ArchTool-manual Duke Univ Medical Center
Contents
1. Resources and Digital Objects sections are much more important These sections specify which accessions resources and digital objects the name is linked to For example Barbara Busse s name is linked to seven different accessions Ewald Busse is linked to the Ewald W Busse papers the Biographical Files and his oral history and Ortrude Busse is linked to the biographical files Note It is not uncommon for only the donor s name to be linked to an accession For example Barbara Busse s name is linked to the Ewald W Busse papers accessions 12 but Ewald W Busse is not because he is not the donor As noted above his name is linked to the resource record for the Ewald W Busse papers Tab 3 Contact Info This tab is rather self explanatory It contains the contact information for the person Please consult with the Head of Technical Services if you notice contact information that you think is incorrect Do you have questions for the FAQ section Tell the Head of Technical Services 13 Subjects The Subjects module is very similar to the Names module but with fewer tabs Subjects refers to all topical terms entered into Archivists Toolkit ATReference The only screen there is The Subjects module has but one screen which is more or less the Details tab and the Non preferred forms Accessions Resources amp Digital Objects tab from the Names module rolled into one2. Choose a Level and enter the Title Select Add Instance and input the box location of the material Typically if a component is at the file level then no more information needs to be added However in some circumstances special instructions can be added in the Container Summary section such as a notation of certain type of media such as a photo Sometimes most often with photographs components may be broken down to an item level When this happens more information may be given for containers in Add Instances For instance Container 1 Type and Name may be Box Box 1 and the Container 2 Type and Name may be folder name of folder Click OK and Save Disc Icon as needed to save the information added The Rapid Data Entry button located at the left hand bottom portion of the screen allows you to enter components in a speedier fashion However it does not allow you to Add Instances to link the location to those components as is desired by the Duke Medical Center Archives and is not typically useful in the creation of their finding aids To Make Changes The list and arrangement of the collection should be visually available in the left hand screen as a series of folders which can be expanded or contracted to show the contents of that folder If an item is in the wrong spot in the list it can be clicked on and dragged and dropped to the correct location in the left screen If an error in the level or title needs to be corrected just
3. Let s get started with the Names module Names refers to all personal and corporate names entered into Archivists Toolkit ATReference Tab 1 Details When you double click on the Names module it will open to the Details screen This screen contains the name the source in which the name was found and in some cases some brief biographical or historical information Fields commonly filled out for personal names Primary Name This field typically contains the authorized form of the person s last name Rest of Name This field typically contains the authorized form of the rest of the person s name first name middle initial etc Dates This field contains any birth or death dates that might accompany the authorized form of the name Dates will not always be present Fuller Form This field contains the authorized fuller form of the person s name For example if the authorized name is Roseberry Jessica J Jessica Joy then the fuller form is Jessica Joy The fuller form is not always present Source This field specifies the source in which the name was found In most cases the source will be Library of Congress Name Authority File National Library of Medicine Aleph or Local If the source is designated as Aleph it means that the name was not found in either the Library of Congress Name Authority File or the National Library of Medicine but was found i
4. Ee ERREUR ERE RR 37 Patron Visit ISUEIIAEV o oed td e cose ee aere subi PR Fa EE EXPE ERR EXAM dU S 37 10 Oral HISCOES 5 osesotesez ote dede Pelea em a eta bo Dune t bs o bloteo EE 38 ipges roi net Pr 38 Logging in and creating a new record cece cece ence eee eee eee eeees 38 Tab 1 B sic Informatio e sirena neous gees oro eate canton vr an 38 Tab 2 Accession Notes o s herede au ERR ER NN EREERAT VASE SERE 39 Tab 3 User Defined PiIeldsz cios sevsceeo roe Ren aUo ron oo eut Fog eU nac R eT 40 Tab 45 Names amp SubIeets aio orca ds etate ue oui dua UU ELATI 41 Tab 5 Acknowledgments Restrictions amp Processing Tasks 41 About this Manual This manual is a modified version of the lengthy official Archivists Toolkit ATReference user manual and is intended to address the specific ways that DUMCA employees are most likely to use Archivists Toolkit ATReference It therefore does not address every available function that Archivists Toolkit ATReference provides since doing so would make this manual even lengthier than the official version Please note that the official Archivists Toolkit ATReference user manual is available via the Archivists Toolkit website http archiviststoolkit org http 3 A 252Farchiviststoolkit org support AT1_5_User 20Manual Feel free to refer to the official manual if the modified version does not meet your needs regarding a particular pro
5. The top part of the screen lists the authorized subject term the source of the term usually Library of Congress Subject Headings Medical Subject Headings or local and sometimes a scope note about what the term describes Subject Term This field contains the subject term preferably authorized in either Library of Congress Subject Headings or Medical Subject Headings Type This field specifies the type of term It will usually be set to Topical Term which is the 650 field of the MARC record Other options can be used as appropriate Source This field specifies where the term came from As indicated above this field will usually be set to Library of Congress Subject Headings Medical Subject Headings or local Other options can be used as appropriate Scope Note This field contains information about what the term describes Such information is often provided with Medical Subject Headings however this field will oftentimes be blank As with the Names module please do not make any changes to subject authorities without first consulting with the Head of Technical Services even if you really really really don t like the heading We will all sleep better at night The rest of the screen displays the resources accessions and digital objects to which the subject is linked Don t be surprised if you don t find any accessions linked to a subject and vice versa Subject linking is not usually done for accessions but
6. click on the component and make the needed corrections in the appropriate fields If a component needs to be deleted altogether you can click on that component and then click on Delete Component 29 If the instance container is incorrect this can be corrected by clicking on the component and clicking on the instance and clicking on Remove Instance Then add the correct instance Occasionally the Remove Instance button does not actually remove the instance You should click off of the component and then back on to see if it was removed as desired If it was not then you need to delete the component and then add it again Because of this you should double check that the Add Instance is accurate before clicking OK Another bug of Archivists Toolkit ATReference 2 0 is that it occasionally freezes When this happens a window will open that shows a graphic of a bug which asks if you want to send a report Often the only way to end this quirk is to close and reopen Archivists Toolkit ATReference When you do this you will lose any unsaved data Therefore it is highly recommended that you click on save after every addition change to the finding aid To proofread your finding aid you can export a report and save it to the desktop to review Click on Reports and save it to the desktop When the finding aid is finished you can export the EAD by clicking on the Export EAD button A window will open requesting a title Fill i
