Authority work
Authority work is about choosing a consistent way of referring to an entity that uniquely distinguishes it from other entities. Consistent use of name authorities is vital to access. To perform authority work for your collection/series creator, you must have already determined who you creator is; for guidelines on identifying collection creators, see DACS Section 2.6.
MainEntryAuthorityWorkForm.pdf
Location: N:\Administration_CHoM\Policies_and_Policy_Development\Cataloging and Description\Name Authorities_Current
To establish a name authority, follow the steps outlined in the form above. Name authority research and paperwork must be completed for every new creator introduced to ArchivesSpace as an agent and before stub MARC records are created. This form should be printed, completed, and filed in the appropriate Accessioning and Processing control file. Name authorities for OFFICES OF ORIGIN are established by the records management staff and official name numbers are assigned as part of this process.
Formulating titles
Per DACS Section 2.3, collection and series titles are typically made up of two segments:
[name of creator] + [nature of materials being described]
Name of creator: Refer to the creator as they are commonly known. For example, list personal names in direct order (Elizabeth D. Hay) rather than the authorized form (Hay, Elizabeth D.). For names of corporate bodies that include subordinate units, use the same punctuation used in the authorized form of the name.
T. Berry Brazelton papers
Harvard Medical School. Department of Pharmacology records
Harvard School of Public Health. Office of the Dean records
Waterhouse family papers
Avoid using abbreviations in the title, even if an abbreviation is present in the creator's authorized heading. For example:
LCNAF heading: Harvard Medical School. Dept. of Health Care Policy.
Properly formed title: Harvard Medical School. Department of Health Care Policy records
Nature of materials being described: Typically, records for materials created by a corporate body and papers for materials created by people or families. Use collection for intentionally assembled collections around a particular topic or format. If only one or two material types are present in the collection, list those material types instead of records or papers (see example below).
S. Reid Warren, Jr. papers
Irma S. Jarcho Student notebooks
Edwin Bidwell Wilson correspondence
New England Surgical Society records
Joseph J. Schildkraut research records
(optional) Topic: In the case of intentionally assembled collections, it may be helpful to include a third segment indicating the collection topic.
James Marshall phrenological collection
Katherine Rodgers Denckla collection on George C. Cotzias
Dates are included in the title element for ASpace accession records AND MARC records. Inclusive date ranges should always be listed where applicable; bulk dates should additionally be listed for collections where the majority of the collection falls within a more limited date range than the inclusive date span. For single-item collections or collections with a single date rather than a range, do not include (inclusive) in the date expression (see examples in next section).
Sanford Gifford papers, 1895-2013 (inclusive), 1950-2000 (bulk)
Marvin Zelen papers, 1949-2010 (inclusive)
Punctuation: Do NOT include a period at the end of title in accession records or resource records. DO include a period at the end of the title in the MARC 245.
In Aspace accession record: Cotton Tufts papers, 1751-1801 (inclusive)
In MARC 245: Cotton Tufts papers, 1751-1801 (inclusive).
Single-item titles: When accessioning single items, construct a title that is brief but uniquely describes the resource. Do not include the qualifier "inclusive" for items with a single date. Examples of single-items are one document, one audiotape, one object, etc. Note that in most cases a piece of e-media contains multiple files so we do not necessarily consider this a "single" intellectual item.
Letter from Asa Whitcomb to Dr. David Townsend, Boston, [17?] July 1776
Letter describing treatment of Cocoanut Grove fire victims at Boston City Hospital, 30 November 1942
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).
Accession Records
Accession records are created and maintained in ArchivesSpace as of FY16 (prior accession records can be found in the HMSdb4 database). An Accession Form (fillable PDF or a paper accession record) should also be completed for each accession and filed in the "Accessioning and Processing" control file folder for the corresponding collection.
Form Location: N:\Administration_CHoM\Policies_and_Policy_Development\Accessioning\Accessions_Current
Accession Number: Enter the accession number for the group of records that you are accessioning. [See section on "Assigning Accession/Collection numbers" to be created]
Creator/User: Enter the authorized form of name.
Legacy collections: when "dealing with" (cataloging, processing, etc) collections that were previously accessioned and already have an accession number, do not create an accession record in Aspace. When dealing with collections for which no accession number or accession documentation can be identified, do create an accession record for this fiscal year, list the source as unknown, and indicate that the material was "found in collection" along with any other helpful information.
Accessioning in ArchivesSpace
Agent Records
* Always search for an existing Agent record prior to creating a new one! *
If no record exists, create a record for either a Person, Corporate Entity, or Family as appropriate.
