(WHS Archives) ArchivesSpace Resource -- General Workflow

General Workflow to Creating and Editing Finding Aids

General Workflow for Resource Records

New Resource Record
  1. 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
  2. Archivist or assistant add Contents
  3. Archivist adds other fields under collection description, as needed
  4. Archivist exports PDF for review, and updates ASpace, as needed
  5. 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
  6. 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 
  7. 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
  8. 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
  9. 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
  10. 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
  1. 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
  2. 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
  3. Archivist or assistant add Contents
  4. Archivist reviews and updates Collection Level data
  5. Archivist exports PDF for review
  6. 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
  7. 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
  8. 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
  9. 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
  10. Finding aids published the first week or even months
    • Under Finding Aid Data, set Finding Aid Status to Published to UWDCC