7. should always be done for processed resources FAQ Q Why does this module seem to be more incomplete than the others A Because it is Like all of the modules it is a work in progress Subject headings were not included in the old Microsoft Access accessions database so everything had to be added from scratch 14 Do you have more questions Tell the Head of Technical Services Accessions The Accessions module deals strictly with accessions information It should be used to look up information about unprocessed accessions not accessions that are part of processed collections or resources if we re using Archivists Toolkit ATReference speak Once you click List All you can sort by accession number or title Note that the screen also gives extent information always in linear feet whether or not an agreement is required and if so whether or not it has been received and whether or not the accession has been processed and cataloged Tab 1 Basic Information This tab contains the accession number the accession date the name of the accession the name of the resource it is linked to usually the same as the name of the accession the extent of the accession a brief description of the accession the location of the accession if applicable deaccession information if applicable and any other general notes about the accession if applicable Date information may also be present Here are the relevant
8. the first page of the report as it is not useful Place one copy in the collection file Place the other copy partially sticking out of the first box so it is identifiable on the shelf Also please label the boxes in pencil before placing them on the shelves Example Lefkowitz A2010 100 1 2 Lefkowitz A2010 100 2 2 24 Resources collections The Resources module contains information about our collections For some collections the information in the resource module is the same as the finding aid When you click on the List All button you will notice that you can sort by collection number Resource Identifier or title Double click on the name of the collection needed A window will pop open that gives you access to this collection It is important to note that this window cannot be minimized and it can only be accessed by one person at a time This is good to know if you want to open multiple windows for cross referencing proofing or cutting and pasting of information In these cases open the collection last This window contains four tabs at the top Basic Description Names and Subjects Notes Etc and Deaccessions and Finding Aid Data These components can be addressed in any order although we will address them in reverse order in this manual Before beginning the entries for these tabs make sure the collection title appears in the left hand window of the screen and that it is highlighted To ac
9. Accession number box Type the number that comes after the last accession number If the last accession number was A2011 040 type 041 in the box Do not enter any symbols such as dots or dashes Archivists Toolkit ATReference automatically generates the dot Resources Linked to this Accession Click on the Link Resource button The Lookup Resource window will pop up Type oral history into the filter box Click on OH LOCATIONS Oral History Collection then click Link Once you have linked the resource record click Close Window Resource Type Select Collection from the drop down menu Title Use this format to record the title Name of person Interview year EXAMPLE Jessica Roseberry Interview 2011 38 Extent Number Enter the number of items you have in the first box Select items from the drop menu in the next box Container Summary Enter a brief summary of what the interview was about Locations Click Add Location The Location Lookup window will pop up Type OH in the filter box to narrow the results to oral history locations You can make the box wider by placing your cursor on the edge of the box and dragging it to left or right Once you have found the correct location click Link and then Close Window 5 General Accession Note Type the interview number EXAMPLE 8 interview with Dr Anlyan Click Save Tab 2 Accession Notes
10. Acquisition Type Select Acquired from the drop down menu Condition Use this box to record any preservation or technical problems with the interview if needed In most cases you will leave this field blank Disposition Note Type Oral History External Documents Use this box to link any electronic documents that go with this interview including the digital sound recording and transcript if applicable Click Add Document In the Title field type a brief description of what the file is EXAMPLE 1 Transcript EXAMPLE 2 Audio file In the HREF field type the filename and extension It is helpful to type the entire file path if the file path is not going to change 39 Click OK Click Save Tab 3 User Defined Fields Date received Type the date the interview was completed Use the MM DD YYYY format EXAMPLE 02 03 2011 Date copied OH Type the date the interview was copied Use the MM DD YYYY format EXAMPLE 02 03 2011 Accessioned within 48 hours Check this box if you are accessioning the interview within 2 business days of conducting it Note Accessioning within 2 business days is one of our SACS goals Separated from collection OH Check this box if the interview is separated from an archival collection This box will probably never be checked for new interviews Release form on file OH Type yes if there is a release form on file Type pending if you are
11. Apply This box is checked if the accession contains any access or use restrictions Access Restrictions This box is checked if there are any restrictions to access 18 Access Restrictions Note This field is filled specifying any restrictions to access Examples include departmental records that are closed for 25 years from the date of creation BOT materials that are closed for 50 years from the date of creation materials that have donor restrictions and materials that are covered by HIPAA FERPA or other regulations Use Restrictions This box is checked if there are any restrictions to use Use Restrictions This field is filled out specifying any restrictions to use Examples include obsolete audiovisual formats that must be digitized before they can be viewed and materials that cannot be photocopied for copyright reasons Processing Priority This field can be used to specify whether an accession has a high medium or low processing priority To date it has not been used consistently but might be in the future Processors The name of the person who processed the accession if applicable There can be more than one processor Processing Plan When applicable this field specifies a processing plan determined by the Head of Technical Services Processing Started Date This field indicates the date the accession began to be processed Processing Status This field indicates the status of the processing Processed This box
12. Do you have more questions Tell the Head of Technical Services 20 Entering a New Accession Record if you are not the Head of Technical Services The following steps are the basics of entering a new accession record Tab 1 Basic Information Accession Number Type the letter A and the year in the first box Type the next sequential number in the second box For example if the previous accession number is A2010 099 the next number should be A2010 100 You do not need to type the to separate the year the is automatically generated when you start typing in a new box Accession Date Type the date of the accession using the MM DD YYYY format If you enter a month prior to October the leading zero will be deleted Resources Linked to this accession If the accession is an addition to an existing collection click on the Link Resource button highlight the correct collection and then click Link If the accession is for a new collection not already listed leave this field blank and the Head of Technical Services will take care of it Resource Type Select a resource type from the drop menu Your choices are Collection for artificial collections such as the biographical files Papers for personal papers and Records for departmental records Title Enter the title of the accession The title will almost always be the same as the resource title in the Resources Linked to this access