If no record exists, create a record for either a Person, Corporate Entity, or Family as appropriate.
Publish: Check this.
Dates of Existence: For persons, enter birth and death dates as they appear in the entity's LCNAF record. If the person does not have an LCNAF record, enter birth and/or death dates if known. For corporate bodies, skip.
Label: Existence
Expression: [use as appropriate, such as YYYY-YYYY, 19th Century, etc.]
Type: [Select Range or Single as appropriate]
Certainty: [If certain, leave blank, if estimated, use Approximate.]
Era: ce
Calendar: Gregorian
Name Forms
Authority ID: [Full LC authority identifier, preferably the URI from id.loc.gov. Example: http://id.loc.gov/authorities/names/n85351594]
Source: Select as appropriate from the following options:
- Library of Congress Name Authority File
- Local Sources (Use if form of name is based on pre-existing entry in HOLLIS or if name is formed locally. If name is formed locally, you must also complete the next field "Rules.")
Rules: If you formed the name according to local guidelines, select Resource Description and Access (unless name formed previously under AACR2).
For persons:
Use the following fields to enter the name as it appears on the Name Authority worksheet. NO PUNCTUATION AT END OF NAME (unless the "rest of name" ends in a middle initial). Name Order: Use “Indirect”, unless otherwise specified by name authority (in which case use “Direct”) such as in the case of royalty, etc.
Prefix: Skip
Title: [if appropriate]
Primary Part of Name: [Last name or surname]
Rest of Name: [First name, middle name, middle initial as appropriate]
Suffix: [if appropriate]
Fuller Form: [Use for the part of authorized name in parentheses, such as spelling out of initials. Do not actually enter parentheses here; ArchivesSpace will supply]
Number: [if appropriate]
Dates: Skip
Qualifier: [if appropriate]
Sort Name: Skip
Dates of Name Use: Skip
For persons:
Use the following fields to enter the name as it appears on the Name Authority worksheet. NO PUNCTUATION AT END OF NAME (unless the "rest of name" ends in a middle initial). Name Order: Use “Indirect”, unless otherwise specified by name authority (in which case use “Direct”) such as in the case of royalty, etc.
Prefix: Skip
Title: [if appropriate]
Primary Part of Name: [Last name or surname]
Rest of Name: [First name, middle name, middle initial as appropriate]
Suffix: [if appropriate]
Fuller Form: [Use for the part of authorized name in parentheses, such as spelling out of initials. Do not actually enter parentheses here; ArchivesSpace will supply]
Number: [if appropriate]
Dates: Skip
Qualifier: [if appropriate]
Sort Name: Skip
Dates of Name Use: Skip
For corporate bodies:
Use the following fields to enter the name as it appears on the Name Authority worksheet. NO PUNCTUATION AT END OF NAME.
Primary Part of Name: Enter the full corporate body name. You may use periods to separate primary part of name from subordinate unit names, but do not include a period at the end of the name. For example: Harvard Medical School. Office of the Dean
Subordinate Name 1/2: Skip
Number: Skip
Dates: [if appropriate]
Qualifier: [if appropriate]
Sort Name: Skip.
Dates of name use: Skip, or add if known for corporate bodies that have changed names.
Contact Details: Skip. One exception: OK to use for book dealers.
Notes:
Note type: Biographical/Historical Note
Persistent ID: Skip
Label: Skip
Publish?: YES
Sub Notes:
Text Content: [Biographical or historical note content, which would have gone into HMSdb4]
Publish: YES
Related Agents:
Use only for Longwood/Boston medical corporate affiliations (at the SCHOOL or affiliated HOSPITAL level).
Relationship type: Associative Relationship [do not use other options]
Related Agent: [Search for name of related Agent. Will need to create if one does not exist.]
Description: [Optional: use as needed to explain the relationship.]
Related Agent: [Search for name of related Agent. Will need to create if one does not exist.]
Description: [Optional: use as needed to explain the relationship.]
External Documents: Skip
Rights Statements: Skip
Accession Records
The instructions below apply to accessioning mixed materials (manuscript collections and institutional records, "Mss" & "Arch"), printed materials (books, pamphlets, etc, "Books"), Warren Anatomical Museum ojbect ("WAM"), and art & artifacts ("A&A").
Paper form: Collection/Series title
Title For instructions on forming titles, see Devising Titles for Collections or Series.
