PROCESSING
Archives Space Staff Page: http://archivesspace.uvu.edu:8080/
Step 1
CREATING A NEW RECORD:
● On the top left navigation bar select CREATE
● In the drop-down select RESOURCE
Step 2
TITLE OF THE COLLECTION:
● Type the title of the collecton in the TITLE field
CALL NUMBER:
● Type the call number in the FIRST field of the IDENTIFIER secton. Do not forget the space between AR and the number
DESCRIPTION LEVEL:
● Click on the LEVEL OF DESCRIPTION drop-down menu and select COLLECTION
LANGUAGE OF THE COLLECTION:
● Select the language of the collecton MATERIALS from the LANGUAGE drop-down menu
INCLUSIVE DATES OF THE COLLECTION:
● In the DATES section select CREATION from the LABEL drop-down. Select INCLUSIVE DATES from the TYPE drop-down. Type the collecton dates in the Expression field or in the BEGIN and END fields
Step 3
EXTENTS:
● In the EXTENTS section PORTION drop-down select WHOLE
● Enter the size in linear feet by putting in the number in the NUMBER field and selecting LINEAR from the drop-down menu
● In the CONTAINER SUMMARY field write out the number of boxes, etc
CALL NUMBER:
● In the FINDING AID DATA section, type the call number in the EAD ID field
● Put a space between AR and the number
Click SAVE
Step 4
FINDING AID TITLE:
● In the FINDING AID FILING TITLE field type "Register of the [collecton title]"
FINDING AID DATE:
● Put the date of the original finding aid in the FINDING AID DATE field (DD Month YYYY)
● If the finding aid is being newly created, use today’s date
AUTHOR:
● Type the name and title of the author of the original FINDING AID in the AUTHOR field
● If the finding aid is being newly created, use your own name
DESCRIPTION RULES:
● Select DESCRIBING ARCHIVES: A CONTENT STANDARD (DACS)" from the DESCRIPTION RULES drop-
LANGUAGE OF FINDING AID:
● Type "English" in the LANGUAGE OF FINDING AID field
SPONSOR NOTE:
● The SPONSOR NOTE is a required field. Since there usually is no sponsor, type "none" unless otherwise directed
FINDING AID STATUS:
● In the FINDING AID STATUS drop-down select the best answer. Usually it will be COMPLETED or IN PROGRESS
Click SAVE
Step 5
NAMES:
● To add names, in the AGENT LINKS section select ROLE from the dropdown menu. Usually it will be creator or subject.
● In the Agents field select a name from the list, or if it is not there yet, click the dropdown arrow and select CREATE
● Always check the NACO Authority File before creating a name
● If it was not in the NACO Authority File select LOCAL SOURCES
● Click CREATE AND LINK TO AGENT to add the name to your finding aid
SUBJECTS:
● To add a subject, in the SUBJECTS section select a subject from the list, or if it is not there yet, click the dropdown arrow and select CREATE
● Always check the LOC Subject Authority Headings before creating a subject
● Select the source of the subject from the SOURCE drop-down menu
● Add the subject term exactly as it appears in the authority file in the TERM field
● Select the type of subject from the TYPE drop-down
● If it was not in the LOC Subject headings select LOCAL SOURCES
● Click CREATE AND LINK TO SUBJECT to add the subject to your finding aid
Click SAVE
Step 6
NOTES:
● In the NOTES field select the type from the "NOTE TYPE" drop- down menu
● Type the note in the CONTENT FIELD
REQUIRED NOTES
The following notes are required at the collecton level:
● Abstract
● Arrangement
● Biographical/Historical
● Conditions Governing Access
● Conditions Governing Use
● Immediate Source of Acquisition
● Language of Materials
● Related Materials
● Scope and Contents
● Separated Materials (required where applicable)
Click "Save"