13. Lookup list will pop up Use the filter box to find the name of the interviewer Highlight the name and select Creator from the drop down Function menu Select Interviewer from the drop down Role menu Click Link Repeat this process to link the name of the interviewee but select Interviewee from the drop down Role menu Ifa name you are looking for does not appear on the Name Lookup list tell the Head of Technical Services who will add the name for you Click Save Tab 5 Acknowledgments Restrictions amp Processing Tasks Acknowledgments and Restrictions left side of screen Acknowledgment Sent Check this box if a thank you note has been sent to the interviewee Restrictions Apply Check this box if the interview has any type of restrictions Access Restrictions Check this box if the interview has access restrictions placed on it by the interviewee or the interviewee s estate family 41 Access Restrictions Note Use this box to explain the access restrictions if any placed on the interview by the interviewee or the interviewee s estate family Use Restrictions Check this box if there the interview has use restrictions such as being in an unusable format This box will not be applicable to most new interviews Use Restrictions Note Use this box to explain the use restrictions if any This field will not be applicable to most new interviews E
14. MC Archive Technical Services Inventories steady Step 6 Open the file in the text editor of your choice NoteTab Dreamweaver etc and add the lt unitid gt information below the lt unittitle gt and lt date gt fields at the beginning of the lt archdesc gt See the example below Look for the correct location around Line 35 32 although the exact location will vary from document to document Ask for help if necessary lt archdesc level series gt lt did gt lt unittitle gt Ray E Brown Papers lt date type span gt 1926 1974 lt date gt lt unittitle gt lt unitid gt MC 0050 lt unitid gt Step 7 Log into ATReference using the processing processing username password combo Step 8 Go to the Import menu located above the Search button and select Import EAD Step 9 Select the correct file and click on the Import button The file should import into ATReference If you get an error message determine what the problem is ask for help if necessary and try again Step 10 If this is all you have been asked to do let the Head of Technical Services know that you are done If you have been asked to do more work to finish the finding aid this will already have been arranged with the Head of Technical Services proceed as instructed Do you have any questions for an FAQ section Tell the Head of Technical Services 33 Digital Objects The Digital Objects module is a new addition
15. Using TULK and ATReference ists by archi at the Duke University Medical Center Archives Prepared by Dawne Howard Lucas October 2009 Revised by Ruth Cody June 2010 Revised by Dawne Howard Lucas June 2011 November 2011 Please note that this manual is a work in progress Its purpose is to answer your questions about using Archivists Toolkit ATReference You are encouraged to recommend additions to the Head of Technical Services who will happily add them Please also note that the information being entered into Archivists Toolkit ATReference is a work in progress Please consult with the Head of Technical Services if you are looking for information that does not appear to be where it should be Table of Contents About this manual 3 spese aise ME SEIN Ore CR S Ete dd o MER D Eu TEN ME ud dd 4 What is Archivists Toolkit ATReference eee 5 What is this and why are we using it eesssssseeeeeeeeneenne 5 Accessing Archivists Toolkit ATReference eese 5 Finding shelf locations and barcodes 00 0 ccc cece cece ence eee een se 7 Via the Resources collections module esses 7 Via the Accessions module 5 ecce ees a petente Repos 8 j ve 8 hlc HH 10 Mab Details s toon tudes in serodtos o r ueste a cota tut deca tence ace 10 Tab 2 Non Preferred Forms Accessions Resour
16. XAMPLE Interview is on reel to reel audio tape and needs to be converted to digital format before it can be accessed Processing tasks right side of screen The Oral Historian may use these fields to track workflow at his or her discretion EXCEPTION The Head of Technical Services will use the Processed and Cataloged check boxes as well as the Processed Date and Cataloged Date boxes to record when the interview has been processed and cataloged in Aleph and WorldCat Click Save 42
17. al Services who will happily add it As noted above individual boxes cannot be listed in the Accessions module If you know where an accession is located click on Add Location and Link the correct location If a location is not listed in Archivists Toolkit ATReference and you don t know where it is consult the Head of Technical Services Remember that processed accessions do not have location information listed in the Accessions module Q What if a barcode is incorrect or missing A If a barcode listed in Archivists Toolkit ATReference is incorrect i e you are looking at the barcode on the box and it does match the barcode on the screen simply change the barcode in the Container Barcode field A blank barcode field does not necessarily mean that the barcode is missing it might just mean that the box in question doesn t have one If you happen to know that the box in question does have a barcode 1 e it s located at the LSC and it s not listed in Archivists Toolkit ATReference try looking it up in the catalog If the barcode is not listed in the catalog consult the Head of Technical Services who can look up the barcode via Aleph Do you have more questions Tell the Head of Technical Services Names When you look at the left hand side of the screen you will see five options running down the side Names Subjects Accessions Resources and Digital Objects
18. ation tab It is located on the right hand side of your screen FAQ Q What if a location listed in Archivists Toolkit ATReference ATReference is incorrect A Before changing a location please evaluate whether the location listed in Archivists Toolkit ATReference ATReference is incorrect or if the box is in the wrong place Do not change a location if the box is in a temporary space such as on the hold shelf or in your office Please use out cards to make such indications If in doubt please consult the Head of Technical Services before making any changes Otherwise follow the steps below If a location is incorrect in the Resources collections module click on the Manage Locations button highlight the appropriate box and then click on the Remove Location Link button Once you have removed the location click on the Add Location Link button and Link the correct location If a location is incorrect in the Accessions module highlight the incorrect location in the Locations box click Remove Location and then Link the correct location by clicking on Add Location Q What if I can t find the box I m looking for A It s possible that the Head of Technical Services has not added the box Archivists Toolkit ATReference ATReference or the box you are looking for no longer exists If a box is not listed in Archivists Toolkit ATReference consult the Head of Technic
