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User Manual Version 1.5 / 1.5.9 / 2.0*

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1. ee e 8 A Ge Can demote a component and all of its children and the demoted component remains at the same level A component does not need to have at least one child for another component to be dropped into it as a child Scrolling in the complete hierarchical component window is possible when using the drag and drop feature as well 106 Tagging text using Wrap in tag Chapter 9 In many areas of the Toolkit it is possible to encode EAD tags to signify names markup text delineate functions etc The following Wrap in tag elements are available lt blockquote gt lt corpname gt lt date gt lt emph gt lt extref gt lt famname gt lt function gt lt genreform gt lt geogname gt lt lb gt lt name gt lt occupation gt lt persname gt lt ref gt lt subject gt and lt title gt To wrap text in a tag simply select the text to be encoded and choose the appropriate tag from the drop down list For tags that can have associated attributes a dialog box will appear allowing the option to enter those attributes Basic steps for creating a resource record a Resources Title xi Resource Identifier ay cd Add Delete Extract Manage Export RB Export Export Child Sibling Component Comp Locations EAD a MARC Cont Labels Basic Description Names amp Subjects Notes Etc amp Deaccessions Finding Aid Data z L
2. If an error is encountered such as an invalid EAD the Toolkit will display an error message indicating that the file could not be imported Time to Import Record 0 03 sec The document failed to import The file you are importing does not appear to be an EAD document There are several factors that could result in a failed import of an EAD instance 64 Chapter 6 e The EAD instance is not a version 2002 EAD e The EAD instance is not well formed all start tags need to have end tags all elements need to be correctly nested all files should have a root element and attribute values should be enclosed in quotation marks e The EAD to be imported already exists in the Toolkit as a multi level resource that is there is already a resource record in the Toolkit with the same resource identifier as the EAD to be imported and that resource record has linked resource component records If the resource record does not have linked resource component records then the EAD selected for import will be imported and will overwrite or merge with fields in the existing Toolkit resource record Fields that are present on re import will overwrite the existing field and fields that are not present on re import will retain the old values rather than inserting a blank or null value for that field The problem may be corrected by deleting the resource description already in the AT and then importing again the EAD that failed to import It
3. Created Jun 22 2007 by Modified Aug 23 2007 by Record Number 6 Editing lookup lists You may edit an existing lookup list by adding deleting changing or merging items in a list or by importing terms Note Editing a lookup list may cause changes in some records If any of the records to be changed are invalid or if the edit would create duplicate records the Toolkit will return an error message and you will be unable to complete the operation More information about data cleanup of imported data is available in Chapter 6 1 From the Setup menu select Lookup Lists 262 al x Edit Lookup Lists Description rules Digital object types Era Extent type File use attributes Finding aid status List Numeration Types Name Description Type Name link creator subject role Name link form Name link Function Name link source role Processing Priorities Processing Statuses Render hd 2 Double click on the list you want to edit 3 To adda list item a Press the o Additem button al Lookup List Items Value OK Cancel b Enter in the value for the new list item and press OK The item will now appear in the list 4 To import list items a Press the ales EEUE button 263 Administration Lookup Lists List Name l E Paired Wallies I Restrirt Tn Nmtaken Wopen x Look in E My Documents Sete al AT ver 1 0 18 beta SQLSERVER InitializingD
4. button at the bottom right corner of the 1 5 Save the subject record by pressing the window If entering more than one subject record save the record by pressing the button This will save the current record and open a new subject term screen so a subsequent record can be entered Caution Subject records must be unique If the subject term type and source of the new record match those fields in an existing record the Toolkit will indicate that the record cannot be saved because the record is not unique If the record does not include the required elements listed above the Toolkit will indicate that the record cannot be saved because one or more of the required fields is not complete The incomplete fields will be indicated in the error message The required field s must be completed in order to save the record Note Subject records can also be created through accession and resource records See Chapter 12 for details 185 Subject data elements Subjects Subject Term l Type z Source z Scope Note Accessions Accession Number s Te Extent Number Extent Measurement Resources Extent Number Resourcetd Extent Measurement Resource Identifier Resources in Red have the subject term linked at the component level Big ies BB Gl First Previous Next Last Reports Close Save Elements required by the Archivists Toolkit 1 Subject Term A descriptor th
5. Repository Archivists Toolkit Short Name AT Institution Name Address 1 Address 2 Address 3 City Town Region Country Mail Code Telephone Fax Email Repository URL Country Code Agency Code NCES ID Branding Device Descriptive Language BE Ge Bie First Previous Next Last Cancel Created Apr 8 2009 by a2rass Modified Aug 4 2009 by a2ross Record Number 1 Creating the repository record Overview 47 During installation of the Toolkit a basic repository record is created The repository record serves two basic purposes to store information for later output and to differentiate between repositories It stores information like the repository s contact information and identifying codes so that it can be later output in administrative and descriptive reports For example this information serves as the source for content in the headers for EAD and METS Recording and storing it in one place at the repository level of description alleviates the need for repetitive data entry at the resource level and makes revision of all AT exports easier The second purpose of the repository record is to distinguish one repository s records and data rules from those of another repository using the same AT implementation in a multi repository implementation of
6. A list of terms that provides a set of predefined values for a certain field The lookup list is accessed during the data entry process Multi level A finding aid or other access tool that consists of description separate interrelated descriptions of the whole and its parts reflecting the hierarchical structure of the materials being described Rapid Data Entry A feature in the Toolkit allowing repeated entry of 380 Glossary a component records an efficient manner Record Archival Resource Record Location Record Name Identifies an archival entity from other archival entities Each archival resource has only one archival resource record The archival resource record has a one to many relationship to its component records series subseries file and item e g as well as to accession records location records name records and subject records In a resource or surrogate hierarchy a child record is a record that is created one or more levels down from the top level of the resource and may be considered a component of another record in the hierarchy A record for identifying the location of an archival resource in whole or in parts The location record may have a many to one relationship to an archival resource It may link only to accession records or to archival resource records A record for identifying names and their functions in the context of archival resources There are three types of names supp
7. Chapter 9 139 For a definition list af Resources Note List definition Ead Ingest Problem 3 Add Item Remove Item BBE E First Previous Next Last 140 a Press the gitan button List Items Label Item Value F H wrap in tag EE e E mM 4 First Previous Next Last Cancel b Enter a Label and Item Value z al c Press to save the item or to continue entering items d Repeat until the list is complete e Press to save the definition list Chapter 9 141 For an ordered list al Resources Note List ordered Ead Ingest Problem 3 Add Item Remove Item First Previous Next Last 142 Chapter 9 a Press the gitan button a x List Items Label Item Value A wrap in tag 7 Big e EMA First Previous Next Last Cancel OK 1 b Enter an Item Value OK d Repeat until the list is complete M4 OK to save the definition list or i c Press to save the item e Press to continue entering items 143 For text x Resources Note Text Note Content wrap in tag 7 in tag First Previous Next Last Cancel OK a Enter Note Content b Press OK to save the text Note In multi part notes text sections will be output in EAD as paragraphs For a note that only contains paragraphs the text can be input into a note with two line breaks indicating paragrap
8. Searching Overview The Archivists Toolkit provides support for searching Name Subject Accession and Resource records All data fields in these records can be searched as well as linked data in accession and resource records Searching linked data allows for accession and resource records to be retrieved by searching for related data such as creator source and subject names subjects deaccession dates and location Resources can also be retrieved by searching for a specific instance type or for text within notes Note The search interface includes a number of default search fields These can be customized for a given repository A list of the default fields in the search editor is available in the appendices More information about customization is available in Chapter 15 Filtering record lists Every list may be filtered by typing text into the filter frame located at the top right side of the screen The filter process takes into account the values in all the columns that are present in the list screen display For example filtering on the number 9 on the list of resources pictured will reduce the list to those resources in which 9 appears in the Title Extent Number Resource Id Extent Measurement or Resource Identifier afl Archivists Toolkit 1 5 0 File Import up Rel Help i q Filter search results 9 Search H List All New Record Reports Delete C Merge Export EAD met Export MARC ji 2 MAR n
9. Box 17 no location assigne x Box 18 no location assigne Dox 10 oe locskinn acciona DV re you sure you want to remove 1 linked location s Locations Fite No Building E Mandeville Basement NE 8 Mandeville Sotano NbyNW 3 Mandeville Sotano NbyNw 4 Mandeville Sotano NbyNw 5 Mandeville Sotano NbyNW 6 Mandeville Sotano NbyNiw 7 Mandeville Sotano NbyNw 8 Mandeville Sotano NbyNw 9 Mandeville Sotano NbyNw 10 Mandeville Sotano NbyNw 11 Mandeville Sotano NbyNWw 12 Mandeville Sotano NbyNw 13 Geisel 2nd Sw 2 Geisel 2nd SW 3 Geisel 2nd Sw 4 Geisel 2nd Sw Geisel 2nd SW 6 Add Location Link Remove Location Link Create Location Done 3 Click yes and the container will no longer be linked to a location and the no location assigned will be displayed Removing locations 1 From the Setup menu select Locations Remove Record 2 Select the desired location record and press the button x ba 212 Chapter 13 3 The record will no longer appear in the list of locations Note It is not possible to delete a location record that is linked to accessions or containers If the location record you wish to delete has been assigned to an accession or location record the Toolkit will inform you that the record cannot be removed You can use the Search tool to locate the record s assigned to the location and reassign them to new locations as necessary Loca
10. French based Other cpf e Creoles and pidgins Portuguese based Other cpp e Crimean Tatar crh e Croatian scr e Cushitic Other cus e Czech cze e Dakota dak e Danish dan e Dargwa dar e Dayak day e Delaware del e Dinka din e Divehi div e Dogri doi e Dogrib dgr e Dravidian Other dra e Duala dua e Dutch dut e Dutch Middle ca 1050 1350 dum e Dyula dyu e Dzongkha dzo Edo bin Efik efi e Egyptian Ancient egy 327 e Ekajyuk eka e Elamite elx e English eng e English Middle 1100 1500 enm e English Old ca 450 1100 ang e Esperanto epo e Estonian est e Ethiopic gez e Ewe ewe Ewondo ewo e Fang fan e Fanti fat e Faroese fao e Fijian fij e Finnish fin e Finno Ugrian Other fiu e Fon fon e French fre e French Middle ca 1400 1600 frm e French Old 842 ca 1400 fro e Frisian fry e Friulian fur Fula ful e Galician glg e Ganda lug Gayo gay e Gbaya gba e Georgian geo e German ger e German Middle High ca 1050 1500 gmh e German Old High ca 750 1050 goh e Germanic Other gem e Gilbertese gil e Gondi gon e Gorontalo gor e Gothic got e Grebo grb e Greek Ancient to 1453 gre 328 Lookup Lists e Greek Modern 1453 gre e Guarani grn e Gujarati guj e Gwich in gwi e Ga gaa e Haida hai e Haitian French Creole hat e Hausa hau e
11. Overview of features Features e Recording accessions e Tracking sources donors e Controlling basic authorities for names and subjects e Describing archival resources and digital objects e Managing locations e Importing legacy data in standardized formats MARCXML and EAD including batch import for EAD files and non standard formats accessions XML or tab delimited data files e Interface customizations e Support for MySQL MS SQLServer and Oracle backends Output e EAD finding aid including batch output e METS digital object e MARC XML record including batch output e MODS record e Dublin Core record e Accession record s e Accession receipt e Accession production report e Accessions acquired e Accessions cataloged e Accessions not cataloged e Accession intellectual property status e Accessions with rights transferred e Accessions processed e Accessions unprocessed e Accession inventory e Accession processing plan e Accessions with deaccessions e Accessions with linked names and subjects list e Location shelf list locations with resource or accession record s e Name record s e Names list e Names with accession s e Names with resource s e Names with resource s and accession s e Names with non preferred names e Resource record s e Resources list e Resource s restricted e Resources with name s linked as creator e Resource s with name s linked as source e Resource s with na
12. Preview Print 2 Select the type of report desired For example to print a name record select Name Record s 3 Enter any text you wish to appear in the Report Header 4 Select Output for the report Options are Printer PDF HTML RTF Excel or CSV files Print i 5 Press the m Preview or _ me button depending on the desired output Generating reports for multiple records Overview Any report can be generated for a record set of more than one record To print a formatted report containing data from multiple records you must first create the list of records to be output into the List All report You can do this by using the B button to generate a report of all records of a given type Or you can generate a report for multiple records by using the filter or search options to create a subset For example using the search tool a list of accession records can be generated for all records with an accession date between January 1 2006 and December 31 2006 in order to generate a report calculating the year s acquisitions The list screen and search editor can be customized using the configuration tools if necessary to provide the desired search and sort options See Chapter 15 for customization instructions Generating a records set To print multiple records as List All 1 From any list screen use the B button and filter or search options or select the desired records with the Shift Ctrl keys
13. amp reports ay Oj x File Edit View Favorites Tools Help ay Back oF Y wi Search i Folders fz Address C Program Files 4rchivists Toolkit 1 1 Betalreports gt Go Date Modified File Folder 9 20 2007 General File Folder 8 28 2007 Locations File Folder 8 28 2007 Names File Folder 8 28 2007 Resources File Folder 9 20 2007 Subjects File Folder 8 28 2007 File and Folder Tasks 4 fm Rename this Folder iy Move this folder A Copy this folder Publish this folder to the web E Share this folder E mail this Folder s files X Delete this folder Other Places Archivists Toolkit 1 1 Beta My Documents ig My Computer Note The custom report will only be available in the local client in which it is placed It will not appear in other clients within the repository unless these steps are repeated for each individual client 276 2 If the application is open close it and then relaunch it 3 The report should now be available in the list of accession drop down reports al d x Accessions Reports JAccession Container List ace Select Report Report Header sion Container List accession Intellectual Property Status Accession Processing Plan Accession Production Report Accession Receipt Accession Record accessions with Deaccessions List Accessions with linked names and subjects list Sel
14. for Baker Miss of Falls Church Va 8 Fuller Form A more complete form of the name than that found in the Rest Of Name field Generally used to resolve conflicts with other similar names DACS Reference 9 8 11 5 12 1 12 11 Examples Hilda Doolittle forH D Hilda Doolittle 1886 1961 9 Direct Order A checkbox used to indicate that an automatically generated Sort Name should be expressed with the Rest Of Name field followed by the Primary Name field as opposed to Primary Name Rest Of Name For example because the name in direct order box is checked the Sort Name for the following record is Isaac ben Aaron as opposed to Aaron Isaac ben See DACS rules 12 8 12 9 for examples of names expressed in direct order Pid as xi Isaac ben Aaron Details Non Preferred Forms Accessions amp Resources Contact Info Name Identity ae o Person Prefix Dates Poo Primary Name mooo Qualifier Doo O O Rest of Name fisas sCOOOOOOO Fuller Form SEE Source fingest ingest Rules THR Title Suffix Number Sort Name fi saac ben Aaron Create Sort Name Automatically Description Type z Description Note x l Citation a mmm m ajae First Previous Next Last Reports Close Save For family names 174 Chapter 11 a __ i Details Non Preferred Forms Accessions amp Resources Contact Info Name Identity Record Family Family Name Prefix Qualifier Source z
15. AN First Previous Next Last Cancel Press the OK button to save the field record Repeat for additional fields in the same table until all desired modifications are complete Press the button to save all changes to the table The application will now show the modified field label in applicable screens 243 Accessions Title Accession M 0000 012 Basic Information Accession Notes User defined fields Names amp Subjects Acknowledgements Restrictions amp Processing Tasks Accession Number m 0000 012 Accession Date 1 1 1900 Date Expression Date Resources Linked to this accession Begin fi923 End 1923 Resource Identifier 7 Bulk Dates Beginf O mw Link Resource Remove Link Resource Type ha Title Linear feet hal Add Location Remove Location General Accession Note Extent Number 0 1 C Abridged Container Summary a Repository AT Change Repository galo oj a a First Previous Next Last Reports Close Save Created Aug 26 2008 by a2ross Modified Aug 26 2008 by a2ross Record Number 127 Customizing the list screens List screens are used for browsing name subject accession and resource records and for displaying linked records such as a list of names associated with an accession record You may add a field to a list screen change the left to right order of fields columns in a list screen or remove a field
16. Component Correspondence ref16 title 3 Enter a title which will be exported in a title attribute Optional 4 Press OK Creating external links 1 Within the appropriate note select the text to be linked 2 Inthe Wrap in tag drop down box select lt extref gt 145 ee y Tag Name extref Attributes ouate hef ff show P title OK Cancel 3 Select the appropriate actuate and show attributes from the drop down lists Optional 4 Enter the URL for the link in the href field For example http www archiviststoolkit org This entry is required to make the link operational MM ee Tag Name extref Attributes actuate none s its sSs s C O CC href http ifwww archiviststookit or sow fo title OK Cancel 5 Enter a title which will be exported in a title attribute Optional 6 Press OK Adding Deaccessions Deaccessions may be added at the resource level from the Notes etc amp Deaccessions tab Because deaccessions may only be added at the highest level resource component records do not include the Deaccessions section on the Notes ete tab See Chapter 8 for details on adding deaccessions The Finding Aid Data Tab Because all of the information contained in this tab applies to the finding aid for the resource as a whole this tab is only available through resource records it is assumed that component records
17. Components can be series subseries file and item Components are repeatable indefinitely for each archival resource that is a collection A resource component cannot be recorded in the AT unless it is linked to its appropriate hierarchical parent and is resolved with a top level record Rights Administrative metadata that indicates the copyrights management user restrictions and license agreements that govern end metadata use of the content files Shelf list A sequential list of physical space in a repository and of the resources assigned to those spaces Simple digital Comprised of a single content file and its format variants object or derivatives and the metadata for the content file For example a TIFF of the Mona Lisa a user JPEG a reference GIF and the appropriate metadata would comprise a simple digital object See also digital object complex digital object Source metadata Administrative metadata for describing the object from which the digital content files were produced Sometimes 383 this will be the original other times it will be an intermediary such as a photographic slide used to create a digital version of a poster Source object The original object from which a surrogate was created Structural Metadata used to indicate the logical or physical metadata relationship of the content files comprising a complex digital object e g the sequence of pages for a group of images of a diary or of detaile
18. E E testingexportmarc S wilde Desktop EADsFirst Batch O Edits from Brad S O Edits from Sibyl My Documents jo re IB lb Ig logs MARCrecords My Computer ia My Music r fe My Pictures b lis My Videos My Network OneNote Notebooks Places reports RoboHelp 6 0 Uninstall_Archivists Toolkit Updaters File name EADs Import Files of type xml files X Cancel 4 Press the __ Import button 5 The Toolkit will proceed in the same manner it does when importing a single record it will first display a processing message and then either output a failed import message if the import is unsuccessful or output an import log See the section on importing a single EAD record for troubleshooting failed import messages 6 If the import is at least partially successful i e some of the EADs were imported the Import Log will list any errors that occurred during the import process These errors typically consist of absent data elements that are necessary for a valid AT record You will be prompted to correct these errors once you open the resulting record in the AT They must be corrected in order for you to save the record again The import log will also display a file by file listing of which EADs were successfully imported 67 Import Log Time to Import Record s 1 min 00 17 sec Number of Files Imported amp Number of Files Not Imported 2 ms30223 success sec mss0224 The record alr
19. Film negative slide 0O or motion picture L Other C Special Format 1 C Special Format 2 Monetary Value Special Format Note Monetary Value Note ef First Previous Next Last Reports Close Save Created Sep 11 2009 by arwen Modified Sep 25 2009 by arwen Record Number 1 Searching Assessment Records 291 Assessment Assessment Id Surveyed Material Id Surveyed Material Title Condition Of Material R Research Value Rating 1 M55 0224 Sun amp Moon Press Archive 4 MSS 0223 Dennis Phillips Papers 5 mss 0229 Richard Rubenstein Papers 6 2006 M5 2006 M5 religious utterances of Margaret B Sheehan 11 MSS 0225 Hannes Alfven Papers 15 2006 M16 World s Fair 1939 40 ephemera 16 MSS 0224 Sun amp Moon Press Archive 17 id 47 Dr Seuss Collection 20 2006 M5 2006 MS religious utterances of Margaret B Sheehan 21 M55 0231 J Edward Hoffmeister Papers 22 MSS 0597 Holly Prado Papers OpoORON ON NK UH TO eo eT Oe Ne o Click on the button and the search window will be displayed All fields are searchable al Assessments Search Editor Search Search assessments Condition Of Material Is less than Research Value Is greater than 7 Equals Is greater than Is greater than or equal to Is less than Is less than or equal to 292 al Assessments Search Editor Search Search assessments Co
20. Install Corrplete t ere by Macrovision Ni Cancel Previous 5 Select a location where you would like to create a shortcut for starting the Toolkit Press the Next button 16 Chapter 2 Archivists Toolkit 1 5 Where would you like to create product icons In anew Program Group Archivists Toolkit 1 5 O In an existing Program Group Accessories Inthe Start Menu On the Deskto Install Cornplete O i In the Quick Launch Bar Don t create icons C Create Icons for All Users re by Macrovision Previous Note After the Toolkit has been installed on an administrator account there are two options for setting up aliases on non administrator accounts for Mac users 1 Launch the application from the non administrator user account Right click on the application in the dock and select Keep in Dock 2 Open the directory in which the Toolkit is installed Hold down the Command and Option keys and drag the program icon to the desktop 6 You will see a summary of the configuration settings you have established for the installation If they are correct press the button to finish the installation process 17 I Archivists Toolkit 1 5 i 8 k 5 en 5 Tntteduction Please Review the Following Before Continuing y t Yicense all Folde Ghoose Product Name e Choo e Alias Fold tes Archivists Toolkit 1 5 Pre Installati
21. Label Note re Bigs e First Previous Next Last 2 Enter Note text OK 3 Save the contact note record press the button If you are entering multiple 1 records the record button will save the record you are working in and open a new The following fields relate to contact notes 1 Label Any term or phrase that will help to identify the type of information found in the contact note Examples Phone Conversation Times of Availability Relationship 2 Note Required Note for clarifying data recorded in the contact fields for maintaining a contact log or any other information related to the entity and the act of contacting them Examples March 21 1992 Discussed contents of Chancellor Scott s office files to be transferred to the archives and necessity of box list with transfer Call 1 5 p m 181 Tom Jordan is Amy Stanford s nephew All contacts related to her papers should be directed to him Relationships with other records The Archivists Toolkit uses name records to document sources and creators of collections as well as persons families and organizations found as subjects in the materials The Toolkit allows you to add names as sources to accession records and top level description records You can also add creator names and subject names to accession records and to all description records See Chapter 12 for more information on assigning source creator and subject n
22. Meeting minutes Press release and organizational documents Organization retreat University of San Diego Retreat San Diego August 5 San Diego Legal Defense Center Centro para San Diego Police Department and Immigration Abuse complaint case files i Coalition For a Just Immigration Policy RELATED ORGANIZATIONS gt Components can be re arranged with all associated children within the same level and at any level of the hierarchy 104 Resources Title American Friends Service Committee Ui CORRESPONDENCE ADMINISTRATIVE WRITINGS AND REPORTS LEGAL CASES ABUSE AND COMPLAINT CASE FILES CONFERENCES AND SEMINARS ILEMP IMMIGRATION LAW ENFORCEMENT MONI 4 WRITINGS OF OTHERS SUBJECT FILES CENTRO DE ASUNTOS MIGRATORIOS CAM 4 CENTRO DE ASUNTO MIGRATORIOS CAM CHICANO FEDERA AN DIEGO COUNTY FE e ea ea a a ea ea Ee odio for a Just Immigration Policy Correspondence Meeting minutes Press release and organizational documents Organization retreat University of San Diego S B Retreat San Diego August 5 San Diego Legal Defense Center Centro para San Diego Police Department and Immigratja Abuse complaint case files AQ ORGANIZATIONS Chapter 9 Resources Title American Frien
23. Press the ae 202 202 202 202 202 202 202 202 202 202 202 203 302 x file cabinet 3 Cabinet 1 Shelf 6 Cabinet 4 Tray 4 Cabinet 1 Shelf Cabinet 2 Shelf 2 3 1 A4 Bere re Fee Ee ee m a mH Me TT HENNNN N NNER an a o O a D n e u a ao E SS a i a o S D button You will see the location listed in the accession record 208 Chapter 13 6 Repeat the process until all locations have been assigned You may also create a location record from this screen by pressing the _Create Location _ button which will open a new location record Close Window 7 Once all locations have been assigned to the accession record press button Assigning locations to containers in described resources 1 Open the desired resource or resource component record Manage 2 Press Locations button 209 3 The Toolkit will display a window listing all containers recorded for the resource and all locations available for the repository Select one or more containers sj ee xl Resources Assign Locations Containers Box 1 no location assigned Box 2 no location assigned Box 3 no location assigned Box 4 no location assigned Box 9 no location assigned Box 10 no location assigned Box 11 no location assigned Box 12 no location assigned Box 13 no location assigned Box 14 no location assigned Box 15 no location assigned Box 16 no location assigned Box 17
24. Select an item to merge into Show Record Count Icsh Icsh 25 record s Library of Congress Subject Headings Icsh 3 record s Local sources Medical Subject Headings Thesaurus for Graphic Mater Items in Red can t be modified Items in Blue are AT initial values First Previous Next Last Cancel OK Created Oct 22 2007 by a2ross Modified Nov 11 2007 by Record Number 18 6 Select the item to merge into the value to which both sets of records should be linked If the item cannot be modified it will be the only item listed because it cannot be merged into another item Confirm x YD 4re you sure you want to update 25 record s This can t be undone No 7 The Toolkit will respond with the number of records that you will be updating and ask you to confirm that you wish to update those records Press Yes to change the list and update any records that use the value being modified e 1 25 records have been merged 8 The Toolkit will verify the number of records that have been modified Press OK 268 OK 9 Press the Configuring note options button to save the list For any of the descriptive notes you can customize the label that appears in the Toolkit s interface Note To customize the title of the note that is output as a header in EAD print finding aids and other descriptive outputs you must edit the default value for notes Instructions are pr
25. The Andrew W Mellon Foundation Carol Mandel Dean of NYU Libraries New York University Jerome McDonough formerly of NYU Libraries New York University Anne C Moore Associate Director for User Services University of Massachusetts Amherst Lorna Peterson Executive Director Five Colleges Inc Brian Schottlaender University Librarian UCSD Libraries UC San Diego Colby Sellman Contract amp Grant Administrator UCSD Libraries UC San Diego Jay Schafer Director of Libraries University of Massachusetts Amherst Donald J Waters Program Officer Scholarly Communications The Andrew W Mellon Foundation AT Consultants Judy Dombrowski User Interface Designer Boston MA Jane Lee Usability Consultant California Digital Library University of California Winona Salesky Stylesheets Design University of Vermont Kelcy Shepherd Digital Librarian University of Massachusetts Amherst Stephen Yearl Systems Archivist Yale University AT Advisory Board Robin Chandler Digital Library Program Manager UCSD Michael Fox Assistant Director Minnesota Historical Society Merrilee Proffitt Program Officer RLG Programs and Research OCLC Richard Szary Associate University Librarian for Special Collections University of North Carolina Chapel Hill G nter Waibel Program Officer RLG Programs and Research OCLC Elizabeth Yakel Associate Professor School of Information University of Michigan AT Beta Testers Patricia Albr
26. Use the drop down box to assign the user to the appropriate repository 60 Chapter 6 Importing Data EAD 2002 The Archivists Toolkit allows for the importing of valid EAD version 2002 finding aids into description resource and component records Note The AT does not guarantee complete round tripping of data i e the data that is imported into the system may not be exactly the same as the data that is exported For more details see the section on data mapping at the end of this chapter and the EAD to AT data map in the appendices Constraints on EAD To be imported the EAD must meet the following conditions 1 EAD files must a Be valid version 2002 documents Version 1 0 EAD files need to be converted to version 2002 prior to import b Contain a lt unitid gt within the lt archdesc gt c Conform to the EAD DTD or to the EAD schema EADs using the EAD group DTD are not accommodated in the AT EAD import process 2 Not all valid EAD tagging can be accommodated by the Toolkit s data model though such instances are rare Where inline tagging is encountered in a source EAD it is imported into the Toolkit as mixed content and is visible as XML in its appropriate database field Examples of inline content include formatting tags such as lt emph gt lt lb gt and tables access points outside of lt controlaccess gt tags and external references with the exception of dao types which are mapped as digital i
27. bulkDateEnd End java lang Integer 0 cataloged Cataloged java lang Boolean a catalogedDate Cataloged Date java util Date 0 catalogedNote Cataloged Note java lang String a conditionNote Condition java lang String 0 container Summary Container Summary java lang String 0 xl Bin Cia First Previous Last 3 Double click on the appropriate field in the list m A Created Aug 26 2008 by a2ross Modified Nov 5 2008 by Record Number 1 241 al x Configure Application Database Fields Re Field Name containerSummary Field Label Container Summary Data Type java lang String IV Include In Search Editor Return Screen Order fo Definition natural language statement for listing the number and type of containers housing the contents of the accession Examples 10 record cartons 3 archive boxes and 4 map folders i First Previous Next Last Cancel OK Created Oct 22 2007 by a2ross Modified Oct 22 2007 by a2ross Record Number 10 4 Inthe Database Field window modify the Field Label 242 a mx Configure Application Database Fields Rec 2 Field Name containerSummary Field Label abridged Container Summary Data Type java lang String IV Include In Search Editor Return Screen Order fo Definition natural language statement for listing the number and type of containers housing the contents of the accession Examples 10 record cartons 3 archive boxes and 4 map folders
