wcu archivesspace manual august 2014

8/9/2019 WCU ArchivesSpace Manual August 2014

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ArchivesSpace Manual

August 2014

Paromita Biswas, Jason Brady, Elizabeth Skene


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WCU ArchivesSpace Manual

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About this manual

This manual was written in the summer of 2014 to support the migration of finding aids written in MS

Word into ArchivesSpace. Only manual entry is addressed in this manual – no EAD importing. Due to a

variety of limited resources, Hunter Library decided to have the cataloging department do the majority

of the migration. A poster presented at the 2014 DLF Forum is in the appendix and gives a summary of

this project.

This is a first draft of the manual and a work in progress, so use at your own risk. We welcome any and

all feedback. Since the creation of this manual, many more resources have been released for

ArchivesSpace.

There are three sections to the training manual:

1. The map

Our special collections team member took a finding aid template and recorded the

corresponding field in ArchivesSpace.

2.

The step by step guideA how-to for adding data to ArchivesSpace

3. The glossary

The glossary contains 27 entries. It includes common archival terms as well as ArchivesSpace

field names. Each entry has four sections: EAD element name, ArchivesSpace map, definition,

and example. The element name and ArchivesSpace field sections highlight required or optimum

DACS fields. Entries also have a definition and example, many of which are taken from the

Society of American Archivist’s “A Glossary of Archival and Records Terminology.”

Using this manual at your institution

Hunter Library made a number of decisions which are reflected in this document and should be taken

into consideration when repurposing these materials.

We decided to enter most folder level information into the first-level components, rather than

creating a second-level component for each folder (page 15).

Special Collections will be reviewing each item before it is made public, so this manual instructs

users to leave all publish boxes unchecked.

Also consider: naming conventions for child/sibling components, consistency of file/series/fonds

level of description

Contact information

Elizabeth Skene, Digital Initiatives Librarian, [email protected]

Paromita Biswas, Metadata Librarian, [email protected]

This work is licensed under a Creative Commons Attribution-NonCommercial 4.0 International License

mailto:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]://creativecommons.org/licenses/by-nc/4.0/http://creativecommons.org/licenses/by-nc/4.0/http://creativecommons.org/licenses/by-nc/4.0/http://creativecommons.org/licenses/by-nc/4.0/http://creativecommons.org/licenses/by-nc/4.0/mailto:[email protected]:[email protected]


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CONTENTS

Mapping Special Collections Accession Form Into Archivesspace Fields ...................................................................... 5

Creating An Accession Record ....................................................................................................................................... 6

Basic Collection Information ..................................................................................................................................... 6

Dates ......................................................................................................................................................................... 6

Extents ....................................................................................................................................................................... 6

Agent Links ................................................................................................................................................................ 6

Rights Statements ..................................................................................................................................................... 7

Publish ....................................................................................................................................................................... 8

Creating A Resource From An Accession Record ........................................................................................................... 9

Spawning A Resource Record .................................................................................................................................... 9

Basic Information ...................................................................................................................................................... 9

Level Of Description .................................................................................................................................................. 9

Dates, Exents, Related Accessions, Agent Links ...................................................................................................... 10

Subjects ................................................................................................................................................................... 10

Creating Subject Terms ........................................................................................................................................... 11

Common Subject Indexing Terms: .......................................................................................................................... 12

Notes ....................................................................................................................................................................... 12

Finishing The Resource Record ............................................................................................................................... 13

Entering Conents Description ...................................................................................................................................... 13

First- And Second-Level Components ..................................................................................................................... 14

Creating First-Level Components Individually ......................................................................................................... 15

Creating First-Level Components Using Rapid Data Entry ...................................................................................... 15

Adding Details For The Contents Description ......................................................................................................... 17

Adding Additional Information To The First-Level Component ........................................................................... 17


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Creating Second-Level Components .................................................................................................................... 19

Creating Links To Digitized Materials On Contentdm .................................................................................................. 20

Link To Contentdm Subject ..................................................................................................................................... 20

Link To Contentdm Search ...................................................................................................................................... 21

Publishing A Finding Aid .............................................................................................................................................. 22

Appendixes .................................................................................................................................................................. 23

Glossary And Archivesspace Field Descriptions And Examples ............................................................................... 23

DLF Forum 2014 Poster ........................................................................................................................................... 34


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CREATING AN ACCESSION RECORD

BASIC COLLECTION INFORMATION

1.