19. be entered at the box level Therefore an accession might be listed as being located on 14 h 5 and 14 h 6 but you are on your own to figure out which boxes are where General Accession Note This field is available to capture information that doesn t neatly fit in any other field For example you might see something that says Originally accessioned by University Archives Transferred to Medical Center Archives 1978 Originally acquired 11 12 1974 This was information stored in the old Microsoft Access database and is useful for provenance purposes Tab 2 Accession Notes Acquisition Type This field is used to record whether the accession is a gift a transfer or acquired Acquired is usually the catch all for we don t know how we got this The other boxes on this tab are filled in as necessary but you usually will not have to worry about them Condition This field is rarely used but can be used to record unfavorable conditions mold etc Disposition Note This field is used when applicable to track materials that have been dispersed across resources collections or to other institutions For example it can be used to record if part of an accession was transferred to University Archives etc Tab 3 User Defined Fields This tab contains some customized fields for recoding information about audiovisual materials Any field that has the words User Defined is in fact not defined as 17 anyth
20. blem or question If the modified version consistently does not meet your needs please consult the Head of Technical Services who can add more detail What is Archivists Toolkit ATReference What is this and why are we using it According to the Archivists Toolkit website http archiviststoolkit org The Archivists Toolkit or the AT is the first open source archival data management system to provide broad integrated support for the management of archives It is intended for a wide range of archival repositories The main goals of the AT are to support archival processing and production of access instruments promote data standardization promote efficiency and lower training costs According to the DUMCA s Head of Technical Services Archivists Toolkit is a collection management database that tracks information about accessions and collections all in one place This includes name and subject authorities donor information and shelf locations No running to the collection files no silly Excel spreadsheets and hopefully no wandering from office to office to ask for information that you just know exists somewhere So basically it s designed to be one stop shopping for collection and accession information In 2011 the Rockefeller Archive Center introduced ATReference an extension of the source core code of the Archivists Toolkit that supports the management of reference related activities in an arch
21. ces amp Digital Objects 12 Tab 3 Contact Info i diese I e ERROR EE REENRERNUR ERO LE ERU ER LER 13 FAQ TP SR BARENE A EE OER ER 13 SUDIBEIS ese ee a E E LM A M ASA AE MI 14 The only screen ere 18 25 ao era na T a Qe Uta E a 14 EA ER E 15 s ACCESSIONS ar Ea EEE aA E E DE EE 16 Tab 1 Basic InformotlOfi 22 erba EREA ER E RE Ru ENSDARATRPYRKN e eS 16 Tab 2 Accession NOES cosas ct s POL o E EXIRET E qut pO RR EHE pEO E i 17 Rabe User Debmed Meds meniren Isto tios testen Us 17 Tab 4 Names de SUBjeCtS i ees ec Seb rte SEES Pbi Aa FUR Ne DEN Ibn PUES 18 Tab 5 Acknowledgments Restrictions amp Processing Tasks 18 is c Ea T T 19 Entering a New Accession Record ssssseesersrresssssssssrrrereees 21 Resources collections sss 25 Tab4 Finding Aid Data 55d etes te qio actus d debo ta textes dedito de kata 25 Tab 3 Notes Etc amp Deaccessi Onin usos Sete ede ee eO rE RI de Ea TO uid cen 25 Tab 2 Names amp SUDIOOIS ed dieses e RS MOS EEA PEOR IEEE Nee Ue dies 26 Fable Basic Deser pulo o rex beoe o a eor Xe dus 27 Converting Spreadsheet Data to Resource Records 30 e Digital Objects uno ede or ace eas E RENE OPEM Ueto REA AME 34 gt Patrom Records eoe eter Meteo tette deta moles neuste AS 35 Adding a Patron ensa r aea E lea E AA 35 bi ic P 36 FOM S sees den pira o Uit dabas bata ates e ads RETRE 36 Circulate Materials sio eu o ERE E
22. cess a tab click on that tab The tab in use will have a yellow bar at the top Tab 4 Finding Aid Data This tab contains several fields some of which will not be used Click on Title and type in the title for example Guide to Somebody s Papers Click on Date and enter the current date Click on Author and enter the name of the person creating the finding aid Click on Description Rules and choose the option Describing Archives dacs Click on Status and choose a status most likely in process until the aid is finished Make sure the Language area says English Click on the Save disc icon at the bottom of the screen to save the information entered Tab 3 Notes Etc and Deaccessions Select the note desired in the Add Notes Etc bar Only a small portion of these are needed Click on each note desired and fill in the note information in the area provided Then click on OK to save the note Those used most often are listed and described below 25 Abstract Should contain a brief overview of the collection including the source of the collection the dates which the records span the types of materials in the collection and the major topics of the collection Should also contain a brief biographical or historical statement Arrangement Describes the arrangement of the collection including the series and or subseries which the collection is broken into as well as whether it is in original order alphabetical chronological
23. cord where you found the information recorded in the descriptive note It does not need to be filled out An important note about name authorities we might not agree with them but we have to live with them For example the authorized Library of Congress heading for Dr Busse is Busse Ewald W 1917 It s tempting to add the death year to the end of it isn t it Alas we can t do it Imagine the confusion we d have in the catalog if some items pertaining to Dr Busse were listed under Busse Ewald W 1917 and others were listed under Busse Ewald W 1917 2004 Note there are examples of such problems in the catalog and they are in fact confusing Bottom line if you think a name is listed incorrectly please consult with the Head of Technical Services and do not make any changes yourself Thanks Tab 2 Non preferred forms Accessions Resources amp Digital Objects This tab is used to list non preferred forms of names such as that Busse Ewald W 1917 2004 example mentioned above as well as accessions resources and digital objects to which the name is linked The Non preferred Names section will usually be empty This is because the Head of Technical Services has this wild notion that if the name isn t listed on the Details tab it automatically means it s non preferred If you do happen to see non preferred names listed please remember that the list is not all inclusive The Accessions
24. e Tools drop menu at the top of the screen select Patron Visit Summary Enter the start date and end date for the date range you wish to summarize A screen will pop up with a summary of all visits contacts during that date range Do you have any questions for an FAQ section Tell the Head of Technical Services 37 Oral History INTRODUCTION This section of the manual is written as a step by step procedure for the creation of oral history accession records for the 2 0 version of Archivists Toolkit ATReference for Duke Medical Center Archives It does not include all of the options and possibilities available with Archivists Toolkit ATReference LOGGING IN AND CREATING A NEW RECORD Log into Archivists Toolkit ATReference and open the accessions module Then click List All Scroll to the bottom to see the last accession on record Only pay attention to accession numbers that start with the letter A there are also some accessions that start with the letter M These numbers are for books so will not be used for oral history accessions You will use the next number when you create a new record Click on New Record A new record will generate open to the Basic Information tab Tab 1 Basic Information Accession Number In the first Accession number box type the letter A and then the year Do not put a space between the A and the year EXAMPLE A2011 Tab over to the next
