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.

Accession Records

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. 

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]

• • 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]

• 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.

• 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

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. 

Adding Archival Objects to the WAM artifact collection finding aid

1. Login to ASpace and search for “Warren Anatomical Museum artifact collection.”
2. Identify the “Warren Anatomical Museum artifact collection” Resource Record and click on “Edit.”
3. 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.