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Definition

Accession ID

accession_id:

Accession ID

n/a

Optional wwner-supplied identifier that can be assigned to content in EASi.

n/a

account_id:

n/a

n/a

"Account ID" is the DRS owner code associated with messages and attachments. Not displayed or searchable in EASi, except for admin-level users in OIS. Use upper case when searching.

Admin categories

admin_cat:

Admin category

Admin categories

An administrative category is an optional curator-assigned label, such as an exhibit name, project name, etc., that is used to classify a set.

n/a

attachment_count:

Attachments

Number of attachments

Number of attachments associated with message

CC/BCC

bcc_display:
bcc:

BCC

BCC (display)

BCC (display); display name for blind CC

CC/BCC

bcc_email:
bcc:

BCC

BCC (email)

BCC (email); address for blind CC

Billing code

billing_code:

Billing code

Billing code

Required. DRS billing code associated with a message or attachment. To search use the full un-wildcarded billing code (upper or lower case is OK).

n/a

body_text:

Body (text)

n/a

Body (text) is any text in message body

CC/BCC

cc_display:
cc:

CC

CC (display)

Display name portion of CC in message header

CC/BCC

cc_email:
cc:

CC

CC (email)

Address portion of CC in message header

Collection

collection_title:

Collection title

Collection title

Optional. Title of the collection to which messages and attachments belong.

Directory

n/a

n/a

n/a

This is the directory path of the message on the donor's local system.

This metadata appears in the full display metadata panel, but is not searchable. Is a subset of the "Relative Path" field, which is searchable and has an optional column in the brief display.

Document

rights_basis_doc

Rights doc

Rights doc

A document stored in the DRS that documents the selected rights basis. Enter the DRS URN of a document or text object under your owner code or HL.shared owner code.

Document note

rights_basis_doc_note

Rights doc note

Rights doc note

A free text note field if additional information about the basis documentation is needed

DRS Access Flag

access_flag:

DRS Access Flag

Access code

The DRS access flag controls access to messages and attachments once these are stored in the DRS. Values include P (public), R (restricted to Harvard users), and N (not accessible). Items ingested by EASi are assigned "N" by default, unless the curator specifies a different value. Required at ingest to EAS.

EASI ID

item_id:

EASI ID

EASI ID

EASI ID is the unique numeric identifier assigned to every item processed by EAS.

Embargo dates

emb_end_date:

n/a

Embargo end date

Start and end dates define a time period during which the message and/or attachment cannot be made publicly available.

Embargo dates

emb_start_date:

n/a

Embargo start date

Start and end dates define a time period during which the message and/or attachment cannot be made publicly available.

Embargo duration

emb_duration

Embargo duration

Embargo duration

Length of time (in years) of an embargo. Enter a whole number only.

Filename 
(attachment full display)

file_name:

Filename

Attachments

Filename of attachment

n/a

file_name:

Filename

Relative path

Filename of message

Size 
(attachment full display)

file_size:

n/a

File size (bytes)

Byte size of attachment

Flags

flag:

flag

Flags

Flags, assigned automatically during ingest, indicate the possible presence of social security numbers (SS#) or credit card numbers (CREDITCARD#). Flagged messages must be reviewed by the curator and may require additional processing. Flags are internal values not intended for public display.

From

from_display:
from:

From

From (display)

Display name portion of From in message header (apparent author of a message)

From

from_email:
from:

From

From (email)

Address portion of From in message header (apparent author of a message)

n/a

full_message:

Full message

n/a

Text of the message plus contents of email header (To, From, etc.)

n/a

item_type:

Item Type dropdown

Type

Item type can be "email" or "file" (attachment)

Licenses

license:

License

Licenses

URN to a license or donor agreement file stored in the DRS.

Non-public note

non_public_note:

Non-public note

n/a

Contents of the non-public note field associated with a message or attachment.

Import ID

packet_id:

Import ID

n/a

ID assigned by EASi to every item (message, attachment) in an import packet.

Import name

packet_name:

Import name

Import packet name

Supplied by curator at ingest to EASi and assigned to every item (message, attachment) in an import packet.

Processing level

proc_level:

Processing level

Processing level

Indicates processing level of the item (message, attachment). Values are "minimal", "partial", "full"

Public note

public_note:

Public note

n/a

Optional public note intended to display in a future discovery interface to EASi data.

n/a

rel_path:

n/a

Relative path

This field contains directory path and file name of a message relative to the donor's local system. During conversion, EASi adds additional values to this path, so it isn't a true representation of the email directory on the donor's system.