25. ecord a new Confidentiality Agreement Patron Registration or Permission to Publish Select the Form Type from the drop menu The date should be auto generated Once the form has been completed check the Completed box Type any other relevant information in the Notes field Why is this cool Because now it s easy to tell if a patron has filled out a patron registration form within the fiscal year Yay Tab 3 Don t worry about it Tab 4 User Defined Fields to be used for circulating materials Use this tab to record information about circulating materials if applicable Earliest Outstanding Date Type the earliest check out date of circulating materials if known If the date is not known in cases such as Cindy Mitchell the Willard Lab etc leave this field blank and see Date and Description of Materials Checked Out below Materials Checked Out Check this box if the patron currently has materials checked out Uncheck the box once all items have been returned Date and Description of Materials Checked Out Record the date of check out and a brief description of the materials If the earliest outstanding date is not known in cases such as Cindy Mitchell the Willard Lab etc type Lots of items checked out prior to us using this screen in addition to the information for the current materials in question Patron Visit Summary to be used by the Librarian for Research Outreach amp Education From th
26. enter Subordinate 2 This field contains the third part of the corporate name if applicable For example subordinate 2 for Duke University Medical Center Archives is Archives Qualifier This field contains any information kept in parentheses if applicable The qualifier is often a geographical location such as Durham N C Source This field specifies the source in which the name was found In most cases the source will be Library of Congress Name Authority File National Library of Medicine Aleph or Local If the source is designated as Aleph it means that the name was not found in either the Library of Congress Name Authority File or the National Library of Medicine but was found in Duke s catalog If the source is designated as Local it means that your good ol Head of Technical Services probably derived it themselves Sometimes there might be a note that the name was found in another school s catalog such as UNC or ECU Description Type This field is used to indicate that there is biographical information about the person in the Description Note field if applicable Since we are dealing with people the type should always be set to Biography 11 Description Note This field is used if you want to enter brief administrative information about the corporation This field does not need to be filled out but can be useful Citation This field is used to re
27. etc Conditions Governing Access Contains restrictions specifications of access to the materials in the collection Conditions Governing Use Contains restrictions specifications of access to use of the materials in the collection Preferred Citation Should read as follows Identification of item name of collection Duke University Medical Center Archives Processing Information Should read as follows Processed by insert name of processor Immediate Source of Acquisition Should include how the collection was acquired the date and the access number of the collection Biographical Historical Note Contains the biographical and or historical information of the collection and its creator Is usually longer than the biographical historical information contained in the abstract but it can be the exact same information It should not be shorter than the biographical historical information contained in the abstract Scope and Contents Note Contains a description of the materials in the collection including the dates which the records span the types of materials in the collection and the major topics of the collection Is usually longer than the scope and contents information contained in the abstract but it can be the exact same information It should not be shorter than the scope and contents information contained in the abstract Other notes may be added as deemed necessary To remove a note click on that
28. ff Duke undergraduate student or non Duke If non Duke type an explanation into the Patron Notes field Department The patron s departmental affiliation if a Duke patron For example if the patron is from Creative Services and Marketing Communications type that name into the field If the patron is from Dr Snyderman s office type Snyderman by doing this we can keep track of all of the requests from Dr Snyderman s office even if it s not always the same person Patron Notes Use this field to record information about patrons whose patron type is non Duke see Patron Type above Email The patron s email address You may record two email address although one address is usually sufficient Addresses The patron s physical address 35 Click on the Add Address button and fill in the address information If this address is the patron s preferred address check the Preferred Address box Repeat this step for as many addresses as the patron provides although one address is usually sufficient Phone Number The patron s phone and or fax number Click on the Add Number button and fill in the number information If this number is the patron s preferred number click the Preferred Phone Number box Tab 2 Visits Forms and Services Use this tab to record information about individual visits and contacts Since we do a lot of reference for patrons wh
29. fields that you will encounter in the Basic Description tab Accession number This field contains the accession number It is typically the letter A followed by the year followed by a two or three digit number Older accession numbers might vary slightly Resource Identifier This field links the accession to the resource collection to which it belongs Most accessions are linked to one resource collection but sometimes they are linked to more than one The accession title and the resource collection title are often the same but not always Extent number This field contains the extent of the collection It is always measured in linear feet Container summary This field contains a brief summary of the contents of the accession Deaccessions This field contains any deaccession information about the accession It is only used when applicable Locations This field contains location information for unprocessed accessions 16 As noted in the section about finding shelf locations and barcodes accession locations will only be listed if an accession is considered to be unprocessed If you are looking for a shelf location of an unprocessed accession and it does not appear in the Accessions module you may 1 Look for the shelf location in the Resources module or 2 Consult with the Head of Technical Services to have the location added As mentioned previously location information for accessions cannot
30. ing at all and should be ignored We are recording this information for ARL statistics Audiovisual materials present This box is checked if any audiovisual materials photographs negatives slides films videos computer disks etc are present within the accession Number of items This field is used to record the number of audiovisual items present in the accession Description This field is used to record a more detailed description of the items i e 3 VHS tapes 5 audiocassette tapes etc Tab 4 Names amp Subjects This tab is used to record which names and subjects are linked to the accession record The Head of Technical Services usually only links donor names to an accession record and rarely links subject headings Tab 5 Acknowledgments Restrictions amp Processing Tasks Acknowledgment Sent This box is checked if an acknowledgment not an agreement has been sent for an accession Acknowledgments are not always applicable Acknowledgment Date This field contains the date an acknowledgment was sent if applicable Agreement Required This box is checked if a donor agreement is required for an accession Agreement Sent Date This field contains the date a donor agreement was sent if applicable Agreement Received This box is checked if a signed donor agreement has been received at the Archives Agreement Received Date This field contains the date the signed donor agreement was received Restrictions