28. c Select the appropriate Resource record creation option Do not create resource record No resource records will be created only accession records If there is a resource identifier in the import file the system will check to see if the resource exists and link to it Create resource with resource id only If there is a resource identifier in the import file the system will check to see if the resource exists and link to it If not a new resource record will be created Only the resource identifier and repository fields will be present in the resource record all other fields will be empty Create resource record using all fields If there is a resource identifier in the import file the system will check to see if the resource exists and link to it If not a new resource record will be created All of the fields that can be transferred from an accession record will be populated in the resource record See Chapter 7 for a table listing how these fields are mapped 71 iflopen a x Lookin My Documents z tetas fe 2 Accession Files UserManualScreenshots Select a Repository w Archivists Toolkit Web E exportcontainertest far My Recent archiviststoolkitsummer07 php_files E exportcontainterlabels Select a Date Format Documents xportcontainterlabelstest Centro E list to import yyyy M d conf Resource record creation EADs Do not create resource record X E Edits from Brad E MA
29. e CPU Pentium 3 500Mhz e System Memory RAM 128MB e Hard Disk 100MB free space e Screen resolution 1024x768 e Operating System Mac OS X 10 3 9 e Java5 JRE or JDK or Java 6 JRE or JDK e CPU G3 500Mhz e System Memory RAM 256MB e Hard Disk 100MB free space e Screen resolution 1024x768 Recommended System Requirements PC e Operating System Windows XP or higher e Java 1 6 0_07 e CPU Pentium 4 2 4GHz or AMD 2400xp e System Memory RAM 512MB e Hard Disk 100MB free space e Screen 1024x768 e Operating System Mac OS X 10 4 5 or higher e Java 6 JRE or JDK e CPU G4 1 2Ghz e System Memory RAM 512MB e Hard Disk 100MB free space e Screen 1024x768 Database Backends To run the client it is necessary to install a database backend Currently the AT supports a MySQL 5 0 5 1 and MySQL 5 5 x for AT2 0 update 11 and later MS SQLServer 2005 or an Oracle 10g backend For information about the system requirements for the MySQL database backend see the database installation instructions available at http archiviststoolkit org support DownloadServer or the MySQL documentation at http dev mysql com doc refman 5 0 en mysql cluster multi hardware software network html and http dev mysql com doc refman 5 0 en faqs mysql cluster html qandaitem 26 10 7 For Microsoft SQL Server installation see http www microsoft com sql For Oracle installation see http www oracle com database
30. finding AidStatus Resources Names ArchDescriptionNames descriptionType form nameSource 1 All values can be modified 1 All values can be modified Names nameRule Accessions processingPriority Accessions RepositoryNotes 1 All values can be modified 1 All values can be modified 1 All values can be modified processingStatus Lookup Lists Edited e Video Service e Video Streaming e Completed e In_process e Under revision e Unprocessed e Administrative History e Biography e Administration e Archives e Correspondence e Diaries e History e History Sources e Pictorial works e Trials litigation etc e Local Sources local e Naco Authority File naf e NAD ARK II Authority Database nad e Union List of Artist Names ulan e Anglo American Cataloguing Rules aacr e Describing Archives A Content Standard dacs e Local local e High e Low e Medium e In Progress e New e Processed e Access Policy e Collection Policy e Hours of Operation e Repository 323 Resource type Subject term source Actuate Digital object types 1 All values can be modified 1 All values can be modified 2 All values cannot be modified 2 All values cannot be modified Accessions Subjects ExternalReference FileVersions DigitalObjects DigitalObjects resourceType subjectSource actuate eadDaoAcutate eadDaoAc
31. level date range and creator name Resource s with name s linked as source Displays resource s having name s linked as source Report contains title resource identifier level date range and source name Resource s with name s linked as subjects and with subjects Displays resource s with names linked as subjects and with linked subjects Report contains title resource identifier level date range linked names and their functions and linked subjects Resources list Displays resource s in list fashion Report contains title resource identifier level date range and creator names Resources with deaccession s Displays resource s with linked deaccession record s Report contains title resource identifier level date range linked deaccessions creator names and physical extent totals 154 Chapter 10 Describing Digital Objects Overview The Archivists Toolkit enables the description of digital objects Digital objects are digital content files that are accessible through a network by at least the repository s staff if not end users The digital object may be a digitized version of materials contained in an archival resource or born digital materials collected as an archival resource by a repository The digital object may be a simple object or a complex object A simple object is one in which the intellectual content of the object is contained in one digital content file A digital image of the Golden Gate
32. of the materials in an archival resource or accession record The functionality of the Locations module remains the same as in previous versions of the Toolkit but the module itself it now accessed through the Tools menu All Reports Revised In addition to the three new reports for Assessments and the four new reports for the Digital Objects module all previous reports in the Toolkit have been reformatted Also where relevant reports have been revised to include data from the Digital Object module Improved Stylesheets for PDF and HTML Stylesheets for PDF and HTML finding aids have been updated Revisions include Branding device is included in the html finding aid Improvements to handling of multiple instances ART 1736 fixed PDF export creates un openable file ART 1876 fixed cannot open export of pdf finding aid ART 1833 fixed PDF export error problem with single container issues OF ye Oo Na 307 Appendix 1 Tab Delimited Digital Object Import Import Field Column Where Stored AT Data Rules Value Constraints Header Target Type DO digitalObjectID metsIdentifier String Required isComponent not stored Boolean TRUE FALSE componentID dateBegin dateBegin Integer Required or title or date expression dateEnd dateEnd Integer Required or title or date expression dateExpression dateExpression String Required or t
33. subjects can be added at any level of description l From the Names amp Subjects tab of an accession or resource record select the Add Subject Link PEN The Toolkit will display a list of subject terms available 197 x Resources Subject Term Lookup Filter l Subject Term Sees Adultery New Guinea Library of Congress Subject Headings ya Albacete Spain Library of Congress Subject Headings Articles Art amp Architecture Thesaurus Barcelona Spain Library of Congress Subject Headings Art amp Architecture Thesaurus Art amp Architecture Thesaurus Art amp Architecture Thesaurus Art amp Architecture Thesaurus Disasters Texas Texas City History Library of Congress Subject Headings Ethnology Papua New Guinea Western Library of Congress Subject Headings Fires Texas Texas City History 20t Library of Congress Subject Headings Franco German War 1870 1871 Library of Congress Subject Headings Houston history Library of Congress Subject Headings Industrial accidents Texas Library of Congress Subject Headings Kinship New Guinea Library of Congress Subject Headings Manga Papua New Guinean people Library of Congress Subject Headings Library of Congress Subject Headings Art amp Architecture Thesaurus New Guinea Social life and customs Library of Congress Subject Headings zi Double click on a Subject Term to add it to the record Or hit enter if a
34. then use the right click mouse function and highlight the list selected records option to create the set of records you wish to output 217 Use the buttons at the top of each column to sort the list in the order you wish the report to be generated D Reports D button at 4 Resources Reports 3 Press the Select Report Print Screen Report Header Select Output Printer 7 Report Description Ba Load Report Definition File Cancel Preview Print The Select Report field provides a list of reports available for the functional area Note A list of reports for each functional area along with a description and a sample of each report is available in the appendices 5 Enter any text you wish to appear in the Report Header Select Output for the report Options are Printer PDF HTML RTF Excel or CSV Print Previ 7 Press the m Preview or sata Generating a finding aid button To generate a finding aid 1 Select the resource record s from which you wish to generate a finding aid s D 2 Click on the FePOrts button 3 Select Finding Aid in the Select Report drop down list 218 Chapter 14 me o x Resources Reports Select Report Finding Aid v r Suppress components and notes Include DAO s in output when marked internal only Select Output PoF File v Report Description Load Report Definition File 4 Three options appear Suppress c
35. 4 3 5 4 3 6 Examples Diaries in box 12 have been restricted by the donor until 10 years after her death Medical records in cartons 42 and 66 are restricted by legal statute until 75 years after the date of their creation Manuscripts in box 33 are fragile and restricted from use 9 Use Restrictions Indicate if the restriction is a use restriction 10 Use Restriction Note Indicate which materials have use restrictions how the materials can be used what the authority of the restriction is and for how long the restriction is to be in effect DACS Reference 4 4 Examples Material is in the public domain Diary is fragile User photocopy must be used in its place 11 Processing Priority Indicate the priority the repository assigns to completing processing of the accession The values in the lookup list can be configured by the repository See Chapter 15 for details on such customization 93 12 Processors Enter here the names of the staff members responsible for processing the collection 13 Processing Plan Type or paste a complete processing plan here or if a processing plan exists in print or electronic form externally its existence and location may be referenced here Examples Processing plan available in control file 14 Processing Started Date Record the date on which the processing of the accession began The date must be formatted according to the preferred date format established fo
36. 44 Chapter 5 Managing the Archivists Toolkit Overview The Archivists Toolkit has a setup menu with options for creating a repository record establishing users and assigning permissions managing locations editing lookup lists and customizing the application interface Some tasks such as creating a repository record and establishing users should be done prior to entering other data into the Toolkit Other tasks such as customizing the application interface can be done at any time although it is ideal to become familiar with the default application before doing so see Chapter 15 for details on customizing the application interface Note Once you have completed the process of establishing your repository record and creating all needed user accounts you may wish to enter location records for the repository Creating location records before they are assigned may result in more consistency among the records the Toolkit provides a Batch Add feature for efficient creation of multiple location records For details on creating and assigning location records see Chapter 13 To edit a repository record 1 From the Setup menu select Repositories Edit Repositories sArchivists Toolkit UCSD Libraries 2 Double click on the repository listed to edit the repository record 46 Chapter 5 al Administration Repositories Record 1 of 2 Archivists Toolkit Repository Info Repository Statistics Default Values Notes
37. Amharic amh e Apache languages apa e Arabic ara e Aragonese Spanish arg e Aramaic arc e Arapaho arp e Arawak arw e Armenian arm e Artificial Other art e Assamese asm e Athapascan languages ath e Australian languages aus e Austronesian Other map e Avaric ava e Avestan ave e Awadhi awa 325 e Aymara aym e Azerbaijani aze e Bable ast e Balinese ban e Baltic Other bat e Baluchi bal Bambara bam e Bamileke languages bai e Banda bad e Bantu Other bnt e Basa bas e Bashkir bak e Basque baq e Batak btk e Beja bej e Belarusian bel Bemba bem e Bengali ben e Berber Other ber e Bhojpuri bho e Bihari bih e Bikol bik e Bislama bis e Bosnian bos e Braj bra e Breton bre e Bugis bug e Bulgarian bul e Buriat bua e Burmese bur e Caddo cad e Carib car e Catalan cat e Caucasian Other cau e Cebuano ceb e Celtic Other cel Central American Indian Other cai e Chagatai chg e Chamic languages cmc e Chamorro cha e Chechen che e Cherokee chr e Cheyenne chy e Chibcha chb 326 Lookup Lists e Chinese chi e Chinook jargon chn e Chipewyan chp e Choctaw cho e Church Slavic chu e Chuvash chv e Coptic cop e Cornish cor e Corsican cos e Cree cre e Creek mus e Creoles and pidgins Other crp e Creoles and pidgins English based Other cpe e Creoles and pidgins
38. Arizona University Dan Santamaria Mudd Library Princeton University Sharon Saunders Muskie Archives Bates College Joshua Shaw Rauner Special Collections Library Dartmouth College Joe Shubitowski GRI Information Systems Getty Research Institute Rebecca Smith SIO Archives UC San Diego Katherine Stefko Muskie Archives Bates College Jody Thompson Archives and Records Management Georgia Institute of Technology Henny van Schie Datamanagement Department National Archief Susan von Salis Harvard University Art Museums Harvard University Viola Voss Leo Baeck Institute Archives Pat Weber Muskie Archives Bates College Rachel Wise Baker Library Harvard University Kent Woynowski Archives and Records Management Georgia Institute of Technology Participants in DLF Sponsored Archivists Workbench meetings Feb 4 5 amp Nov 4 6 2002 Peter Carini Mount Holyoke College Robin Chandler Online Archive of California Morgan Cundiff Library of Congress Michael Fox Minnesota Historical Society Bernie Hurley University of California Berkeley Mary Lacy Library of Congress Bill Landis formerly of University of California Irvine Bertram Ludaescher formerly of San Diego Supercomputer Center Stephen Miller University of Georgia Regan Moore formerly of San Diego Supercomputer Center John Ober California Digital Library Merrilee Proffitt OCLC Research Libraries Group Chris Prom University of Illinois Clay Red
39. Bridge is a simple digital object So too is a TEI transcription of Melville s Moby Dick A complex object is one in which the intellectual content is distributed over two or more digital content files A digitized version of a 24 page diary would be a complex object since each page would be represented by a different digital image file Complex digital files require structural metadata so that the parts of the whole will be presented in the right sequence to the end user Finally the Toolkit will produce an unbound or bound digital object An unbound digital object is one in which the metadata record simply references the digital content file A Dublin Core record that references a digital content file is an example of an unbound digital object A bound digital object is one which the metadata and the digital content files are bound together through the use of a digital binder or wrapper The Metadata Encoding and Transmission Standard METS is the digital wrapper probably best known in library environments METS not only binds the metadata and digital content files but supports expression of the structural relationship s existing among the content files In sum the digital object description record is designed to accommodate a broad range of repository needs and practices The repository using this tool will benefit greatly if it develops a firm understanding for how it intends to manage and provide access to its digital objects and then formulates g
40. Citation a BE SS i IE First Previous Next Last Reports Cancel OK OK 1 1 Subordinate 1 The name of an organizational unit within the entity named in the Primary Name field DACS Reference 9 8 11 5 14 ff Examples Bureau of Insular Affairs for United States Bureau of Insular Affairs Academic Computing Services for University of California San Diego Academic Computing Services Congress for United States Congress Joint Committee on the Library 170 Chapter 11 2 Subordinate 2 The name of an organizational unit within the entity named in the Subordinate 1 field DACS Reference 9 8 11 5 14 ff Examples Joint Committee on the Library for United States Congress Joint Committee on the Library 3 Number The number of a meeting Examples 2nd for National Conference on Physical Measurement of the Disabled 2nd 4 Qualifier A term or phrase that distinguishes the corporate name from another with the same content The qualifier may be a place term date or a generic descriptor Examples Osaka Japan for Expo 70 Osaka Japan 1966 for Belgian Netherlands Antarctic Expedition 1966 1857 Republican for Minnesota Constitutional Convention 1857 Republican For personal names 171 Details Non Preferred Forms Accessions amp Resources Contact Info Name Identity Record Person prefix f O fo Primary Name e ualifier PO Rest of Name FO Full
41. Container Summary Created Created By Date Begin Date End Date Expression Date Processed Description java util Date java lang String java lang Long java lang String java lang String java lang String java lang String java lang String java util Date java lang String java util Date java util Date java lang Integer java lang Integer java lang Boolean java lang String java lang String java lang String java util Date java lang String java lang Integer java lang Integer java lang String java util Date java lang String First Previous Next Last Double click on the appropriate field in the list Cancel 0 O O O O O O O O O O G O G O G OG O O OG e O O a mm ele Z OK 246 Configure Application Database Fields Record 26 of 72 Field Name containerSummary Field Label Container Summary Data Type java lang String IV Include In Search Editor Return Screen Order k Definition natural language statement for listing the number and type of containers housing the contents of the accession Examples 10 record cartons 3 archive boxes and 4 map folders x First Previous Next Last oneal 4 Inthe Database Fields window enter a value in the Return Screen Order field A 0 will remove the field from the list screen a number will add the field to the list screen in the order that you designate Note The Toolkit does not prevent you from creating duplicate entries in this field If yo
42. Dennis Phillips Papers identifier Dates id 45456767 1971 1908 1971 1908 Object Type Language mixed material English Associated Resource MSS 0223 Dennis Phillips Papers Restrictions Open to researchers without restrictions Abstract Papers of Dennis Phillips a Los Angeles poet who has also worked as poetry editor for the LOS ANGELES WEEKLY and as book review editor for the literary magazine SULFUR The accession covering the years 197 1 1992 1007 includes notebooks and tqpesnbts for al of PAMipa sMerory prodooien up to 1902 Six of his published represented in the accession FRONTIER 1980 THE HERO IS NOTHING 1985 A WORLD 1000 MA MEANS 1881 ARENA 1991 and 20 QUESTIONS 1992 The collection also includes a small of correspondence to Philips from other other coxdenpoeny ss se and editors Prominent correspondents include Donald Allen George Butterick Clayton Eshleman ey and David Trinidad among others The papers are arranged in two series 1 WRITINGS and oy CORRESPONDENCE The accession processed in 1828 includes personal correspondence dated 1992 1998 and correspondence 1979 1980 relevant to ie s oma at the LOS ANGELES WEEKLY Also included are annotated drafts for BOOK OF ENCE NEW SAND and 20 QUESTIONS drafts of shorter uncollected writings and ate Kamei The accession is arranged in three series 1 CORRESPONDENCE 2 WRITINGS and 3 MISCELLANEOUS MATERIALS General Physical
43. Description note 35 archives boxes 1 oversize folder Access Collection is open for research Acquisition Information Not Available Preferred Citation Dennis Philips Papers MSS 0223 Mandeville Special Collections Library UCSD Publication Rights Publication rights are held by the creator of the collection Digital Object Record s Fri Sep 18 08 Page 2 of 10 e File Version List Displays all the file versions associated with the selected digital objects 306 Locations Module Moved to Tools Menu from Setup ile npo Setup Repo o el gt Assessment Records f il Search P List All Carre ee ete OR Filter search results _ Locations A Names N SEIEN Locations Accessions Sort Name Name Type Source Rules Abish Walter correspondent Person ingest Resources Acker Kathy 1948 correspondent Person ingest B Digital Objects Adams John 1947 correspondent Person ingest Addams Charles Family Family Local Sources Akasofu Syun Ichi correspondent Person ingest Alfven Hannes 1908 Person ingest Allen Donald Merriam 1912 corre Person ingest Amirkhanian Charles correspondent Person ingest Anderson Victor C correspondent Person ingest Andrews Bruce 1948 correspon Person ingest Antin David correspondent Person ingest Armantrout Rae 1947 correspon Person ingest The locations function of the Toolkit is for recording shelf location s
44. Fields can be added or removed from the search editor through Configure Application on the Setup menu 300 Digital Objects Search Editor Search Search By Linked Record Search digital objects Object Type Y Equals v text Title E v Contains California The second search tab allows for searching by linked name subject or resource record It also has fields for searching the File Version URI field and note text There is an Include components in search option on this tab as well so searching can be done on all Digital Object records or just top level records al Digital Objects Search Editor Search Search By Linked Record Search by linked record Find by name Weiner Hannah Clear Function Creator Find by subject Clear Find by resource Clear Find by file URI Find by note text Include components in search Digital Object Record There are very few changes in the Digital Object record itself The points of difference are revised validation rules renaming of METS ID field to Digital Object ID a pane showing a linked resource and for level 5 users a Change Repository button These have been highlighted below 301 Digital Objects Record 6 of 114 gt eee a Dates Date Expression Country girl Date Begin 1971 End 1972 Obja ne ext Digital Object ID MS5 0504 c279 Resource Linked to this Digit
45. First Previous Next Last Cancel OK Created Jul 6 2009 by a2ross Modified Jul 2009 by a2ross Record Number 743 3 In the Database Field window you can specify whether or not to Include in the Search Editor the Return Screen Order a value of 0 indicates not to include the field in the return screen display In addition modifications can be made to the Field Label as well as creating modifying or removing information from the Definition and Examples fields 4 Pressthe button to save the field record when you are finished editing the record 5 Repeat for additional fields in the same table until all desired modifications are complete Mi 6 Press the button to save all changes to the table or press the l button to exit window without saving changes Assessment Reports As with other modules reports are first configured by using the browse list for Assessment records Users should configure the list to reflect the scope and order of assessment records as well as the kinds of data to be included in a report The following three reports are available from the drop down menu 296 Assessments List lists all active surveyed materials Includes accession number resource id or digital object title depending on the linked record type with all assessment fields Sample page from Assessments List Report al JasperViewer o HW 100 Assessment Identifier 2 Mater
46. For names as subjects you may also choose to add a Form Subdivision The Form Subdivision will be applied to all names if more than one is selected 6 Once you have selected a name and a function and have identified the role and subdivision if so desired press the la button or double click the name in the list The name s will be added to the open accession or resource record 7 Repeat the process of selecting names as often as necessary and then press the Close Window A button to return to the accession or resource record Editing name links You can edit aspects of a name link such as function role or subdivision even after the name has been added to an accession or resource record 1 Retrieve and open the accession or resource record that contains the name 2 From the Names amp Subjects tab of an accession or resource record select the name whose link is to be modified 3 Press the Edit Name Link _ button or double click on the name The Toolkit will open a window showing the current settings for the Name Link Function Role and if applicable Form Subdivision Make the desired changes to these elements x Accessions Name Link Warhin Aldred Scott 1866 1931 Function Creator A E u m E amp First Previous Next Last Cancel OK Role 196 4 Chapter 12 Press OK to save the new linking information Removing names Once a creator source or subject name
47. Hawaiian haw e Hebrew heb e Herero her e Hiligaynon hil e Himachali him e Hindi hin e Hiri Motu hmo e Hittite hit e Hmong hmn e Hungarian hun e Hupa hup Iban iba e Icelandic ice e Ido ido e Igbo ibo e Ijo ijo e Iloko ilo e Inari Sami smn e Indic Other inc e Indo European Other ine e Indonesian ind e Ingush inh e Interlingua International Auxiliary Language Association ina e Interlingue ile Inuktitut iku e Inupiaq ipk e Iranian Other ira e Irish gle e Irish Middle ca 1110 1550 mga e Irish Old to 1100 sga e Iroquoian Other iro 329 e Italian ita e Japanese jpn e Javanese jav e Judeo Arabic jrb e Judeo Persian jpr e Kabardian kbd e Kabyle kab e Kachin kac e Kalmyk xal e Kalatdlisut kal e Kamba kam e Kannada kan e Kanuri kau e Kara Kalpak kaa e Karen kar e Kashmiri kas e Kawi kaw e Kazakh kaz e Khasi kha e Khmer khm e Khoisan Other khi e Khotanese kho e Kikuyu kik e Kimbundu kmb e Kinyarwanda kin Komi kom e Kongo kon e Konkani kok e Korean kor e Kpelle kpe e Kru Other kro e Kuanyama kua e Kumyk kum e Kurdish kur e Kurukh kru e Kusaie kos e Kutenai kut e Kyrgyz kir e Ladino lad e Lahnda lah e Lamba lam e Lao lao e Latin lat e Latvian lav e Letzeburgesch Itz e Lezgian lez e Limburgish lim 330 Lookup Lists e Lingala
48. Help Import Accessions Tab delimited Import Accessions XML Import EAD ilter search results Delete FA Export EAD a Export MARC at Accessions U RECOPA Re s Extent Number Resourced Extent Measurement Resource Identifier Y 71 Note If the resource identifier matches the resource identifier of an existing record the Toolkit will ascertain whether or not the existing AT record contains linked component records If it does not contain linked component records the resource record will be overwritten If it does contain linked component records the Toolkit will respond that the MARCXML record cannot be imported 5 Indicate whether you wish to import the entire MARCXML record or ONLY the 1xx 6xx and 7xx fields for name and subject headings x Lookin MARCrecords bi ie another _export_ MARC test Select a Repaskory oy E testingmarcexport at My Recent E ucsdmss10 poumons E ucsdmss125child Resource Level E E ucsdmss136 zl E ucsdmss177 Resource Identifier S ucsdmss181 ucsdmss181child p se E ucsdmss193 pes A Re ucsdinssi96 Entire MARC record Subject headings only E ucsdmss230 er E ucsdmss235 a ucsdmss262 My Computer B ucsdmss26child z E ucsdmss276 e E ucsdmss444 etter ES ucsdmss7echild Places SS ucsdrss1 File name Import Files of type xml files X Cancel Import 6 Press the button If an error such as an invalid M
49. Jenglish eng z Repository Processing Note Repository AT Change Repository Delete Component Resource Identifier Jeoz0 Accessions linked to this Resource ID Accession Number Accession Title Extent Extent Number E Cubic feet Container Summary Many photographs and papers Add Instance Remove Instance I Internal Only I Restrictions Apply E Previous Next Last Reports ae la Selecting the Dr Seuss Papers in this example the RDE screen will include only those fields selected in customization setup for that RDE screen and the fields will appear in the order selected and saved 118 Chapter 9 aS o x Resources Rapid Data Entry Control click on a label to make it sticky or unsticky Sticky fields will appear in red a Title Level x Inclusive Dates Begin End Container Summary Date Expression Extent Number Extent Measurement z Language Code x Repository Processing Note Subjects Subject Cancel OK 1 Selecting default RDE from a Resource record will open the default RDE screen 119 E Resources Rapid Data Entry Control click on a label to make it sticky or unsticky Sticky fields will appear in red re Level X Internal Only J Restrictions Apply Title Container Summary Date Expression ON Inclusive Dates Begin End D Extent Number D Extent Measurement H Note x
50. Martin Luther Jr 1929 1968 5 Number A number used to distinguish like names It may include a Roman numeral alone or a Roman numeral and subsequent part of a forename as in the example below DACS Reference 9 8 11 5 12 1 12 11 Examples II Comnenus for John I Comnenus Emperor of the East 1088 1143 6 Dates Birth death or flourishing dates used to distinguish the name from other similar forms It may include a qualifier such as b for a birth date d for a death date or fl for flourishing dates DACS Reference 9 8 11 5 12 1 12 11 Examples 1874 1965 for Churchill Winston Sir 1874 1965 d 1877 for Black Foot Chief d 1877 1886 1961 for H D Hilda Doolittle 1886 1961 1088 1143 for John II Comnenus Emperor of the East 1088 1143 fl 1893 1896 for Johnson Carl F fl 1893 1896 7 Qualifier A word or phrase that distinguishes between two headings identical in all other respects The qualifier may include a term of honor or address a title of position or offices initials indicating an academic degree or membership in an organization or a geographical location Generally used only when other information such as dates or fuller form of the name are not available or do not serve to differentiate the names DACS Reference 12 19 Examples Notary for Johannes Notary F I P S for Brown George F I P S Captain for Brown George Captain 173 of Falls Church Va
51. Oral History of John Arthur McGowan Digital object title Oral History of John Arthur McGowan A single digital audiorecording linked to an item level resource record 3 Resource title Around South America Digital object title Around South America A single digital videorecording linked to an item level resource record 2 Language Code Copied over to the digital object record from the resource or resource component record to which the digital object record is linked Otherwise select the code for the language that describes the digital object as a whole and at the digital object component level describes a particular component part of the digital object if it differs from the language expressed at the parent level You may jump to the appropriate place in the list by typing the first few letters of the language you are seeking Examples English eng French fre 160 Chapter 10 3 Dates A number of elements are available for recording the dates of creation of the materials Dates can be entered in integer form Date Begin Date End and or as a free text string Date Expression Integer dates are used to support computer processing of date information e g searching The date expression is designed for human readability and allows for the use of qualifiers such as circa or before It is the date expression that displays to end users a If you wish you may only enter a Date Expres
52. Record Number 8 Elements contained in the finding aid data tab help in managing descriptive outputs in particular EAD encoded finding aids Many of these fields are exported into the lt eadheader gt and may be used in the title page of print finding aids 1 EAD FA Unique Identifier A unique identifier for the finding aid within a repository context EAD Tag lt eadid gt Examples mshm23 2 EAD FA Location Online location of finding aid in Universal Resource Identifier format EAD Tag URL attribute in lt eadid gt Examples www lib utexas edu taro hrc 00001 xml1 3 Finding Aid Title Name of the finding aid EAD Tag lt titleproper gt Examples Inventory of the Harold Ramis papers 1956 2006 147 10 Finding Aid Subtitle Subtitle for the finding aid EAD Tag lt subtitle gt Examples A Guide to the Collection Finding Aid Date Date the finding aid was first published EAD Tag lt publicationstmt gt lt date gt Examples April 2006 1998 Author Person s responsible for writing the finding aid EAD Tag lt author gt Examples Finding aid written by Samuel Sorenson Description Rules Rules used to construct content of the description Default options are AACR2 CCO DACS and RAD but the repository can configure the list to include other options EAD Tag lt descrules gt Language of Finding Aid Language in which the finding aid is written EAD Tag lt language
53. Reports First Previous Next Close Save 4 FA Export Cont Labels Command Buttons Title bar The title bar for each record type appears at the top left of the record with the title of the record type e g Resources Accessions etc and each has its own color scheme Component list buttons These buttons appear only with resource resource component and digital object records They enable the hierarchical listing of the components comprising a resource or digital object The component buttons support adding additional components either children or siblings or deleting components The order of the component list may be modified using the drag and drop feature The component list buttons are discussed more fully in Chapter 9 Data entry window The window where data is entered to create a certain kind of record Navigation buttons These buttons are for navigating to the next or previous record in a list of records or to the first or last record in the list Next previous first and last are all relative terms and are determined by how the list is sorted Command buttons Buttons for canceling a record saving a record or saving a record and opening a new record window Tracking bar Located at the bottom of the record the tracking bar indicates the record number when the record was created and by whom and if applicable when the record was last modified and by whom This information is searchable
54. Restrictions Acknowledgement Date Acquisition Type Agreement Received Agreement Sent Bulk Date Begin Bulk Date End Cataloged Cataloged Note Condition Note Container Summary Created Created By Date Begin Date End Date Expression Date Processed Description java util Date java lang String java lang Long java lang String java lang String java lang String java lang String java lang String java util Date java lang String java util Date java util Date java lang Integer java lang Integer java lang Boolean java lang String java lang String java lang String java util Date java lang String java lang Integer java lang Integer java lang String java util Date java lang String First Previous Next Last Double click on the appropriate field in the list Cancel 0 O O O O O O O O O O G O G O G OG O O OG e O O a mm ele Z OK 250 al x Configure Application Database Fields Record 1 of 43 Field Name containerSummary Field Label Container Summary Data Type java lang String Lookup List IV Include In Search Editor Return Screen Order lo Definition natural language statement for listing the number and type of containers housing the contents of the accession Examples 10 record cartons 3 archive boxes and 4 map folders lt R lt Ra gt RRE First Previous Next Last In the Database Fields window click on the Include in Search Editor checkbox to change the se
