Archivists' Toolkit Training-Resources, Digital Objects, and Reports
- 1. Archivists’ Toolkit TrainingResource Records, Digital Object Records, Reports, & Common Customizations
- 2. Creating Resource Records from ScratchSome fields will have default text which can be alteredTabsBasic DescriptionNames & SubjectsNotes Etc. & DeaccessionsFinding Aid Data
- 3. Basic DescriptionRequired FieldsLevelTitleDate (Expression or Begin/End)LanguageResource Identifier (Ms or RG number)Adding a work of art or artifact? The Resource Identifier should begin with Art or Artifact, respectivelyExtent Number/Type
- 4. Basic DescriptionOptional FieldsLinked Accession Record This can only be done from the AccessionContent SummaryRestrictions Apply checkboxWhat’s this “Wrap in tag…” thing?For <title>, <emph>, <extref>, and dates, and names or subjects not linked to the collection via the Names & Subjects tabUse title AND href attributes in <extref>
- 5. Names & SubjectsNot required by AT butplease linkAT LEAST one creator, if possibleAny Local subjects Do NOT link any names as “Source”The same name may be linked with multiple functions (i.e. a creator can also be a subject)
- 6. Notes Etc. & DeaccessionsAT allows the use of 29 different notesFor Spec purposes9are required Another 9 are used to varying degrees of frequencyCan use any of the other 11 you wantShould be ordered in the Resource Record before export to save time and sanity!Deaccession notes can be added for processed collections that are removed from Spec
- 7. Notes Etc. & DeaccessionsSome notes will have default text used in our finding aid format, including note labelsI.e. Access Restrictions contains “This collection is open for research.”This text can be altered as neededOnly note not pre-labeled is the Biog/Hist, since this is determined on a case-by-case basisTo create paragraphs in a note, hit the Enter key twiceAT lists (multi-part notes) are not compatible with VH—please use paragraphs instead
- 8. Commonly Used Note OrderLocationLanguage(s)AbstractAccess RestrictionUse RestrictionPreferred CitationAcquisition InformationAlternative Form AvailableAccrualsProcessing InformationBiographical/Historical InformationScope and ContentArrangementBibliographyExistence and Location of OriginalsOther Finding AidsRelated MaterialsSeparated Materials
- 9. Creating Resource Records from Accession RecordsCertain fields will be automatically populatedCan edit text in any populated field—this will only affect the Resource RecordBe sure to remove any names linked as “Source”Fill in other fields
- 10. Creating Resource Records from Accession RecordsDirectly mapped fieldsTitleExtent NumberExtent MeasurementContainer SummaryDate (Expression, Begin, End, Bulk Begin, Bulk End)Names & SubjectsRestrictions Apply (Checkbox) Repository
- 11. Creating Resource Records from Accession RecordsIndirectly mapped fieldsDescriptionScope and ContentCondition NoteGeneral Physical DescriptionAccess Restriction NoteConditions Governing Access Note (Access Restrictions)Use Restriction NoteConditions Governing Use Note (Use Restrictions)Accession NumberAccession Number LinkedTitleAccession Linked
- 12. Components <c0#>Made up of two parts:Information about the resource (box, folder, item, etc.), aka the <unittitle> and <unitdate> tagsInformation about the housing , aka the <container> tagCalled an “instance” in AT
- 13. Components <c0#>If you only have a few components to add, this can be done one at a timeCan be rearranged via drop & dragRequired FieldsComponent LevelComponent Date (Expression or Begin/End) OR Component Title—Use both whenever possibleInstance (we’ll come back to this)
- 14. Components <c0#>Optional fieldsEverything else, including Names, Subjects, and Notes!HOWEVERDo not duplicate Names or Subjects already linked to the top-level record—otherwise they appear multiple times in exported filesDo not add restrictions at the component level—if a series, folder, item, etc., is restricted, note it at the collection level
- 15. Instances <container>Contain information about the housing of a component (Box, Box-folder, Folder, etc.)Contain information about the numbered part of the component organization (5, 13-6, etc.)Can be tied to locations individually
- 16. Analog Instances <container>Select component; add instanceSelect type; select container type 1Enter container 1 indicatorAdd container 2 info if neededSave or +1
- 17. Digital Instances <container>Select “digital object link”Filter for DO and linkIf you need to create the DO Record, select “digital object”Opens a new Digital Object RecordAutomatically links to Resource Record when completed
- 18. Rapid Data EntryFor when you have multiple components and instances at one or more levelsAllows you to add component and instance information at the same timeIs customizable for different levelsi.e. use one configuration to add multiple series, use a second configuration for the folder list in each series, etc.