Log into the ArchivesSpace Staff interface2.

From the mail navigation bar, click Create and choose Accession from the drop down menu.

3. Enter the collection information from the finding aid into the following fields:

o Title

o Identifier: Enter the entire identifier in the first box

o Level of description: Collection

o Resource type

o Basic information – language

If the collection is in more than one language, choose “Multiple languages” from

the drop down menu and a “Language of materials” note

o Publish: Leave unchecked (Finding aid will be published after review by Special

Collections.)

o Restrictions: Check if restrictions exist, leave unchecked if no restrictions

DATES

1. Click Add Date.

2. Choose label Creation.

3. Enter the dates (see glossary on best practice for this)

o Full mm/dd/yyyy dates are required:

If only month and year a given, day is the first of the month If only year is given, date is January 1

4. Choose type of date from the drop down menu (date types are described in the glossary)

5. If inclusive dates are not noted on the finding aid, look at the container list and try and make an

educated estimate

EXTENTS

1. Click Add Extent

2.

Choose portion from drop down menu (typically Whole)

3.

Enter the number (this will come from the “Size of Collection” space on the finding aid

4.

Choose the type from the drop down menu (typically Linear feet unless otherwise specified)

AGENT LINKS


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If the collection is named after the person/ corporate body, add him/body in the Creator or Source field.

Otherwise, leave the field blank. If two people are named in the title of the collection, create agent links

for both.

In some cases where the donor is an important person, and users might search by that name, create a

name heading for the donor and choose source in the role field. Otherwise, do not create any agent

links.

1.

Choose the role of the agent

Creator – they created the materials

Source – the materials came from them

Do not create subject agents—create them under subjects

2. Click the drop down menu for Agents and Browse for existing agents

3. If the agent does not exist:

i. Choose Create from the drop down menu

ii.

Choose type of agent from the drop down menu

iii. Under basic information, make sure Publish is checked

iv. For Dates of Existence, click Add Date and choose Existence. Usually the dates will be a

range—i.e.—birth and death dates.

v. Choose authority file source from the drop-down menu and add authority ID. For NACO

files, the authority ID will be the LCCN no. in the authority record.

vi. If dates are known for the agent, choose RDA for Rules, otherwise select local

vii. Insert the data in the required fields. Names will usually be in indirect order.

viii.

Under name order, choose indirect

ix. Make sure under Sort name that “Automatically Generate” unchecked; if not, the

display will not show the dates associated with a name.

x. If the name is not in any authority file, create a locally controlled name in indirect order

following rules of current cataloging standards such as RDA.

xi. Titles, such as Dr., associated with a name: If the Dr. stands for the profession of a

person (not PhDs who can also use Dr.), use “physician” within parenthesis. For

example: Brown, Robert (physician). If the usage of Dr. denotes a degree (PhD), do not

use it in creating the name heading. For example, for Dr. Nancy White, Ph. D., create the

heading as White, Nancy. Note: these rules apply only when the heading is not in the

NACO or other authority files.

2. The name terms on the resource page can be arranged in order or importance. Simply place

cursor on the grey lines next to each term and move them up/down.

RIGHTS STATEMENTS


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1. Mark the check box Active

2. Choose Institutional Policy from the Rights Type drop down menu

3. If restrictions exist, copy them from the Restrictions line of the finding aid

PUBLISH

1. Double check all the information you have entered

2. Click Save Accession


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CREATING A RESOURCE FROM AN ACCESSION RECORD

SPAWNING A RESOURCE RECORD

1.