31. ion field although it doesn t have to match if there s a good reason for it not to Extent Number Enter the extent number in linear feet 1 document case 0 5 linear feet 1 record storage box 1 5 linear feet You must select Linear feet from the drop menu Container Summary Enter a brief description of what is in the accession Examples 2008 travel files and old grant files plaques certificates correspondence papers and illustrations portraits posters memorabilia Locations Click on Add Location highlight the correct location and click Link You may initially leave this field blank and go back and fill it in once a location has been determined 21 The other fields on this tab are generally not used but can be if needed Tab 2 Accession Notes Acquisition Type Select either Gift or Transfer from the drop down menu The other fields on this tab are generally not used but can be if needed Tab 3 User Defined Fields Use this tab only if the accession contains audiovisual materials Audiovisual materials includes photographs slides moving images computer disks etc Audiovisual materials present Check this box if there are audiovisual materials present in the accession Number of items Enter the number of items Guess if you have to Description Give a more thorough description of the items are they photographs slides VHS tapes etc Don t enter information int
32. is checked if the accession has been processed Processed Date This field specifies when processing was completed Cataloged This box is checked if the accession has been cataloged Cataloged Date This field specifies when the accession was cataloged Cataloged Note This field contains any special cataloging notes It will usually be empty FAQ Q There s some information in the Disposition Note field under on the Accession Notes tab that seems to be out of place Is it A When the accession records were imported into Archivists Toolkit ATReference from the Microsoft Access database some general information that probably best fits 19 in the General Accession Note field on the Basic Information tab was transferred to the Disposition Note field instead Example Originally accessioned by University Archives Transferred to Medical Center Archives 1978 Originally acquired 11 12 1974 Keep in mind that there is some information in the Disposition Note field that should be there If you are not sure whether or not information in the Disposition Note field should be moved to the General Accession Note field either leave it as is or consult with the Head of Technical Services Q I have some suggestions for how we can use the undefined User Defined fields Can we add them to the User Defined Fields tab A Quite possibly Consult with the Head of Technical Services
33. is the third box down on the right hand side of the screen Note Unprocessed accessions are usually indicated with the accession number before the box number i e A2009 001 1 2 Once a box has been processed this number will change to coalesce with the processed collection In some cases i e Snyderman the presence of accession numbers does not necessarily have anything do with whether or not a box is considered to be processed If you are looking for the location of an unprocessed accession and you don t see it in the Resources module check the Accessions module although theoretically it should be listed in both modules If necessary click on the arrow next to Instance Label to put the boxes in numerical order Please note that Archivists Toolkit ATReference ATReference does not recognize leading zeroes so far as I can tell anyway so your list might look like this Box 1 Box 10 Box 100 Box 11 And so forth and so on yes it s a bit annoying Once you find your box double click on it The third box down contains the box s bar code if applicable The location is listed toward the bottom of the screen directly above the buttons 5 Youcan also access locations and barcodes by clicking on the Manage Locations button toward the bottom the screen Via the Accessions module As mentioned above boxes from unprocessed collections should be listed in the Resources collections
34. ival setting including registering patrons recording visits and topics of research and tracking researcher statistics and research products We are now using ATReference not Archivists Toolkit Due to the close relationship between the development teams for both products you should not notice much of a difference between the two products To eliminate any confusion or perhaps create more this manual refers to the product that we are using as Archivists Toolkit ATReference It points you to the online manuals for Archivists Toolkit since Archivists Toolkit has much better online documentation than does A TReference at the present time Accessing Archivists Toolkit ATReference To access Archivists Toolkit ATReference simply click on the icon on your desktop or start menu We are now using Version 2 5 0 Don t worry if it takes a little bit of time to open Once it opens you will be prompted for your Username and Password If you don t remember what these are consult the Director or the Head of Technical Services All records are accessible in Archivists Toolkit ATReference by double clicking When you select a module Names Subjects Accessions Resources or Digital Objects click on the List All button at the top of the screen You can then either scroll down the list of use the Filter Search Results box at the top right hand side of the screen When you are done
35. module but sometimes this documentation slips through the cracks It is also sometimes easier to look up a location in the Accessions module if you know which accession you are looking for Please note that only unprocessed accessions have locations accessions listed in the Accessions module Once an accession has been processed the location is cleared out and listed in the Resources collections module only Also note that the accessions module does not allow you to assign locations to individual boxes only the accession as a whole To look up locations via the Accessions module follow the steps below For more information about using the Accessions module see Chapter 5 1 Click on the Accessions module on the far left column of your screen If a list of accessions does not appear click on the List All button Once all of the accessions have been listed you can use the Filter search results box in the upper right hand corner of your screen or you can scroll down the list Note You can arrange the list to display either in numerical order or alphabetical order by clicking on the arrows next to Accession Number or Title You can also arrange them using the other fields listed on the screen but doing so won t be particularly useful in other words I don t recommend it 2 Select an accession by double clicking on it 3 Look for the Locations box on the Basic Inform
36. n Duke s catalog If the source is designated as Local it means that your good ol Head of Technical Services probably derived it themselves Sometimes there might be a note that the name was found in another school s catalog such as UNC or ECU Description Type This field is used to indicate that there is biographical information about the person in the Description Note field if applicable Since we are dealing with people the type should always be set to Biography 10 Description Note This field is used if you want to enter brief biographical information about the person For example the description note for Ann Bradfield Tyor is Wife of Dr Malcolm P Tyor chief of the Division of Gastroenterology Department of Medicine 1965 1985 and graduate of the Duke School of Medicine Member of the Duke School of Nursing class of 1946 This field does not need to be filled out but can be useful Citation This field is used to record where you found the information recorded in the descriptive note It does not need to be filled out Fields commonly filled out for corporate names Primary Name This field contains the first part of the corporate name For example the primary name for all departments at Duke is Duke University Subordinate 1 This field contains the second part of the corporate name if applicable For example subordinate 1 for Duke University Medical Center is Medical C
