Instructions for creating a new resource record
Bold items: names of fields
Courier New: what to select or type
Export → Print Resource to PDF
Sign into ArchivesSpace: https://archspace.library.wisc.edu
Select WHS as repository, this is especially important for students who work at multiple locations on campus.PDF: For review at any point a PDF version can be exported. Note: the PDF is not how the finding aid will display to the public.
** = Required field (for publishing)
Edits and Additions to existing Finding Aids
- Minor edits may be either
- Sent by email to Description Archivist
- Print up relevant section(s) and mark corrections; make sure the print out has name of collection and call number
- Major edits and additions to EAD
- Request finding aid to be imported into ASpace by emailing Description Archivist
- Update collection level metadata
- Add Identifier
- Add accession number(s) to Immediate Source of Acquisition
- Finding Aid Data -- Finding Aid Status = Under Revision
- Other fields as needed
- Review import for any major errors in contents
**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
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.
|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.
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.
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.
**Expression: Use to record natural language expression specifying the date or date range of the materials in the accession
Spring 1980 [not at collection level]
FY2011 [not at collection level]
undated [not at collection level]
For bulk and inclusive, record dates in beginning and end fields, only at the collection level.
See DACS 2.5 for guidance.
**Number: numeric value used to indicate the number of units in the extent statement.
**Type: Select appropriate category from drop down menu. Use cubic feet.
**Container Summary: Record number and type of containers in accession.
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
Input by the Cataloging Archivist (or their designee), except for Finding Aid Author and Finding Aid Status.
**EAD ID: uw-whs-[filename]
See Appendix A for file naming conventions
Example: Finding Aid to the Gaylord Nelson Papers, 1954-2006 (bulk 1963-1980)
Nelson, Gaylord Papers
Wisconsin Department of Transportation Speeches
**Script of Description: Latin
**Finding Aid Status: Select appropriate category from drop-down menu
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.
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:
Note: At this time the Archivist (or their designee) in charge of Metadata/Description will add subject headings via the imported MARC record into ASpace. The Processing Archivist will add subject headings to the exported MARC record in OCLC.Use to add subject headings to resource record, using primarily Library of Congress Subject Headings, Art & Architecture Thesaurus, or 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:
- 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 (for example: 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.
Organized into three series: I. Correspondence, II. Financial Records, III. Photographs.
This collection was received in multiple parts from the donor(s) and is organized into [##] major parts. These materials have not been physically interfiled and researchers might need to consult more than one part to locate similar materials.
<ref linktype="simple" target="p#" show="replace" actuate="onrequest">Part # ([call #]): Original Collection [Additions], [dates]</ref>
Custodial history (DACS 5.4; MARC 561): do not use. See Immediate source of acquisition.
Presented by David R. Obey, Washington, D.C., 1992, 2013. <num type="accession">M92-136, M2013-092</num>
State and Local Records:
<num type="accession">1990/144, 1992/077, 1998/009, 1999/039, 2001/122, 2003/047, 2005/032, 2006/134, 2008/019, 2016/068</num>