Log into ArchivesSpace staff interface2.

From the main menu, find the accession record that is associated with the resource you want to

create

3. Click View for that accession

4. Click Spawn from the menu above the basic information and choose Resource

BASIC INFORMATION

The majority of the information you entered into the accession will be populated in the resource record

except for Identifier – use the same number as the accession (ex. MSS 09-05). Make sure Publish is left

unchecked.

LEVEL OF DESCRIPTION

1. You will need to enter the Level of description for the collection.

i.

Subgroup: A body of related records within a record group or a collection, each

corresponding to an administrative subdivision in the originating organization.ii. Series: Files or documents arranged in accordance with a filing system or maintained as

a unit because they relate to a particular subject or function, result from the same

activity, have a particular form, or because of some the relationship acting out of their

creation, receipt, or use.

iii. File: An organized group of documents gathered together because they relate to the

same subject, activity, or transaction. Files should not be confused with folders, which

are physical units. A file may contain several folders or one folder

iv. Item: A single item or document

v.

Collection: There is no description of the contents of the collection

Examples:

Description in finding aid Level of description in ArchivesSpace

MSS 05-08.1

Folder 1 – 1822-1824.

Folder 2 – 1830-1835.File


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Folder 3 – 1836.

Folder 4 – 1837.

CONTENT AND SCOPE:

One hundred and twenty (120) slides of the Western Carolina

Teachers College / Western Carolina College (now Western

Carolina University) campus and students that date from 1948-1952.

Item

Folder 1 - Correspondence, 1984, 1985 & 1986.

Folder 2 - Correspondence, 1987.

Folder 3 - Correspondence, 1988.Series

Records concerning the Jackson County Arts Council of Jackson

County, North Carolina, including, but not limited to, minutes,

financial reports, and Arts Council activities.Sub-group

Folder 1 - Jackson County. Historical information concerning

Jackson County, including political districting, names and

positions of public officials, school superintendents, brief

history of Southwestern Technical College (now SouthwesternCommunity College), brief history of Western Carolina

University, and election return results from Jackson County.

N.d.

Folder 2 - Notebooks.Two spiral-bound green notebooks

containing notes and citations concerning the Dooleys' chapter

in The History of Jackson County . N.d.

Series

Content and Scope

BLANK Collection

DATES, EXENTS, RELATED ACCESSIONS, AGENT LINKS

This information is supplied from the accession record

SUBJECTS

General Rule

The “Scope and Contents note” in the finding aid is the main source of information for establishing

subject terms.

The level of specificity should be high. So, for example, index correspondence as “Hennessey, Flossie--

Correspondence” instead of just “correspondence.” This will be useful for more precise retrieval in

aggregated environments and also within our own repository.

Minimum no. of subject terms to be added: 4


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Maximum no. of subject terms to be added: 10

(If there are exceptions to this, please discuss with other team members)

CREATING SUBJECT TERMS

1.

Click Add Subject

2. Use Browse if the term has already been added to the list.

3. If the term does not exist, click Create.

i. In the pop-up box choose the source of subject term. Mostly it will be LCSH. Sometimes

it might be AAT or local (for locally created).

Note: The sources for controlled vocabularies for subjects can be multiple—for example—Art and

Architecture Thesaurus or LCSH or Getty Geographic Names. AAT might be more useful for genre terms

for photographs or other special formats. Whichever list you choose, make sure you select it in the

source box.

ii. Add the subject term.

iii. Choose the kind of term it is from the drop down menu. Most times, it will be either

“topical/genre.”

iv. If there are subdivisions, click Add term/subdivision

v. Add the term and choose the type.

vi. Repeat this process as many times as needed. Sometimes it might be twice (for example

when you are adding geographic subdivisions—North Carolina might be one subdivision

and Macon County another)

vii.

Once done, click Create and Link to Subject.

If you want to edit anything after the term has been created, go to the concerned subject term and click

on the blue “edit” button at the top.

