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Open ArchivesSpace

Go to https://arstaff.lib.harvard.edu

Log in with username and password

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TITLE

The title of your collection, ex. Elena Bonner papers (no punctuation)

IDENTIFIER

Call number, ex. MS Am 1234 (all in the first text box)

LEVEL OF DESCRIPTION

Select “Collection” from dropdown menu

LANGUAGE

Select from dropdown menu the language most prominently represented in your collection

Dates

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 LABEL

Keep “Creation” selected

EXPRESSION

 Use to describe the natural language expression of your date(s), ex. circa 1810-1892 (no end punctuation)

TYPE

Select from dropdown menu the type of date you are describing, ex. inclusive, bulk, single

BEGIN

Input the numeric expression of your early date, ex. 1810

END

Input the numeric expression of your late date, ex. 1892

 Extents

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PORTION

Keep “Whole” selected

NUMBER

Input the numeric measurement of linear feet, ex. 7

TYPE

Select “Linear Feet” from the dropdown menu

CONTAINER SUMMARY

Input the number of boxes, volumes, reels, ex. (14 document boxes) (use parentheses)

Finding Aid Data

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EADID

Input the eadid for your finding aid, ex. hou02365

FINDING AID TITLE

Input the title for your finding aid include the creator (authorized format) at the beginning, ex. Bonner, Elena.  Elena Bonner papers, circa 1910-1957 (MS Rus 1345): Guide.

FINDING AID FILING TITLE

DO NOT USE FOR THE TIME BEING

FINDING AID DATE

Date of finding aid creation

DESCRIPTION RULES

Select “Describing Archives: A Content Standard” from the dropdown menu

FINDING AID STATUS

Unless you are completely finished select “In progress” from the dropdown menu

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click “Add Agent Link”

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ROLE

Select from the dropdown menu the role of the creator of your collection, ex. Creator or Source (if describing collector)

AGENTS

First “Browse” from the dropdown arrow (or simply search in the text box) to see if your agent is already in ArchivesSpace. Search in the text box on the upper left of the screen that pops up. If you do find your agent, check the box to the left of the name and click the blue “Link to Agents” button on the bottom left of the pop-up screen.

If you do not find your agent in the Browse screen (or via search in the text box) then select “Create” from dropdown arrow. Usually you’ll be selecting either “Person” “Family” or “Corporate Body.”

Fill in the Agent Record screen that pops up

SOURCE

Select from dropdown menu where you are deriving the name from

RULES

Select from dropdown menu the rules used to formulate the name of the agent

NAME ORDER

Keep “indirect” selected from the dropdown menu

PRIMARY PART OF NAME

Enter the last name of your agent

REST OF NAME

Enter the first name of your agent

If your creator has an authorized listing that includes dates, prefix, etc. please fill those data fields in as well.

Click the blue “Create and Link to Agent” button the bottom left of the Agent record.

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Click “Add Note” on right. Select from the dropdown menu the type of note. Content for note goes in “Content” field; ignore “Multi-Part Note” field.

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ABSTRACT

ARRANGEMENT

BIOGRAPHICAL/HISTORICAL

CONDITIONS GOVERNING ACCESS

Restriction information, ex. Collection is open for research. (Punctuation for sentences is fine)

CUSTODIAL HISTORY

Use for provenance, ex. Donated from Beatrice Menz, 2012.

IMMEDIATE SOURCE OF ACQUISITION

Accession information, ex. 2016M-20. Donated from Beatrice Menz in 2016 December. (Punctuation fine)

LANGUAGE OF MATERIALS

Describe the languages represented in your collection, ex. Collection is in English, French, and German. (Punctuation for sentences is fine)

PHYSICAL LOCATION

Use to record the physical location of the collection, ex. b, pf, Harvard Depository.

PREFERRED CITATION

ex. Elena Bonner Papers, circa 1910-2003 (MS Rus 1345). Houghton Library, Harvard University.

PROCESSING INFORMATION

Use to describe who processed the collection, ex. Processed by Adrien Hilton, 2016 December.

Add “Sub Note” while in PROCESSING INFORMATION to record additional processing notations.

PROCESSING INFORMATION

Use a separate processing information note to record the Aleph number.

LABEL

Aleph ID

CONTENT

Nine-digit Aleph ID

SCOPE AND CONTENTS

 

 

Houghton required data for multilevel description

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There are several ways to create multilevel description for collections.

Manually adding each archival object record

 

This method works well for a very small collection, for adding one or two items to a collection, for creating your series structure.

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Use either the Search All Records bar or Browse → Resources

 

Add Child

 Once you have your resource record open, and in edit mode, you are ready to add your archival object. An archival object is any unit of description below your collection level, i.e. Series, File, Item, depending on how you have arranged the collection. Click “Add Child” above the collection title information in the file tree area. Make sure the blue highlighted portion is actually what you want to add the archival object to. A new Archival Object record opens. This is the record for the description of your component, whether that is a Series, a File, an Item, etc.

 

 

Minimum data required to save archival objects

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TITLE

The title of your series, ex. Correspondence; Printed Ephemera; Photographs and Slides (no punctuation)

IDENTIFIER

Roman numeral indicator of your series, ex. I, II

LEVEL OF DESCRIPTION 

Select ‘Series” from dropdown menu


Dates

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LABEL

Keep “Creation” selected

EXPRESSION

Use to describe the natural language expression of your series date(s), ex. circa 1990 March-2000 (no end punctuation)

TYPE

Select from dropdown menu the type of date you are describing, ex. inclusive, bulk, single

BEGIN

Input the numeric expression of your early date, ex. 1990

END

Input the numeric expression of your late date, ex. 2000

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