55. Rules x Sort Name M Create Sort Name Automatically Description Type z Description Note E B Citation Bamm pA First Previous Next Last Reports Close Save 1 Name Prefix This is an article or preposition that comes before the surname The Toolkit automatically sorts the prefix after the Family Name To change the sort order click off Create Sort Name Automatically and enter the name as it should appear Examples de for de Beers van for James van Jones 2 Qualifier Terms used to distinguish two similar family names They may include a statement of occupation nationality or geographic location Use only if necessary to differentiate the heading from other like forms Examples New York NY for Farquhar family New York NY French for Giroux family French Winemakers for Charron Lecorre family Winemakers Name description elements Using the following fields you may add descriptive information to any name record regardless of the type of record or relationship of the person family or corporation to the archival materials being 175 described Although the Toolkit does not require any of these fields there are requirements associated with some of the data elements if they are utilized 1 Description Type Required if a Description Note is provided An indication of the type of description being entered into the Description Note field Defaults Administrative History Biogra
56. To edit a record 1 Locate the record to be edited by using the filter box in the main screen or the search tool both of which are described in Chapter 4 Once you see the record you are interested in editing double click on the record entry in the list screen Make the desired changes in the record ial LES Press 3 to save the changes or Close to close the record If record has not been modified the record is closed with no message If the record has been modified a window pI will appear after pressing the Close button asking whether you want to save or discard the changes or cancel and return to the open record Select an Option 2 j Do you want to save your changes Note Editing a record may affect output from linked records For example changing a subject term changes that term in all of the descriptive outputs for example EAD and printed finding aids for resources linked to the subject 28 Chapter 3 Repositories implementing the Toolkit should establish procedures and workflows for updating information in one record that may affect linked records Record locking When a second user attempts to access a record that is already opened s he will receive a message that the record is already in use Access is denied and the Record in Use message This record is currently in use by username is displayed Record in Use x This record is currently in use by annie Cancel processin
57. Toolkit automatically provides punctuation for subject and name terms If your subject and name data is imported with punctuation there may be repetition in the Toolkit s displays and outputs Methods for data cleanup Correcting invalid records Each record in the AT has required fields The Toolkit can import resource records that are missing these fields and the import log will highlight which imports have these absences associated with them These fields must be corrected before any additional information can be stored in the record Invalid records can also create problems when merging data since merging data is a necessary method for cleaning up other data errors it is important to fill in the required fields for all imported records first To correct these fields each imported record needs to be opened the field data entered and then saved The application will alert users to which required fields are necessary if they are not completed The Merge function The Toolkit offers a Merge feature for subjects and names as well as lookup lists which is useful for management and clean up of your authority records and lookup lists Merging two terms together results in the undesirable or redundant heading or list item being deleted and all of its linked accession and description records being linked to the more desirable heading or list item You might use this feature to perform data clean up if importing data has resulted in redundant reco
58. Veterans of the Abraham Lince Amery Al Memoir Excerpts and Poe Anthology Correspondence and Notes Anthology Prospectus Anthology Prospectus Partial Draft Anthology Rejected from Considerati Y gt eeeeeeeee eee 28 8 amp amp In the hierarchical view a folder represents the resource Alvah Bessie Papers in this instance or any component which contains additional components Components that have no children are represented with a bullet The title is displayed for every record To display the contents of a component click on the to the left of a folder and the Toolkit will display all of the components within it To collapse the list click on the to the left of an open folder Note The graphical navigation displays for the Mac are slightly different For example an arrow graphic is used to depict a component with subcomponents instead of a Otherwise the navigational capabilities are the same To display the record for any component click on the title of the component This will navigate you directly to a given record for editing or review To reorder component records simply select the component you wish to move and drag it up or down in the hierarchy releasing the mouse button where you wish to place the component 102 Chapter 9 To insert a new component into the description use the buttons found below the hi
59. Wis As Canada Mail Code Zip code postal code or other mail code Examples 01003 KIA ON4 Telephone Repository telephone number Example 212 555 1212 Fax Repository fax number Example 212 555 1213 Email Repository email address Because this will be exported into descriptive outputs for long term use a general contact email may be desirable rather than a specific staff member s email Example info library umass edu URL URL for the repository web site Example 51 http www collectionscanada ca 10 Country Code The code for the country in which the repository is located The country code should follow the ISO 3166 1 alpha 2 standard Examples US United States CA Canada 11 Agency Code The institutional code should follow the ISO 15511 standard The purpose of ISO 15511 2003 is to define and promote the use of a set of standard identifiers for the unique identification of libraries and related organizations Many U S institutions already use an appropriate code assigned by the Library of Congress in their catalog records The Library of Congress can also assign codes for institutions in the U S that do not already have one Examples US MaNoSCA US CaLjSIOA 12 NCES Id The National Center for Education Statistics number used to identify schools in the U S The NCES Id can be found at http nces ed gov globallocator Examples 510009000015 13 Branding Device The URI fo
60. a new Subject Term 3 Select the Type from the drop down list function genre form geographic name occupation topical or uniform title 183 subjects Subject Term Type l z Pl Function 657 Genre Form 655 Geographic Name 651 Occupation 656 opical Term 650 Uniform Title 630 a Source Scope Note Accessions Title Extent Number Resources Extent Number Extent Measurement Resource Identifier Resources in Red have the subject term linked at the component level Sinai s OO Zj ele First Previous Next Last Reports Close Save 41 184 Chapter 11 4 Select the Source of the term i e the controlled vocabulary from which the term derived from the drop down list Ful ex Subjects Subject Term Type x Source l z Re ee ee Scope Note Art amp Architecture Thesaurus EEN Dictionary of Occupational Titles dot Genre Terms A Thesaurus for Use in Rare Book and Special Collections Cataloging rbgenr GeoRef Thesaurus georeft Accessions Getty Thesaurus of Geographic Names tgn Library of Congress Subject Headings lesh EEEH ocal sources local Medical Subject Headings mesh Resources Title Extent Number Resourceld Extent Measurement Resource Identifier Resources in Red have the subject term linked at the component level Emm o Z e First Previous Next Last Reports Close Save Mi OK
61. a single field in the legacy data they may be imported into the primary name field for the particular name type and parsed into individual fields by hand in the Toolkit To load names into the correct type of primary name field you must first separate each name into its appropriate target field as shown below Name_corporatePrimaryName Name_personalPrimaryName Name_familyName Se Saath defn 1804 1990 U Smith John 1904 1990 ooo ooo f Person subject Smith Family source eee Industrial Products Corporate Body 365 Appendix Preparing XML Accession Files Importing XML accessions data The Toolkit will not import accessions information straight from a database such as Access or Filemaker Pro One method of importing accessions data is through the use of an XML file based on the XML schema included with the Toolkit The XML format supports the import of multiple names and subjects types The XML schema needed to create XML formatted data is named accessionsImport xsd and can be found in the conf folder in the directory where the Tookit is stored Before importing data into the Toolkit the source accessions data must be mapped to the fields supported by the AT accession import schema Some mapping tips are listed below There are many ways to configure accessions data to the Toolkit s XML schema All require some understanding of XML One method is to export the accessions database information into XML and write an XSLT
62. adding a name as subject to a digital object or digital object component record involves linking to a name record See Chapter 12 163 Note A source may not be linked to a digital object or digital object component record The source for a digital object is represented in the resource record to which the digital object record is linked Subject s Adding topical geographic genre and other headings to digital object and digital object component records requires linking to one or more subject records See Chapter 12 Digital object exports Several digital object exports can be generated from the Digital Object record including 1 MARCXML record Digital Object level catalog record output in MARCXML with references to the content file s Dublin Core record Digital Object level Dublin Core metadata record with references to the content file s MODS record Digital Object and Digital Object Component level descriptive metadata for objects with references to the content file s METS record A binding of the descriptive and structural metadata for Digital Object and Digital Object Component s with references to the content files METS records can be exported with descriptive metadata in either the MODS or DC metadata standards Note When attempting to export METS file before saving the Digital Object a message will appear Export Error A Please save record before exporting 164 Chapter 11 Mana
63. assigned records for ans Editin sponte Repository esas Fes identified records eee repository e Data rules ee defaults ae ay as e Configure i Suojects to application Lookup lists accessions Pp Location e Linking e Date records names and format e Accession subjects to setting resource and resource records e Resource records component records e Resource abe component Linking records locations to ee containers e Digital object records e All reports outputs e Instance records e Creating editing users at level 4 or e Name records e Name contact Class 3 Class 2 Project Manager Advanced Data Entry Staff records e Subject records e Data rules defaults e Location records e Accession records e Resource records e Resource component records e Digital object records e Instance records e Name records e Name contact records e Subject records e Location records e Accession records e Resource records e Resource component records e Digital object records e Instance records e Name records e Subject records e Repository records e User records e Linking names and subjects to accessions e Linking names and subjects to resource and resource component records e Linking locations to containers e Editing lookup lists e Linking names and subjects to
64. contains a few items of biographical interest The publication history of Hassan s writings is quite complicated In numerous cases he used the exact same or very similar titles for very different works but he would also rework essentially the same content matter under quite different titles As far as such distinctions can be made the material has been grouped together according to the similarity of the content Very often a particular work xl wrap in tag g ojm m amp First Previous Next Last Cancel OK Created Nov 10 2008 by a2ross Modified Nov 10 2008 by a2ross Record Number 2671 Note As seen in the example above paragraphs are displayed in the AT with two line returns Therefore the lt p gt tags do not appear in the note 4 Most internal referencing between id and target tag attributes are retained with some provisions the Toolkit s persistent identifier replaces the id target pairing and the Toolkit s targets are limited to notes and components 5 The quantity of data for an element must not exceed the data size stipulated for the target field e g the size of a lt head gt must not exceed the limit for a note label 6 Named entities are not supported Entities must be resolved before import For example if you use entities to reference special characters substitute the Unicode hexadecimal character for the named entity Importing a single EAD file 1 From the I
65. described by Joan Salisbury 1999 134 Chapter 9 27 Related Archival Materials Note Information about related collections either within or outside the repository DACS Reference 6 3 EAD Tag lt relatedmaterial gt Examples For more information abou personal life of Herbert Davis Personal Papers in t the academic John Davis se career and the Herbert John the College Archives 28 Scope and Contents Note Information about the materials such as record types dates covered topics and persons represented etc DACS Reference 3 1 EAD Tag lt scopecontent gt Examples The Jesus Col n Papers are a significant contribution to the study of Puerto Rican history and especially to the reconstruction of Puerto Rican comm unity history in New York They support research principally on such topics as organizational developmen t and political participation among Puerto Ricans in New York They also shed light on issues of employment and relationships to other gr the labor movement in Pue involvement in labor and are documented The colle to 1974 with the bulk of 1970 There are letters unpublished works report with a majority of the papers consist records such as by laws statements discrimination and Puerto Rican oups in the city The history of rto Rico as well as Puerto Rican left organizations in New York ction spans the y
66. digital object are not part of the file inventory A description of an archival resource in the custody of an archive museum library or historical society The description serves as an access tool for researchers A finding aid typically includes information about the physical and intellectual content of the resource as well as contextual information about the individual or organization that created it The finding aid may provide a hierarchical description of a resource including its intellectual organization and at varying levels of analysis descriptions of the component parts series folders items comprising the collection Sometimes referred to as an inventory or register Hierarchy Instance The intellectual organization of an archival resource proceeding from larger aggregations through varying levels of aggregate components down to individual items Hierarchical organization is represented in a finding aid through multi level description Two kinds of hierarchy are employed for resource description in the AT One is the resource series subseries file item hierarchy that informs DACS and EAD The other is a simpler parent child sibling hierarchy for describing and relating component parts of digital objects or digital surrogates in the AT The process by which external legacy digital records are mapped and incorporated into the AT application Refers to different states or embodiments of the described cont
67. download the client application for the Archivists Toolkit at http www archiviststoolkit org Follow these instructions to download the client application 1 Locate the appropriate version for your operating system 2 If you have Java Virtual Machine version 1 5 or 1 6 running on your computer select the link for the version without Java VM which will install the AT client without Java VM If not or if you are uncertain which Java VM version you have select the download option with Java VM After clicking on the link to the appropriate version of the software your browser will open a download window from which you can save the installation file to your desktop or in any directory where you will be able to locate it during installation 3 Once the installation file is saved to your computer follow the installation instructions in the following section Installing the Archivists Toolkit After downloading the installation file for the Archivists Toolkit client application you must execute the installation process following these instructions 1 Launch the installation process For Windows double click installArchivistsToolkit exe or for Mac OS X double click installArchivistsToolkit Notes e Requires Mac OS X 10 4 or later e If you do not have a Java Virtual Machine version 1 6 or 1 5 installed be sure to download the package that includes Java VM If uncertain download the package that includes Jav
68. export descriptive data in EAD format the data is not stored as an EAD instance within the Toolkit Resource and component records In the Toolkit an archival resource is described using two types of records resource records and component records A resource record can represent one of two types of resources aggregations collections record groups or fonds for example or independent items that is items that are not part of a larger aggregation Either of these types of resource records can stand on their own to form a single level description In the case of the aggregate type of resource record the resource record may also be linked to resource component records to form multi level descriptions Though component records may represent a series subseries file item or other subdivision the input template for each component level contains the same data elements Using the Archivists Toolkit for multi level description The SAA Glossary of Archival and Records Terminology defines multi level description as A finding aid or other access tool that consists of separate interrelated descriptions of the whole and its parts reflecting the hierarchy of the materials being described In the Archivists Toolkit multi level descriptions are built through the creation of a resource record and linked resource component records These two resource record types accommodate the twelve numbered levels of description permitted in the E
69. exports will not include any lt dao gt elements If selected the lt dao gt will reference the METS identifier where there is one Where there is no METS identifier the lt dao gt will reference the file versions and their file use statements and output the file versions listed according to their sequence in the digital object record Open the folder where the files are to be saved x o E G m 002 xml fi manosca77 xml IE modifiedEAD xml it shelfist xml I Number component levels i balirobt xml g manoscmr2 xml ai mshm001 xml E sponsortest xml Dr i daotest xml m mnsss10 xml m mshmoo2 xml fl student test xml p Suppress components and notes 5 eadtest xml el mnsss125 xm fa mshm015 xml 5 test xml when marked internal only Cc lm huag8888 xml ll mnsss137 xm E mshm2003 xml ll testsubjects xml I Include DAO s in output pees Im jfaie xml m mnsss149 xml fl mshm2004 xml fl testtools2002 xml E jkkji xml fi mnsss15 datestest xml i mshm325 xml E toolstest xml o sj ma149 xml eq mnsss15 xml sj mu1111 xml tooltest2002 xml i mahi xml fi mnsss176 xm E mu2222 xml 5 withoutphysloc xml eee mahs file dtd xml E mnsss182 xm E mu23 xml e withphysloc xml E mah8 xml ea mnsss183 xm sj mu234 xml SE mah9 xml i mnsss184 xm i mu238 xml My Computer IE manosca 104 xml fc mnsss 186 xm fcl mu246 xml lt I manosca106 xml IE mnsss 187 xml if MU3333 xml bs e manosca112 xml a mnsss29 xml E mu4444 xml My Network IE manosca12
70. fields or notes you may wish to create a default value so that the same data does not need to be entered repeatedly Establishing the default value for a certain field or note will result in that default text being input into the field or note each time you create a new record You may then edit the default value if you wish For example if you enter Materials closed until processed as a default value for the Access Restrictions field that phrase will be entered into the Access Restrictions field whenever a new accession record is created for the repository The default value can then be edited when necessary Because default values are repository specific they are stored as part of the repository record Note Not all fields will be available for establishing a default value For example information such as the user and date of record creation or update is automatically captured by the Toolkit For a complete list of fields for which a default value can be established as well as a list of the Toolkit s table names and fields see Fields Supporting Default Values in the appendices Creating a default value for a field 1 From the Setup menu select Repositories 2 Open the repository record by double clicking on the repository name in the list 3 Click on the Default Values tab 233 al Lx Administration Repositories Record 1 of 3 Archivists Toolkit Fields Aed TableName Value As String Arra
71. fo Coordinate 1 Alphanumeric Indicator Coordinate 2 Label Coordinate 2 Numeric Indicator fo Coordinate 2 Alphanumeric Indicator Coordinate 3 Label Coordinate 3 Numeric Indicator fo Coordinate 3 Alphanumeric Indicator Classification Number Barcode Repository AT v Bigicia D 4 5 2 First Previous Next Last Reports Cancel OK 4 Elements Required by the Archivists Toolkit Note that either Building and Coordinate 1 Label or Barcode or Classification Number are required 1 Building Enter the name of the building in which the location exists Examples 204 Chapter 13 Fales Library West Annex Five Colleges Depository 2 Coordinate 1 Label The first of three available fields for identifying locations within the stacks or other storage units The Coordinate 1 Label field is designed to describe either a Coordinate 1 Numeric Indicator or a Coordinate 1 AlphaNumeric Indicator In the examples below the first term i e Range Flat File Bin serves as the Coordinate 1 Label and the second as the Coordinate 1 Numeric Indicator If an alphanumeric indicator is used the Coordinate 1 AlphaNumeric Indicator field should be used Examples Range 12 Flat File 5 Bin 4c 3 Barcode The number of the barcode assigned to the materials Examples 41822000182301 4 Classification Number The classification number assigned to the materials This is used only if the classification
72. for listing the number and type of containers housing the contents of the accession 10 record cartons 3 archive boxes and 4 map folders Press the button to save the field record Repeat until desired modifications are complete Press the button to save all changes to the table The rollover windows will now reflect the modified changes 255 Pil ixi Accessions Title Accession Basic Information Accession Notes User defined fields Names amp Subjects Acknowledgements Restrictions amp Processing Tasks Accession Number Accession Date Date Expression Date Begin End Bulk Dates Begin End Resources Linked to this accession Resource Identifier Resource Title E Deaccessions ___Deaccession Date Extent Extent Measurement Link Resource Remove Link 4 Resource Type x isl Title r Add Deaccession Remove Deaccession Locations JE oom _ e Extent Extent Number w zi Container Summary Add Location Remove Location Definition A natural language statement for listing the number and type of containers housing the contents of the accession Repository AT Examples 10 record cartons 3 archive boxes and 4 map folders E u a lt a First Previous Next Last Reports Close Save 1 Modifying the date format setting The system date format establishes a standardized format for entering a
73. for location management and retrieval Elements defining space are somewhat hierarchical in that you can define a building floor room area within a room and specific stack coordinates If you have a single location in which your archival resources are housed you may simply wish to record the building and one or two stack coordinates If you have multiple spaces within the same building you may wish to record more specific details about each space Creating location records when you first configure the Archivists Toolkit is recommended The Batch Add feature used for creating many location records at once is described later in this chapter Basic steps for creating a location record 1 From the Setup menu select Locations al Administration Location Management x Filter Building Foor Building G 3rd Forrester 2nd Forrester 2nd Forrester 2nd Forrester 2nd Forrester 2nd Forrester 2nd Forrester 2nd Forrester 2nd Forrester 2nd Forrester 2nd Forrester 2nd Mandeville Basement Mandeville Basement Mandeville Basement Mandeville Basement Mandeville Ground Price Center Ground Price Center Ground Price Center Ground Reports Batch Add Add Record F Rom 3 47 47 47 47 47 47 47 47 47 47 47 Pa p pa fea SXSW Coord 1 24 Coord 1 25 Coord 1 26 Coord 1 27 Coord 1 28 Coord 1 29 Coord 1 30 Coord 1 31 Coord 1 32 Coord 1 33 Coord 1 34 Sw 4 sw 5 Sw 6 Sw 7 New Space Cr
74. forward and 30 Chapter 3 backward in the list until the record desired is found or use the up and down arrow keys to move forward or backward one record at a time 4 Double click on any record to open it 5 Navigate through the sorted list of records using the set of four navigation buttons located at the bottom of the record First Previous Next and Last MRIpPipti First Previous Next Last As a whole the functionality of these buttons is determined by contents and sort order of the list that is open in the list screen If resources are listed then the navigation buttons will move through the list of resources in the order displayed in the list screen To consider a list of resources sorted in descending order the First button would open the record at the top of the descending title list in effect the last title alphabetically whereas the Last button would open the last title in the list or the first alphabetically The Previous button will open the record that occurs in the list just before the record that is already open whereas the Next button will open the record that occurs in the list just after the record that is already open To reiterate what records will be opened by the navigation button depends on how the list of records is sorted If the primary sort of resource records is on Resource Id then using the navigation buttons will cause different results than if the primary sort is on Title 31 Chapter 4
75. from a list screen 1 Note Customizing list screens is accomplished by customizing specific field records In order to modify the list screen you must first identify the table that is the source of fields in the list screen Refer to the List Screen Defaults appendix for assistance From the Setup menu select Configure Application 244 Configure Application Accessions a AccessionsLocations AccessionsResources ArchDescription4nalogInstances 4rchDescriptionInstances ArchDescriptionNames ArchDescriptionNotes ArchDescriptionRepeatingData ArchDescriptionSubjects BibItems Bibliography ChronologyItems ChronologyList DatabaseFields DatabaseTables Deaccessions Default alues ListDefinitionItems hd 2 Double click on the table that contains the field you wish to add to or remove from the list screen 245 Configure Application accessionDispositionNote accessionid accessionNumber accessionNumber1 accessionNumber2 accessionNumber3 accessionNumber4 accessRestrictions acknowledgementDate acquisitionT ype agreementReceived dateExpression dateProcessed description Database Tables Accession Date Accession Disposition Note Accession Id Accession Number Accession Number1 Accession Nurnber2 Accession Nurnber3 Accession Number4 Access Restrictions Acknowledgement Date Acquisition Type Agreement Received Agreement Sent Bulk Date Begin Bulk Date End Cataloged Cataloged Note Condition Note
76. from the accession record will appear in the Title field of the new resource record 84 Chapter 7 E xl Resources Title Accession Title Here Resource Identifier Basic Description Names amp Subjects Notes Etc amp Deaccessions Finding Aid Data Level x Resource Identifier E e Accessions linked to this Resource ID Accession Title Here a Accession Number Accession Title E gt Ea Wh in tag rap in tag Extent Date Expression Extent Number Inclusive Dates Container Summary Title Begin End 1 file box of addenda to papers of LW T diaries 4 Bulk Dates 1998 2005 F Begin End Instances Eaneusee M Instance Type Instance Label Repository Processing Note j a E E Add Instance Remove Instance m Change Repository I Internal Only Restrictions Apply Add Add Select an ROE gt MF Delete Extract Manage FA Export Fa Export Export Child Sibling a v Component Comp Locations EAD Ais MARC Cont Labels First Previous Next Last Reports Close Save Repository AT The following table lists all of the elements that are mapped from the accession record to a resource record created in this manner Accession Record to Resource Record Mapped Elements Directly Mapped Fields ed 85 Indirectly Mapped Fields Accession Table Elements Resource Table Elements Field Label Field Label Description Scope and Contents Note Condition N
77. gt Examples Finding aid written in English Sponsor Note Name of agent s who funded the acquisition arrangement and or description of the resource EAD Tag lt sponsor gt Examples Encoding funded by a grant from The Andrew W Mellon Foundation Edition Statement Information about the edition of the finding aid EAD Tag lt editionstmt gt Examples 148 Chapter 9 Second edition 11 Series Information about the series to which the finding aid belongs EAD Tag lt seriesstmt gt Examples Observatories of the Carnegie Institution of Washington Collection 12 Revision Date Date of last revision to the finding aid EAD Tag lt revisiondesc gt lt change gt lt date gt Examples May 1998 13 Revision Description Description of revision made EAD Tag lt revisiondesc gt lt change gt lt item gt Examples Finding aid updated to include materials integrated from accession number 1998 37 14 Finding Aid Status Overall status of the finding aid Options include Completed In_process Under_revision and Unprocessed List of options may be configured to the repository s preference Note Customized values may not contain spaces EAD Tag findaidstatus attribute in lt eadheader gt element 15 Finding Aid Note Any information about the finding aid the repository wishes to record Examples Finding aid not yet updated to meet most recent guidelines Merge and Transfer
78. has been successfully assigned to an accession or description record it can easily be removed 1 2s Retrieve and open the accession or description record that contains the incorrect name From the Names amp Subjects tab of an accession or resource record select the name whose link is to be modified Press the Remove Name Link button The name will no longer be included in the name list Note Removing a creator source or subject name from an accession or description record removes that specific relationship between the two records but does not remove other types of name relationships with the record For example if an accession shares a source and a creator removing the creator from the record does not remove the same name from the source list Removing a creator source or subject name does not delete the name record itself Adding subjects Overview The accession and resource record templates include command buttons for assigning subject terms to these records and for removing a subject term that was previously assigned to the record Once a subject term is assigned it will appear in the accession or description record and in any accession or description reports that make use of subject terms For example the subject term will be included in MARCXML and EAD outputs for that resource record Assigning subjects Use the following instructions for assigning subjects from either an accession or resource record Remember
79. holder cph e Corrector crr e Correspondent crp e Costume designer cst e Cover designer cov e Curator of an exhibition cur e Dancer dnc Dedicatee dte Dedicator dto Defendant dfd e Defendant appellant dft e Defendant appellee dfe e Degree grantor dgg e Delineator dln e Depicted dpc e Depositor dpt e Designer dsr e Director drt e Dissertant dis e Distributor dst e Draftsman drm e Dubious author dub e Editor edt e Electrotyper elt e Engineer eng e Engraver egr e Etcher etr e Expert exp e Facsimulist fac e Film editor flm e First party fpy e Forger frg e Honoree hur e Host hst e Illuminator ilu e Illustrator ill 338 Lookup Lists e Inscriber ins e Instrumentalist itr e Interviewee ive e Interviewer ivr e Inventor inv e Landscape architect Isa e Lender len e Libelant lil e Libelant appellant lit e Libelant appellee lie e Libelee lel e Libelee appellant let e Libelee appellee lee e Librettist lbt e Licensee lse e Licensor lso e Lighting designer Igd e Lithographer Itg e Lyricist lyr e Manufacturer mfr e Markup editor mrk e Metadata contact mdc e Metal engraver mte e Moderator mod e Musician mus e Narrator nrt e Opponent opn e Organizer of meeting orm e Originator org e Other oth e Papermaker ppm e Pa
80. no location assigned Box 18 no location assigned xl Locations Room Coordnates Basement NE 8 a Sotano NbyNw 3 Sotano NbyNw 4 Sotano DAWS Sotano NbyNwW 6 Sotano NbyNW 7 Sotano NbyNw 8 Sotano NbyNw 9 Sotano NbyNw 10 Sotano NbyNwW 11 Sotano NbyNw 12 Sotano NbyNwW 13 2nd SW2 2nd SW3 2nd SW 4 2nd Sw 5 2nd SW 6 z Add Location Link Remove Location Link Create Location Done 4 Select the location to be assigned to the selected containers and press the Add Location Link button You will see the location listed next to the container s in the Containers window 210 Chapter 13 Resources Assign Locations Containers Box 1 no location assigned Box 2 no location assigned Box 3 no location assigned Box 4 no location assigned Box 5 Mandeville Sotano West Wing NbyNwW 5 Box 6 Mandeville Sotano West Wing NbyNwW 5 Box 7 Mandeville Sotano West Wing NbyNwW 5 Box 8 no location assigned Box 9 no location assigned Box 10 no location assigned Box 11 no location assigned Box 12 no location assigned Box 13 no location assigned Box 14 no location assigned Box 15 no location assigned Box 16 no location assigned Box 17 no location assigned Box 18 no location assigned z Daw iN ma lnestian secianad Locations Filter Building Foor Room Coordinates Mandeville Basement NE 8 a Mandeville Sotano NbyNw 3 Mandeville Sota