If you want to delete any section, or the whole term, click on X on the right hand corner and click on

“confirm removal.”

The subject terms on the resource page can be arranged in order or importance. Simply place cursor on

the grey lines next to each term and move them up/down.

Important:

Avoid using locally created subject terms unless it’s for personal names and/or it is absolutely

necessary, that is, you think users will want to search a collection by that term and the term is

not included in LCSH or any other controlled vocabulary list

Adding Authority ID is ideal. The authority ID is the LCCN no. in the authority record. The

authority ID for subject terms is currently not working?


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COMMON SUBJECT INDEXING TERMS:

Names included in the finding aid go in the subject field. Subdivide names by correspondence,

and other subdivisions, as necessary.

For very large collections, where there might be the possibility of having to index large number

of names, ensure that the items related to the person’s name constitute at least 25% of the

collection. Limit subject headings to a maximum of 10 per finding aid.

If collection refers to multiple family members, add a subject heading for the family name.

Follow the spelling of the family name as found in the authority file even if the spelling is a

variation of the spelling recorded in the finding aid. But, make sure that the recorded spelling in

the finding aid is a 4xx for the authorized name for the family.

For example, finding aid for the Jacob Siler collection has records of Jacob Siler and D. W. Siler

concerning materials of family interest. Add a subject heading for the Siler family. Note that the

authorized heading in LCSH is “Seiler family” with the 4xx “Siler family.” You need to use the

authorized heading. If the collections consists records primarily of Jacob Siler, you can also add

the subject heading “Siler, Jacob – Family.”

Location mentioned in the finding aid will be added as a subject term. For example, “Macon

County (N.C.)”

When creating name subjects which are not in any authority file: create a locally controlled

name subject and choose source of vocabulary as local. In creating names, always follow rules of

current cataloging standards such as RDA.

NOTES

1.

Click Add note

2. Choose the Note type

3. Enter the information from the finding aid into the corresponding field

o Arrangement

o Biographical/historical (History – administrative, History – biographical))

o Conditions governing access

o

Conditions governing use

4. If there are cited sources in the finding aid, be sure to provide a full citation or URL (eg.

Wikipedia pages)

5.

If the finding aid mentions other materials


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FINISHING THE RESOURCE RECORD

1. Double check all the information is correct

2. Double check that Publish in the Basic Information section is unchecked

3.

Click save

ENTERING CONENTS DESCRIPTION

You will first need to determine how the collection is organized based on the information in the finding

aid:

How is it grouped? Letters, decades, notebooks, etc.

How much detail exists? Is everything described item by item, or by box?

The goal is to have the collection organized into groups or series. You want enough detail to make the

collection easy to browse but not too much that it’s very complicated.

Examples of typical arrangements:

Biographical

Correspondence (or other types of communication)

Financial/Medical Information

Writings (or other "Creations")

Roles, Occupations, Activities

Research Files/Subject Files/Field Notes/

Topical Files/Miscellaneous

Format - Photographs/AV/Size

(Chronological Arrangement May Also Work)

Examples:


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FIRST- AND SECOND-LEVEL COMPONENTS


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These series will be part of the Resource record and are referred to as first-level and second-level of

description components. Each resource will have a first-level of description and these will be referred to

as f irst-level components.

There are two ways to create first-level components: individually or by using the rapid data entry

method. You may want to enter items individually if each group or series is distinctly different, but if you

have multiple folders, boxes, notebooks, etc., then use the rapid data entry method.

Note about child/sibling: When viewing resources, the add child/sibling buttons work in relation to

which resource is highlighted. For example, if a first-level component was highlighted and you clicked

“add sibling” it would add another first-level component and clicking “add child” would create a second-

level component nested under the highlighted first-level component.

CREATING FIRST-LEVEL COMPONENTS INDIVIDUALLY

1.

Open the resource record by going to Browse -> Resources -> and click blue Edit button next tothe collection.

