchild Indicator: do not use

    Save Archival Object 

    To continue with manual entry, choose Add Sibling for same level of description, or Add Child for lower level of description.

    Rapid Data Entry of Contents [preferred method]

    With Resource Record in edit mode, make sure to highlight and open the level in which to add children to. Select "Rapid Data Entry."

    A. Click the Columns: 32 visible button and uncheck everything but the fields you wish to view. When you uncheck, the line on the menu will change from blue to white. Sample rapid data entry setup:

    1. Level of Description: Select appropriate category from drop-down menu. The majority of the time File will be selected to represent folder level description.
    2. Other Level: do not use
    3. Publish?: Check box
    4. Title: Include title of category being described, in most cases it will be the title of the folder.
    5. Component Unique Identifier: Do not use for creation of new resource records. Revisit when handling legacy finding aids.
    6. Language: Select appropriate language from drop-down menu. Only use if not primary language of collection.
    7. Date Expression: Use to record natural language expression specifying the date or date range of the materials in the accession (e.g. undated or Spring 1980).
    8. Date Type: Select appropriate category from drop down menu.
      • Bulk: use if most materials fall within a certain date range
      • Inclusive: use to record the earliest and latest dates
      • Single:use if content falls within a single year
    1. Label: Select appropriate category from drop-down menu as it relates to the date, if applicable.   
    2. Begin: For bulk and inclusive, record dates in beginning and end fields. 
      • Begin:provide beginning of a range using YYYY-MM-DD format
    1. End:  For bulk and inclusive, record dates in beginning and end fields.
      • End:provide end of a range using YYYY-MM-DD format
    1. Extent Portion:  do not use.
    2. Number: do not use.
    3. Type: do not use.
    4. Container Summary: do not use.
    5. Physical Details: Record other physical details of the materials described. Use for photographic media that include rare formats and audio visual media.
    6. Dimensions: not used
    7. Instance Type: select label description from drop down menu
    8. Top Container:  If box has not been entered, you’ll need to create a new holding.
      • Select Create from the drop down menu
      • Container Type: select label description from drop down menu 
      • Indicator: enter box or container number
      • Barcode: enter barcode number
      • Click Create and Link to Top Container

    If a box was entered in the Accession record, you’ll need to connect it to the Resource Record so it can be searched in the Top Container field. To do this, follow instructions above under heading Manual Entry of Contents List and start under the sub-heading Instances and go to “To browse for an existing container select Add Container Instance” section. Once you have added the top container using the manual entry mode, you can then search for the top container in the Rapid Data Entry mode.

    1. Child Type: select label description from drop down menu
    2. Child Indicator: enter number
    3. Grandchild Type: do not use.
    4. Grandchild Indicator: do not use.
    5. Note 1: Use as needed for unique circumstances (ex. restrictions, high value items, other relevant special descriptions)
    6. Label 1-3:  do not use.
    7. Content 1-3:  do not use.
    8. Note 2-3:  do not use.

    B. When you have completed filling out information for the component, click the green plus sign at the end of the row, or click the green Add Row button.  A new row will appear below the first row, and data should carry over as you’ve specified in the column headings.

    C. Fill in the correct information for the next component. Change any of the fields if needed.

    D. Repeat until you enter all the components for each top container. When you complete your entry, click the Validate Rows button. Correct any errors and then click the Save Rows button at the bottom of the screen.

    E. To add another existing  top container for a new set of components, see instructions under Manual Entry. Then return to step 1 above in Rapid Data Entry.  

    F. After all components are entered, click the blue Save button.

    G. If you need to reorder any of the components, make sure you are at the collection level in the Resource Record and in Edit mode. Select Enable Reorder Mode and begin dragging and dropping components to their new locations. click and drag the entry to the appropriate place in the list.Once you are finished moving components, click Close Record.

    UPDATE/Incorporate BASIC INFO

      Basic Information

      **Title: Devise a title of a series, file, or item, or a characterization of the contents of a container. If title is only a date, leave this field blank and enter information in Dates section. For items with a formal title transcribe in accordance with DCRM(MSS) 1C.

      Component Unique Identifier: Use when call number changes

      **Level of Description: Select appropriate level of description from drop-down menu.

        **Level of Description: Collection is only used at the top level of description and is used for all WHS Collections (State, Local, Mss, A/V). All other levels only used at the contents level of description.

        1. Collection: Top level description
        2. Series: Use with processed collections with identified Series
        3. Sub-Series: Use with processed collections with Sub-series in contents
        4. File: Use for folder titles [if in doubt use File]
        5. Item: Use only for individual items described within a folder [if in doubt use File]
        6. Other Level: Use for headings in unprocessed collections [if in doubt use File]
        7. Sub-Fonds: Use for Parts/Additions
        8. Class: do not use
        9. Fondsdo not use
        10. Record Groupdo not use
        11. Sub-Groupdo not use

      Language: Use only if a language is represented that is not the primary language in the collection. Select appropriate language from drop-down menu.  