Despite the artificial bits added by EASi, sorting by relative path in the results list provides an approximation of mail folder hierarchy.

Review date

review_date:

n/a

Review date

This is the optional date field portion of the "Needs Review" flag. Assign a review date to a message (or attachment) to flag it for additional review, either in EASi or once this content is stored in the DRS.

[Review] Note

review_note:

Review note

Review note

This is the optional note field portion of the "Needs Review" flag. Assign a note to a message (or attachment) to flag it for additional review , either in EASi or once the content is stored in the DRS.

Rights basis

n/a

Rights basis

Rights basis

The statute, license, policy, etc. that is the basis for the rights granted and any restrictions associated with the content. These values for rights basis have been defined so far:

* Harvard policy: rights and restrictions that derive from Harvard policies (e.g., HU Archive's "Corporation Vote of March 13, 1995").

* License: legal agreement between two or more parties (e.g., contracts, donor agreements).

* Risk assessment: rights and restrictions that arise from a curator's judgement (e.g., risk assessment in the absence of specific license, statute, or policy).

* Statute: governmental regulations and laws (federal, state, city, etc.).

Secure storage

secure_storage

Secure storage

Secure storage

Optional. Indicates the item must be placed in secure storage once archived in DRS. Select:

* Secure storage (confirmed) if you reviewed the content before requesting this.

* Secure storage (unconfirmed) if you did not review the content.

* [blank] if secure storage is not needed.

Sender 
(email full display)

sender_display:
sender:

Sender

Sender (display

Display name portion of Sender in message header (the actual sender of a message)

Sender 
(email full display)

sender_email:
sender:

Sender

Sender (email)

Email portion of Sender in message header (the actual sender of a message)

Message Date
(message full display)

sent_date:

Date sent

Date sent

Date message or attachment was sent. Original date appears in full display. EASi translates this into a UTC date for searching and filtering

Series

series:

Series

Series

Title of an archival record series that can be associated with messages or attachments.

Subject
(message full display)

subject:

Subject

Subject

Subject from message header

Tags

tag:

Tag

Tags

Tags are descriptive metadata values (like subject headings) that can be assigned to messages and attachments. In a future discovery interface, these tags will aid in discovery and retrieval.

n/a

text:

All text

n/a

Text of the message plus title of attachment(s)

To

to_display:
to:

To

To (display)

Display name portion of To field in the mail header

To

to_email:
to:

To

To (email)

Email portion of To field in the mail header

Field

Definition

Title

Collection title, usually includes the personal or institutional name of the email creator/owner. In DRS this is stored as MODS name in object’s descriptive metadata.

Billing code

DRS billing code associated with items in this collection. The billing code list is pulled from the DRS in real time. List will be limited to those billing codes belonging to the DRS account associated with this collection. In DRS this is stored in Admin metadata for the object.

Primary name

Primary name entry associated with this collection. This would be the primary person’s name associated with content in this collection. This field is powered by Word Shack person terms. Enter all or part of a name and matching terms will display. In DRS this is stored as MODS name in object’s descriptive metadata.

Classification/Call no.

Classification number to be associated with items in this collection.

Catalog records

The system name and record number of the cataloging record for this collection. In DRS this is stored as Harvard Metadata Links.

Donor names

Personal or institutional name of donor associated with this collection. This name is controlled in Word Shack. In DRS this is stored as MODS name in object’s descriptive metadata.

Collection description

Free text field used to describe this collection. In DRS stored as MODS abstract in object’s descriptive metadata.

Coverage dates

Coverage dates for this collection. Dates must be in the form MM-DD-YYYY (e.g., 04/21/2011). In DRS stored as MODS originInfo in objects descriptive metadata.

Public note

Optional public note intended to display in a future discovery interface to EASi data. In DRS stored as MODS note in object’s descriptive metadata.

Non public note

Note about this collection that will be accessible to curators via DRS Web Admin. In DRS stored in object’s administrative metadata.

Biographical historical note

Optional note field. In DRS stored as MODS note in object’s descriptive metadata.

Successful DRS load report email

Ignore this field; no longer used. The email address of load report recipient is now controlled at the EAS account level.

Failed DRS load report email

Ignore this field; no longer used. The email address of load report recipient is now controlled at the EAS account level.