2. The top of the record will show a grey area where the first-level component will be added.

3. Click Add child

4. This will add a new Archival Object to the record

5. Add a descriptive title to the record. Include what type of group the first-level component is, as

well as information about it. eg. “Notebook 1: Journal, 1935-1937,” “Folder 1: Concert Tickets,”

“Series 1: Tax Records, 1973,” “MSS 05-09.1, MSS 05-09.2,” etc.

6. Enter the Level of Description, this will be the same as the Level of Description you entered for

the Resource. For more details, refer to page 9.

7.

Only enter date information for the series/folder, do not use the dates of the entire collection

8. For each component, follow the directions for adding details for the contents description on

page 17.

CREATING FIRST-LEVEL COMPONENTS USING RAPID DATA ENTRY

Open the resource record by going to Browse -> Resources -> and click blue Edit button next to the

collection.


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1. The top of the record will show a grey area where the first-level component records will be

added.

2. Click Rapid Data Entry

3. This will bring up the Rapid Data Entry Screen. You can add as many rows as you need by clicking

Add Rows. Important: one row is already created, so subtract one from the total you need and

enter that number. For example, if you need 10 rows, you will only need to add 9.

4. You can enter information individually for each row, but use the Fill Column option when

entering information that is the same for every row.

5. To do this, click Fill Column, choose the column, and then enter the information.

6.

Click Apply fill to fill each column.

7. Click Save Rows to save this data.

You can use this feature to add the level of description, dates, and other information that is the

same for every component.

o Only enter date information for the series/folder, if provided, do not use the dates of the

entire collection

This feature can be used for titles if the description is the same. For example, you can enter

“Notebook:“ or “MSS 05-09.” to the Title column, then add each date or number.

To add another row at this level, choose Add Sibling.

In this example, the Rapid Data Entry method was used to enter the title “MSS 05-09.” to the

column, then the number and description were added individually:


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ADDING DETAILS FOR THE CONTENTS DESCRIPTION

There are two ways to add addition information about the collection after you have entered the first-

level components:

1. Adding the details into the first-level component using the notes field

2.

Creating a second, more detailed level of description – these nest under the first-levelcomponents and are called second-level components.

ADDING ADDITIONAL INFORMATION TO THE FIRST-LEVEL COMPONENT

1.

Edit the resource you want to describe and click on the first-level component you want to add

details to


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2.

Enter the level of detail:

If each item is described individually, chose Item

If the details are given as groups, choose Sub-series

If the details are given as folders, choose File

3. Enter the Language of the materials

If the collection is in more than one language, choose “Multiple languages” from thedrop down menu and a “Language of materials” note

4.

Make sure the Publish option is unchecked

5. If there are Restrictions, be sure to note them

6. Go to the Notes section and click Add Note

7. Choose the note type (typically “Arrangement”) and give the note a label, for instance

“Contents”

8. Here you can copy and paste details from the finding aid. For example:


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9. When published, the above example will look like:

10.

Click Save Resource

11. You preview your work, you can check the publish box in the Basic Information area, then click

View Publish, located above the title. Make sure to uncheck Publish when you’re done.

CREATING SECOND-LEVEL COMPONENTS

For collections that get a lot of use or are described in great detail, you can add a second level of

description below the first-level which will be referred to as second-level components. This information

will be displayed below the first-level, as shown below:


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To create a second-level component:

1. Open and edit the resource record, select the first-level component, and click Add child

2. Follow the instructions on entering information for a first-level component on page 17.

CREATING LINKS TO DIGITIZED MATERIALS ON CONTENTDM

1.

Some of the collections have related, digital materials in the library’s digital collections in

CONTENTdm. To promote find-ability and accessibility, we want to link from ArchivesSpace to

these collections. There are two ways to do this.

LINK TO CONTENTDM SUBJECT

1. The first, and preferred method, is to link to an existing subject or collection within

CONTENTdm.