Mss: Collection title, date span [if applicable: OBJECT title and date or # volumes], accession number in square brackets
- Marie McCormick papers, 1960-2015 (inclusive) [2016-142]
- Samuel A. Levine papers, 1914-1966 (bulk) and ECG string control, 1976 [2016-125]
Arch: School. Department/Office name. Series title, date span [if applicable: OBJECT title and date or # volumes], accession number in square brackets
- Harvard School of Public Health. Harvard Prevention Research Center. Planet Health records, 1992-1997 (inclusive) [2017-152]
- Harvard Medical School. Office of Resource Development. University publications, 2006- (inclusive) [2017-081]
WAM, A&A: Object or collection title, date or date span (qualifier only if a range). Source title from WAM Object / Accession Log.
- ECG string control owned and used by Samuel A. Levine, 1976
- William A. Burgess collection, 1976-1980 (inclusive)
Books: Enter formal or devised title, same as MARC 245.
Paper form: Accession number
Identifier Enter accession number, utilizing different fields/boxes for different identifier segments [YYYY - ### - x]:
Field 1: 20XX Field 2: XXX Field 3: A, B, M, W and/or Ar [Optional field 4: BWH or other future stewardship]
Paper form: Date accessioned
Accession Date: Date accessioned (the date you assign the accession number; should match date of accession on paper form and in the Accessions_CollectionNumbers spreadsheet). Transfer form: Contents
Content description: What is on transfer form. Will be spawned into a scope and content note. (Skip for Books)Condition description: The “red flag” field: if there is mold, if something has been isolated, glass present, if things are in frames, & etc.
Paper form: Collection/Office/Catalog #
Disposition: Indicate where certain pieces of the accession have been transferred to, or what establishes the collection. Mss: Papers establish H MS c322
Papers constitute an accrual to H MS c448
Arch: Records establish Series #####
Records constitute an accrual to Series ####
WAM: ECG String Control to WAM 21588 (when applicable). Source title from WAM Object / Accession Log.
Arch: Records establish Series #####
Records constitute an accrual to Series ####
WAM: ECG String Control to WAM 21588 (when applicable). Source title from WAM Object / Accession Log.
Books: Rare Books
Pamphlet Collection
CHoM Reading Room
A&A: Enter collection number, ie: HML a001.
Inventory: (Books) Skip
(MSS/Archives) For accessions that have been box listed or folder listed, enter the type of inventory followed by the post-listing extent, formatted as in the examples below. Don’t include the term “cubic feet”. Don’t update the extent field in the accession record to reflect post-listing shrinkage. If a collection is box listed and later folder listed, don't list both here, JUST list the folder listing info. Examples:
- boxlisted/12
- boxlisted/1.5
- folderlisted/48
- folderlisted/1.2
For materials inventoried this year that were acquired in previous fiscal years, follow the same instructions above, but add a prefix indicating the current fiscal year (to show they were listed in this year). Examples:
- FY19/folderlisted/48
- FY19/boxlisted/12
Condition description: Record any especially notable condition issues.
Provenance: Use if applicable. Note that this does not map to any field in a spawned Resource record.
Gift of Sandra Levine on 2 July 2015
Transferred from the home of Sandra Levine on 2 July 2015
Gifted by the heirs of…
Collected by Katherine Swartz and given on XXX
Purchased by XXXX on XXX date
Given in honor of…
Provenance: Use if applicable. Note that this does not map to any field in a spawned Resource record.
Gift of Sandra Levine on 2 July 2015
Transferred from the home of Sandra Levine on 2 July 2015
Gifted by the heirs of…
Collected by Katherine Swartz and given on XXX
Purchased by XXXX on XXX date
Given in honor of…
Found in collection, XXXX.
Paper form: GRS/Special Schedule #
Retention Rule: (Archives only) HUGRS ####
General Note: If the item/collection was a purchase, record here the name of the fund used, whether fund is HML or BML, and purchase price.
General Note: If the item/collection was a purchase, record here the name of the fund used, whether fund is HML or BML, and purchase price.
Purchased through the HMS Carl W. Walter Fund, $2,500.
Acquisition type:
Gift (Manuscripts)
Transfer (Archives)
Purchase
Acquisition type:
Gift (Manuscripts)
Transfer (Archives)
Purchase
(WAM/Books/A&A: use what makes sense)
Unknown (when found in collection)
Resource type: Choose one of the following options from the list (we are choosing not to utilize all possible options in the Resource Type list).
Papers: for manuscripts created by persons or families
Collection: use only for intentionally-assembled/artificial collections
Records: for manuscript collections created by non-Harvard corporate bodies such as hospitals, IPPNW, etc.
harvard university records: for HMS, HSPH/Chan School, and HSDM institutional records
Objects: for single-item or groups of objects such as art, artifacts, specimens, instruments, memorabilia, etc.
