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Houghton required data for file or item level description
Below are listed the Houghton minimum requirements for publishing a finding aid. If you notice a field in ArchivesSpace that is not listed below, that field is optional and likely not used.
Basic Information Tab
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TITLE This is the title of the folder, ex. Correspondence with Martha Updike (no punctuation)
LEVEL OF DESCRIPTION Select ‘File” from drop down menu Generally speaking File is the most common unit of description. Unless you are genuinely describing a single item, use File. |
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This is the title of the folder, ex. Correspondence with Martha Updike (no punctuation)
LEVEL OF DESCRIPTION
Select ‘File” from drop down menu
Generally speaking File is the most common unit of description. Unless you are genuinely describing a single item, use File.
Dates Tab
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LABEL Keep “Creation” selected
EXPRESSION Use to describe the natural language expression of your series date(s), ex. 1999 January 4 (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. 1999
END Input the numeric expression of your late date, ex. 1999 |
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Extents Tab
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PORTION Keep “Whole” selected
NUMBER Input the number of folders, ex. 2
TYPE Select “Folder” from the dropdown menu |
Instance Tab
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Instances are the place for entering box and folder information AND linking to box information.
For each new BOX in your collection:
Click “Add Container Instance”
TYPE Select “Mixed Materials” Always use Mixed Materials TOP CONTAINER In the arrow dropdown select “Create”
In new Top Container window
CONTAINER TYPE Select “Box” if box, "Volume" if volume, "Folder" if folder, "Frame" if frame The top container is the item that will be brought to the reading room.
INDICATOR Input the box number, 1, 2, 3 etc… There will be a consecutive run of numbers for each Top Container type, i.e. each collection may contain a Box 1, a Volume 1, and a Folder 1. But not two Box 1s.
If linking to an already created Top Container:
Click “Add Container Instance”
TYPE |
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Select “Mixed Materials” Always use Mixed Materials TOP CONTAINER |
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Rather than “Create” you can start typing 1 in the field for Top Container and your Box 1 will appear in blue, you can click on that to link it.
For folders, in INSTANCE
CHILD TYPE Select “Folder” from the dropdown Even if you have more than 1 folder, ALWAYS select “Folder” (this ensures our labels will print correctly)
INDICATOR Indicate the number of the folder in your box For ranges of folders, you MUST represent the range with a dash, ex. 1-5. |
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Use the dash instead of using commas as separators, ex. 1, 2, 3, 4, and 5. |