For example: If you were entering the Slagle collection, after searching CONTENTdm and viewing

an item returned in the search, you would see there are two links you could use in the Slagle

collection description in ArchivesSpace – “Slagle, A. H. (Mrs.) – Correspondence” or “C. W. Slagle

Collection.” Use your discretion on which is best to use.


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2. In ArchivesSpace, create a new note (in the accession, resource, first-, and second-level

components). The note type will be Related Materials labeled “Digital Materials.” Copy and

paste the URL from CONTENTdm and enter it into the note field. Make sure Publish is

unchecked for both the title and note text.

LINK TO CONTENTDM SEARCH


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1. The second method is to link a search within CONTENTdm. Try to make the search as specific as

possible, using Boolean operators as needed.

.

2.

Follow the directions on page 18 for adding the link to ArchivesSpace.

PUBLISHING A FINDING AID

1. When you have entered all the information from the finding aid and metadata, send an email to

Jason Brady ( [email protected]) and George Frizzell ([email protected]).

2. Special Collections will review the finding aid and then publish both the accession record and

resource record.

mailto:[email protected]:[email protected]:[email protected]:[email protected]


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APPENDIXES

GLOSSARY AND ARCHIVESSPACE FIELD DESCRIPTIONS AND EXAMPLES

**Denotes required fields*Denotes optimum fields

“AS” denotes ArchivesSpace specific fields

Elements ArchivesSpace map Definition Example

Access

points** Subjects

A name, term, phrase, or

code used as a heading in a

catalog, especially to grouprelated information under

that heading. Common

access points within

catalogs include author,

title, and subject

Acquisition

type

ASAcquisition type

Typically gift or purchase.

Transfer would be from

another institution, such as

a local historical society.

Gift, Purchase, Transfer

Agent linksAgent links

Describes the nature of the

relationship between theentit(ies) named in the

creator element and the

materials being described

(e.g., creator, author,

subject, custodian, copyright

owner, controller, or

owner).

Creator – they created the

materials

Source – the materials came from

them

Subject – the materials are about

them


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Conditions

Governing

Access**

4.1

Access restrictions

Access restrictions may be

defined by a period of time

or by a class of individual

allowed or denied access.

They may be designed to

protect national security

(classification3), personal

privacy, or to preserve

materials.

Records are closed, per

agreement with the creatingoffice, for fifteen years after the

date of their creation unless

otherwise stated.

Researchers must receive prior

written permission to use the

collection from the Trustees of

the Kenneth Winslow Charitable

Remainder Unitrust.

Conditions

Governing Use

Use restrictions

Use restrictions may limit

what can be done with

materials, or they may place

qualifications on use. For

example, an individual may

be allowed access to

materials but may not have

permission or right to copy,

quote, or publish those

materials, or conditions may

be imposed on such use. In

addition to legal use

restrictions, such as privacy

and copyright, donor

agreements often contain

use restrictions.

The audio cassettes are located

in cold vault storage and must be

acclimated before delivery to the

research room.

Forty-eight hours’ advance notice

is required for access becausematerials are stored offsite.

Content

description

AS

See “Scope and

Content”

Date –

accession

ASAccession date

When the collection was

brought into Special

Collections


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Date, bulk**

2.4 Date – type

When the dates pertaining

to the majority of thedocuments in the unit

being described differ

significantly from the

inclusive dates, provide bulk

dates. Never provide bulk

dates without also providing

inclusive dates.

1987-1997

Date,

estimated*

2.4

Date – typeIndicate the estimated dates

in a clear and consistent

fashion

approximately 1952-1978

circa 1870-1879

1906 March 17 (yyyy-mm-dd)

probably 1867

approximately 1925

before 1867

after 1867 January 5

1892 or 1893

1890s

circa August 1975

Date,

inclusive*

2.4Date – type

The earliest and latest dates

of the materials or activity in

question.

1980-2001


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Date, none*

2.4

Date – type

if the unit being described

bears no

date and the institution

does not wish to or it may

be misleading to record an

estimated date, use

undated. Do not use the

abbreviations “n.d.” or

“s.d.”