Publications: for books/printed materials.
For mixed accessions (papers/records that include one or more objects that will be transferred to WAM), select “Papers” or “Records” or "harvard university records" as appropriate.
Restrictions apply? Skip/do not check.
Publish: Skip/do not check.
Access restrictions: Check this box (MSS/Archives/WAM)
Publish: Skip/do not check.
Access restrictions: Check this box (MSS/Archives/WAM)
Skip/do not check (Books)
Access restrictions note: Skip/do not check (info should be provided only in spawned resource records records)
Use restrictions: Skip/do not check, unless a special restriction on use is stipulated as part of the Deed of Gift (then Check).
Use restrictions note: Skip, unless a special restriction on use is stipulated as part of the Deed of Gift (then "Conditions stipulated in deed of gift.")
Dates: Enter Creation date(s) AND either Date of Transfer or Date of Physical Custody:
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 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.
Paper form: Cubic feet after reboxing
Portion: Part OR Whole
Number: ## or 0.## (always include a leading zero for less-than-zero extents).
Type: cubic feet, Gigabytes, items, Volumes, pages (use only these options, with the capitalization/pluralization used here - ie do not use "cubic foot", "Cubic Feet", "volume", etc).
Container summary: record the number and types of boxes, or indicate network storage for transferred digital files. Do not use periods at end of field content.
Type: cubic feet, Gigabytes, items, Volumes, pages (use only these options, with the capitalization/pluralization used here - ie do not use "cubic foot", "Cubic Feet", "volume", etc).
Container summary: record the number and types of boxes, or indicate network storage for transferred digital files. Do not use periods at end of field content.
## records center cartons
## records center cartons and ## document boxes
digital files on network storage
1 archived website
Dimensions: [##] cm
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).
Related resources:
If applicable, search for related resource (example: if this is an accrual, link to previously created resource record).
Arch: Link the accession to the series level resource record. If the records of the department have been processed and a finding aid exists, also link the accession to the resource record for the processed records.
Related accessions: Skip. Should only be used in resource records.
Subjects: Do not use here. Only use in resource records.
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
Rights Statements: Skip.
Instances: Only use for Small Archival Accessions. For instructions, see: Small Archival Accessions
Deaccessions: Only use for items returned or destroyed post-transfer and post-gift agreement. Includes original material (does not include destroying duplicates of an item). Can occur at any time after accessioning.
Deaccessions: Only use for items returned or destroyed post-transfer and post-gift agreement. Includes original material (does not include destroying duplicates of an item). Can occur at any time after accessioning.
Classifications: Skip.
User defined:
User defined:
Paper form: New/accrual checkboxes
Addendum/accrual: CHECK this box if accession is an accrual.
Purchase Price: If applicable
Initial Location: Box ##-##; Row/Bay/Shelf -OR- HD; (date)
Purchase Price: If applicable
Initial Location: Box ##-##; Row/Bay/Shelf -OR- HD; (date)
Flagging for Level 1 Processing
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
In the top-right, select More > Create Assessment and enter the following information:
Surveyed by: [your name]
Scroll down to the ranking section and under Interest, select 5. Optionally, add a note explaining why the collection is high interest or a priority for processing.
Spawning/linking Resource Records
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)
Language of Description (REQUIRED): English
Script of Description (REQUIRED): Latin
Script of Description (REQUIRED): Latin
Dates: creation dates will pre-populate, DELETE the transfer date or other non-creation dates
Finding aid data:
EADID (REQUIRED): claim a unique med#### on the Accessions_CollectionNumbers spreadsheet.
For WAM for resources to be published:
Finding Aid Title: [Creator name authority if known]. [Resource title and dates]: Finding Aid
example: Tranier traction obstetrical forceps, by Collin of Paris, 1877 - 1900: Finding Aid
Finding Aid Title: [Creator name authority if known]. [Resource title and dates]: Finding Aid
example: Tranier traction obstetrical forceps, by Collin of Paris, 1877 - 1900: Finding Aid
Finding Aid Author: name of person who created the resource record, in direct order (ex: Jessica Sedgwick)
Language of Description (REQUIRED): English
Script of Description (REQUIRED): Latin
Script of Description (REQUIRED): Latin
Source Agent link: Delete this agent link - it appears in the finding aid as a duplicate creator.
Instances: ONLY for Small Manuscript Accessions
- Select "Add Container Instance"
- Type: "Mixed Materials"
- Click downward pointing arrow to open drop down options and select "Create"
- In new Create Top Container window:
- Container Type: "Box"
- Indicator: "Small Collections xx"
- Under Locations, select "Add Location" and search for stacks location in "Location" search box.
