(WHS Archives) ArchivesSpace -- Resource -- Workflow

Workflow to Creating and Editing Resource Records in ArchivesSpace for EAD Finding Aids

General Workflow for Resource Records

New Resource Record
  1. If MARC record has not been imported into ASpace, Collection Archivist*, or their designee, 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 (new EAD) or Under Revision (existing EAD)
  2. Collection Archivist or assistant add Contents
  3. Collection Archivist reviews (export PDF), edits and adds other fields under collection description, as needed
  4. Collection Archivist or assistant adds or updates and reviews MARC Bibliographic [Cataloging Archivist can export MARC if needed]
         - Review in OCLC, add 541s/583s, subjects and other fields as needed
         - Replace record in OCLC
         - Export record to Alma
         - Add holdings and item records in Alma
  5. Collection Archivist submits to Cataloging Archivist for review
         -
    Print off OCLC record and first page of Finding Aid and put in Cataloging workflow
         -
    Under Finding Aid Data, set Finding Aid Status to In Review
  6. Cataloging 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 if subject headings added [not including FAST headings]
         -
    Merge MARC record with EAD record in ASpace, if needed
  7. Cataloging Archivist or EAD Assistant Archivist ASpace review
         - Dates, Extent, Subjects, Notes, Contents list
         -
    Under Finding Aid Data, set Finding Aid Status to Ready to Publish
  8. Cataloging Archivist or EAD Assistant Archivist export EAD
    • EAD edits for import to UWDCC test site
    • Review finding aid on test site
    • Make changes to ASpace record and EAD as needed, for big changes may want to edit only in ASpace and reexport; or go back to Collection Archivist to have them make changes
    • Send link to finding aid on test site to Collection Archivist, as needed
  9. Finding aids published the first week of every month
    • Under Finding Aid Data, set Finding Aid Status to Published to UWDCC
Edits and Additions to Collections
  1. Collection Archivist searches for collection in ASpace Resource Records
    • If record is not in ASpace, email Cataloging Archivist to import into ASpace, or start new Resource record in ASpace, for EAD import later, otherwise skip to step 3
    • If change is minor, such as a spelling error or date change, print off page with error from F.A. website and write correction on sheet for Cataloging Archivist to fix, or email Cataloging Archivist with needed edit(s)
  2. Cataloging 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. Collection Archivist or assistant add Contents
  4. Collection Archivist reviews and updates Collection Level data
  5. Collection Archivist exports PDF for review
  6. Collection 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. Collection Archivist submits to Cataloging 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. Cataloging 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. Cataloging Archivist or EAD Assistant Archivist export EAD
    • Under Finding Aid Data, set Finding Aid Status to Ready to Publish
    • 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 of every month
    • Under Finding Aid Data, set Finding Aid Status to Published to UWDCC

* Collection Archivist = Archivists in charge of State, Local, Manuscript Accessioner, Manuscript, Visual Materials, Project, or WCFTR collections

(rev. 20230104 aeb)