81. number is a device for shelving and locating materials rather than simply a means of uniquely identifying the materials Examples LD7093 37 B33 LD7092 8 Adams Additional Elements The location record can be extended by recording data for any of the following data elements The choice of which location elements to record will depend on the nature of the space s the need for space management and complexities of retrieval in your repository 1 Floor The floor on which the location exists Examples Basement Level A Floor 24 2 Room A number or other identifier for the room Examples 2602 205 Tab Filer Memorial Storage Area 3 Area The location s area within the room Examples Oversize storage area 4 Coordinate 2 The second of three specific coordinate labels for identifying locations within the stacks or other storage units The Coordinate 2 Label field is designed to describe either a Coordinate 2 Numeric Indicator or a Coordinate 2 AlphaNumeric Indicator In the examples below the first term 1 e Bay Drawer serves as the Coordinate 2 Label and the second as the Coordinate 2 Numeric Indicator If an alphanumeric indicator is used the Coordinate 2 AlphaNumeric Indicator field should be used Examples Bay 3 Drawer 5a 5 Coordinate 3 The third of three specific coordinate labels for identifying locations within the stacks or other storage units The Coordinate 3 Label field is designe
82. of instance types and click OK Note A digital objects record window will appear over the resources record window 157 xl ital Object mmittee United States Mexico Border Program Records Resource ID MSS 0644 itle Conference on Law and Justice Organization materials Basic Description Names amp Subjects Notes Label Dates Title Date Expression fi 982 Conference on Law and Justice Organization Date Begin End materials E I Restrictions Apply Object Type z Mets Identifier a EAD Dao Acutate id EAD Dao Show el Language Code bed File Versions re Add File Version Remove File Version Add Add Delete Export EA Export Fa Export Export Child Sibling Node wae METS as MARC ues MODS Dublin Core Bigigig S a First Previous Next Last Cancel OK 4 The following data will be copied from the resource or resource component record from which the digital object is created Title Date Expression Date Begin Date End Language Code all notes the repository allows for the digital object and all linked name and subject records A repository should modify delete or augment the copied data where pertinent 3 4 Enter a Title Enter a Date Expression and or Begin Date and End Date for the digital object Select the Object Type from the list of object types M OK button at the bottom right corner of the window Mi al Save the record by pressing the If
83. or indicate the Rules used to construct the name from the drop down list E OOO Details Non Preferred Forms Accessions amp Resources Contact Info Name Identity Record Person Prefix PO Dates Po Primary Name Qualifier ee Rest of Name FO Fuller Form O Title Poo Source gt Suffix Rules z Number o I Direct Order Sort Name Create Sort Name Automatically Description Type x Description Note F Citation mm m E 0 sla E First Previous Next Last Reports Close Save 4 Enter the Primary Name for personal or corporate body name types or Family Name for a family name type OK button at the bottom right corner of the M4 tal 5 Save the name record by pressing the window If entering more than one name record save the record by pressing the 166 Chapter 11 button This will save the current record and open a new name record screen so a subsequent record can be entered Caution The Toolkit will not save the record if the name is not unique If the elements in the name identity section match those in another record for the same type of name the Toolkit will indicate that the name record is not unique and prompt you to modify the record or cancel the process If the record does not include the required elements listed above the Toolkit will indicate that the record cannot be saved because one or more of the required fields is not complete The incomplete fi
84. reports is not possible within the Toolkit interface For more information on using customized reports see Chapter 15 Exporting data Overview The Toolkit supports export of data from resource description and digital object description records For archival resources EAD and resource level MARCXML e g collection level MARCXML records can be exported For digital objects METS MARCXML MODS and Dublin Core can be exported For each type of export a map of the AT field to export field is located in the appendices 221 Exporting data with mixed content Mixed content is data that contains both text and mark up The Toolkit allows the existence of mixed content in many of the description elements This is because mixed content is allowed in EAD currently the primary standardized output for archivists in the United States The Toolkit s model for mixed content is indeed based on EAD and therefore not relevant to other descriptive outputs For this reason mixed content is only retained for EAD exports It is stripped when exporting MARCXML METS MODS and Dublin Core Users should be aware however that mixed content that is not well formed XML may not be stripped accurately More information about mixed content can be found in Chapter 5 Exporting standardized metadata for archival resources Overview The Toolkit provides the ability to export EAD and MARCXML for archival resources EAD export will include all data in the resource
85. resource and resource component records e Editing lookup lists e Linking locations to containers e Generate repository profile e Name contact records e Data rules defaults e User records Repository records 312 Class 1 Beginning Data Entry Staff e Resource records e Resource component records e Accession records e Digital object records e Name records e Subject records User Permissions Table e Linking names and subjects to resource and resource component records 313 Appendix Record Validation Rules This table lists rules used to determine if a record is valid in the Toolkit Valid records are those that satisfy the minimum data requirements for the record type Listed are the combinations of mandatory fields required to save a record along with any content rules Table Mandatory Fields Other Rules Accessions accessionNumber 1 DateEnd must be accessionDate equal to or greater than epository DateBegin 2 BulkDateEnd must be equal to or greater than BulkDateBegin 3 If either DateEnd or DateBegin are present the other must also be present 4 If either BulkDateEnd or BulkDateBegin are present the other must also be present 5 If Bulk Dates are present then they must fall within Inclusive Dates 6 Bulk dates cannot be recorded without recording DateBegin and DateEnd ArchDescriptionAnalogInstances container Value ArchDescriptionNames funct
86. separate functional area in the AT on par with the primary modules for Names Subject Accessions and Resources This promotion allows for the creation of a Digital Object record independent of a Resource record as well as batch exporting and searching of Digital Object records When the Digital Object module is selected the browse list will include the following fields by default Title Object Type Date and the system generated Digital Object Id 299 all Archivists Toolkit File Import Setup 2 0 0 RC2 elp EEx A Names D Subjects H Accessions Digital Objects 7 Record s Found for search list all Title Interview with A R Country girl 85 87 West 3rd Street Restaurant Interior Central library University 0 Statements by braceros of Washington Square North a Object Type sound recording text text text still image still image still image Date September 23 2009 1969 1942 1943 Digital Object Id This view can be customized through the Configure Application function in the same manner as browse screens for other modules Searching Searching within the Digital Object module is very similar to searching within the Resource module The first search tab allows searching of specific fields in the top level Digital Object record or both the top and component level records checking the Include components in search option
87. should not have been included in the accession The eight track tapes are no longer a serviceable media Extent First enter the number of units as a whole or decimal number Then select the type of measurement cubic feet or linear feet Examples 10 cubic feet 148 5 linear feet Disposition Description of the disposition of the records upon their removal Examples Returned to source Destroyed Transferred to University Archives Notification A yes no field indicating whether the source of the materials was notified of their removal Check the box if the source was notified Relationships with other records 99 A specific deaccession record may be associated with only one accession record or resource record though an accession or resource record may be associated with many deaccession records An accession or resource record displays a list of all associated deaccession records Because there is a one to one relationship between a specific deaccession record and its related accession or resource record a specific deaccession record may only be assigned or viewed within the context of the associated record It is assumed that deaccession records created prior to the completion of arrangement and description of a resource will be linked to the accession record whereas deaccession records created for a processed resource will be linked to the resource record Deaccession reports Reports containing deaccession information d
88. sort on after the first column is selected and set Simply click once on the heading for another column and then click again to toggle between an ascending or descending sort To clear the existing sort settings double click on the column that is to be the basis of the new sort For instance to sort resources by resource identifier double click on the Resource Identifier heading at 26 Chapter 3 the top of corresponding column and then indicate if the sort should be in ascending or descending order Other columns may be added to the list screen using the Configure Application commands covered in Chapter 15 Printing record lists Records lists can be printed in a table similar to their appearance on the screen The current record list is also the set of records that will be output in reports For more information about printing records lists and other reports see Chapter 14 Creating a new record To create a new record 1 Select the functional area for the new record Names Subjects Accessions or Resources g New Record f 2 Click on the button on the top of the window A new name subject accession or resource record will open on top of the main window Most of the records are multi tabbed with each tab opening a different part of the record Simply click on a tab to open that part of the record 3 Enter data into the fields in any of the tabbed sections Data in one section will be retained while opening anoth
89. stylesheet to map the database fields to the Toolkit s schema Another method is to duplicate the database for backup purposes replace the original database fields with the mapped AT fields listed below and export the database as an XML file Other options are possible depending on what type of technical knowledge is accessible to your repository Element Mapping The following table shows the allowed elements for accession data to be imported into the Toolkit Some fields have controlled vocabularies and those are listed in the Rule column The Field Length is the maximum number of characters allowable for each field The XML will not validate against the Toolkit schema if field lengths are too long AccessionNumber and accessionDate must be included in the XML for each accession for the file to validate Fields need to be listed in the same order as they are presented in the accessionsImport xsd file Examples of XML import files are included at the end of this chapter Accession Elements Field Data AT Element Length Type parsed by delimiters into accessionNumber1 accessionNumber accessionNumber2 text accessionNumber3 accessionNumber4 accessos ee acessos rolina wee o FaccessResticions eeen OOS acessem om we OOOO FusoResvecions ewen OOS e a a FgereateressomNote romm ee OO O OOS owen wwe SSCS e OOO S e e E OOO O agreementSentDate agreementSent agreementReceived boolean boolean
90. sure you want to merge 1 resources into M55 0224 Sun amp Moon Press Archive 7 This will delete the other resource s including all top level information b Transfer The Transfer function in beta releases called Extract Comp is available from within a resource record and serves the same basic function of the merge option The most notable 151 difference is that the resource record from which the components are transferred remains in the database a Transfer Clicking on the Brest button brings up a window where resource records can be browsed and one or more can be selected for transferring their components to the open resource record Resource Identifier MSS 0224 Title Sun amp Moon Press Archive we Basic Description Names amp Subjects Notes Etc amp Deaccessions Finding Aid Data Resource Identifier Mss 022 Accessions linked to this Resource ID H Accession Processed in 1993 Accession Processed in 1996 Level collection z Accession Processed in 2004 offeriievel EE Title Sun amp Moon Press Archive wrap in tag z Date Expression 1976 2002 Inclusive Dates Begin fi 976 End F Bulk Dates Begin End I Language English eng Repository Processing Note a Repository AT Resources Lookup Resource Double click on a Resource to select it Or hit enter if a Resource is highlighted r Aqui estamos y 0 4 12 Linear feet 1
91. the Toolkit Basic steps for creating the repository record 3 From the Setup menu select Repositories Edit Repositories Repository Archivists Toolkit UCSD Libraries 48 Chapter 5 4 Press the __ Add Record button al Administration Repositories Repository Info Repository Statistics Default Values Notes Repository Short Name Institution Name Address 1 Address 2 Address 3 City Town Region Country Mail Code Telephone Fax Email Repository URL Country Code Agency Code NCES ID Branding Device Descriptive Language Bee es A First Previous Next Last Cancel 5 Enter the Repository Name This is the name that will appear on administrative reports and descriptive outputs 6 Enter the Short Name for the repository which will appear in the Toolkit interface 49 Mi OK button at the bottom right corner of the 4 7 Save the repository record by pressing the window If you are entering multiple records the button will save the record you are working in and open a new repository record Caution If the record does not include the required elements listed above the Toolkit will indicate that the record cannot be saved because one or more of the required fields is not complete The incomplete fields w
92. the Toolkit icon on your desktop e Open the Toolkit from the folder in which you installed the application For the MAC platform e Create a Toolkit alias installed in the dock and then click on it For the Windows platform e Select the Toolkit from within the Programs menu e Select the Toolkit from the Start menu e Double click the Toolkit icon in the Quick Launch bar Establishing the database connection The first time the Toolkit is started a window opens requesting connection information for the database This connection information which specifies the backend database targeted for the AT client must be completed for the application to load This information should be provided to you by the person who installed the Toolkit s database al Administration Connection Settings Database Properties Connection URL jdbe mysql flocalhost 3306 ArchivistsToolkit Username Password Database Type MySQL On subsequent launchings of the application the Connection Settings window will be bypassed The connection settings only need to be re entered when the location of the targeted backend database changes typically because the database has been moved or a different database is targeted To specify a connection for the AT client enter the following information 1 Connection URL The network address of the database 2 User Name The user name established for the database installation 3 Pa
93. to be saved and indicate the name of the file Press Save to export MARCXML Exporting MODS To export MODS from a digital object description 1 4 5 Open the digital object record to be exported pm Export Press the wees MODS button Indicate if you wish to suppress components and notes when the status is set to Internal If Withhold data marked internal only is selected the internal notes will not be exported If left unchecked the internal notes will be exported Open the folder where the file is to be saved and indicate the name of the file Press Save to export MODS Exporting Dublin Core To export Dublin Core from a digital object description 1 2 Open the digital object record to be exported Export Press the ee button 228 Chapter 14 Indicate if you wish to suppress components and notes when the status is set to Internal If Withhold data marked internal only is selected the internal notes will not be exported If left unchecked the internal notes will be exported Open the folder where the file is to be saved and indicate the name of the file Press Save to export Dublin Core 229 Chapter 15 Customizing the Archivists Toolkit Overview The Archivists Toolkit provides a number of customization features that allow for maximum productivity by tailoring the application to your needs You can e establish default values f
94. to map the AT headings to your database fields and then replace the previous headings with the AT headings within the database prior to export This will bypass the need to input the header line in Step 2 2 The first line has to be a header line that contains information about what is in the column generally the field name If this was not exported into the tab delimited file it needs to be created Names of the column headers must match the Import Field Column Label entries listed in the table below if your database application exported headers that match field names in your database these names need to be converted to the entries listed in the table below The column headers are case sensitive The following shows a sample import file in tab delimited format Every space depicted between field values where Linear feet is one field value and Fales Family Papers is another is a single tab and the first row is the field column header In this example the accessionNumber for the first entry is 1957 029 and the title is Fales Family Papers resourceldentifier accessionDate accessionNumber extentNumber extentType title MSS 029 1957 01 01 1957 029 45 Linear feet Fales Family Papers MSS 002 1964 01 01 1964 002 126 Linear feet The Elizabeth Robins Papers 3 If Excel is used to create a tab delimited file then the last column in the file needs to contain data for every single accession entry none of the cells in the last column c
95. value does not match a Digital Object Identifier in the database that component record will not import Note All component records are imported at the same level They can subsequently be rearranged using the drag and drop mechanism to represent more complex hierarchical structures A full list of the column headers and the fields they map to is included at the end of this document Appendix 1 1 To import select Import Digital Object Tab delimited option from the Import menu Choose the file you wish to import and press the button al Archivists Toolkit File Import Setup Import Accessions Tab delimited Import Accessions XML Import EAD Import MARC ie Resources Le Digital Objects Reports Tools Help l m Reports Delete FA Export MARC Ea Export METS oa Export MODS Fa Export Dublin Core a IAN METS MODS 1740 Nathaniellmegrt Digital 1812 Sheet music Bonapart s March and P sound recording musical Dr S or Seuss Collection Seuss Collection Seuss Collection multipage digital object record Photo of author s birthplace Richard Rubenstein Papers Sun amp Moon Press Archive Sun amp Moon Press Archive Sun amp Moon Press Archive title of digital object goes here title of the do digital object identity record Object Tab delimited moving image sound recording musical software multimedia moving image software multimedia still image movi
96. will inherit the information stored in this tab from the resource record 146 Chapter 9 Resources of 18 Resource Identifier MSS 0230 Title Dr Seuss Collection ion Basic Description Names amp Subjects Notes Etc amp Deaccessions Finding Aid Data BIOGRAPHICAL MATERIALS H BOOKS EAD FA Unique Identifier mss0230 xml Sponsor Note SCRIPTS SCREENPLAY S AND ADAPTATIONS ee z ADVERTISING ARTWORK EO AS GES TEE z F E E E MAGAZINE STORIES AND CARTOONS Finding Aid Title WRITINGS SPEECHES AND TEACHING PROGRAM Dr Seuss Collection Edition Statement 2 AWARDS AND MEMORABILIA FAN MAIL SEUSS PRODUCTS BOOK PROMOTION MATERIALS H PHOTOGRAPHS Gy UCSD EVENTS Finding Aid Subtitle Series Finding Aid Filing Title Dr Seuss Collection Finding Aid Date Copyright 2005 Revision Date O Revision Description Author Mandeville Special Collections Library z zi Description Rules Finding Aid Status z E Finding Aid Note Language of Finding Aid Description is in lt language langcode eng Ma scriptcode latn gt English lt language gt zi gt B Add Add Select an ROE gt Delete Extract Manage Export FA Export Export Child Sibling Select Sni RDE Component Comp Locations EAD Wis MARC Cont Labels BE DE IE ID E First Previous Next Last Reports Close Save Created Oct 3 2008 by a2ross Modified Oct 3 2008 by a2ross
97. you are entering multiple records the button will save the record you are working in and open a new record Caution If the record does not include one of the required elements either the Date Expression or the Date Begin and Date End fields the Toolkit will indicate that the record cannot be saved because one or more of the required fields is not complete The Title and Object Type fields are recommended and a warning message is displayed when they are not complete however the record will be saved even if they are empty 158 Chapter 10 Basic steps for creating a digital object component record 1 From an open digital object record or digital object component press either the Add Add m E iiine component records button Siblings can only be added to digital object xi Bul Resources Digital Object Committee United States Mexico Border Program Records Resource ID MSS 0644 Gre Title Conference on Law and Justice Organization materials Basic Description l Names amp Subjects Notes Label Dates Title Date Expression h 982 Conference on Law and Justice Organization Date Begin End materials I Restrictions Apply Object Type x Mets Identifier 5 EAD Dao Acutate x EAD Dao Show Ei Language Code z File Versions Use Statement pte Add File Version Remove File Version Add Add ail Export RR Export FA Export Export Child Sibling Node
98. you have selected otherlevel for the Level element use this field to provide a specific level description Title A title is required for resource records Either the title or the date is required for component records At the resource level the title is usually a concatenation of the creator name and a term describing the form of materials whether general papers records or specific correspondence diaries DACS Reference 2 3 18 2 3 22 Examples John Smith Diaries Office of the President Correspondence Outgoing correspondence You may also use the Wrap in tag feature to apply EAD tags such as title persname corpname etc within the title To do so simply select the text to be encoded and choose the appropriate tag from the drop down list This will however affect how the Resource record title is displayed in list view and how the resource record sorts in relation to other resource records 110 Chapter 9 4 Dates Date is required for resource records Title or date is required for component records Dates can be entered in integer form Date Begin Date End Bulk Date Begin Bulk Date End and or as a free text string Date Expression Integer dates are used to support computer processing of date information e g searching The date expression is designed for human readability and allows for the use of qualifiers such as circa or before It is the date expression that displays to end users
99. 19922 a item title u 13 Cubic feet 4455 Title of the file 0 7 11 Linear feet 90a Carl Leavitt Hu 223 10 Linear feet MCS John W Hilton 0 4 4 Linear feet Mss 0025 Gennaro Tisi Pa 23 2 1 Linear feet M55 0153 Dennis Phillips P 14 25 14 Linear feet M55 0223 Sun amp Moon Pr 108 2 15 Linear feet Mss 0224 Hannes Alfven 12 16 Linear feet M55 0225 Harvey Itano P 3 8 17 Linear feet MSS 0226 Betty Freeman 28 3 18 Linear feet MSS 0227 Millerd Family D 0 4 19 Linear feet MSS 0228 Richard Rubens 0 4 20 Linear feet Mss 0229 Dr Seuss Colle 197 7 21 Linear feet M55 0230 J Edward Hoff 4 22 Linear feet MSS 0231 Carl Rakosi Pap 6 5 5 Linear Feet MSS 0355 Ben Yellen Ch 0 2 9 Linear feet MSS 0667 Bruno Zimm Pa 7 6 2 Linear Feet MSS 0675 E4 South Seas Mar Change Rep zi E Add Add etane S Delete 5 SA child Sibling Select an RDE Component me First Previous Next Last Created Nov 6 2008 by a2ross Modified Nov 7 2008 by a2ross Record Number 15 After these are selected a message is displayed to verify that the user does want to transfer the records As with the merge function this cannot be undone except by restoring the backed up database Transfer xj Y Are you sure you want to transfer all components from MSS 0162 South Seas Marine Products Book of snapshots This can t be undone and the current resource record will be sa
100. 2 xml I mnsss347 dev xml g mUSSS xml Places E manosca124 xml ti mnsss347 xm m mu777 xml manosca29 xml fs mnsss358 xmi sy musee xml sj manosca33 xml mnsss74 xml sj newtest xml sj manosca 6 xml mnsss89 xml i randall_photo_real xml Filename Save Files of type xml files v Cancel Press Save to export EADs A progress window will appear while the EADs are generating An Export Log will appear at the completion of the process and list the export time and output file s Export logs also include options to print or save the log file 224 Chapter 14 Export Log Time to Export Record 57 11 sec Total records exported 3 Total records not exported Resource Id 13 success MSS 0162 ead xml 2 48 sec Resource Id 14 success MSS 0167 ead xml 0 68 sec Resource Id 20 success MSS 0224 ead xml 53 93 sec Exporting MARCXML Note The granularity of certain fields such as subject headings is not the same in the Toolkit as in MARCXML In addition the Toolkit s mapping of certain elements into MARC may differ slightly from your repository s existing practices Therefore you may wish to edit the Toolkit s MARCXML after it has been exported from the system See the appendices for export mapping from the Toolkit to MARCXML To export MARCXML from a resource description 1 Open the resource description to be exported os Export Hait MARC Press the button Indicate
101. 264 Ful Administration Lookup Lists Record 12 List Name instance types F Paired values P Restrict To Nmtoken Addltom Books Remove Item s Computer disks tapes Digital object Change Item form_micro Graphic materials Merge Items Maps_or_Atlases o Mived rater onim xd __tmportitems i Show Record Count Items in Red can t be modified Items in Blue are AT initial values lt TA lt BE gt RRF First Previous Next Last Cancel Created Jun 22 2007 by Modified Sep 19 2007 by A2Ross Record Number 19 5 Because editing a lookup list value may result in changing records that contain that value the Toolkit will respond with the number of records that you will be updating and ask you to confirm that you wish to update those records Press Yes to change the list and update any records that use the value being modified 6 The Toolkit will verify the number of records that have been modified Press the OK button Caution If any of the records to be modified were imported into the application and are not valid records the operation cannot be performed and the Toolkit will return an error message 7 Press the OK button to save the list Changing items in a lookup list 1 From the Setup menu select Lookup Lists 2 Double click on the list to be modified 265 Administration Lookup Lists List Name Finding aid status F Paired Values IY Restrict To Nmtoken Ad
102. 4 Jefferson SE 15 Jefferson SE 16 Jefferson SE 17 Geisel SW 2 Geisel SW 3 Geisel Sw 4 Geisel sw Geisel sw 6 Geisel Sw 7 Geisel Sw 8 Geisel sw Geisel sw 10 Geisel SW 11 v b Use the scroll bar to browse through the locations or the Filter box to narrow down the list c Once the desired location record is located select it by double clicking on the record or by clicking the record once and pressing the Select button The Find by location search box will now contain the desired location Find by deaccession date a There are two Find by deaccession date search boxes one for the begin date and one for the end date Enter the earlier date in the first box following the preferred date format for the application b Enter the later date in the second box following the preferred date format for the application 41 al Resources Search Editor Simple Search Search By Linked Record Search by linked record Find by name g Lookup Function v Find by subject Lookup Find by location Lookup Clear Find by deaccession date 1 1 2007 743142007 Find by Accession Number Find by note text Find by instance type C Include components in search Find by note type for resource records only a Enter the note text for which you are searching and click Search al Resources Search Editor Simple Search Search By Linked Record Sea
103. 55 Topical Term 650 Topical Term 650 Topical Term 650 Topical Term 650 Topical Term 650 Topical Term 650 Topical Term 650 Topical Term 650 Genre Form 655 Topical Term 650 Genre Form 655 Topical Term 650 Source Thesaurus for Graphic Mate Library of Congress Subject Library of Congress Subject Library of Congress Subject Library of Congress Subject Library of Congress Subject Genre Terms A Thesaurus f Library of Congress Subject Library of Congress Subject Library of Congress Subject Library of Congress Subject Library of Congress Subject Library of Congress Subject Library of Congress Subject Library of Congress Subject Art amp Architecture Thesaurus Library of Congress Subject Genre Terms 4 Thesaurus f Library of Congress Subject b Use the scroll bar to browse through the subjects or the Filter box to narrow down the list c Once the desired subject is located select it by double clicking on the entry or by clicking the subject term once and pressing the Select button The Find by subject search box will now contain the desired subject term Find by location a Press the Lookup button next to the Find by location search box 40 Chapter 4 al Resources Location Lookup Filter Building Coordinates Jefferson SE 9 Jefferson SE 10 Jefferson SE 11 Jefferson SE 12 Jefferson SE 13 Jefferson SE 1
104. ARCXML is encountered the Toolkit will display an error message indicating that the file could not be imported If import of the record is successful an import log will appear listing any validation errors present in the imported record 12 Chapter 6 i x Import Log Time to Import Record 1 87 sec Title of Imported Record UCSD Chancellor s subject files Items added to lookup lists Name link form General subdivision Administration General subdivision Archives Invalid Record Resources Extent Type is mandatory Resources Extent is mandatory These errors typically consist of absent data elements that are necessary for a valid AT record The first time you open the resulting AT record the AT will prompt you to correct these errors and will not allow you to save the record again until the corrections have been made Mapping of MARCXML elements to Archivists Toolkit fields A MARCXML to AT mapping is available in the Data Maps section of the AT web site support page www archiviststoolkit org support Tab delimited accessions data Importing accessions data The Archivists Toolkit allows you to import data from either a tab delimited file from a table or flat file or from an XML file structured according to the Accessions XML schema provided with the Toolkit This data may be imported into the accessions names or subjects functional areas There are certain limitations inherent in implementing the tab deli
105. Access maaca e C Potential Mold Or Mold Damage _ Special Conservation Issue 1 Documentation Quality Interest C Recent Pest Damage C Special Conservation Issue 2 Research Value C Deteriorating Film Base J Special Conservation Issue 3 Numerical Rating 1 General note Other Conservation issues C Brittle Paper C Thermofax Paper C Metal Fasteners _ Other Conservation Issue 1 C Newspaper C Other Conservation Issue 2 C Tape C Other Conservation Issue 3 Conservation note Estimated processing time EPT E Multiplied by total extent EOI i First Previous Next Last Reports Close Save 1 The two fields circled contain auto filled calculated values e Condition of Material A rating from 1 to 5 intended to describe the overall condition of the materials in a collection items or groups of materials of particular concern will be indicated in the conservation note 5 Excellent Little damage with no further deterioration expected based on the high quality of the material 4 Very good Little damage with some further deterioration possible due to the mixed quality of the material 285 3 Good Expected deterioration with some further deterioration possible 2 Fair Somewhat worse than expected deterioration with some further deterioration possible 1 Poor Significant damage deterioration that makes collection difficult to use Quality of Housing A rati
106. B Wes OOo o o fme a oe Department 5 Users o Repository Repository 1 _ RepositoryStatistics Year Of Report Default Values AT Field 2 DefaultValues Table Name B DefaultValues Value as String 1 RepositoryNotesDefaultValues Note Type 2 _ RepositoryNotesDefaultValues Default Title B _ RepositoryNotesDefaultValues Default Content 1 RepositoryNotes Label 2 _ RepositoryNotes Note Text I LookupList List Name 1 LookupListItems List Item 2 LookupListItems Code Building 2 Locations Floor B Locations Room locations Coordinates L NotesEtcTypes Notes Etc Name 2 NotesEtcTypes Label E dee Table Name 350 List Screen Defaults Database Tables DatabaseFields Field Name a Field Label B _ DatabaseFields Data Type 4 DatabaseFields Return Screen Order 351 Appendix Fields Supporting Default Values A default value is data that can be pre recorded and then will automatically be entered into a field whenever a user creates a new record containing that field For example if you enter Mixed materials as a default value for the Instance Type field that phrase automatically appears in the Instance Type field whenever a new instance record is created for your repository The default value can be edited in any given record if necessary The default value can also be modified at any given time Changes to the default will not affect records retrospectively but only records yet to be created The default value
107. Bmsa w we AT ver 1 0 19 beta Oracle Brad D JasperReports namesList w My Recent E AT ver 1 0 19 beta Oracle E lax w H E AT ver 1 0 20 MySQL Annie Ei E m AT1 finalreport w lookuplisterrormsg w 3 ATusermanual w lookuplistimport w Desktop w Default values with empty string 5 main with dialogue boxes w eng not valid lang type W marcoprint w S ethangrad3 5 new_employees_may2007 E My ers export test a newrecordexport Gi export testing ReleaseNotes o fB exportcontainertest w SQLServer testing E B exportcontainterlabels E staff 2007 updated w My Computer a E 4 File name fist to import txt Open My Network Places Files of type fan Files a Cancel Items in Red can t be modified Items in Blue are AT initial values mm ee y z First Previous Next Last Cancel OK OK 1 b Select the file you wish to import The list must be in a plain text file with each item in the list on a single line For example List item 1 List item 2 List item 3 c Press Open The new values will appear in the list d Pressthe button to save the list Deleting items from a lookup list 1 From the Setup menu select Lookup Lists 2 Double click on the list to be modified It is also possible to delete more than one item at a time by using the Shift and or Control keys and clicking on the desired items or range of items 3 Select the value s that you wish to delete 4 Press the Remove item s button