- ASpace will search across all locations, even from other repositories, so it's helpful to use a search string like "Countway 2 B 6" (for Row 2 Bay B Shelf 6).
- Click "Create and Link to Top Container"
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DEPRECATED as of 2/4/2020 - do not add subordinate components, rely on Alma to reflect accession holdings & locations.
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Adding Archival Objects to the WAM artifact collection finding aid
- Login to ASpace and search for “Warren Anatomical Museum artifact collection.”
- Identify the “Warren Anatomical Museum artifact collection” Resource Record and click on “Edit.”
- To add a new object collection, click “Add Child.” Within the WAM artifact collection level, records may be for single objects or for collections of objects with lower-level records representing each object within the collection.
WAM artifact collection
- Object
- Object Collection
- Object
- Object
- Object
- Object
Archival Object fields to fill in at the top level:
- Title: Use the controlled form of the creator’s name followed by the title of the collection. Example: Barton, Benjamin. Medical equipment collection
- Component Unique Identifier: This may be a single WAM object number if the entry represents a single object or a WAM collection number (i.e. cXXXXX) if the entry represents a collection with multiple individual objects nested underneath.
- Restrictions apply: Select this if the collection has patient information.
- Dates: Fill in creation and/or usage dates, as known
- Era: ce
- Calendar: Gregorian
- Extent: Fill in the number of objects (Type=objects; Portion=whole)
- Agent links: Include an agent link for the creator, manufacturer, and/or user of the object(s). If the agent does not exist in ArchivesSpace, create a new agent record. Make sure the agent name is published by right clicking on the agent name, selecting View, and checking the record status.
- Subjects: Include any relevant subject headings. Create new headings as needed. Assign a minimum of three subject headings.
- Note fields
- Scope and contents: Provide a brief description of the objects in the collection. Use full sentences. Select “Publish” for the label and note fields (or see "Save record" note below).
- Immediate source of acquisition: “[Donated/transferred] by [name of donor(s) or transferring office] [in YYYY OR on Month Day, YYYY] (Acc. #YYYY-XXX).” Repeat this statement if there are multiple accessions. If more provenance information is known, provide it here. If the objects were separated from a manuscript or archives collection, indicate the collection number of the papers. Example: “Gifted by Roderick Heffron in 1976 (Acc. #2017-173). The Roderick Heffron papers constitute H MS c514. Objects were transferred to the Warren Anatomical Museum.”
- Custodial history: If there’s more to say about the provenance/custodial history beyond the immediate source of acquisition, say it here.
- If you have biographical or historical information about the object’s manufacturer, user, or collector, include a Biographical/Historical Note.
- Processing information: Use this to describe any arrangement, rehousing, preservation, or description actions taken place on the objects. Note what took place, by whom, and when.
- Save record. Click the Publish All button in the top-right of the record. You may also click Publish on each filled field as you go.
- Reorder: When you have filled in and saved your Archival Object record, click “Enable Reorder Mode,” then click on the left side of the Archival Object title in the hierarchy at the top. Drag the Object into it’s place in alphabetical order by the creator’s last name.
4. To add an item into a collection of objects, select the top-level Archival Object and click “Add Child.”
Object fields to fill in:
- Title: A brief description of the object. Example: Wecker ophthalmoscope, late 19th century.
- Object number
- Level of description: Item
- Dates: Creation date and/or Use date
- Extent
- Agents: Creator and/or Subjects. Create new Agents as needed. Make sure Agent links are published.
- Subject headings: Add any terms that apply.
- Scope and content: Add a scope and content note, if you have information at the Archival Object level.
- Immediate source of acquisition: Add an acquisition note, if you have information at the Archival Object level.
Establishing Control Files
Establish control files for collection (three folders per collection for manuscript collections, two folders per series for archival collections). See the Electronic Control Files: Filing Guide and Naming Conventions page for guidance.
Preliminary Description & Housing
[Need to flesh out this section]
Accessioning Archive-It Crawls (Seeds)
Institutional Seeds
A GRS series needs to be assigned to an archival seed. The majority of seeds will be assigned GRS series 1665 University Publications. However, there will be times when a different GRS series should be applied:
- Department anniversary website: 1135 Program Establishment, Management, and Review Records
- Special event website: 1850 Special Event Records
Seeds should be accessioned individually on an annual basis. On the last day of the fiscal year (June 30), an accession record should be created per seed. The accession record will take into account all crawls for that seed from the whole fiscal year.
Note: If there are seeds that have never been accessioned, accession them under the current fiscal year.