- 19. Rapid Data EntrySelect configuration OR go to Setup/Configure Rapid Data EntryYou may use an existing one and not fill in all fieldsRequired fieldsLevelTitle OR Date (use both whenever possible)Use +1 button to continue adding components. Use “OK” button when you are done
- 20. Rapid Data EntryA few notesIf component has a title and date, add a comma after the titleIf the component has a title only, add a period after the titleIf adding a series of components that have shared characteristics, you can make fields “stick” (ctrl + click on field name—field name text will turn red)Cannot use “Wrap in tag…” so you either have to hard code <title>, <emph>, <extref>, etc., data OR go back to components after you’ve finished with Rapid Data EntryIf you hard code an <extref> use href AND title attributes
- 21. Linking Instances and LocationsTies each individual instance to its own locationCan easily link multiple instances to a single locationCan easily change links from one location to another
- 22. Linking Instances and LocationsLink LocationManage locationsSelect container(s) and filter for location“Add location link” RepeatChange LocationSelect container(s) and filter for new location“Add location link”Remove Location Link
- 23. Finding Aid DataLast tab to complete before exporting EAD, MARC, or other recordsRequired FieldsEAD FA Unique IdentifierEAD FA Location Finding Aid TitleFinding Aid SubtitleFinding Aid Filing TitleFinding Aid DateAuthorLanguage of Finding AidFinding Aid Status
- 24. Finding Aid DataCan also return to a collection and record revisions madeDefault text cannot be set for these fields, so refer to the manual for Finding Aid Title/Subtitle/Date text
- 25. Searching Resource RecordsFilteringBasic SearchingSearches fields listed in drop-downDates must be in correct formatSearch by Linked RecordChoose whether or not to search componentsNameSubjectLocationDeaccessionAccession NumberNote Text (free text in any note field)Instance Type
- 26. Resource Record Reports and ExportsEADMARCFinding AidOther Resource Record reportsResources and linked names/subjectsResources and linked digital objectsResources with restrictionsResources and locations
- 27. Printing/Saving Resource RecordsResource RecordPrint/Preview OR Select Output/SaveFinding AidInternal only?Include DAOs?Do NOT “Use Digital Object ID as href”Select PDF or HTMLMay take several minutes, depending on size of collectionSamples on desktop (but files were overwritten so these aren’t customized)
- 28. Finished with a Resource Record?Go to the related Accession Record(s)Change the status to “processed”Check the processed checkboxPut the date in the “Processed Date” fieldIf not already done, link the Accession(s) to the new Resource RecordTell Kira! (I’m the temporary XLST that gets your finding aid from AT to Virginia Heritage)
- 29. Digital Object RecordsRequired FieldsTitleDigital Object ID (this is for the WHOLE Digital Object, not a single part of it)Select Object TypeDigital Object IDMS number if single itemMS number+identifier (date or number) if multiple items
- 30. Digital Object RecordsDo NOT add Names & Subjects that are already tied to the Resource RecordFor single item, add file versionLink to location in URI fieldSelect appropriate Use StatementLeave actuate and show empty—set at top-levelFor multiple items, treat each item as a component
- 31. Common CustomizationsConfiguring the FontConfiguring Rapid Data Entry ScreensEditing Lookup Lists