108. CE ADMINISTRATIVE WRITINGS AND REPORTS LEGAL CASES ABUSE AND COMPLAINT CASE FILES CONFERENCES AND SEMINARS ILEMP IMMIGRATION LAW ENFORCEMENT MONT E WRITINGS OF OTHERS SUBJECT FILES CENTRO DE ASUNTOS MIGRATORIOS CAM CENTRO DE ASUNTO MIGRATORIOS CAM CHICANO FEDERATION OF SAN DIEGO COUNTY COALITION FOR LAW AND JUSTICE ho Eb A A Coalition for a Just Immigration Policy Correspondence Meeting minutes Press release and organizational documents Organization retreat University of San Diego Retreat San Diego August 5 San Diego Legal Defense Center Centro para San Diego Police Department and Immigration Abuse complaint case files RELATED ORGANIZATIONS F Resources Title American Friends Service Committee Ur MSS 0644 American Friends Service Committee Unite CORRESPONDENCE ADMINISTRATIVE WRITINGS AND REPORTS Gy LEGAL CASES ABUSE AND COMPLAINT CASE FILES CONFERENCES AND SEMINARS E ILEMP IMMIGRATION LAW ENFORCEMENT MONT WRITINGS OF OTHERS SUBJECT FILES CENTRO DE ASUNTOS MIGRATORIOS CAM CENTRO DE ASUNTO MIGRATORIOS CAM CHICANO FEDERATION OF SAN DIEGO COUNTY E COALITION FOR LAW AND JUSTICE i Correspondence DF AE
109. EUSS PRODUCTS E E BOOK PROMOTION MATERIALS PHOTOGRAPHS S UCSD EVENTS ao HO Add note etc bd Remove Note etc Pa Add Add select an ROE gt Delete Extract Manage Export EA Export Export Child J Sibling peed an RDE Component Comp Locations EAD ais MARC Cont Labels goloe a a First Previous Next Last Reports Close Save Created Oct 3 2008 by a2ross Modified Oct 3 2008 by a2ross Record Number 8 The Notes etc tab provides 29 notes that can be added at the resource level or at any component level Notes generally include four elements though certain notes contain more detailed data These are described in the list of specific note types 124 Chapter 9 a x Resources Notes Note Content a Wrap in tag x u m E E A Z First Previous Next Last Cancel OK 1 Type A specific designation for the type of note you wish to add Note types which are listed and defined below correspond to specific DACS and EAD elements 2 Note Label A title for the note output in the lt head gt element of an EAD finding aid and as a header for the note in print finding aids If not defined the note Type will be used 3 Internal Only Indication that the note is for repository use only It will not be output in print finding aids and will be omitted from EAD encoded finding aids or output with the audience attribute set for internal Note See the section below on Multi par
110. F Paired Values P Restrict To Nmtoken Add Item cartographic mixed material Remove Item s moving image notated music Change Item software multimedia sound recording sound recording musical sound recording nonmusical Import Items still image text Show Record Count three dimensional object Merge Items Items in Red can t be modified Items in Blue are AT initial values Gin pE oS First Previous Next Last Cancel OK Created Jun 22 2007 by Modified Aug 23 2007 by Record Number 7 List Name Contains the name of the lookup list These can all be customized List Items These are items that appear on the lookup lists Some items cannot be modified and are presented in red text to signify their immutability Items listed in blue text are AT initial values Any items added by the repository are listed in black text The differences in color helps highlight which items are repository customizations Some list items will have the Restrict To Nmtoken box activated This is to signify that these items have specific constraints to follow for correct XML formatting Codes Codes generally are abbreviations for List Items For example the code for the English language is eng Because these codes represent List Items they are considered paired with particular List Items and thus the Paired Values box is activated 258 Administration Lookup Lists Record 13 List Name Language codes WV Pair
111. Importing legacy data will likely require data cleanup either before the data is imported or within the Toolkit once the data have been imported Failure to cleanup legacy data will lead to subsequent problems within the Toolkit it is recommended that data cleanup be a top priority after import is completed Potential data cleanup issues The following issues may present themselves in data that is imported into the Toolkit 1 Import of invalid records In most cases the Toolkit will import resource records that do not contain required fields These fields must be completed before any additional edits to the record can be saved These invalid records can cause problems with operations such as merging of subject or name terms merging resource records or merging of items in a lookup list 2 Import of repetitive terms in lookup lists When importing into fields controlled by lookup lists the Toolkit will import data that doesn t match elements in the lookup list For example you may import aat into the Subject Source field where the default value in the lookup list is Art amp Architecture Thesaurus aat At times the terms may appear to be the same but trailing whitespace causes the two strings to be different The Merge Item 79 feature in the lookup lists can assist you with cleaning up this kind of inconsistency in your data 3 Import of punctuation repeated by built in operations in the Toolkit In many instances the
112. Items may be added to this list by the repository or in the process of importing legacy data If variants of these sources are added during legacy data import the list should be cleaned up using the Merge Items option in the Lookup Lists record See Chapter 15 on customizing the Toolkit Defaults Local Sources local NACO Authority file naf NAD ARKII Authority Database nad Union List of Artist Names ulan Note If names are imported in accession or resource records this field will contain the value ingest for those names It is recommended that this value be changed to the correct term and the ingest option removed from the lookup list See Chapter 15 for more detail on how to edit lookup lists Rules Required if a value is not entered in Source The rules used to formulate the name entry DACS Reference 11 20 Note These terms are the default values entered into the name rules lookup list as installed Items may be added to this list by the repository or in the process of importing legacy data If variants of these rules are added during legacy data import the list should be cleaned up using the Merge Items option in the Lookup Lists record See Chapter 15 on customizing the Toolkit Defaults Anglo American Cataloging Rules 2nd ed aacr Describing Archives A Content Standard dacs Local local Sort Name The complete concatenated version of the name containing all individual elements This is the fo
113. J Internal only Note x Internal only Note 7 I Internal only Instance Type x Container 1 Type z Container 1 Numeric Indicator Container 1 Alphanumeric Indicator Container 2 Type z Container 2 Numeric Indicator Container 2 Alphanumeric Indicator Container 3 Type z Container 3 Numeric Indicator Container 3 Alphanumeric Indicator Container Barcode hd 4 rf Me Cancel OK 4 On any RDE screen fields can be made sticky or unsticky by clicking on Ctrl and the field name The field label will appear in red if it is a sticky value A field configured to be sticky means data entered into will be carried over to the next record created using the RDE To remove the sticky value click on Ctrl and the field name again Sticky values override any default value specified for the field However sticky values are in effect only during the session in which they are being used Closing the resource record closes the session and the values that were set to be sticky no longer are Default values if specified will become functional 120 Chapter 9 a Resources Rapid Data Entry Control click on a label to make it sticky or unsticky Sticky fields will appear in red a Level z Internal Only J Restrictions Apply I Title Container Summary Date Expression Inclusive Dates Begin End Extent Number Extent Measurement x Note x J In
114. Library Federation http tpot ucsd edu arc bench aw whitepaper html Describing Archives A Content Standard Chicago SAA 2004 Dublin Core Metadata Initiative http dublincore org Encoded Archival Context EAC http www iath virginia edu eac Encoded Archival Description EAD Official EAD Version 2002 Web Site http www loc gov ead International Council on Archives JSAAR CPF International Standard Archival Authority Record For Corporate Bodies Persons and Families 2nd Ed Paris France 2003 http www icacds org uk eng isaar2ndedn e_3_1 pdf International Council on Archives ISAD G General International Standard Archival Description 2nd Ed Stockholm 1999 http www ica org sites default files isad_g_2e pdf MARC 21 http www loc gov marc Metadata Object Description Schema Official Web Site http www loc gov standards mods METS Metadata Encoding amp Transmission Standard Official Web Site http www loc gov standards mets The Open Archives Initiative Protocol for Metadata Harvesting Version 2 0 http www openarchives org OAI openarchivesprotocol html Society of American Archivists A Glossary of Archival and Records Terminology http www archivists org glossary
115. ML records that contain a 773 field indicating the record is a child record related to a parent record will not be imported The MARCXML record must contain a 210 222 240 or 245 title field or the record will not be imported If the tagging follows the lt marc tag gt convention the namespace declaration of the imported document must be Ins marc http www loc gov MARC21 slim Ins xsi http www w3 org 2001 XMLSchema instance xSi schemaLocation http www loc gov MARC21 slim http www loc gov standards marcxml schema MARC21slim xsd Otherwise the namespace declaration must be xm xm Ins http www loc gov MARC21 slim Ins xsi http www w3 org 2001 XMLSchema instance xsi schemaLocation http www loc gov MARC21 slim http www loc gov standards marcxml schema MARC21 xsd Importing MARCXML 1 From the Setup menu select Import then Import MARC 70 Chapter 6 File Import Setup Reports Help Import Accessions Tab delimited 4 m PE 1 ae lt gt m Fa ee HH aes ilter search results Import Accessions XML vas epos oae ly Sie Aled RO qi H Import MARC EA 3 Title Extent Number Resource Id Extent Measurement Resource Identifier Y E 2 Choose the file containing the MARCXML record to import 3 Select the repository that holds the materials described in the MARCXML record 4 Indicate resource identifier File Import Setup Reports
116. Music United States 20th century Beat generation Controlled fusion Musicians as artists 20th century p Remove Subject Link v um E E 0 Ajal First Previous Next Last Reports Close Save Created Sep 19 2008 by a2ross Modified Sep 19 2008 by a2ross Record Number 1 Lookup list A list of terms that provides a set of predefined values for a given field The lookup list values appear during the data entry process as drop down lists the values that populate drop down lists are from lookup lists Table A set of data elements that is organized into horizontal rows and vertical columns A row represents a record in the table and a cell is a specific instance of a field within that record 232 Relational databases such as that used in the Toolkit are comprised of multiple tables that are linked together Therefore the fields appearing on a single data entry screen may actually be stored in different tables In order to access a field for customization purposes you must first identify the table that contains the field Note In order to access the specific field to be customized you must know which table contains the field In the Lookup Lists appendix you will find a table listing the predefined lookup lists the field to which they are linked and the type of lookup list Default values Overview If your repository uses boilerplate text i e text that can be reused without change for particular
117. NTRO DE ASUNTOS MIGRATORIOS CAM CENTRO DE ASUNTO MIGRATORIOS CAM CHICANO FEDER A Pe DIEGO COUNTY COALITION FOR LAW AND JUSTICE Coalition For a Just Immigration Policy Correspondence Meeting minutes Press release and organizational documents Organization retreat University of San Diego Retreat San Diego August 5 San Diego Legal Defense Center Centro pay4 San Diego Police Department and Immigration 0 Ce Ge e Lan aE aE E RELATED ORGAN Resources Title American Friends Service Committee Ur AND JUSTICE Coalition For a Just Immigration Policy Correspondence Meeting minutes Press release and organizational documents Organization retreat University of San Diego Retreat San Diego August 5 San Diego Legal Defense Center Centro para San Diego Police Department and Immigration i Abuse complaint case files E ADMINISTRA Meeting minutes E E Public relations materials Grant materials General miscellaneous H Newsletters D WRITINGS AND REPORTS LEGAL CASES ABUSE AND COMPLAINT CASE FILES CONFERENCES AND SEMINARS ILEMP IMMIGRATION LAW ENFORCEMENT MONT B WRITINGS OF OTHERS SUBJECT FILES CENTRO DE ASUNTOS MIGRATORIOS CAM CENTRO DE ASUNTO MIGRATORIOS CAM CHICANO FEDERATION OF SAN DIEGO COUNTY O RELATED ORGANIZATIONS kd gt COALITION FOR LAW
118. Names es 4 of 11 Record s found For search list all Title Extent Number Resource Id Subjects Mildred Rackley Simon Papers Richard Rubenstein Papers Dr Seuss Collection J Edward Hoffmeister Papers Extent Measurement 10 Linear Feet 7 Linear feet 8 Linear feet 9 Linear feet Resource Identifier ALBA 097 M55 0229 MSS 0230 M55 0231 Filtering on the number 97 will limit the list to only those resources in which that numeric expression is contained in the data of the list screen fields 34 Chapter 4 Bil archivists Toolkit 1 5 0 _ 5 x Accessions Dr Seuss Collection 197 7 21 Linear feet M55 0230 E This example indicates another characteristic of the filter feature the filter is applied anew as each character is added or removed Thus adding or deleting a character from the filter expression will likely change the contents of the list To remove a filter simply delete the text from the filter frame The list screen will revert to its prior state Basic searching in all records The Search tool provides the ability to search within a specific field apply specific search operators and create Boolean queries when searching any type of record To retrieve a subset of records using the search tool 1 Inthe left hand navigation pane of the main screen select the functional area Names Subjects Accessions or Resources containing the records yo
119. Phillips Papers 14 25 1 Linear feet mss 022 Sun amp Moon Press Archive 108 2 2 Linear feet mss 022 Hannes Alfven Papers 12 3 Linear Feet mss 022 Harvey Itano Papers 3 8 4 Linear Feet Mss 022 Betty Freeman Papers 28 3 5 Linear feet MSS 022 Millerd Family Documents 0 4 6 Linear feet MSS 022 Richard Rubenstein Papers 0 4 7 Linear feet mss 022 Dr Seuss Collection 197 7 8 Linear feet MSS 022 J Edward Hoffmeister Papers 4 9 Linear feet mss 022 Joan Jensen Asian Indian immig 3 1 17 Linear feet mss OSE Holly Prado Papers 10 6 15 Linear Feet Mss 055 2 Make the following selections oc fF gt Choose the file to be imported Select the repository to which the accession data applies Indicate the format of the dates contained in the file to be imported Select the appropriate Resource record creation option Do not create resource record No resource records will be created only accession records If there is a resource identifier in the import file the system will check to see if the resource exists and link to it Create resource with resource id only If there is a resource identifier in the import file the system will check to see if the resource exists and link to it If not a new resource record will be created Only the resource identifier and repository fields will be present in the resource record all other fields will be empty Create resource record using all fields If there is a resource iden
120. RCrecords EA My Music A My Pictures IE my videos E Uninstall_Archivists Toolkit Updaters File name Files of type txt files Cancel 3 Press the __Inport button to begin A progress window will track the import process If errors are encountered an error log will appear at the end of the process Note Several error conditions can cause the import to fail in whole or in part e An improperly formatted import document will cause the entire process to fail No records will be imported e An invalid record will not be imported To be valid an accession record must have an accession number and an accession date A list of these validation rules is provided in the appendices If the import document is formatted correctly the process will proceed record by record All valid and error free records will be imported All invalid and or errant records will not be imported and will be listed as such in the resulting log 78 Chapter 6 Import Log fota records processed 903 747 Successful records Error records 156 Invalid Record number 52 Date Begin can t be after Date End Invalid Record number 68 Date Begin can t be after Date End Invalid Record number 87 Date Begin can t be after Date End Invalid Record number 131 Date Begin can t be after Date End Invalid Record number 135 Date Begin can t be after Date End Invalid Record number 161 x Legacy Data Cleanup Overview
121. RI for the document A persistent identifier is preferable if the links are to remain viable over time though there is nothing to preclude you from using a local directory path and filename Examples ftp ftp is co za rfc rfc1808 txt http www ietf org rfc rfc2396 txt file etc hosts Once you have entered the Title and HREF press OK to save the link You may also Open in Browser preview the document by pressing the button The User defined fields Tab The User defined fields tab is an area in which repositories can create and define custom fields to capture any information not otherwise captured by standard AT fields See Chapter 15 for instructions on how to configure these fields to the needs of your repository The Names amp Subjects Tab Use the Names amp Subjects tab to add names as creator source or subject and to add topical subject terms See Chapter 12 for instructions 91 The Acknowledgements Restrictions amp Processing Tasks Tab 1 Acknowledgement Sent Acknowledgement Date Check the Acknowledgement Sent box if a letter acknowledging the accession has been sent Record the date of this acknowledgment in the Acknowledgement Date box These fields will assist you in tracking the status of accessioning activities and can be used to output a report of accessions that need to be acknowledged The date must be formatted according to the preferred date format established for the application See Chapt
122. Save Created Jul 31 2009 by a2ross Modified Jul 31 2009 by a2rass Record Number 1 Special Formats and Values Tab Available fields include e Special Formats checkboxes Includes 15 specific formats e g glass art originals botanical specimens technical drawings audio video textiles etc an other option and two user definable fields e Special Formats Note Additional or explanatory information about the special formats present If Other box is checked it should also be described here e Exhibition Value Note Indicates whether the collection itself or individual items found in the collection might be especially appropriate for exhibition For example this field might note a unique artifact or a letter or photograph of historical significance e Monetary Value Appraised or estimated market value of the assessed materials numerical value e Monetary Value Note Indicates who provided the monetary value date of appraisal and any other relevant information 290 al Assessments Basic Information Survey Special Formats amp Values p ee ee Special Formats Exhibition Value Note Check all that apply architectural Materials Assessment 1 C rt Originals J artifacts C Scrapbooks i s Technical Drawings C Audio Materials Ci a stemni C Biological Specimens J Textiles C Botanical Specimens O vellum amp Parchment C Computer Storage Units Video Materials
123. Term is highlighted Link Create Subject Close Window 2 Scroll or filter through the list of subjects to determine if the subject term is currently in the Toolkit 3 If the subject is in the Toolkit select the subject term and click on the Pele button or double click on the term to link the subject to the accession or resource record If the desired term does not appear and if you have the proper permissions you may create a new Create Subject term Press the button which will open a blank subject record 4 Follow the instructions in Chapter 11 to create the new record When you have saved the record the Toolkit will return to the Subject Term Lookup window where the new term will now appear in the list 5 Repeat the process of selecting terms as often as necessary and then press the Soe button to return to the accession or resource record or select multiple terms and add them at the same time Removing subjects 198 Chapter 12 Once a subject has been successfully assigned to an accession or resource record it can easily be removed if you decide that it does not appropriately represent the materials 1 Zs Retrieve and open the accession or resource record that contains the subject term Select the term s to be removed in the list of subject terms in the record Press the Remove Subject Link bution The term will no longer be included in the subject terms list for that record Note Removing a su
124. Two or more resource records can be brought together into a single record using the lt gt Merge 5 Transfer option in the Resource List Screen or using the option in post AT1 1 beta releases it was called Extract Comp from within a resource record With appropriate planning for processing projects these features will enable multi staff to describe simultaneously different parts of the same resource The parts can then be united using either of these two features in a final resource description 149 Please note that the Merge and Transfer features are new tools subjected only to limited testing We strongly remind you that 1 data should always be backed up before using these tools and 2 results should be checked immediately and thoroughly after using the tools Please report any problems through the internal bug reporting function or by email to info archiviststoolkit org Merge When two resource records are combined using the uf function the record that is merged into another record not highlighted will be deleted the data it contained will become part of the record into which it was merged a Transfer When two resource records are combined using the Brose function the components are transferred to the other resource record and deleted from the resource to which they had belonged The top level resource record from which the components are transferred will remain after the transfer is completed a M
125. _ Add Record button Administration Users Username Full Name FO Title P Department Email Address SC O Access Class ho Repository beT Create New Password Bio eel First Previous Next Last Cancel OK 1 3 Enter a User Name 4 Press the Create New pasove button to assign a password A window will appear asking you for the new password Enter a password re enter it in the Repeat New Password box and press OK afi create New Password X New Password Repeat New Password Cancel Create New Password 5 Save the user record by pressing the OK button at the bottom right corner of the 1 window If you are entering multiple records the button will save the record you are working in and open a new user record 58 Chapter 5 Caution If the record does not include the required elements listed above the Toolkit will indicate that the record cannot be saved because one or more of the required fields is not complete The incomplete fields will be listed in the error message These fields must be completed in order to save the record User record data elements Elements Required by the Archivists Toolkit 1 4 Username Create a user name to use when logging into the Toolkit Password Use the __ST3t New pasaon button to assign a password for the user as previously described Additional Elements The minimum user record can be extended by recording data for an
126. a Integer dates Date Begin Date End Bulk Date Begin Bulk Date End Integer dates must be entered in the YYYY format month and day elements are not supported To enter a single date enter the same date in the Date Begin field and Date End field Enter inclusive dates using the Date Begin and Date End fields Enter bulk dates in the Bulk Date Begin and Bulk Date End fields You may not enter bulk dates unless inclusive dates are present You may not enter bulk dates that do not fall within the range of the inclusive dates DACS Reference 2 4 Examples Date Begin 1922 Date End 1936 Bulk Date Begin 1925 Bulk Date End 1930 Date Expression A natural language expression specifying the date or date range of the materials You may enter only a Date Expression rather than using the fields for integer dates however doing so may limit your ability to support meaningful date searching DACS Reference 2 4 Examples 1876 1933 Between 1925 and 1953 ca 1911 1913 1998 bulk 1950 1972 5 Language Code This field is required for resource records Select the code for the language that predominates in the materials being described You may jump to the appropriate place in the list by typing the first few letters of the language you are seeking Examples English eng French fre 111 10 11 If most of the materials in the repository are of one language it is recommended setting the default value for t
127. a VM e The compressed installer should be recognized by StuffIt Expander and is automatically expanded after downloading If it is not expanded you can expand it manually using StuffIt Expander 6 0 or later 2 An InstallAnywhere window will appear followed by a window displaying the Archivists Toolkit icon InstallAnywhere 4 InstallAnywhere is preparing to install 25 aww 18 Cancel C 1997 2008 Macrovision Europe Ltd and or Macrovision Corporation An installation window will open 14 Chapter 2 Archivists Toolkit 1 5 Mies fai 7 Tnteduction InstallAnywhere will guide you through the installation of Archivists K L 5 Toolkit 1 5 4 a Itis strongly recommended that you quit all programs before Was continuing with this installation 3 Iep r Click the Next button to proceed to the next screen If you want to stalling j i i i Installing change something on a previous screen click the Previous button Install Cornplete You may cancel this installation at any time by clicking the Cancel button Previous After reading the introductory information press the button Read the license information provided scrolling down through the full text of the license If you accept the terms of the license select I accept the terms of the License Agreement and press the Noe If not you can Cancel the installation process and the Toolkit will not be installed Archiv
128. accessionProcessed accessionProcessedDate a a Peas dateExpression bulkDateBegin integer bulkDateEnd integer dateBegin f integer nomi dateEnd description cataloged T beaten catalogedDate D catalogedNote no limit real extentNumber eal number extentType 255 Linear Feet Cubic Feet useremo boon ooo useroetneatreoei fines A Mme ooo number O useroefneasrinot 255 aro O OOO wseetneasting ess am OOOO Fuseetneastine ess amo OOO 368 Preparing XML Accession Files e voit we SSCS FusetetneaTent rome ee semean rom wee SSS FuseetneaTone rome fier O O OSS esoucal enier 20 ang SSS se EE iT Where Stored AT Field Data Target Length Type Types are Function 657 Genre Form 655 Geographic Sa eS lh a string Name 651 Occupation 656 Topical Term 650 Uniform Title 630 ea amr ace a ei Where Stored AT Field Data Target Length Typ nameLinkFunction Creator Source Subject nameType Person Corporate Body Family sortName number qualifier nameSource nameRule descriptionType descriptionNote citation salutation contactAddress1 contactAddress2 contactCity contactRegion contactCountry contactMailCode contactPhone contactFax contactEmail contactName familyName familyNamePrefix corporatePrimaryName corporateSubordinate1 corporateSubordinate2 personalPrimaryName personalRestOfName personalPref
129. afeh st vas _ for archivists by archivists User Manual Version 1 5 1 5 9 2 0 AT 2 0 new features added at end of guide Chapter 16 p 281 311 Table of Contents Prelate asa rrian nE E insta A ta sa ea eau GAN RRR Chapter 1 Introduction to the Archivists Toolkit occ System requirements Overview of features The Archivists Toolkit license Using this manual Chapter 2 Acquiring and Installing the Archivists Toolkit Acquiring the Archivists Toolkit Installing the Archivists Toolkit Chapter 3 Archivists Toolkit Basics 0 0 c cccccccscseessessseessetsseeeeeeeee Getting started Working with records Chapter 4 Sarena gs cccacivevoeccacecataviavvannidesantneien EE E EEKE RE eR Filtering record lists Basic searching in all records Linked record searching in accessions and resources Chapter 5 Managing the Archivists Toolkit o oo cece Creating the repository record Managing users Chapter 6 Importing Data 2 0 0 0 ccc ccccececeessececeessaececnssneeeeeenssaeeees EAD 2002 MARCXML Tab delimited accessions data Legacy data cleanup Chapter 7 Accessioning Archival Materials 0 0 ccccsssccceesesteeees Basic steps for creating an accession record Accession data elements Relationships with other records Accession reports Chapter 8 Deaccessioning Materials cccccccceccesseceeessseceeeeesseeees Bas
130. ageOfMaterials Language of materials String legalStatus Legal Status String materialSpecificDetails Material Specific Details String physCharacteristics Physical Characteristics String and Technical Requirements physFacet Extent String preferredCitation Preferred Citation String processingInformation Processing Information String relatedMaterials Related Archival String Materials scopeContents Scope and Contents String sourceAcquisition Source of Acquisition String 309 Appendix User Permissions The AT provides the means to assign a user to one of five classes or groups of users The groups represent an expanding sequence of functionality and access For example Class 5 represents access to all the functionality and information present in the programs while Class 1 represents access to only very basic data entry functions The access classes are defined in the table below with each subsequent class inheriting any restrictions from the classes above Perform Not Function Viewable Level Title Read Write Read Only e All for all repositories e All forall All using a single repositories functions implementation Class5 Superuser Class4 Repository For only the e All For only the Any Manager records of the records for records of records repository to a certain the excluding which they are identified repository to name and assigned repository which they subject mlildeprccords are
131. al Object EAD Dao Acutate Resource Identifier Resource Title EAD Dao Show Language Code eng eng Repository BOOSH File Versions Use Statement a Add File Version Remove File Version Add Add Delete Export rs Export Export B Export Child Sibling Node METS ant MARC uss MODS Dublin Core vw BiBIG 2 B s a First Previous Next Last Reports Close Save Created Sep 9 2009 by arwen Modified Sep 16 2009 by arwen Record Number 73 Validation Data required is the Digital Object ID circled in red and either the Title or Date field in order to have a valid record The Digital Object ID field is analogous to the Resource Identifier and Accession Number fields Like them it is required for a valid record and must contain a unique value Note When exporting an EAD for a Resource record note the new option for using the O Include DAO s in output Digital Object ID as HREF This allows you to choose whether to use the Digital Object ID or the File Version C Use Digital Object ID as HREF P URI s within exported the lt dao gt elements Linked Resources A Digital Object record can be linked to one and only one Resource record The link must be established from within the Resource record and can be done in one of two ways 302 From within the Resource or Resource Component record you want to link the Digital Object to select
132. ames Name reports You may generate descriptive reports that draw upon data found in the name records and administrative reports useful in managing authorities See Chapter 14 for specific instructions for generating reports Examples of the following reports are available in the Appendices 1 Print Screen Prints the list of name records as they are displayed in the list screen This report is only available through the list view 2 Name record s Displays name s record information for selected record s Report shows all data contained in the Details and Contact Info record tabs 3 Names list Displays a list of name s Report contains sort name name type and name source 4 Names with accession s Displays name s and all accessions to which the name is linked Report contains sort name name type name source and any accession records linked to that name 5 Names with non preferred names Displays name s with all non preferred name s for each name Report contains sort name name type name source and any other non preferred forms of that name 6 Names with resource s Displays name s and all resources to which the name is linked Report contains sort name name type name source and any resources records linked to that name 7 Names with resource s and accession s Displays names and all resource s and accession s to which the name is linked Report contains sort name name type name source and any reso
133. an be left blank This helps guarantee the information will contain the correct number of tabs and thus be parsed correctly otherwise the empty field may be parsed as a tab and the data will import incorrectly Excel will also add double quotes around any characters that can be interpreted as delimiters such as commas If these quotes are not stripped from the data either manually or through find and replace mechanisms they will be imported into the Toolkit 4 Hard returns and other formatting within the cells of the table should be removed Line breaks or hard returns in the data may be replaced by the pipe character I and those pipe characters will be converted to line breaks in the Toolkit if the target field has a free text data type 5 If you have a single field in the database that needs to get mapped into more than one field in the Toolkit you will need to parse the data into two separate fields For example in many cases accessions data will combine extent into one field such as 11 linear feet The Toolkit provides two separate fields for extent extentNumber and extentType Extent number contains the numerical value of the extent as a real number and extent measurement contains the extent measurement type of the accession such as linear feet Other fields that may need to be parsed include name fields etc 6 Boolean fields cataloged restrictionsApply rights may only contain the values true or false 7 Integer fi