Undated

Date, with

gaps*

2.4

Date – type

If there is a significant gap in

the chronological sequence

of the documents in the unitbeing described, where

providing predominant/bulk

dates would be misleading,

record the anomalous

date(s) separated by

commas.

Explain significant

chronological gaps in the

materials in the Scope andContent Element .

1827, 1952-1978

1975, 2002

Extent**

2.5 Extents

This element indicates the

physical nature of the

materials being described.

This has two parts: the

quantity and the extent

expressed either as the

items, containers or

carriers, or storage space

occupied.

45 linear feet

5,321 items

16 boxes

2 film reels

10 boxes of textual materials

1,000 photographs

50 technical drawings


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History –

administrative

*

2.7

Notes –

biographical/historical

Information relevant to the

understanding of thecreator’s functions,

activities, and relations with

other corporate bodies

Include name, dates of

existence, main functions or

activities, and geographic

location.

History -

biographical*

2.7

Notes –

biographical/historical

A brief summary of the mostrelevant aspects of a

person’s or family’s life.

Include name, dates,

profession, and geographic

location.

Record the full name,

title(s), married name(s),

alias(es), pseudonym(s), and

common or popular name(s)of persons.

For families, record

information about the origin

of the family and the names

of persons forming it,

including the facts of

marriages, and the names of

children.


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Languages andScripts of the

Material**

4.5

Basic information -

language

The language(s), script(s),and symbol systems

employed in the materials

being described, particularly

as they may affect its use.

Materials entirely in English.

Collection is predominantly in

Vietnamese; materials in English

are indicated at the file level.


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Level of

Description

AS

Subgroup: A body of related

records within a recordgroup or a collection, each

corresponding to an

administrative subdivision in

the originating organization.

Series: Files or documents

arranged in accordance with

a filing system or

maintained as a unit

because they relate to a

particular subject or

function, result from the

same activity, have a

particular form, or because

of some the relationship

acting out of their creation,

receipt, or use.

File: An organized group of

documents gathered

together because they

relate to the same subject,

activity, or transaction. Filesshould not be confused with

folders, which are physical

units. A file may contain

several folders or one folder

Item: A single item or

document

Folder: Refers to the

physical arrangement of the

collection

Name andLocation of

Repository

Element**

2.2

??

The name and location of

the repository that holds the

materials being described.


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Name of

Creator(s)

(if known)**

2.6

Agent links - Creator

The corporate bodies,persons, and families

associated with the

creation, assembly,

accumulation, and/or

maintenance and use of the

materials.

Record the name(s) of the

creator(s) identified in the name

element in the devised title ofthe materials using standardized

vocabularies (e.g., Library of

Congress Authorities) or with

rules for formulating

standardized names, such as

those found in AACR2,

ISAAR(CPF), or RDA.

ProvenanceAS Provenance

This identifies the source

from which the repository

directly acquired thematerials being described

and other relevant

information.

This collection was donated by

the Michigan Organization for

Human Rights in May 1983;material was added in February

and September 1994. The Robert

Lundy files were added in 1998.

Donor no. 6933.

Reference

code**

2.1Identifier

A unique identifier for the

unit being described.MSS 09-27

Resource typeAS Resource type

Collection – materials collected –

newspapers, ephemera, etc

Papers – materials created –

letters, photographs, etcPublications – published

materials

Records – usually business

records, personnel, etc

Rights

statement

ASRights statement

Use standard WCU rights

statement


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Title*

2.3 Title

A formal title is one that

appears prominently on or

in the materials beingdescribed and is most

commonly found in material

that has been published or

distributed.

Devised titles generally have

two parts: the name of the

creator(s) or collector(s) and

the nature of the materials

being described.

Joseph Cathey and Cathey Family

Papers; George Job Huntley

Papers; Duke Energy Company

Records


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DLF FORUM 2014 POSTER

wcu archivesspace manual august 2014

Documents