37. n the title and check the box next to number components which is at the top right of the screen Converting Spreadsheet Data to Resource Records Step 1 Go to File Save As and save the document as a CSV file csv Step 2 Go to DUMC Archive ArchTool csv_template and copy the top line Paste this line to the top line of your CSV file make sure to create a new empty row and not to paste it over your content Step 3 Manipulate the information in your CSV file so that everything falls under the appropriate headers The headers with a brief explanation of each one are below Please do not delete any of the headers even if you are not using them Please remember that series title series number file title instance type and container 1 number are always required Header title Definition Example Example Required series title The title of the series Correspondence Yes series number The series number 2 Yes series dates The dates associated 1961 1963 Yes if information with the series is available subseries number The subseries number 2 1 If applicable subseries title The title of the W C Davison If applicable subseries subseries dates The dates associated 1961 If applicable with the subseries 30 file id A unique ID associated with a particular file This field is used for collections such as Textiles Photographs and Realia but is no
38. ned deed has been received from a donor Agreement Received Date Enter the date the signed deed was received using the MM DD YYYY format Restrictions Apply Check this box if the accession contains any restrictions Restrictions could include access restrictions records are for departmental use only for 25 years from date of creation etc or use restrictions accession includes U matic tapes that need to be reformatted before use Access Restrictions Check this box if there are access restrictions see definition above under Restrictions apply Access Restrictions Note Enter information pertaining to the restrictions Examples CLOSED per donor request Departmental materials restricted for 25 years from date of creation Study materials may have further restrictions No restrictions No known restrictions Use Restrictions Check this box if there are use restrictions see definition above under Restrictions apply Use Restrictions Note Enter information pertaining to the restrictions Examples Film needs to be digitized Need to be reformatted for use 23 The other fields on this tab either are generally not used but can be if needed or are only used after processing and or cataloging is completed Almost done Now click on the Reports button on the bottom of the screen and select Accession Records from the drop menu Print two copies do not print
39. ner Box unless Yes Always type 3l otherwise Box unless instructed otherwise instructed container number Number of the 1 Yes container container 2 type Type of container Folder No container 2 number Number of the 1 No container container 3 type Type of container Disk No container 3 number Number of the 1 No container geogname Geographical subject Durham N C No heading geogname_source Geographical subject Library of No heading source Congress Name Authority File corpname Corporate name Duke University No heading Medical Center corpname_source Corporate name Library of No heading source Congress Name Authority File famname Family name heading Trent family No famname_source Family name heading Library of No source Congress Subject Headings name No name_source No persname Personal name heading Semans Mary No Duke Biddle Trent persname_source Personal name heading Library of No source Congress Name Authority File subject Subject heading AIDS Vaccines No subject_source Subject heading source Medical Subject No Headings Step 4 Go to http steady heroku com csv import and type in the required information Choose the file to upload and hit Upload The application will produce a EAD file If you get an error message determine what the problem is ask for help if necessary and try again Step 5 Save the EAD file to DU
40. note and click on Remove Note Click on the Save Disc Icon to save the information Tab 2 Names and Subjects This tab links the collections with related materials 26 Click on Add Name Link find and click on the name At the function tab choose Subject Click Link Repeat to link the name as Creator and or Source depending on the type and need of the collection Click on Add Subject Link A window will open with a variety of topics to link to the collection Double click on each appropriate topic or single click on each appropriate topic and click Link To remove either the subject or name links click on it and then click Remove Name Link or Remove Subject Link accordingly Tab 1 Basic Description The Basic Description Tab is the most time consuming and the most complicated It contains the basic information for the collection as well as the collection list and arrangement At the time of the writing of this manual Archivist 2 0 was still in the trial stage and contained several quirks referred to as bugs The most common of these will be addressed at the end of this section however they occur randomly throughout the use of Basic Description thus this section should be read in full before beginning For this manual the Basic Description with be broken into two sections for ease of use Basic information about the collection and the Collection List Arrangement Basic Information Some basic information will need
41. o any other fields in this tab as they are not defined Tab 4 Names amp Subjects Name Use this field to enter the donor s or the donor s administrative assistant s name only Click on Add Name Link and highlight a name from the list Select Source from the Function drop menu and click Link If the name is not already on the list click on Create Name and then OK This will bring up a screen for entering personal names See pp 8 11 for entering name headings If you are not comfortable determining an authorized form of a name make a note of it so the Head of Technical Services can check it later The subject field on this tab is generally not used but can be if needed See p 12 for entering subject headings Tab 5 Acknowledgments Restrictions amp Processing Tasks Acknowledgment Sent Check this box if an acknowledgment has been sent to the donor or the donor s administrative assistant Acknowledgment can mean either a casual email to an administrative assistant or a more formal thank you acknowledgment that does not include a deed i e what we send when a deed is not required 22 Acknowledgment Date Enter the date of the acknowledgment using the MM DD YYYY format Agreement Required Check this box if a deed is required for the accession Agreement Sent Date Enter the date the deed was sent using the MM DD YYYY format Agreement Received Check this box if a sig
42. o do not visit the Medical Center Archives the terms Visits and Contacts are used interchangeably Visits Click on Add Visit Use this option even if the patron does not physically visit the Archives Contact Date The date the patron contacted us with the request Contact Archivist The name of the archivist the patron has been working with probably you Topic of questions time to complete The topic of the question the number of questions asked within the interaction and the time taken to complete the request Research Purpose Type the research purpose here Subjects and Names By clicking on Add Subject or Add Name you may add subjects and names pertaining to the patron s request from a preset list For example if a patron is studying the history of pediatrics at Duke you might select Pediatrics from the Subjects list and Davison Wilburt Cornell 1892 1972 from the Names list If you do not see the subject or name you are looking for please contact the Head of Technical Services Please do not add any new subject or name entries without the input of the Head of Technical Services Duplicate visit You can use this button to copy an existing visit record If a patron comes in three days in a row looking at the same materials you can click on Duplicate Visit instead of entering the same information three times 36 Forms Click on Add Form to r