134. an languages wen e Sotho sot e South American Indian Other sai e Southern Sami sma e Spanish spa e Sukuma suk e Sumerian sux e Sundanese sun e Susu sus e Swahili swa e Swazi ssw e Swedish swe e Syriac syr 334 Lookup Lists e Tagalog tgl e Tahitian tah e Tai Other tai e Tajik tgk e Tamashek tmh e Tamil tam e Tatar tat e Telugu tel e Temne tem e Terena ter e Tetum tet e Thai tha Tibetan tib e Tigrinya tir e Tigre tig e Tiv tiv e Tlingit tli e Tok Pisin tpi e Tokelauan tkl e Tonga Nyasa tog e Tonga ton Truk chk e Tsimshian tsi e Tsonga tso e Tswana tsn e Tumbuka tum e Tupi languages tup e Turkish tur e Turkish Ottoman ota Turkmen tuk e Tuvaluan tvl e Tuvinian tyv e Twi twi e Udmurt udm e Ugaritic uga e Uighur uig e Ukrainian ukr e Umbundu umb e Undetermined und e Urdu urd e Uzbek uzb e Vai vai e Venda ven e Vietnamese vie e Volap k vol e Votic vot e Wakashan 335 List numeration types Name link creator subject role 2 All values cannot be modified 2 All values cannot be modified ListOrdered numeration languages wak e Walamo wal e Walloon wln e Waray war e Washo was e Welsh wel e Wolof wol e Xhosa xho e Yakut sah e Yao Africa yao e Yapese yap e Yiddish yid e Yoruba yor e Yupik languages ypk e Zande znd
135. apers Records but the list may be customized by the repository see Chapter 15 DACS Reference 2 3 18 Examples Organizational records Personal papers History of science and technology collection 3 Title The title is usually a concatenation of the creator name and a term describing the form of materials whether general papers records or specific correspondence diaries The title of the accession will typically but need not always match the title of the resource to which the accession belongs For example the accession title may be John Smith Diaries 86 Chapter 7 which is to become part of the Smith Family Papers DACS Reference 2 3 18 2 3 22 Examples John Smith Diaries Office of the President Correspondence Marie Dolores Jones Papers Extent First enter the number of units as a whole or decimal number Then select the type of measurement cubic feet or linear feet DACS Reference 2 5 4 2 5 9 Examples 10 cubic feet 148 5 linear feet Container Summary Enter an enumeration of the number and type of containers that house the accession DACS Reference 2 5 4 2 5 9 Examples 5 cartons 3 boxes 1 flat box 10 record cartons 3 archives boxes 4 map folders Change Repository Press the Change Repository button to open the list of repositories and change the repository to which the accession is assigned Note This option is only available to users with class 5 permissions Dates A number
136. asper E accessionsReceipt E accessionsLocations E accessionsRecord E accessionsNames jasper E accessionsResources jasper accessionsNames El accessionsResources f accessionsNamesAsCreators jasper E accessionsRightsTransferred v ia 4 File name Open My Network Places Files of type fal Files x Cancel My Computer Note The screen will not change after the report is loaded Input a Report Header if desired Pick an output method from the Select Output drop down list and click on Preview or Print Note This process will not load the report into the application permanently and the report will not appear as an option in the Select Report drop down list 278 New Updated Features for AT Version 2 0 Assessments Module The Assessment module allows the user to rate quantitatively and qualitatively the surveyed material s condition housing physical arrangement intellectual access and research value and thus rank the material s needs relative to the needs of other surveyed materials Assessment is a distinct module within the AT and Assessment records can be linked to Accession Resource and Digital Object records but not to component records or analog instances The possible linkages are as follows e Assessment to Accessions one to many e Assessment to Resources one to many e Assessment to Digital Objects one to many Assessment can occur at various points in the life cycle of an archi
137. ast Cancel OK The index is output in EAD as lt indexentry gt tags and therefore the note content for an index consists of multiple terms and references rather than a single large text field To enter items Add Item press the button Item Value Item Type x Reference Reference Text Big um E amp A First Previous Next Last Cancel OK Enter the Item Value and select the Item Type The Reference field will automatically populate with note and component records currently in the AT for the resource Select the Reference you wish to point to and enter any necessary Reference Text Press OK to save the item and repeat the process as needed 132 18 19 20 21 22 Chapter 9 EAD Tag lt index gt Language of Materials Note Indicate all languages represented in the materials DACS Reference 4 5 EAD Tag lt langmaterial gt Examples Materials primarily in English with some publications in Arabic Legal Status Note Status of the described materials as defined in legal statutes EAD Tag lt legalstatus gt Examples Public records Location Note Natural language expression of location particularly in cases where location affects access to the materials DACS Reference 4 2 EAD Tag lt physloc gt Examples Materials stored off site Advance notice required for use Material Specific Details Note Information unique to the material format that cannot be assign
138. at indicates the content or type of resource Subject terms may describe topics titles places events geographical areas occupations or functions documented in the materials or genres or forms that the records take This field allows for simple terms and phrases as well as modified terms and phrases entered with or without separation devices The Toolkit does not however enforce consistency in the use of separation devices Because the entire subject string is entered in as a single data element it may be necessary to edit some outputs where individual subfields are important for example MARCXML Examples Hiking Playing cards Correspondence Hydroelectric power plants Snake River 186 Chapter 11 Owens Valley Calif Fiction 2 Type Indicates the type or category of a subject term uniform title topical term geographic name genre form occupation or function The content of this field is populated with a controlled list so you may not add values to the field other than those listed below In addition to the name type the list provides the MARC equivalent for that type For example a geographic name corresponds to the 651 MARC field In the Toolkit names that are subjects are managed with name records therefore a name type is not listed Note These terms are the default values entered into the subject source lookup list as installed Items may be added to this list in the process of importing legacy data bu
139. ation to an accession record by linking the record to name subject and location records It is not necessary to use the Accessions module if the sole objective is to create end user descriptive products such as finding aids and catalog records for the repository s archival resources However one of the benefits of using the Toolkit is the ability to record accession collection management and description information within the same system Basic steps for creating an Accession record g New Record 1 From the Main Screen select Accessions and press the button 2 Enter a unique Accession Number 3 Enter the date of the accession transaction in the Accession Date field fal Save 4 Save the accession record by pressing the button at the bottom right corner of the window If you are entering multiple records the 1 are working in and open a new accession record button will save the record you Caution The record cannot be saved if the Accession Number is not unique The Toolkit will indicate if this is the case and will prompt you to change it to a unique string If the record does not include the two required elements listed above the Toolkit will indicate that the record cannot be saved because one or more of the required fields is not completed The incomplete fields are indicated in the error message and those required field s must be completed in order to save the record Accession data elements El
140. bject term from an accession or resource record removes the relationship between the two records but does not delete the subject record itself 199 Chapter 13 Creating and Assigning Locations Overview The locations function of the Toolkit is for recording shelf location s of the materials in an archival resource or accession record Because the accession record may not provide details on containers within the collection the process for assigning locations to accessions is different than assigning locations to resource records It is possible however to supply multiple locations for accessions and for resources and to identify specific containers within each location The location record is not intended to support tracking the movement of archival accessions and containers from shelf to reading room and back or from shelf to exhibition area and back It is assumed the locations linked to the accession or to the container are the permanent locations of the materials when they are not in use for any purpose You can of course modify the location if necessary for example if the collection is being shifted or the materials are being relocated after processing It is possible to define locations in one of three ways as space managed by your repository as a barcode used to identify a unique location or as a classification number used to signify a location When defining space you may choose to be specific or general based on your needs
141. bute levels and it is typically used for modeling how to transform a source data type to a target data type Metadata used for the discovery and interpretation of a digital object Descriptive metadata may be referred to externally or indirectly by pointing from the digital wrapper to a metadata object a MARC record or an EAD instance located elsewhere Or descriptive metadata may be embedded in the descriptive metadata section of a digital wrapper See also the following types of metadata behaviors administrative structural and technical A collection of computer files that contain intellectual content images texts audio video and or metadata of the content and its digital format The digital assets represent an investment for the creator and or depositor and an information resource for the researcher 377 Digital object Digital provenance metadata Digital wrapper An entity in which one or more content files and their associated metadata are united physically and or logically through the use of a digital wrapper See also complex digital object and simple digital object Administrative metadata that records the history of migrations translations performed on a digital library object since its original digital capture or encoding It should contain information regarding the ultimate origin of a digital object and the derivation of its current elements An encoding specification for binding digital content
142. c S kshepher Desktop My Documents rr en My Computer J withhold data marked internal only e My Network Places File name Save Files of type xmi files z Cancel 5 Press Save to export MARCXML 226 Chapter 14 Exporting standardized metadata for digital objects Overview The Toolkit offers a number of options for exporting data from digital object descriptions METS can be exported with descriptive metadata encoded in either MODS or Dublin Core MARCXML MODS or Dublin Core descriptive metadata can also be exported Note It is also possible to export digital object descriptions as lt dao gt elements in an EAD by checking the appropriate box in the EAD export dialog window Exporting METS To export METS from a digital object description 1 Open the digital object record to be exported Export gt METS Press the button Choose whether to export METS with MODS descriptive metadata or Dublin Core descriptive metadata Indicate if you wish to suppress components and notes when the status is set to Internal If Withhold data marked internal only is selected the internal notes will not be exported If left unchecked the internal notes will be exported Open the folder where the file is to be saved and indicate the name of the file usually the same as the METS Identifier 1 g x Resources Digital Object Around Sout
143. can also be avoided by restricting editing processes to within the Toolkit e There should be no line breaks in the lt ead gt tag including breaks in between attributes of the tag Otherwise the EAD will not import e The quantity of data in the EAD source element exceeds the quantity of data permitted for the AT target element e Named entities must be resolved before import If import of the record is successful the Import Log appears and lists any record validation errors in the resulting AT record s E x Import Log Time to Import Record 1 73 sec Title of Imported Record Research files Invalid Record Resources Extent Type is mandatory Resources Extent is mandatory 65 These particular errors indicate how the newly created AT record fails to meet AT record requirements They typically consist of absent data elements that are necessary for a valid AT record You will be prompted to correct these errors once the resulting record is opened in the AT They must be corrected in order for you to save the record again In addition the Import log will list items that have been added to lookup lists These items should be reviewed for accuracy and in most instances removed as they can affect system functionality More information about data cleanup is listed at the end of this chapter Batch Importing EAD 1 From the Import menu select Import EAD File Import Setup Reports Help Import Accessions Tab d
144. ction Tenure records closed for 75 years Conditions Governing Use Note Restrictions on use of the materials for example reproduction or publication that apply after access has been granted DACS Reference 4 4 EAD Tag lt userestrict gt Examples Materials in this collection are in the public domain Custodial History Note History of ownership and custody of the materials DACS Reference 5 1 EAD Tag lt custodhist gt Examples The records were originally collected and maintained by the Hampshire County Art Ceramic Society before being donated to the Hampshire County Historical Society in 1976 Dimensions Note Numerical data about the size of material being described DACS Reference 2 5 EAD Tag lt dimensions gt 129 Examples 5 x 20 inches 11 Existence and Location of Copies Note Information about copies available in additional formats for example microfilm photocopies or digital surrogates DACS Reference 6 2 5 EAD Tag lt altformavail gt Examples Correspondence also available on microfilm 12 Existence and Location of Originals Note Information about the existence and location of originals in cases where copies are being described DACS Reference 6 1 EAD Tag lt originalsloc gt Examples Originals are in the Massachusetts State Archives 13 File Plan Note Information about any classification method used by the creator s of the materials EAD Tag lt filepla
145. cts tab to add names as creator or subject and to add topical subject terms to any component level of a digital object record See Chapters 11 and 12 for instructions The Notes Tab The Notes tab provides 20 notes that can be added at any component level of a digital object record They are the same basic notes available to resource and resource component records but do not include the structured data elements like bibliography that are available in resource and resource component records See Chapter 9 for definitions of the notes Adding file versions The file version record is for identifying the digital content files that correspond to the description recorded in a digital object record or digital object component record The file versions recorded at the same node are understood to be equivalent in respect to content in the way a tiff jpeg and gif can be different format versions of the same image File versions that are not equivalent in respect to content should be recorded at separate and appropriately sequenced nodes if the digital object is to be rendered via a METS record with a page turner application Use the following instructions to add one or more file versions to a digital object or digital object component description record 1 From either the Digital Object Record or Digital Object Component Record select the Add File Versi _ Add File Version on 162 Chapter 10 al Resources Digital Object File V
146. d Item Remove Item s Under revision Under_revision Unprocessed unverified full draft Import Items Show Record Count Items in Red can t be modified Items in Blue are AT initial values Dig oie w e First Previous Next Last Cancel OK Created Jun 22 2007 by Modified Aug 23 2007 by Record Number 22 3 Select the value that you wish to edit 4 Press Change item button Wf Lookup List Items x O E OK Cancel 5 Edit the value 6 Because editing a lookup list value may result in changing records that contain that value the Toolkit will respond with the number of records that you will be updating and ask you to confirm that you wish to update those records Press Yes to change the list and update any records that use the value being modified 7 The Toolkit will verify the number of records that have been modified Press OK 8 Pressthe button to save the list Merging items in a lookup list 266 If imported records contain information in a field that is controlled by a look up list and a List Item does not already represent this information a new List Item will be added to the lookup list For example if an EAD is imported with the subject source listed as Isch instead of lesh the term Isch will be added to the lookup list The merge function can be used to rectify this inconsistency To merge List Items together 1 From the Setup menu select Loo
147. d Specification Unit UCSD Libraries UC San Diego Skip Kendall Harvard University Archives Harvard University Jennifer Gunter King Archives Mount Holyoke College Chris Kitto Mudd Library Princeton University Danielle Kovacs Manuscripts University of Massachusetts Amherst Juliana Kulpers Harvard University Archives Harvard University Michael Lotstein Archives and Special Collections Arizona State University Colin Lukens Harvard University Archives Harvard University Christine Lutz Mudd Library Princeton University Kristen Mable Anthropology American Museum of Natural History Tim Mahoney Baker Library Harvard University Joyce Martin Labriola National American Indian Data Center Arizona State University Barbara Mathe American Museum of Natural History Robin McElheny Harvard University Archives Harvard University Barbara Meloni Harvard University Archives Harvard University Ed Moby Law School Harvard University Leslie Morris Houghton Library Harvard University Stanislav Pejsa Center for Jewish History Jennifer Pelose Countway Library Harvard University Library Christie Peterson Muskie Archives Bates College Leah Prescott Institutional Records and Archives Getty Research Institute Carolyn Rainey SIO Archives UC San Diego Clay Redding Digital Library Operations Princeton University Polly Reynolds Bentley Library University of Michigan Peter Runge Special Collections and Archives Northern
148. d images of a larger image The structural metadata determines the correct presentation of the digital object for the user A set of data elements in the Toolkit s database organized in columns and rows as in a table Relational databases such as the Toolkit are comprised of multiple linked tables Therefore a single record such as an accession record may actually be comprised of data stored in multiple tables Many of the Toolkit s customization features require the user to find the appropriate table containing the field or data to be customized Technical Administrative metadata that describes the technical metadata attributes of a digital file Unique constraint A method of data control based on the uniqueness of the value of a field or multiple fields For example in the Toolkit all Accession Number values must be unique within a given repository For all Subject records the combination of Subject Term Subject Source and Subject Rules must be unique within the application as a whole User defined fields Repository specific custom fields enabling the capture of any information not otherwise captured by standard AT fields 384 Appendix Support and Upgrades Application Support and Development The New York University Libraries and the UCSD Libraries have committed together to ensuring the Archivists Toolkit application remains available in good working order until at least 31 December 2011 The terms o
149. d in archives e transfers provost 2006121 3contentslist doc or Box 1 Correspondence ca 1970 1983 Boxes 2 3 Subject files 1972 1984 Box 4 Program files 1980s 6 Accession Disposition Note Note documenting the eventual disposition of the accession May include information about materials weeded the archival resource s into which the accession was integrated any materials returned to the source etc DACS Reference 5 3 6 3 Examples During processing it was determined that the accession included materials created by both John Smith and his cousin and business partner Zachariah Smith The accession was separated into the John Smith papers and the Zachariah Smith diaries Duplicates weeded and returned to the donor 7 External Documents Link to related external documents that are stored outside of the Toolkit For example you may wish to link to transfer documents deeds of gift or preliminary descriptions made available online To link to a document press the Add Document button 90 Chapter 7 al x Accessions External Documents Title HREF Open in Browser Em E m 5 First Previous Next Last Cancel You will be asked for the Title and the HREF for the document a Title Enter the document title This will be used as the linked text in any outputs Examples Deed of Gift Office of Admissions Transfer Sheet b HREF A Universal Resource Identifier U
150. d to describe either a Coordinate 3 Numeric Indicator or a Coordinate 3 Alpha Num Indicator In the example below the first term i e Shelf serves as the Coordinate 3 Label and the second as the Coordinate 3 Numeric Indicator If an alphanumeric indicator is used the Coordinate 3 Alpha Num Indicator field should be used Examples Shelf 4 6 Repository Select the repository name from the drop down list Examples University of Massachusetts Amherst Scripps Institution of Oceanography Archives Using Batch Add to generate multiple location records Batch Add allows you to automatically generate a number of location records by providing a range of coordinates 1 From the Setup menu select Locations 206 Press the Chapter 13 Batch Add button at x Project Management Batch Location Creation Building f Floor P Room P Area FO Label Start End Coordinate 1 z Coordinate 2 i Coordinae3f O po e Repository jr s lt sSS Generate Done Enter the Building Floor Room and or Area as appropriate Building is required Enter the Label for Coordinate 1 and the Start and End values for the series of records you wish to create For example to automatically create records for Ranges 1 12 enter the Label Range the Start value 1 and the End value 12 The data values must be either numeric or alphabetical when expressing a range for a location coordinate Alphanumeric n
151. dd Instance Remove Instance Bd I Internal Only I Restrictions Appl zi z ly pply Add Add select an ROE gt Delete Extract Manage Export 5 Export Export Child E sibting HSelect an ROE Component Comp Locations EAD TES MARC Cont Labels First Previous Next Last Reports Close Save Created Oct 7 2008 by a2ross Modified Oct 7 2008 by a2rass Record Number 14 108 Chapter 9 g Add Child button Siblings can only be added to component records 1 From an open resource record or component record press the or the g Add Sibling 2 Select a Level for the record 3 Enter a Title or 4 Enter a Date Expression and or Begin Date and End Date for the materials M OK 5 Save the record by pressing the button at the bottom right corner of the window or If entering more than one component record save the record by pressing the l button This will save the current record and open a new component screen so a subsequent record can be entered The Rapid Data Entry function available through the RDE drop Select an RDE F ee cee down is another means of quickly entering data See the description in this chapter and Chapter 15 for more information Caution If the record does not include the required elements listed above the Toolkit will indicate that the record cannot be saved because one or more of the required fields is not complete The incomplete fields will be ind
152. description and any linked resource component records There is also the option of exporting any linked digital object descriptions as lt dao gt elements within the EAD MARCXML export will only export data from the resource level description It will include a link to an online finding aid if noted in the resource description but not to any digital objects linked to the resource Exporting EAD To export EAD from a resource description 1 Open the resource description to be exported FA Export EAD 3 Indicate if you wish to output numbered component levels lt c01 gt as opposed to lt c gt 2 Press the button Note EAD only defines twelve component levels The Toolkit does not support outputting numbered component levels exceeding twelve levels 4 Indicate if you wish to suppress components and notes when the status is set to Internal If checked the internal notes will not be exported If left unchecked the internal notes will be exported with the audience attribute set to internal 5 Indicate if you wish to include lt dao gt elements in the output This is only relevant when there are digital object records linked to the description If left unchecked the EAD will not include any lt dao gt elements If selected the lt dao gt will reference the METS identifier where there is one Where there is no METS identifier the lt dao gt will reference the file versions and their file use statements and output the f
153. ding formerly of American Institute of Physics David Ruddy Cornell University Elizabeth Shaw formerly of University of Pittsburgh Kelcy Shepherd University of Massachusetts Amherst Mackenzie Smith Massachusetts Institute of Technology Brian Tingle California Digital Library Brad Westbrook University of California San Diego Stephen Yearl Yale University Beth Yakel University of Michigan Chapter 1 Introduction to the Archivists Toolkit The Archivists Toolkit is an open source database application that supports description and management of archival materials including accessioning registering source information for archival resources providing topical and name access points for subjects and creators of resources tracking locations of archival resources and producing finding aids collection guides METS digital objects and various administrative reports The Toolkit is customizable to local work settings and it can be implemented as a stand alone desktop application a multi user networked application or a multi repository networked application Initial funding for the development of the Archivists Toolkit has been provided by The Andrew W Mellon Foundation System requirements Below are the system requirements for the client application which runs the interface to the Toolkit database Minimum System Requirements for AT Client PC e Operating System Windows 2000 e Java 1 5 0_11 or Java 1 6 0_7
154. ds Service Committee Ui MSS 0644 American Friends Service Committee Unite CORRESPONDENCE ADMINISTRATIVE WRITINGS AND REPORTS LEGAL CASES ABUSE AND COMPLAINT CASE FILES CONFERENCES AND SEMINARS LEMP IMMIGRATION LAW ENFORCEMENT MONI WRITINGS OF OTHERS SUBJECT FILES CENTRO DE ASUNTOS MIGRATORIOS CAM CENTRO DE ASUNTO MIGRATORIOS CAM CHICANO FEDERATION OF SAN DIEGO COUNTY COALITION FERTA Abuse complaint case files Coalition For a Just Immigration Policy Correspondence Meeting minutes Press release and organizational documents Organization retreat University of San Diego San Diego Police Department and Immigration Fi ay i 1 4 Ge Retreat 53 5 RELATED ORGANIZATIONS r Can promote a component and all of its children to any level up to level 2 including the ability to place the component between two components both of which may have children 105 al Resources Title American Friends Service Committee Ur G MSS 0644 American Friends Service Committee Unite CORRESPONDENCE ADMINISTRATIVE WRITINGS AND REPORTS LEGAL CASES ABUSE AND COMPLAINT CASE FILES CONFERENCES AND SEMINARS ILEMP IMMIGRATION LAW ENFORCEMENT MONT WRITINGS OF OTHERS SUBJECT FILES CE
155. ds in the accession record and wanting to include those fields in reports will need to use JasperReports or some similar report writer to modify the default reports or create new reports The method for importing these custom reports is described in Chapter 15 Repositories doing so are encouraged to share the reports they create with the rest of the AT community 96 Chapter 8 Deaccessioning Materials Overview During processing and even sometimes after processing is completed a repository may decide to permanently remove material from its holdings These deaccessioned materials may be returned to their source offered to another institution or destroyed In the Toolkit these events and the materials deaccessioned are recorded in a deaccession record which may be linked to an accession or resource record Basic steps for creating a deaccession record al Resources Deaccession Deaccession Date Description Extent 0 Disposition C Notification Be ee wisi First Previous Next Last Cancel 1 From the appropriate accession or resource description record press the Add Deaccession button 2 Enter the date of deaccessioning 3 Enter a description of the materials being deaccessioned Mi OK button at the bottom right corner of 4 Save the deaccession record by pressing the the window If you are entering multiple records the button will save the record y
156. e Collection Foci check all that apply C Historical Cl Institutional _ Manuscript C Personal Papers _ Other Major Subject Areas Percentage Off Site e Repository s Physical Characteristics complete all that apply Net Usable Area Administration Offices Classrooms Collections Storage Reading Room a Ht Tt Paik First Previous Next Last Cancel Enter the Year Of Report This is the year in which the repository statistics were recorded This is the only required field for this tab Mi Save the repository record by pressing the OK button at the bottom right corner of the window The information entered will now be listed under the Repository Statistics list 54 Chapter 5 wy screen If you are entering multiple records the i button will save the record you are working in and open a new Repository Statistics record 5 The information entered will now be listed under the Repository Statistics list screen al Administration Repositories Record 3 of 5 California Conservation Repository Repository Info Repository Statistics Default Values Notes Year OF Report First Previous Next Last Created Jul 24 2007 by A2Ross Modified Jul 25 2007 by A2Ross Record Number 3 Additional Elements 55 1 Services provided Check the applicable patron services provided by the repository 2 Staff size A numerical representation of the types of staff members w
157. e Toolkit does not enforce consistency in the use of separation devices where combinations of descriptors are used Examples Correspondence for Salk Jonas Correspondence Finance Personal for Hudson Erasmus Darwin 1806 1880 Finance Personal Criticism and interpretation History 18th century for Shakespeare William 1564 1616 Criticism and interpretation History 18th century Assigning names 1 From the Names amp Subjects tab of an accession or resource record press the __Add Name Link _ button The Toolkit will display a list of names available 194 Chapter 12 w o x Accessions Name Lookup Filter I Name Type Sowce Rues Abraham Lincoln Brigade Corporate Body Acker Sylvia Boehm Person Amery Alfred Person Ball Wilbur Allen Dr 1 Person Begelman Elias Person Bessie Alvah Cecil 1904 Person Blouet Paul 1848 1903 Person Boller Robert Person Brooks Christopher T Corporate Body Brooks Christopher T Person Cane Lawrence Person Carter Edward A d 1 Person Chaikin George Person Coates Vary T Person Cogswell Theodore Person Colodny Robert Person Cook Edwin 4 Person Cook Edwin A Archives Person Costanzo Frank Carl Person Davis John Blodgett Person Friedman Martin Person Faicear Marl Darcan Double click on a Name to add it to the record Or hit enter if a Term is highlighted Function sd ingest a ingest in
158. e Merge f as Menu Command Benes N Zone Subjects Accessions ORONS Resources Sort Name Name Type Source Rules aj Navigation Zone List Screen Display Working with records Overview The AT includes several kinds of records to support description and management of archival resources Most of these record types are accessible through the navigation zone on the left of the main screen Repository location and user records however are available through the Setup menu Each of these records and their sub records is described more fully in subsequent chapters 22 Chapter 3 Briefly the records are Repository record For identifying the repository having custody of the resources described Includes sub records for expressing data defaults to be used by the repository and basic characteristics of the physical repository as well as its holdings and staff User record For creating and managing Toolkit user accounts Location record For indicating the location s at which a resource is or may in the future be located Location records may be defined in advance and then linked to a resource as it is processed and then shelved at the location Accession record For recording accessions and basic collection management data Resource record For describing an item or collection of items in a standard multi level manner The resource record contains sub records for resource components digital objects and
159. e Zapotec zap e Zenaga zen e Zhuang zha e Zulu zul e Zuni zun arabic e loweralpha e lowerroman e upperalpha e upperroman e Actor act e Adapter adp e Animator anm e Annotator ann e Applicant app e Architect arc e Arranger arr e Artist art e Assignee asg e Associated name asn e Attributed name att e Author aut e Author in quotations or text extracts aqt e Author of afterword colophon etc aft e Author of dialog aud e Author of 336 Lookup Lists screenplay etc aus e Bibliographic antecedent aut e Binder bud e Binding designer bdd e Book designer bkd e Book produce bkp e Bookjacket designer bjd e Bookplate designer bpd e Calligrapher cll e Cartographer ctg e Censor cns e Choreographer chr e Cinematographer cng e Client cli e Collaborator clb e Collotyper clt e Commentator cmm e Commentator for written text cwt e Compiler com e Complainant cpl e Complainant appellant cpt e Complainant appellee cpe e Composer cmp e Compositor cmt e Conceptor cep e Conductor cnd e Consultant csl e Consultant to a project csp e Contestant cos e Contestant appellant cot e Contestant appellee coe e Contestee cts e Contestee appellant ctt e Contestee appellee cte 337 e Contractor ctr e Contributor ctb e Copyright claimant cpe e Copyright
160. e created directly from within the accession or description record while in the process of assigning a source creator subject name or other subject term to that record This chapter describes procedures for adding terms to accession and resource records and for creating new subject terms and names See Chapter 11 for instructions on creating new terms directly within the Names and Subjects functional areas Adding names Overview The accession and description records include command buttons for assigning name terms to these records and for removing a name term that was previously assigned to the record Once a name term is assigned it will appear in the accession or description record and in any accession or description reports that make use of name terms For example the name term will be included in an accession record output Types of name relationships There are three options for assigning a name to an accession or resource record You may add the name as a source for the materials as a creator of the materials or as a subject documented in the materials In addition to these functions you may further refine information about the entity s relationship to the materials by recording a role for a creator source or subject and by adding a form subdivision to a subject Neither of these two options is required The function role and form fields do not become part of the name record but instead are part of the link between the
