(WHS Archives) ArchivesSpace Resource -- General Workflow
General Workflow to Creating and Editing Finding Aids
General Workflow for Resource Records
New Resource Record
- Archivist creates New Resource Record in ASpace with at least minimal fields required for saving
- Under Finding Aid Data set Finding Aid Status to In Progress
- Archivist or assistant add Contents
- Archivist adds other fields under collection description, as needed
- Archivist exports PDF for review, and updates ASpace, as needed
- Archivist submits to Description Archivist for review
- Print off first page of Finding Aid and put in Cataloging workflow
- Under Finding Aid Data, set Finding Aid Status to In Review
- Description Archivist export MARC
- Import to OCLC
- Add record to OCLC
- Print off OCLC record, give printout to Archivist with first page of Finding Aid
- Archivist review MARC Bibliographic
- Review in OCLC, add subjects and other fields, as needed
- Replace record in OCLC
- Export record to Alma
- Add holdings and item records in Alma
- MARC and Finding aid printouts put in Review ArchivesSpace in EAD Workflow
- Description Archivist MARC review
- Review in OCLC, replacing in OCLC and Alma, as needed
- Review holding and items in Alma
- Export MARC from Alma to import in ASpace
- Merge MARC record with EAD record in ASpace
- Under Finding Aid Data, set Finding Aid Status to Ready to Publish
- Description Archivist or EAD Assistant Archivist export EAD
- EAD review for import to UWDCC test site
- Review finding aid on test site
- Make changes to ASpace record and EAD as needed
- Send link to finding aid on test site to Archivist, as needed
- Finding aids published the first week or even months
- Under Finding Aid Data, set Finding Aid Status to Published to UWDCC
Edits and Additions to Collections
- Archivist searches for collection in ASpace Resource Records
- If record is not in ASpace, email Description Archivist to import into ASpace, otherwise skip to step 3
- Description Archivist import to ASpace
- Import MARC record
- Import EAD, if available
- Merge MARC and EAD, as needed
- Under Finding Aid Data set Finding Aid Status to Under Revision
- Reply to Archivist's email
- Archivist or assistant add Contents
- Archivist reviews and updates Collection Level data
- Archivist exports PDF for review
- Archivist reviews and updates MARC
- Review in OCLC
- Replace in OCLC, if needed
- Export to Alma, as needed
- Add holdings and item records, as needed
- Archivist submits to Description Archivist for review
- Print off first page of Finding Aid and MARC record, and put in Cataloging workflow
- Under Finding Aid Data, set Finding Aid Status to In Review
- Description Archivist reviews MARC
- Replace in OCLC and Alma, as needed
- Review holdings and items in Alma
- Import MARC to ASpace and merge, as needed; otherwise make corrections directly in ASpace
- MARC and Finding aid printouts put in Review ArchivesSpace in EAD Workflow
- Description Archivist or EAD Assistant Archivist export EAD
- EAD review for import to UWDCC test site
- Review finding aid on test site
- Make changes to ASpace record and EAD as needed
- Send link to finding aid on test site to Archivist, as needed
- Finding aids published the first week or even months
- Under Finding Aid Data, set Finding Aid Status to Published to UWDCC