      **Publish?: Check box

      Restrictions Apply?: Check box if restrictions exist (found in Deed of Gift, state statute, or other related forms). Access and use restrictions don't carry over from the Accession Record so if there are restrictions (access or use) in the Accession Record be sure to check this box.

      Repository Processing Note: Do not use.

      Dates

      See DACS 2.4 for guidance. Record dates of record keeping activity or dates during which the materials were created and/or collected. To add a new date, click on Add Date and fill in the appropriate fields.       

      **Label: Select Creation

      Expression: Use to record natural language expression specifying the date or date range of the materials in the accession (e.g. undated or Spring 1980).  

      **Type: Select appropriate category from drop down menu.

      • Bulk: use if most materials fall within a certain date range
      • Inclusive: use to record the earliest and latest dates
      • Single:use if content falls within a single year

      For bulk and inclusive, record dates in beginning and end fields. 

      • Begin:provide beginning of a range using YYYY-MM-DD format
      • End:provide end of a range using YYYY-MM-DD format      

      **Certainty: Select appropriate category from drop down menu.

      • Approximate (circa)
      • Inferred (e.g. based on subject matter of materials, birth and death date of creator; questionable (conjectural)
      • Questionable 
      • Y (yes)    

      **Era: Select ce   

      **Calendar: Select Gregorian

      Extents

      Do not use.

      Agent Links

      Do not use.

      Subjects

      Do not use.

      Notes

      Optionally use to add component-level notes, following detailed guidance in the collection level record Notes section above. Common notes to use include Scope and Contents and Physical Descriptions.

      External Documents

      Do not use.

      Rights Statements

      Optionally use to specify a rights statement for a component level, as distinct from rights at the collection level.

      Instances

      Do not use for series and sub-series levels. Complete for folder level (see instructions below) or use Rapid Data Entry function (see instructions for Rapid Data Entry below).

      Folder level instances:

      To create a new container select Add Container Instance.

      Type: select label description from drop down menu

      Top Container: select Create from the drop down menu

      Container Type: select label description from drop down menu (use othertype  for anything that is not currently listed)

      Indicator: enter box or container number

      Barcode: scan barcode on outside of box (if barcode is not already on box, add one)

      Select Add Location

      Status: select Current

      Start date: automatically populated with today’s date

      Location: start typing steenbock range# section# shelf#
              
      Example: steenbock 87 F 4

      Click Create and Link to Top Container

      To browse for an existing container select Add Container Instance.

      Type: select label description from drop down menu

      Top Container: select Browse from the drop down menu

      Use any of the fields to search for an existing top container or collection/accession. Click the button next to the selected item in the results list and click Link to Top Containers.

      Child Type: select label description from drop down menu

      Child Indicator: Enter number

      Grandchild Type: use when applicable and follow instructions for selecting Child Type

      Grandchild Indicator: use when applicable and enter number

      Click Save Archival Object 

      Click on an entry in the summary list at the top of the screen and choose Add Sibling to continue adding sister components.

      Click on an entry in the summary list at the top of the screen and choose Add Child to add subordinate components.

    Instances 

    Use to connect an archival object with a top container. All fields are required.

    To create a new container select Add Container Instance.

    Type: select label description from drop down menu

    Top Container: select Create from the drop down menu

    Container Type: select label description from drop down menu

    Indicator: enter box or container number

    Barcode: scan barcode on outside of box (if barcode is not already on box, add one)

    Select Add Location

    Status: select Current

    Start date: automatically populated with today’s date

    Location: start typing steenbock range# section# shelf#
            
    Example: steenbock 87 F 4

    Click Create and Link to Top Container

    To browse for an existing container select Add Container Instance.

    Type: select label description from drop down menu

    Top Container: select Browse from the drop down menu

    Use any of the fields to search for an existing top container or collection/accession.

    Child Type: select label description from drop down menu

    Child Indicator: Enter number

    Grandchild Type: use when applicable and follow instructions for selecting Child Type

    Grandchild Indicator: use when applicable and enter number

      Subjects

      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.

      **Subjects: 

      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

      Notes

      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!!!

      Examples: 

              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.

    Deaccessions

    Use when applicable and consult Processing Archivist prior to use.

    Collection Management

    All fields below are required.

    Processing priority: select High or Low 

    Note: By selecting High the collection will be processed within a year. Only select if there are donor imposed requests (that we can’t say no to), collections connect to milestone/anniversary on campus, or align with department goals

    Processing hrs/unit Estimate: enter 4 (represents four hours per cubic foot)

    Processing Total Extent: record extent of collection

    Extent Type: select cubic feet

    Total Processing Hours: multiply number in Processing hrs/unit Estimate by Processing Total Extent

    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:

    Classifications

    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 15:35 CSTUpdated:2019-02-20 15:21 CST
Sites:UW Libraries Shared Systems
Feedback:  0   0