161. e resource and resource component records whereas the file version record is only available within the digital object record Finally some of the records may be linked to other records as described more completely in the Linking Records section of this chapter and in Chapter 12 Listing records Records from any of the four key functional areas in the Toolkit Names Subjects Accessions Resources may be listed from the initial browse screen For example to list resource records either double click on Resources in the left column or click once on Resources The bar across the top of List All the right side display zone will then change to Resources Click the es button at the top of the window and a resource record listing will be displayed Note As you work in different functional areas the color of the title bar in the display zone changes For example if you click on Accessions in the main screen the bar at the top of the right hand display zone is green but if you click on Resources the bar is purple The same will be true for the headers in each of the interface windows for each functional area 25 Archivists Toolkit 1 5 0 File Import Setup Reports Help Search E5 List All New Record O Reports Delete Merge A Export EAD EA Export MARC Fiter search results a FL names N Subjects IE accessions _ in a es ee Title Extent Number Resource Id Extent Measurement Resource Identifier Mildred Rackley Simon Pa
162. eBegin 1967 and dateEnd 0 the record will not be imported accessionDate acknowledgementDate agreementSent agreementReceived Upon import the Toolkit requires that you declare the formal date structure for these transaction date fields These transactional dates may be in the following formats yyyy m d example 1963 09 27 yyyy m d example 1963 09 27 m d yyyy example 09 27 1963 or m d yyyy example 9 27 1963 Any data in this type of date field that is not properly formatted will cause an error Subject fields The import of subjects requires the inclusion of both subjectTerm and subjectTermType fields subjectTermType subjectTermType should be one of the following Function 657 Genre Form 655 Geographic Name 651 Occupation 656 Topical Term 650 Uniform Title 630 subjectTerm Multiple subject terms may be imported by delimiting terms with a pipe character for example Boating United States History Civil War 1861 1865 When multiple subjects are imported they will all be given the same subjectTermType value as only one subjectTermType may be used for a row of data Therefore only one type of subject may be imported for an accession record Consequently subject headings especially multiple subject headings imported with accession data will likely require remediation after import is complete To overcome this limitation you may 364 Preparing the Tab delimited Accession file cho
163. eady exists in the system 2 82 sec mss0225 success 11 67 sec Filename mss0226 success 2 35 sec Filename mss0227 success 8 93 sec Filename mss0226 success 0 85 sec Filename mss0229 success 0 71 sec Filename mss0230 success 19 33 sec Filename mss0231 success 2 18 sec Filename mss0232 xml C Documents and Settings Az2Ross My Documents EADS EA Ds for batch ead dtd The system cannot find the file specified 0 00 sec El Mapping of EAD elements to Archivists Toolkit fields The entire EAD data structure does not map directly to the AT s data structure thus in order to make sure that no data is lost certain elements are imported as mixed content That is some data will be imported into a field with all of its internal tagging intact Tables and linking elements are examples of EAD elements that are imported as mixed content For example a biographical note lt bioghist gt that contains a lt table gt will be imported into the Toolkit s Biographical historical note field with all content and tagging Note A complete EAD to AT mapping is available in the appendices It is organized into four sections each on an individual tab in the Excel spreadsheet Though some aspects of the mapping are explained below those interested in 68 Chapter 6 the complete details of how EAD elements are imported into the Toolkit should refer to the mapping document Linking elements are also
164. eaeeeeaaees 358 Preparing XML Accession Files sic celssssesscesseascedeesneeees cone seseuvesheasdiwnachieuscivecvoenersaguacatars 366 Glossary of Archivists Toolkit Terms c csscsscscesssssscseesscsessessssstsssessesesssestenen 375 Support and Upgrades irse tsar a AKEE AEE AA O EO AER aa 385 ReferenheESnerun an a a a a a e el E eee eens 387 Preface Acknowledgements Few projects like the Archivists Toolkit are successfully completed without the generous support and contributions of a great number of people Below is a list of most of the people who have assisted with the successful conclusion of this endeavor Undoubtedly we have forgotten some people and we apologize for doing so While everyone listed here shares in the success of the project the errors of the application are wholly the fault of the project team members Institutional Administrators David Ackerman Executive Director for Digital Library Initiatives New York University James Bullen formerly Head of the Digital Library Development Team NYU Libraries New York University Nancy Cricco University Archivist NYU Libraries New York University Luc Declerck Associate University Librarian of Information Technology UCSD Libraries UC San Diego Tiffany Hoag Post Award Administrator UCSD Libraries UC San Diego Brian Hoffman Business Analyst NYU Libraries New York University Suzanne Lodato Associate Program Officer Scholarly Communication
165. ears from 1901 the papers dating from 1920 to notes drafts of published and s clippings and photographs ting of organizational lists programs and policy 29 Separated Materials Note Information about materials related by provenance that have been physically separated or removed DACS Reference 6 3 EAD Tag lt separatedmaterial gt Examples 135 Photographs have been transferred to the Pictorial Collections of The Bancroft Library Creating multi part notes Notes that include structured data such as lists and chronologies in addition to paragraphs are called multi part notes in the Toolkit Multi part notes may consist of any combination of chronologies definition lists ordered lists and text paragraphs Note Selecting the multi part note box will cause any data entered into the note field to disappear Deselecting the box will cause the data to display again To move data from the general note field to a text section in a multi part note copy the text then select Multi part and paste it into a text element al _ xi Resources Notes P Internal Only M Mu t Persistent ID ref4 Type Biographical Historical note x Title Title Jadd part x Remove Part Soe First Previous Next Last Cancel To create a multi part note 1 At the top of the note window select Multi part 2 Select Chronology List definition List ordered or Text from the Add part drop down bo
166. eated NE Sw sw Done 202 Chapter 13 2 Press the __Add Record button al A nistration Locations Building OE Floor Room Area Coordinate 1 Label Coordinate 1 Numeric Indicator o Coordinate 1 Alphanumeric Indicator FO Coordinate 2 Label Coordinate 2 Numeric Indicator jo Coordinate 2 Alphanumeric Indicator Coordinate 3 Label Coordinate 3 Numeric Indicator jo Coordinate 3 Alphanumeric Indicator Classification Number Barcode Repository AT z BigiGia BB First Previous Next Last Reports 3 Enter a Building name and Coordinate 1 Label or 4 Enter a Barcode or 5 Enter a Classification Number S 6 Save the location record by pressing the button at the bottom right corner of the window If entering more than one location record save the record by pressing the 4 s 1 button This will save the current record and open a new location screen so a subsequent record can be entered 203 Caution If the record does not include the required elements listed above the Toolkit will indicate that the record cannot be saved because one or more of the required fields is not complete The incomplete fields will be indicated in the error message The required field s must be completed in order to save the record Location data elements xi Administration Locations Building Poo Floor P Room E Area DO O O Coordinate 1 Label Coordinate 1 Numeric Indicator
167. ecord It should be noted that even if only one represented link row is selected any action performed from the Browse screen will effect the Assessment record as a whole This is important to be aware of especially when using the button Selecting a single row and clicking 280 will delete the Assessment record and all links Removing an individual link and not the entire Assessment record should be done from within the Assessment record using the button Assessment Surveyed Material Title Condition Of Material Ra Research Value Rating Hannah Weiner papers 2 Country girl 2 3 B46p Vaughan Benjamin 1751 355 0010 Jerome Rothenberg Papers 5 4 1977 0003 Creating New Record Basic Information Tab Click on the button at the bottom of the screen 281 al Assessments Assessment xxx Basic Information Survey Special Formats amp Values Accessions Linked to this assessment record Accession Number Accession Title Surveyed By Time it Took to Complete Survey C Review Needed Who Needs To Review Resources Linked to this asse Review Note Resource Identifier Resource Title emove Link Digital Objects Linked to THE asses eco Digital Object Identifier TEFA Object Label Link Digital Object JN Remove Link Boii First Previous Next Last Reports Close Save Li i i Link Digital Object Clic
168. ecord involves linking to a name record See Chapter 12 Subject s Adding topical geographic genre and other content headings to resource and resource component records requires linking to one or more subject records See Chapter 12 Location s You may assign a shelf location for any container recorded for the resource See Chapter 13 Resource reports You can generate many descriptive administrative and statistical reports drawn from the resource records Chapter 14 provides instructions for generating reports Examples of the following reports are available in the appendices l Print Screen Generates a list of resource records as displayed in the list screen This option is only available through the list screen view Finding Aid A narrative description and inventory of a collection s content Resource record s Displays key fields for selected resource record s Resource s restricted Displays resource s that are restricted Report contains title resource identifier level date range creator names and a total extent number of the records selected that are checked as restrictions apply 153 10 Resource s with location s Displays resource s with all specified location information Report contains title resource identifier level date range and assigned locations Resource s with name s linked as creator Displays resource s with name s linked as creator Report contains title resource identifier
169. ect website to support using the application in classroom settings e Workshops national and regional developed in collaboration with other interested parties to support training in use of the application Upgrades of the Application New versions of the Archivists Toolkit application and its user documentation will be released periodically as a result of reported software bugs being fixed and or the addition of new functionality in the application e Fatal and near fatal software bugs will be resolved immediately resources permitting and a new version of the application will be issued soon after e Less threatening software bugs will be resolved as resources permit After a certain accumulation of such bugs a new updated version of the application will be released e New functionality will be added to the application as the result of securing funding to support the activity Ongoing development projects will be announced on the project website and will usually include a prospective release schedule for the targeted functionality Releases of new version of the Archivists Toolkit will be announced via the project website ATUG L the listserv support AT users and various third party listservs such as those for Archives EAD and METS 386 Appendix References Archivists Toolkit Website http www archiviststoolkit org Archivists Workbench Meetings 4 5 February and 4 6 November Sponsored by the Digital
170. ect Output Report Description bf accessions to show Report contains accession tent accession date zi Load Report Definition File Cancel Preview Print Note The filename will appear as the report title in the Select Report drop down list To customize this and the Report Description include the property names as well as the desired values of reportTitle and reportDescription within the report To load a report into specific functional area for one time processing D Reports Dr button 2 Select the 1 Press the J button 3 A file picker window will appear prompting for the report file to be chosen Select the appropriate file and press Open 217 Select Re Report He Select Ou Report De Tooo Dre 4 0000 017 4 0000 020 4 0000 021 4 0000 023 4 0000 024 4 0000 028 4 0000 029 4 0000 030 4 0000 032 4 0000 034 accessionsAcquired accessionsNamesAsCreators accessionsSt E accessionsCataloged E accessionsNamesAsSources jasper E accessionsSt My Recent accessionsContainerList E accessionsNamesAsSources accessionsSt ESCs f accessionsCustomReport jasper E accessionsNamesAsSubjects jasper accessionsUr accessionsDeaccessions jasper E accessionsNamesAsSubjects accessionsUr eI accessionsDeaccessions E accessionsProcessed f accessionsDeaccessionsList E accessionsProcessingPlan accessionsIPStatus E accessionsProductionReport a accessionsLocations j
171. ed Values P Restrict To Nmtoken Add Item Abkhaz abk Achinese ace Remove Item s Acoli ach Adangme ada Change Item Adygei ady Afar aar Merge Items Afrihili afh Afrikaans afr Import Items Afroasiatic Other afa Akan aka Show Record Count Akkadian akk Albanian alb Aleut ale Algonquian Other alg Altaic Other tut Amharic amh Apache languages apa Arabic ara Aragonese Spanish arg Aramaic arc Arapaho arp Arawak arw Armenian arm xi Items in Red can t be modified Items in Blue are AT initial values lt E lt FR gt RRE First Previous Next Last Created Jun 22 2007 by Modified Aug 23 2007 by Record Number 6 Using the Show Record Count Function Editing or deleting lookup list values can cause changes in the records that contain those values To determine how many records will be affected use the Show Record Count function to list the number of records that contain lookup list values To use the Show Record Count function 1 From the Setup menu select Lookup Lists 259 al xj Edit Lookup Lists Description rules Digital object types Era Extent type File use attributes Finding aid status Index value Types Instance types Language codes List Numeration Types Name Description Type Name link creator subject role Name link Form Name link Function Name link source role Name rules Name source Name type Processing Priorities Processing Statuses R
172. ed to any other element of description EAD Tag lt materialspec gt Examples Scale 1 10000 Projection Universal transverse Mercator projection Other Finding Aids Note Additional external finding aids available to facilitate access to the materials DACS Reference 4 6 EAD Tag lt otherfindaid gt 133 23 24 25 26 Examples Item level index of drawings available in the repository Physical Characteristics and Technical Requirements Note Physical conditions or characteristics or technical requirements that affect access to the materials DACS Reference 4 2 4 3 EAD Tag lt phystech gt Examples Letterpress books are nearly illegible System requirements 48K RAM Apple Disk II with controller color monitor required to view this file Physical Facet Note Specific information about a physical aspect of the materials such as color style marks materials or techniques EAD Tag lt physfacet gt Examples Lost wax process Preferred Citation Note Suggested format for citing the materials DACS Reference 7 1 5 EAD Tag lt prefercite gt Examples Tom Bailey While looking at your hair MSS 0289 Mandeville Special Collections Library UCSD Processing Information Note Information about the arrangement description and preservation actions related to the materials DACS Reference 8 1 5 EAD Tag lt processinfo gt Examples Collection arranged and
173. eeee Basic steps for creating a location record Location data elements Using Batch Add to generate multiple location records Assigning locations Removing locations Location reports Chapter 14 Generating Outputs 0 0 cc cccccccceesseeeeeenenteeeeneeeaes Generating reports Exporting data Chapter 15 Customizing the Archivists Toolkit oo Terminology Default values Configuring the application interface Modifying the date format setting Lookup lists Configuring user defined fields Customizing reports Chapter 16 Updated New Features for AT Version 2 0 Assessments Module Digital Objects Module Location Module Moved to Tools Menu Revised Reports Stylesheets Tab Delimited Digital Object Import RE 279 Appendic S creser TaN EE E EE nas vauands Tio dcsusarpols ear E aiaeei 311 User Permis Sions nisi na n RE a EE A E A E A 311 Record Validation RUES cina iker E EEE AEREE ee ose ae 314 MIMI UE GUS EATS ooe uhan ian ine A eis eke E A ANAE vee 318 MESA MT SES wes cale Faces A T a mccans ee cearcegtacn eva oman a Ramin ae eae 321 Search Editor DEL AUIS ioen ie etn a e E AE AEAEE EAEE E TAa E adet 344 List Screen Defavlts cceccenciitisceceeectcertaavenaceta sd EEA EEEE AEA RERA EER e 345 Fields Supporting Default Values caiccsasstesccasaxrecnnstarntcouateveeneadaeaeuenegeeewseatepeentens 352 Preparing Tab delimited Accession Files ceeccceesseceesseceessececseeeeceeneeceeaeece
174. eet 0000 045 1 0 1 Linear Feet 0000 046 1 0 1 Linear feet M 0000 047 1 0 1 Linear feet 0000 048 1 0 1 Linear feet 0000 049 1 0 1 Linear feet hal Note Column listing order can also be changed by dragging and dropping the Field Name column heading to the desired place in the screen listing This change is not permanent however and the previous order will be restored upon leaving this list screen view Modifying search settings The Toolkit s search interface allows you to search for terms within a field You can customize which fields are available for searching 1 From the Setup menu select Configure Application 248 Accessions AccessionsLocations AccessionsResources 4rchDescriptionadnaloginstances ArchDescriptionInstances ArchDescriptionNames ArchDescriptionNotes ArchDescriptionRepeatingData ArchDescriptionSubjects ListDefinitionItems 2 Double click on the table that contains the field for which you wish to change search settings 249 Configure Application accessionDispositionNote accessionid accessionNumber accessionNumber1 accessionNumber2 accessionNumber3 accessionNumber4 accessRestrictions acknowledgementDate acquisitionT ype agreementReceived dateExpression dateProcessed description Database Tables Accession Date Accession Disposition Note Accession Id Accession Number Accession Number1 Accession Nurnber2 Accession Nurnber3 Accession Number4 Access
175. ehan 21 M55 0231 J Edward Hoffmeister Papers 22 M55 0597 Holly Prado Papers Search Refresh Reports Add Record C Press the button The Toolkit will ask whether you are certain that you want to delete the Assessment record s Press to delete the record s The record s will be deleted Customizing Screen Display Search Field Labels Definitions and Examples The screen display order may be temporarily modified by dragging and dropping the columns into the preferred order these changes will be retained during the current AT session The display can also be reordered or changed add or remove columns using the numerical values in the AssessmentsSearchResult table in Configure Application located under the Setup menu Changes made to the display format in the AssessmentsSearchResult table will persist after closing and restarting the application The fields available for searching can also be customized in this table 294 Configure Application Table Name Accessions AccessionsLocations AccessionsResources ArchDescriptionAnalogInstances ArchDescriptionDates ArchDescriptionInstances ArchDescriptionNames ArchDescriptionNotes ArchDescriptionPhysicalDescriptions ArchDescriptionRepeatingData ArchDescriptionSubjects Assessments AssessmentsAccessions AssessmentsDigitalObjects AssessmentsResources BibIltems Bibliography ChronologyItems ChronologyList DatabaseFields DatabaseTables Deaccessio
176. elds dateBegin dateEnd can only contain whole numbers 8 Real number fields extentNumber can contain integers and decimals Field Column Header Mapping 360 Preparing the Tab delimited Accession file The following table shows the allowed field names and the target fields for accession data to be imported into the Toolkit Some fields have controlled vocabularies and those are listed in the Rule column The Field Length is the maximum number of characters allowable for each field Importing more characters than allowed will result in data truncation Accession Fields Column Headers Import Field Column Where Stored AT Field Data Header Target Length Type parsed by delimiters into accessionNumber accessionNumber text accessionNumber2 accessionNumber3 accessionNumber4 eccessionNunbet accessori w0 fo FacosssionNunbe accessonurbere o foem O O accessonnumeers accessos 10 fo FacoessionNumbert accessonumbers 1o fome O Z O Y accessos fecesom fe ooo Faessrpton escrin fom tet accessianDisposiionNote accessionDisposiionnioie no imi tet i FacoessRestiions accessResticions feon aezsssRestitonsNote eecessResvcionsNote moimi tet SS FuseResicions useRestictons feom ueeResicionsNate useResticionstote retin te oooi veneralcoessionnote generalacoessionnote nomi tot y esinowedsemenDate ackrowedgenentDate awe i FaeirowledgemenSent ackrowiedoe
177. elds provide only true or false search options Note Date searching requires that the date s entered be in the format established for the application If you enter a date in the wrong format the Toolkit may try to convert that date to the appropriate format leading to an unexpected search To ascertain the appropriate format for a date search put any Search character in the search field and press the button The Toolkit will return an error message giving the proper date format For information on establishing a date format for the Toolkit see Chapter 15 Enter or select a search term Options are dependent upon the type of field being searched and in some cases the operator a Fields associated with lookup lists will provide the lookup list so that you can select the search string All other text date or integer fields provide a search box for you to enter the search term x Names Search Editor Simple Search Search names Rules x Equals 7 7 Jand x Last Updated Anglo American Cataloguing Rules aacr Describing Archives A Content Standard dacs Local local b Selecting the Is between operator will result in two entry boxes the first for the earlier number or date the second for the later number or date This search is inclusive so that the begin date 1 1 2006 and end date 12 31 2006 will retrieve all actions for the year 2006 x Names Search Editor Simple Search Searc
178. elds will be indicated in the error message The required field s must be completed in order to save the record The Sort Name field is also required the default record setting is to automatically generate the content of field Note Name records can also be created through accession and resource records See Chapter 12 for details Name data elements The Toolkit requires data elements only in the identity section of the name record Additional identity elements not required by the Toolkit such as description and contact data elements can be found below the list of required elements Within the sections listing name identity elements the data elements are grouped according to type of name person corporate body or family Elements required by the Archivists Toolkit For all name types 1 Name type An indicator of the type of name being described whether personal corporate body or family The content of this field is populated with a controlled list so you may not add values to the field other than those listed below In compliance with the EAD standard conferences are considered to be corporate names DACS Reference 11 6 Options Person Corporate body Family 2 Source Required if a value is not entered in Rules A code for the authority file in which the name has been established DACS Reference 11 26 167 Note These terms are the default values entered into the name source lookup list as installed
179. elimited Import Accessions XML T E y Import MARC oes Accessions Resources Filter search results FA Export EAD EA Export MARC ait Extent Number Resource Id Extent Measurement Resource Identifier David Ignatow Papers 1 M55 0002 Ben Yellen Papers 14 4 14 Linear feet Mss 0193 Dennis Phillips Papers 14 25 3 Linear feet M55 0223 Sun amp Moon Press Archive 108 2 4 Linear feet MSS 0224 Hannes Alfven Papers 12 5 Linear Feet M55 0225 Harvey Itano Papers 3 8 6 Linear feet MSS 0226 Betty Freeman Papers 28 3 7 Linear Feet M55 0227 Millerd Family Documents 0 4 8 Linear feet MSS 0228 Richard Rubenstein Papers 0 4 9 Linear feet MSS 0229 Dr Seuss Collection 197 7 10 Linear feet MS5 0230 Edward Hoffmeister Papers 4 11 Linear feet M55 0231 Ben Yellen Charles L Smith corre 0 2 13 Linear feet MSS 0667 2 Choose the folder that contains the EAD files to be imported 3 Select the repository that holds the materials described in the finding aid Only one repository can be selected If you are importing EAD files from various repositories the files should be grouped by repository and imported in smaller batches 66 Chapter 6 Look in ja My Documents be i BE Archivists Toolkit Web UserManualScreenshats Select a Repository archiviststoolkitsummerO7 php_files E export test AT X My Recent ji E export testing pestis E newrecordexport
180. ements Required by the Archivists Toolkit 1 Accession Number The accession number must be unique It may consist of up to four individual elements of which only the first is required This first element limited to 10 characters is the only element that is required though it is best to use more than one element if the accession number is a multi part number such as year followed by a consecutive number In all displays and output the Toolkit inserts a period between each element If the accession number is not unique the Toolkit will alert you that the accession number already exists in the system Can t save duplicate record Enforcing uniqueness ensures that every accession record in the Toolkit represents only one accession DACS Reference 5 2 5 Examples One element G10669 Two elements 1976 034 Four elements NYU Fales 2010 33 2 Accession Date The date of the accession transaction represents the date of receipt of the materials which is not necessarily the same as the date the accession record is created In other words the date stamp that the Toolkit automatically assigns to the accession record documents the record creation and is not intended to document the accession transaction The date must be input according to the format established as the preferred date format in the application See Chapter 15 for more information on setting the date format Examples 12 03 2004 mm dd yyyy Additional Ele
181. ender xl Done 2 Double click on the name of the lookup list you wish to view 260 Edit Lookup Lists Language codes List Numeration Types Name Description Type Name link creator subject role Name link Form Name link Function Name link source role Name rules Name source Name type Processing Priorities Processing Statuses Render x Done 3 Click on the button The list will now display how many records are linked to each list item 261 af Le x Administration Lookup Lists List Name Language codes VV Paired Values P Restrict To Nmtoken Add Item Abkhaz 2 record s a Achinese 1 record s ace Remove Item s Acoli O record s ach Adangme 0 record s ada Change Item Adygei 1 record s ady Afar 1 record s aar Merge Items Afrihili O record s afh Afrikaans O record s afr Import Afroasiatic Other O record s afa Akan 0 record s aka Akkadian 0 record s akk Albanian 0 record s alb Aleut O record s ale Algonquian Other O record s alg Altaic Other 0 record s tut Amharic O record s amh Apache languages O record s apa Arabic O record s ara Aragonese Spanish 0 record s arg Aramaic 0 record s arc Arapaho O record s arp Arawak O record s arw Armenian 0 record s arm xl Items in Red can t be modified Items in Blue are AT initial values gojolpie AZ First Previous Next Last Cancel OK
182. ent For example the resource record or resource component record may describe a letter but the letter may exist as a sheet of paper a microfilm image and a digital object The AT is structured to allow you to use 379 the same description for multiple instances rather than repeating it for each one Digital objects are stored in the AT as instances Inventory A type of finding aid that lists the contents of an archival resource according to their physical or intellectual arrangement Contextual information about the source of the resource and a summary description of the resource is omitted Sometimes called a container list The smallest intellectual unit of an archival resource Although an item may consist of multiple parts for example a multi page letter it is only as a whole that those parts form a complete unit In the AT the item may exist within a resource hierarchy or on its own List screen A screen that lists a group of records in the Toolkit These include the lists used to retrieve and access name subject accession and resource records when you press List All from the main screen List screens are also used to display linked records For example in an accession record the source creator and name subject records linked to the accession record are displayed on the Names amp Subjects tab in a list screen A list of all archival resources and accessions and their assigned locations within a repository setting
183. entNumber gt lt extentType gt Linear feet lt extentType gt lt inventory gt Student work published articles newsletters planning materials memoranda emails exhibit materials lt inventory gt lt processingStatus gt new lt processingStatus gt lt title gt Records of the Public History Program lt title gt lt userDefinedBoolean1 gt true lt userDefinedBoolean1 gt 373 lt userDefinedInte ger 1 gt 6 lt userDefinedInteger1 gt lt userDefinedText1 gt Materials picked up from the Public History Office in King Juan Carlos I in July 2007 per request by Peter Wosh lt userDefinedText1 gt lt subjectLink gt lt subjectTerm gt New York City history and culture lt subjectTerm gt lt subjectTermT ype gt Topical Term 650 lt subjectTermT ype gt lt subjectSource gt Library of Congress Subject Headings lt subjectSource gt lt subjectLink gt lt nameLink gt lt nameLinkFunction gt Creator lt nameLinkFunction gt lt name gt lt nameType gt Corporate Body lt nameType gt lt nameSource gt local lt nameSource gt lt corporatePrimaryName gt Public History Program lt corporatePrimaryName gt lt name gt lt nameLink gt lt record gt lt accessionRecords gt 374 Appendix Glossary of Archivists Toolkit Terms The following terms are useful for understanding the features interface and documentation for the Archivists Toolkit In some cases general archival or database terms have been given a definit
184. er 15 for information on establishing date format preferences Examples 2005 10 3 06 12 6 Agreement Sent Agreement Sent Date Check the box and or record the date that the repository mailed a deed of gift purchase agreement transfer agreement deposit agreement etc to the source of the accession These fields will assist you in tracking the status of accessioning activities and can be used to output a report of acquisition agreements to be mailed The date must be formatted according to the preferred date format established for the application by the repository See Chapter 15 for information on establishing date format preferences Examples 2005 6 8 05 6 8 Agreement Received Agreement Received Date Check the box and or enter the date that the repository received a signed acquisition agreement These fields assist in tracking the status of accessioning activities and can be used to output a report of acquisition agreements that have not yet been received The date must be formatted according to the preferred date format established for the application by the repository See Chapter 15 for information on establishing date format preferences Examples 2005 8 17 05 8 17 Rights Transferred Rights Transferred Date Indicate if intellectual property rights have been transferred to the repository If the source of the accession has transferred intellectual rights to the custodial repository check this box and record the date of
185. er Form a O O Title o o Suffix rT Tt Rs G o Number E Direct Order Sort Name W Create Sort Name Automatically Description Type x Description Note a Citation Mme M D S e 8 First Previous Next Last Reports Close Save 1 Prefix Any word associated with a name that in regular use would come before the name such as Mr Miss etc Examples Mrs for Ward Humphrey Mrs 1851 1920 2 Rest Of Name The given name of the individual along with middle name or initials if necessary to differentiate the name from other similar names DACS Reference 9 8 11 5 12 1 12 11 Examples Winston for Churchill Winston Sir 1874 1965 Humphrey for Ward Humphrey Mrs 1851 1920 Carl F for Johnson Carl F fl 1893 1896 3 Title Titles and other words associated with a name It may include titles designating rank office or nobility terms of address and other words or phrases associated with the name Examples include Sir Saint or terms used to identify the name and differentiate it from other similar names DACS Reference 9 8 11 5 12 1 12 11 Examples 172 Chapter 11 Sir for Churchill Winston Sir 1874 1965 Chief for Black Foot Chief d 1877 Emperor of the East for John I Comnenus Emperor of the East 1088 1143 Musician for Taj Mahal Musician 4 Suffix Any word associated with a name that in regular use would come after the name Examples Jr for King
186. er section of a record Note See Chapters 5 13 for specific instructions on creating various records in the Toolkit Saving a record igm To save a record simply click on the Save or OK button at the bottom of the record screen This saves all the data that has been added to the record It will save all data that has been added to sub records such as a resource component record or digital object record B If you are entering multiple records the 1 open a new record of the same type L Clicking the Close button or closing the record using the window close button at the top right corner will display the option message dialog box button will save the record you are working in and 27 Select an Option J Do you want to save your changes Clicking the button navigates you out of the window and causes any additions to the record to be discarded Most records in the AT require that data be present in certain elements for the record to be saved For instance the resource record requires an extent statement If either the extent number or extent measurement is not completed then the record cannot be saved until values are entered for both fields Trying to save an invalid record produces a validation error message indicating which field s needs to be completed for the record to be saved See the Record Validation Rules appendix for a complete list of fields necessary to create a valid record Editing a record
