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

 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

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)

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.

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

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

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