43. reviewing a record click the Save button on the bottom right hand side of the screen then the Close button Archivists Toolkit ATReference ATReference will prompt you to save the record if you attempt to close it without saving it first Finding Shelf Locations and Barcodes Via the Resources collections module Most boxes in our collections can be found by using the Resources module in Archivists Toolkit ATReference by following the steps below For more information about using the Resources module see Chapter 6 1 Click on the Resources module on the far left column of your screen If a list of resources collections does not appear click on the List All button Once all of the resources have been listed you can use the Filter search results box in the upper right hand corner of your screen or you can scroll down the list Note You can arrange the list to display either in numerical order or alphabetical order by clicking on the arrows next to Resource Identifier i e collection number or Title You can also arrange them in numerical order according to Resource Id i e the order that the records were created in Archivists Toolkit ATReference but doing so is not particularly useful in other words I don t recommend it Select a resource collection by double clicking on it Look for the Instances box on the Basic Description tab It
44. t used with most of our collections BLUEO01 REALO047 Only if specifically instructed file title The title of the folder and in some cases the item Curriculum Committee Yes file dates The dates associated with the file or item 1961 1963 Yes if information 1s available extent How much there is could be the number of items the number of linear feet etc 3 items No physdesc General information about the physical characteristics of the materials that cannot be accommodated in other fields or notes that capture physical description information Videocassettes in this series are recorded in Hi 8 format If applicable internal only Indication that the information is for repository use only YES If applicable restrictions Indication that the information is restricted YES If applicable conditions governing access Description of access restrictions File is restricted until 2020 If applicable scopecontent Brief description of the contents of the file Contains letters from Sir William Osler No notel Other information that needs to be recorded No note2 Other information that needs to be recorded No instance type Type of materials in the container Mixed materials Yes Always type Mixed Materials unless otherwise instructed container 1 type Type of contai
45. til all containers instances are added Click OK to save the information Collection List Arrangement The collection list and arrangement will show graphically in the form of folders and titles in the screen on the left of the window When you begin the collection list make sure the collection title is highlighted To add a component of the collection click on the Add Child button at the bottom right of the screen A bullet will appear under the collection title Certain information must be filled out before Archivists Toolkit ATReference will allow you to move on If you attempt to save or do something else before this Archivists Toolkit ATReference will open a warning window telling you which fields need to be filled out You must choose a Level for the component such as series subseries file etc You must give the component a Title If the component is a Series then you should give a Container Summary of this series including its focus dates arrangement and type of materials 28 If the component is a Series you should also include the Extent for example 1 5 boxes following the directions for extent above When the component is a Series you also need to Add Instances for the containers which house the series following the add instance directions under basic information When adding additional components if the next component is on the same level as the previous component which is highlighted click on Add Sibling
46. to Archivists Toolkit ATReference and we have not yet explored using it More information will be available about this module in the future Refer to the official Archivists Toolkit ATReference manual if you would like more information before it is documented in this manual 34 Patron Records The Patron Records module helps us track information about patrons and their requests Filling out this information does not replace the paper tracking forms To access patron records click on the Tools menu at the top of the screen and select Patron Records When the Administration window opens click on List Al to see all of the records You can search for names by using the Filter box at the top of the window Adding a patron To add a new patron record click the Add Patron button located at the bottom of the screen Note Do not add a new patron record if the patron already has a record Individual visits and contacts should be recorded on the same patron record Tab 1 Patron Information Record the following information if available denotes required information Primary Name The patron s last name Rest of Name The rest of the patron s name This can include the patron s first name middle initial etc Patron Type From the drop menu select if the patron is an Alumnus a Duke administrative office Duke faculty Duke graduate student Duke sta
47. to be entered and some will possibly already be present in the basic description Click on Level and choose the level most likely Collection at this stage Click on Title and type in the title of the collection The Accession number is most likely already inserted as is the Resource Identifier To fill in the Extent enter the number of containers in the first square and choose a container type in the second most likely Boxes 27 Fill in the Container Summary with the linear feet of the collection and a box count and a brief summary of the materials including source and inclusive dates of the collection and the types of materials Enter the Date Expression in the yearly format of XXXX XXXX Make sure the Language option is on English Then address the area to the lower right of the screen called Instances Instances refers to the containers housing the collection and should include all containers Click on Add Instance In the box that opens choose the type of record often mixed materials especially if the collection is not fully processed The next box will ask for Container 1 Type Choose the appropriate container such as boxes Under this there is a tab for Container 1 Indicator Type in the label or name of the container for example Box 1 If you have several containers to list you can click on the 1 button at the bottom of the window This will reduce the number of steps in adding more instances Repeat the process un
48. waiting to receive the release form Type no if there is not a release form on file and there s not likely to ever be a release form on file In most cases you will either type yes or pending Transcript on file OH Type yes if there is a transcript on file Type pending if you are waiting to receive the transcript Type no if there is not a transcript on file and there s not likely to ever be a transcript on file In most cases you will either type yes or pending Electronic copy of transcript on file OH Type yes if there is an electronic i e digital transcript on file Type pending if you are waiting to receive the electronic copy of the transcript Type no if there is not an electronic copy of the transcript on file and there s not likely to ever be an electronic copy of the transcript on file In most cases you will either type yes or pending Additional OH information OH 40 Use this box to record any additional information about the processing of the interview such as who is transcribing transcribed it who edited it and who did the audit check EXAMPLE Transcription company Transcription by Nina Audit checked and edited by Jessica Roseberry Click Save Tab 4 Names amp Subjects Names Use this box to link the names of the interviewer and interviewee to the accession record Click Add Name Link The Name
Download Pdf Manuals
Related Search