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Formal titles: If a formal title is available, use the formal title rather than devising a title. A formal title is one that appears prominently on or in the materials being described and is most commonly found in material that has been published or distributed, such as a title on a book, report, map, or film. Formal titles can also be found on unpublished material that bears a meaningful name consciously given by the creator of the material, (e.g., a caption on a photograph, label on a folder, or leader on a film).
Memories. Observations. Events. People. For my children. For their children.
(Example title of unpublished autobiography of Nathaniel Emmons Paine. In cases like this, only record the creator name in the Creator field/1xx, and not as part of the title).
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Paper form: Bulk dates of accession
Label: Creation Expression (brackets = optional): [circa] YYYY-YYYY (inclusive) [, YYYY-YYYY (bulk)]
Type: [Select ONLY Inclusive Dates, Bulk Dates, or Single as appropriate]
Begin: YYYY, YYYY-MM, or YYYY-MM-DD
End: YYYY, YYYY-MM, or YYYY-MM-DD
Certainty: Leave blank or use Approximate if date is an estimate
Era: Leave blank
Calendar: Leave blank
Paper form: Date received
Label: Other Expression: Date of transfer: YYYY-MM-DD
Type: Single
Begin: YYYY, YYYY-MM, or YYYY-MM-DD
Certainty: Leave blank or use Approximate if date is an estimate
Era: Leave blank
Calendar: Leave blank
Label: Other
Expression: Date of physical custody: YYY-MM-DD [Note: use when transfer date is unknown]
Type: Single
Begin: YYYY, YYYY-MM, or YYYY-MM-DD
Certainty: Leave blank or use Approximate if date is an estimate
Era: Leave blank
Calendar: Leave blank
Extents
(Books) Enter the number of titles AND the number of volumes or items as appropriate.as two separate extent statements.
(MSS/Archives) Enter here the post-transfer extent that reflects the collection volume BEFORE listing (post-listing extent will go in the spawned resource record). We only record digital extent here for direct/network transfers, not for e-media (e-media digital extent will be included in the spawned resource record).
To record both physical and digital extent, repeat the extent field and indicate the Portion for each as PART (you will have no WHOLE).
See also: Calculating Extent for instructions on calculating and expressing physical and digital extent.
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Agent links: Create the following Agent links where possible. Search for the Agents in Aspace first, and if they're not already in the system, create an Agent record (see Agent record instructions).
Creator: Created the content you have acquired. If applicable, note "Collector" in the Relator field (such as for intentionally assembled collections).
Source: Donor, transfer agent, or vendor/seller. For records management, should be name of office (not the name of the administrator). This will be reflected in the transfer form. SKIP IF FOUND IN COLLECTION.
Subject: Skip (if later spawning a resource, please add subject headings to that resource as you would for the bib record).
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Related accessions: Skip. Should only be used in resource records.
Subjects: Do not use here. Only use in resource recordsUse subject headings to indicate the presence of formats that may require particular attention during processing. In addition to one or more of the umbrella terms below, you may choose to use a more specific format term, such as "audiocassettes" or "DVDs." You can also use the scope and content field to clarify the types of records or their extent. See the Headings & Authorities page for a list of genre headings for commonly-appearing non-print formats.
- Electronic records (digital records): Use if the accession includes born-digital records (whether it's an electronic transfer of digital files OR a physical transfer that includes born-digital files on carrier media)
- Web archives: Use if the accession consists of or includes one or more archived websites
- Audiovisual materials: Use if the accession includes audiovisual items, such as VHS tapes, audiocassettes, film, etc.
See electronic control file in N:\Collections
External documents (for Mss):Title: [Identify title of appendix (A, B, C, & etc.)]
Location: Control file
Publish: FALSE
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Flagging for Level 1 Processing
In the top-right, select More > Create Assessment and enter the following information:
Surveyed by: [your name]
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Add a Trello card in the Level 1 processing board queue. Notify the CSA that you've added something to the queue.
Flagging High-interest Collections
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Resource Records are used only for Mss. and Arch. For WAM, see Adding Archival Objects to the WAM artifact collection finding aid.
For a new collection, select Spawn > Resource from the top-right tabs of the accession record.
For an accrual to an existing collection (whether processed or unprocessed), LINK your accession record to the existing resource record.
- If linking to a processed collection resource record: add an additional extent statement to reflect the unprocessed accrual; do not update other resource record fields.
- If linking to an unprocessed collection resource record: update the resource record extent to reflect the new total, and update any other relevant fields below to reflect the new accession (date range, scope and content, etc).
Title: Keep collection/series/item title, remove the dates and accession number (Example: David Potter papers).
- If the Resource's only accession is for a harvested Archive-It website, update the Title to include [archived website]. Example: Center for the History of Medicine. University publications [archived website].
Identifier: Enter entire collection or series number.
Level of description:
Mss: enter Collection or Item as appropriate. Collection should be used for any group of two or more items.
Arch: enter Series or Record Group as appropriate
Publish: Mss & Arch: Do NOT check this
Publish: Mss & Arch: Do NOT check this
Restrictions: MSS & Arch: check this (since it's unprocessed)
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