ArchivesSpace___Adding Resources

Owned by Import Utility
Last updated: Oct 16, 2019
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To access the full document for this procedure, please visit: S:\CCLS\Digitization & Digital Projects Committee\archivesspace\archivesspace_adding_resources_20160106_ms

ArchivesSpace: Adding Resources

Resources can be used to create online records for public view and can be generated from pre-existing accessions, or can be created independently from them. Though this may be unusual, Resources that exist independently from accession records would be generated from items that have been cataloged, e.g. monographs, pamphlets, serials, etc.

1. To create a new Resource, make sure that you are in the correct Repository. Select Resource, within Create dropdown menu. A New Resource page will appear for manual data entry.
2. Each Resource page will have sections, and required fields (marked with an asterisk*), that expand, which must be completed to successfully save the Resource.
3. Hovering over any term generates a brief explanation of the field and refers to DACS manual for further inquiry.
Example 1: Concordantiæ Bibliorum germanico-hebraico-græcæ, 1688*
The following example is an entry generated from a catalog record, not an accession record created within in ArchivesSpace. These procedures are guidelines: any deviation should be directed with the DACS manual and discussed with a professional Archives & Special Collections staff member.

Basic information
1. Input full title as it appears in Galileo record.
2. Use call number as Identifier
3. Monographs will always be cataloged at an Item Level of description
4. If item(s) contain one language, use dropdown menu to select correct language; otherwise select Multiple languages
5. Select Publish to make record visible to public.

Dates
6. Unless otherwise specified, use the following parameters to input publication date for monographs, using cataloged record a guide

Extents
7. Use the following parameters for monographs, unless otherwise specified in the catalog record.
8. Container Summary should include information about number of copies, volumes within the Description note from Galileo.
9. Size recorded in Galileo Description note should be included with the Dimensions field in ArchivesSpace.

Finding Aid Data
10. To create EAD ID, use date of resource creation (year/month/day) and the call number used in Galileo record. For example, 20151207.BS420 .L3 1688
11. Finding Aid Title: input full title from Galileo record.
12. Finding Aid Filing Title: If title is short, input complete name. If title is long, shorten title (see below)
13. Finding Aid Date: Use date of resource creation.
14. Finding Aid Author: Input name of person creating resource.
15. Description Rules: Assuming catalog record is from Galileo, use AACR; otherwise use DACS or other cataloging standard.
16. Finding Aid Status: Don’t forget to update status as changes are made.

Agent Links and Subjects
Agent and subject links can be imported from the LCNAF, LCSH plug-in or created by a professional Archives & Special Collections staff member.
1. Once agents/subjects have been imported/added, finding aid authors can establish Roles, Relators (if applicable) by browsing from pull down menu.

Notes
Additional information from Galileo record can be added into the Notes section, such as place of publication, publisher, scope and contents, languages, additional acquisition information, OCLC #, physical location, etc.

SAVE THE RESOURCE BEFORE YOU CLOSE THE PLATFORM