Home > PROCESSING

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

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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

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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

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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

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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

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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"

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