187. erarchical interface Keep in mind that the context for the following buttons is the component currently selected and displayed in the record window Add Child Add Sibling Delete Component The Add Child button opens a new component record that is hierarchically subordinate to the context record For example if your context record is a series and you want to create a subseries within it press this button The Add Sibling button opens a new component record that is at the same level as the context record and that follows the context record within the sequence If you are entering multiple series one after another in sequence use this button to create the next series The Delete Component button deletes the selected component and all of its children If you wish to delete the component but not its children you must reorder the components first so that they are no longer part of the component you wish to delete Reordering components using drag and drop It is possible to reorder components in the hierarchical interface using drag and drop techniques That is selecting a component while holding the mouse button down moving the component to another location then finally releasing the button to drop the component in its new location A component can be moved to the end of a group of components 103 Resources Title American Friends Service Committee Ur MSS 0644 American Friends Service Committee Unite CORRESPONDEN
188. erge Similar to the name and subject merge function when merging resource records select two or Merge more records and click the on the button Subjects Accessions 10 Linear feet 1 Linear feet i 3 Linear Feet Harvey Itano Papers 3 8 4 Linear Feet Mss 0226 Betty Freeman Papers 28 3 5 Linear feet M55 0227 Millerd Family Documents 0 4 6 Linear feet M55 0228 Richard Rubenstein Papers 0 4 7 Linear feet M55 0229 Dr Seuss Collection 197 7 8 Linear feet Mss 0230 J Edward Hoffmeister Pap 4 9 Linear feet MSS 0231 Ellen C Barrett Sonora 4 11 M55 0335 Next you are prompted to select which record to merge into 150 Chapter 9 y BL Select an item to merge into Extent Num Dennis Philips Papers 14 25 Sun amp Moon Press Archive Extent Mea Resource I 1 Linear feet MSS 0223 ilinear feet M55 0224 Cancel Select It should be noted that all of the components excluding only the top level resource record of the resource to be merged will be appended to the resource targeted to receive the data The top level resource record of the items being merged will not be moved and will be deleted upon completion of the merge This cannot be undone except by restoring a backed up version of the database After selecting the record to merge into a message is displayed to verify that the user does want to merge the records as indicated merae j x Are you
189. ersion URI CO Use Statement o EAD Dao Acutate EAD Dao Show gt Ba a EE amp A First Previous Next Last Cancel OK 1 Enter the URI for the digital content file corresponding to the digital object record or digital object component record Select the appropriate Use Statement from the drop down list Note The Use Statement is used in the METS record for indicating the use for which the digital content file is intended Some files are intended only for preservation e g a tiff or high quality audio file while other files because they require less bandwidth are intended for use by end users Such files could be a jpeg or a lower quality audio file If desired select a value for DAO Actuate and or DAO Show for the file version Mi OK button at the bottom right corner of the window Mi 1 Save the record by pressing the If you are entering multiple records the button will save the record you are working in and open a new record The record will not be saved unless both the URI and file Use Statement attribute values are recorded Relationships with other records Managing digital objects requires linking other records to digital object and digital object component records These include 1 Creator s Adding creator information to the record involves linking the digital object or digital object component record to one or more name records See Chapter 12 Subject Name s As with creators
190. escribed below are available in the Accessions and Resources functional areas Chapter 14 provides instructions for generating reports Examples of these reports are available in the appendices 1 Accessions with deaccessions Displays a list of accession record s with linked with linked deaccession record s Report contains information from all deaccession fields including a calculation of the amount of material deaccessioned 2 Resources with deaccessions Displays a list of resources with linked deaccession record s Contains information from all deaccession fields including a calculation of the amount of material deaccessioned 100 Chapter 9 Describing Archival Materials Overview Supporting the description of archival resources is a core function of the Archivists Toolkit The resources functional area allows you to capture information about the physical and intellectual content of an archival resource as well as contextual information about collection creators and topics You can output this information in various formats including finding aids catalog records and other descriptive products used by researchers to access materials It is important to note that the Toolkit stores data in linked tables within a relational database structure a structure that provides more flexibility for producing multiple outputs such as MARCXML MODS EAD subject guides etc all from the same data Although the Toolkit can import and
191. esource Double click on a Resource to select it Or hit enter if a Resource is highlighted James Brown Ey 6 Linear feet 007007 aj Avery Field Pho 21 146 File Resource 3 142 7 Linear feet ID 3142 Jerome Rothen 49 8 12 Linear feet Mss 0010 John W Hilton 16 Mss 0025 Harold Clayton 75 2 19 Linear Feet mss 0044 South Seas Mar 0 1 13 Linear feet M55 0162 Tarasca Gold Mi 0 2 14 Linear feet MSS 0167 Sun amp Moon Pr 108 2 20 Linear feet Mss 0224 American Frien 25 17 Linear Feet Mss 0644 Conrad Limbau 8 18 Cubic feet Scripps MC 86 George Glenner 9 4 2 Linear feet testing 123 zi Filter I Link Create Resource Close Window Multiple Resource IDs may be added to link the accession record to more than one archival description or resource record This may be necessary if the accession has a mixed provenance and its contents are distributed among multiple archival resources When this occurs you may wish to use the Accession Disposition Note field located on the Accession Notes tab to provide more information In addition to linking an accession record to an already existing resource record it is possible to create a new resource record from the accession record To do so select the _Create Resource button A new resource record will appear Some fields in this record will already be populated with information from the accession record from which it originated For example the Title
192. etty Thesaurus of Geographic Names tgn Library of Congress Subject Headings lcsh Local Local Medical Subject Headings mesh Thesaurus for Graphic Materials gmgpc Additional elements 1 Scope Note The subject record can be extended by recording a subject scope note Use this field to indicate how a subject term is to be applied within your institution It is particularly useful to state the scope of local terms Examples Use the more specific term Landscape architecture drawings rather than Architectural drawings for landscape design materials Note Also listed in the subject record are accession and resource records linked to the subject record The linked accession and resource records cannot be opened through a subject record and these links can only be created through the accession or resource record See Chapter 12 for more details on linking subject records to accession or resource records Relationships with other records Subject records exist to help the archivist and the researcher discover relevant archival materials Toward this purpose you can add subject terms to accession records and to resource records at any level see Chapter 12 for instructions Subject reports You can generate descriptive reports that draw upon data found in the subject records and administrative reports useful in the management of authorities See Chapter 14 for specific instructions for generating reports Examp
193. evel Other Level Title Wrap in tag 7 Date Expression Inclusive Dates Bulk Dates Language x Repository Processing Note Repository AT Change Repository Begin End Begin End Resource Identifier j Accessions linked to this Resource ID Extent Extent Number J a Container Summary Instances Instance Type Instance Label E zi Add Instance Remove Instance P Internal Only P Restrictions Apply Em M E O Z T Previous Next First Last Reports Close Save g New Record 1 From the Main Screen select Resources and press the button Enter a Title i ee Select a Level for the record Enter a unique Resource Identifier Enter a Date Expression and or Begin Date and End Date for the materials 107 6 Enter the Extent Number and Extent Measurement cubic feet or linear feet 7 Enter the Language Code for the language of the materials fa 8 Save the resource description record by pressing the Save button at the bottom right corner of the window If entering more than one resource record save the record by pressing EL the 1 button This will save the current record and open a new resource description screen so a subsequent record can be entered Caution If the record does not include the required elements listed above the Toolkit will indicate that the record cannot be saved because one or more of the required f
194. evel element for each but the components are all entered at the same level as siblings in the hierarchy For example if your first component is set at the series level and the second component is set at the file level the Toolkit will not automatically make the file a child of the series The hierarchy can be modified later Customizing Rapid Data Entry screens Rapid Data Entry screens are devices intended to accelerate data entry by letting elements of two or more data entry templates be configured into a single template best reflecting the nature of the data entry being done This can minimize toggling across multiple data entry screens Users may define multiple Rapid Data Entry Screens and invoke each one at the appropriate time during data entry Rapid Data Entry screen customization is accessible through the Setup menu options Fie Import Setup Reports Help amp aoe Users A i Repositories Configure Rapid Data Entry Screens Lookup Lists Locations Notes Etc Date Format Setting Configure Application Selecting Configure Rapid Data Entry Screens opens the Edit RDE Entry Screens window 114 Chapter 9 Select __Add Record to configure a custom RDE screen 115 al x Administration Rapid Data Entry Screen Rde Screen Name Items to pick from Items picked Analog instance Add gt Bulk dates Component Unique Identifier Remove Container Summary Date Exp
195. f this commitment may be extended as additional funding for development of the application is awarded When such extensions occur they ll be announced via the user group listserv described below and they ll be posted to the project website at www archiviststoolkit org The two academic library organizations will collaborate to e make the application available for download and installation e provide users of the application with a reasonably efficient means for reporting application bugs and tracking their resolution e resolve reported bugs in the application e keep the user documentation synchronized with modifications of the application and e issue new versions of the application and user documentation as warranted In addition the following will be provided to support use of the application e A listserv called ATUG L ucsd edu Archivists Toolkit User Group has been established as a communication forum for users of the Archivists Toolkit e A FAQ for the application will supplement the listserv The FAQ will be augmented by project staff as questions and their answers are revealed e A sandbox has been established so that prospective users may explore the full functionality of the application before downloading and installing it The data collected in the sandbox will be periodically purged to optimize the functioning of the sandbox e A cleaner more restricted instance of the application and data will be hosted on the proj
196. feature is available for selected fields only The following table includes the Table Field Label and Field Name for fields that can have a default value This information is necessary for navigating and using the Default Values tab in the repository record where default values are established and stored Table Field Label Field Name cataloged catalogedDate catalogedNote ondition conditionNote ontainer Summary containerSummary Description description Extent Measurement extentT ype eneral Accession Note generalAccessionNote processors Processors processors Resource Type i D isposition Note accessionDispositionNote Restrictions Apply restrictionsApply Rights Transferred Rights Transferred Date Rights Transferred Note DE ser Defined Date 2 userDefinedDate2 Container 1 Numeric Indicator containerNumericIndicator___ ser Defined String 3 userDefinedString3 Container Type container lType Container 2 Alphanumeric Indicator container2AlphaNumericIndicator Container 3 Numeric Indicator container3 NumericIndicator Container 3 Type container3Type Instance Label instanceLabel Container 2 Numeric Indicator container2NumericIndicator Container 2 Type container2 Type Ce Container 3 Alphanumeric Indicator container3AlphaNumericIndicator ArchDescriptionNames Name Link Function fr nameLinkFunetion JC Name Link Creator Subject Role role O po ite tte O 354 Fields Supporting Default Value
197. field or group of fields that must be unique within the repository or in some instances for the entire application without regard to the number of repositories using a single implementation Constraint The constraint column lists the fields that taken together must be unique Description Accessions epositoryld accessionNumber1 Accession numbers accessionNumber2 must be unique within a accessionNumber3 repository accessionNumber4 AccessionsResources esourceld accessionId A resource and accession can only be linked to each other once ArchDescriptionNames nameld digitalObjectld The combination of ArchDescriptionSubjects Locations Names Repositories Resources esourceld accessionId esourceComponentld role function form digitalObjectld subjectld esourceld accessionId esourceComponentld uilding floor room area coordinate 1 coordinate2 coordinate3 classificationNumber barcode corporatePrimaryName corporateSubordinate1 corporateSubordinate2 qualifier personalPrimaryName personalRestOfName personalPrefix personalSuffix number personalDates personalFullerForm personalTitle familyName familyNamePrefix repositoryName repositoryld name role function and form can only be linked to a resource component or digital object once A subject can only be linked once to a resource component or digital object Locations must be unique Repository names m
198. fier such as a collection number or call number There are three basic types of archival resources as distinguished by provenance The categories contain items and aggregations 1 Papers derive from and document the activities of Authority Control Behaviors metadata Complex digital object persons and families Records derive from and document the activities of agencies and institutions Collections derive from the collecting activity of a third party and typically represent multiple provenances In cases where an archival resource is an aggregation of items the resource is generally organized and described in a hierarchical fashion The resource is organized into components that may be organized into smaller components Each of these components may be described individually in the database See also hierarchy multi level description Description of archival resources is supported in the AT by an array of record types accession records location records name records subject records description records resource resource component surrogate and surrogate component records Names a set of procedures and devices for assuring establishment and consistent application of names and subject terms for use as access terms The AT supports use of nationally established vocabularies and names Repositories can also use the same features to build local vocabulary and name files Metadata used to associate executable be
199. files and their metadata together and for specifying the logical or physical relationship of the content files METS is the emerging national standard for wrapping digital library materials All of the content files and corresponding metadata may be embedded in the digital wrapper and stored with the wrapper This is physical wrapping or embedding The content files and metadata may also be stored independently of the wrapper and referred to by file pointers from within the wrapper This is logical wrapping or referencing A digital object may partake of both kinds of wrapping for example embedding of metadata and referencing of content files Field label A specific individual data element stored in one or more tables in the Toolkit s database For example an accession title or a subject source See also field label and field name A field s identifier as it is displayed in the Toolkit s interface Field labels can be customized See also field and field name The technical name of a given field in the Toolkit Used in the Toolkit s technical specifications and configuration interface this term refers to the name of the field as it is identified in the Toolkit s programming and back end 378 File inventory metadata Finding aid Glossary database The field name is not customizable See also field and field label A list of all content files referenced in a digital object Metadata records referenced in the
200. for a field in the Toolkit s database The field name does not appear in data entry or other interface screens and cannot be modified Examples subjectTerm extentNumber Field label The term displayed in the interface to identify a specific field Field labels appear in data entry screens and list screens Field labels may be modified Examples Subject Term Extent Number List screen A screen that lists a group of records in the Toolkit These include the lists used to 1 List All retrieve and access name subject accession and resource records when pressing the button from the main screen List screens are also used to display linked records For example in an accession record the source creator and name subject records linked to the accession record are displayed on the Names amp Subjects tab in a list screen _ ae Accessions Record 1 of 1 Title Title Accession 4433 Basic Information Accession Notes User defined fields Names amp Subjects Acknowledgements Restrictions amp Processing Tasks Names Name Link Function Name Link Creator Subject Role Acker Kathy 1948 correspondent Source Barnes Djuna correspondent Source Centro de Asuntos Migratorios National City Calif Source Chicano Federation of San Diego County Source Eshleman Clayton correspondent Source Harryman Carla correspondent Source m Edit Name Link Add Name Link Remove Name Link Subjects Avant garde
201. g of record s A cancel button has now been implemented in progress dialogs for tasks that are known to take a long time e g deleting a large number of records printing finding aids generating repository profile importing batch EADs etc File Import Setup Reports Help f List al og Record m Reports B Delete Merge A Export EAD el Export MARC MICE at 9 Record s found For search list all Title Extent Number Resource Id Extent Measurement Resource Identifier Dennis Phillips Papers 14 25 1 Linear feet M55 0223 a Sun amp Moon Press Archive 108 2 2 Linear feet MSS 0224 Hannes Alfven Papers 12 3 Linear feet MSS 0225 Harvey Itano Papers 3 8 4 Linear feet MSS 0226 Betty Freeman Papers MSS 0227 Millerd Family Documents Generating Repository Profile MSS 0228 Richard Rubenstein Papers Mss 0229 Dr Seuss Collection Processing resource 1 of 9 Mss 0230 MSS 0231 J Edward Hoffmeister Pap Dennis Phillips Papers Accession Processed in 1993 WRITINGS Notebooks Cancel Deleting a record 29 To delete a record 1 Locate the record s to be deleted by using the filter box in the main screen or the search tool both of which are described in Chapter 4 Once you see the record s you are interested in deleting click on the record entry in the list screen Delete Press the The Toolkit will ask if you are certain that you want to delete the record s Press to delete the
202. g of the EAD file Generating a list screen You may print the contents of any list screen When printing list screens the output will match the content order and sorting of elements found on the screen Use the Configure Application option under the Setup menu to add or omit content from the list Use the sort functions to reordered the records J Reports button al x Accessions Reports Select Report Print Screen v Report Header Select Output Printer v Report Description H Ej Open Report File Cancel Preview Print 2 Select Print Screen in the Select Report drop down list To print a list screen 1 From any list screen press the 3 Enter any text you wish to appear in the Report Header 4 Select Output for the report Options are Printer PDF HTML RTF Excel or CSV files 5 Press the m button to print or the Preview button to preview the file Generating reports for a single record You may print the contents of any individual record by pressing the P tS button To generate a report for a single record 216 Chapter 14 1 From any record press the Reports button x Names Reports Select Report Name record s Report Header Select Output Printer X Report Description Displays name s record information for selected record s Report shows all data contained in the Details and Contact Info record tabs si Load Report Definition File Cancel
203. gest Local Sources Describing Archiv ingest ingest ingest Local Sources ingest ingest ingest ingest ingest ingest ingest ingest ingest ingest ingest ingest ingest inaeck xl Link Create Name Close Window 2 To retrieve the desired name scroll through the list or begin to type the desired name in the Filter box As you type the list will be filtered to include only those terms containing the character string entered into the Filter box a If the desired name does not appear and if you have the proper permissions you may create a new name record Press the Create Name button which will cause the Toolkit to prompt you for the type of name record and then open a blank name record b Follow the instructions in Chapter 11 to create the new record When you have saved the record the Toolkit will return to the Name Lookup window where the new name has been added to the list c Select a Name Link Function for the name Creator Source or Subject This step is required 195 3 Ifthe desired name s appears in the list select the name and then choose a Name Link Function for the name s Creator Source or Subject This step is required Note If you are selecting multiple names they must be linked with the same Name Link Function 4 If you wish select a more specific role for the creator from the Role field The Role will be applied to all names if more than one is selected 5
204. ging Access Terms The Toolkit provides two different record types for managing controlled access points subject records and name records You may access subject and name records directly by selecting the Names or Subjects functional area in the navigation menu You may also access name and subject records within the context of an accession record or a resource record during the process of adding subject terms source names creator names or subject names This chapter describes procedures for working directly in the name and subject modules which is useful for creating new subject terms and names and for managing authorities Information on procedures for adding names and subjects to accession and description records is available in Chapter 12 Managing name headings Overview Management and description of archival collections involves tracking relationships between the materials and various persons families and corporations that may have been sources or creators of the collection or subjects within the materials This section describes procedures for creating name authority records recording non preferred forms of the name and establishing related names Name records may consist of three distinct sections name details and description non preferred forms and linked accessions and resources and contact information Only the name identity section is required Name description is available for entering administrative histories or biograp
205. graphy press the _Add item button and enter the data for that item 127 wrap in tag x Big e e First Previous Next Last Cancel OK 4 Press the button or to enter another item press the button DACS Reference 6 4 EAD Tag lt bibliography gt Examples Annotated edition of letters in the collection published in The Massachusetts Historical Review Spring 1997 6 Biographical Historical Note Note for information about creator s of materials DACS Reference 10 EAD Tag lt bioghist gt Examples The Council of Provosts COP reviews academic files for appointment and promotion and makes recommendations to the Committee on Academic Personnel and academic departments 128 T7 10 Chapter 9 The COP assigns faculty members to individual colleges reviews and coordinates student housing policies with the Vice Chancellor for Business Affairs and forms part of the Teaching Assistant Allocation Committee which reports to the Program Review Committee The chair of the Council of Provosts serves on the Chancellor s Cabinet the cabinet of the Vice Chancellor for Academic Affairs and the Program Review Committee Conditions Governing Access Note Field for indicating restrictions on the material due to repository policy donor specifications legal requirements etc DACS Reference 4 1 EAD Tag lt accessrestrict gt Examples Open to researchers without restri
206. gregorian e Bin Box e Box folder e Carton e Cassette e Disk e Drawer e Folder e Frame e Map case e Object e Oversize e Page e Reel e Reel Frame e Volume Extent type File use attributes can be modified 1 All values can be modified 1 All values can be modified 1 All values can be modified Accessions Resources ResourcesComponents Deaccessions File Versions extentType extentType extentT ype extentType useStatement aacr e Cataloging Cultural Objects cco e Describing Archives A Content Standard dacs e Rules for Archival Description rad e Cubic feet e Linear feet e Audio Clip e Audio Master e Audio Master Edited e Audio Service e Audio Streaming e Image Master e Image Master Edited e Image Service e Image Service Edited e Image Thumbnail e Text Codebook human readable interpretation of a data file e Text Data e Text Data Definition or Syntax machine readable interpretation of a data file e Text Georeference e Text OCR Edited e Text OCR Unedited e Text TEI Transcripted e Text TEI Translated e Video Clip e Video Master e Video Master 322 Finding aid status Name description type Name link form Name source Name rules Processing priorities Processing statuses Repository Note Types 1 All values can be modified 1 All values can be modified 1 All values can be modified
207. gt METS ae MARC ues MODS Dublin Core lt N PN IE T X Z First Previous Next Last Cancel 2 Enter at the least either a Date Expression OR a Date Begin and Date End Mi OK button at the bottom right corner of the window M4 1 3 Save the record by pressing the If you are entering multiple records the working in and open a new record button will save the record you are Caution If the record does not include one of the required elements listed above the Toolkit will indicate that the record cannot be saved because one or more of the required fields is not complete The incomplete fields will be indicated in the error message The required field s must be completed in order to save the record 159 Digital object data elements The Basic Description Tab 1 Title Recommended for digital object records The title is copied over to the digital object record from the resource or resource component record to which the digital object record is linked The title may be kept as copied or edited to something more specific and descriptive of the digital object Examples 1 Resource title William W Wurster Wurster Bernardi amp Emmonds Collection Digital object title United States Housing Authority Valencia Gardens San Francisco A group of materials from a collection presented as a single complex digital object and linked from the resource record 2 Resource title
208. h America 1 gi Resource Title Around South America Resource ID 4 amp T DO Model 4 Basic Description Names amp Subjects Notes hel Senuence 1 Tata Li Saye Look in AT QA prototype e paa i B hi O with MODS descriptive metadata i My Recent logs With Dublin Core descriptive metadata Documents reports P A Withhold data marked internal only F Uninstall_Archivists Toolkit Desktop My Documents My Computer 3 My Network Places File name ex METS4 xml Files of type xrl files Cancel 6 Press Save to export METS 227 Note The METS files created by the AT are designed to be compliant with the METS Navigator http metsnavigator sourceforge net created by the Indiana University Digital Library Program The METS Navigator is an open source application made available to the general METS using community Minimal configuration of the METS Navigator is required to accommodate the file use values utilized in the Toolkit Exporting MARCXML To export MARCXML from a digital object description l 4 5 Open the digital object record to be exported m Export Press the _ MARC button Indicate if you wish to suppress components and notes when the status is set to Internal If Withhold data marked internal only is selected the internal notes will not be exported If left unchecked the internal notes will be exported Open the folder where the file is
209. h names cot so 37 6 7 Note The search string in date fields must follow the date format established for the system as a whole If desired select a Boolean operator and or and enter a second set of search options Press the button immediately below the basic query fields Tip The Search tool has sticky values in order to allow you to easily refine a search This means that once you have performed a search in a functional area your search values will remain the next time you press the Search button for that functional area The last search performed for a given area remains until the application is closed and restarted To quickly clear a search open the first drop down box and select Select a field which clears all values for that part of the query If clearing a Boolean search using both sets of search options repeat this operation in the second part of the query as well Linked record searching in Accessions and Resources For Accession and Resource records the Search Editor also provides the ability to retrieve records by searching for related information This includes names creators sources subjects subjects location or deaccession dates In addition you can search for resources containing a specific instance type for example digital objects and also for specific text within notes To search by linked records 1 dl Include components in search In the left hand navigation pane of
210. haviors with content in the METS object Includes two or more content files and their format variants or derivatives and corresponding metadata The content files are related as parts of a whole and are sequenced either physically such as pages or logically such as entries in a diary For example a complex digital object could consist of a multi page diary scanned as TIFF images from which are generated display images JPEGs and GIFs plus a transcription of the diary and the metadata for each file See also digital object and simple digital object 376 Container Content file Data map Descriptive metadata Digital assets Glossary The means by which material enclosures are physically controlled Container types include box disc file etc Containers can be linked to a repository location for location management purposes A file that is either born digitally or produced using various kinds of capture application software Audio image text and video are the basic kinds of content files Versions of a content file may be dispersed across several file formats For example an image may be scanned into a TIFF file and then JPEG and GIF files may be created from the TIFF file to increase delivery speeds and protect property rights See also digital surrogate and surrogate A construct showing the relationship s between two or more data types or formats The map is typically drawn at the entity and attri
211. he button to save the new field Customizing reports The Toolkit allows customized reports to be utilized however customization of reports is not supported by the Toolkit To create and generate reports you must use the open source application JasperReports JasperReports which utilizes a complex report generating syntax can be used on its own or in conjunction with iReports another open source application that provides a graphical user interface for designing JasperReports You may use these applications to customize the Toolkit s reports or to create your own reports You may also use other reporting applications designed to work the backend databases supported by the Toolkit Instructions for creating such reports are out of scope for the Toolkit s user manual but the JasperReports manual may be purchased at http jasperforge org sf projects jasperreports and the iReports user manual is freely available at http jasperforge org sf projects ireport Those wishing to create or customize their own reports will also need to make use of the Toolkit s application programming interface API which is available on the Archivists Toolkit web site To add a custom report to the drop down list of available reports 1 Place the report in the appropriate directory within the Reports folder located in the same folder as the Toolkit program files For example an accession report should be placed in the reports Accessions directory
212. he other record will now be linked to this record 3 Press the button 189 al E x Select an item to merge into Name Type Zukofsky Louis 1904 1978 Zukofsky Louis 1904 1978 Person ingest Cancel Select 5 Press Select 6 You will be asked to verify that you wish to merge the records into the record you selected Press Yes Mere i x YD Are you sure you want to merge 1 records into Zukofsky Louis 1904 1978 If a number of records are linked the operation may take a few seconds If there are few or no records linked the process will take place immediately Caution Merging subjects and names will create changes in any records linked to the term that is to be merged The Toolkit will not alert you to those records that will be changed If you wish to identify the records that will be changed complete a search for 190 Chapter 11 the term to be merged in the Accessions and Resources functional areas to retrieve a list of the linked records 191 Chapter 12 Linking Name and Subject Records to Accession and Resource Records The primary purpose of name and subject records is to amplify source creator and content information found in accession and description records Within these records the Archivists Toolkit provides features for adding subject terms source names creator names and subject names When a needed subject term or name does not yet exist in the Toolkit it can b
213. he repository Examples NY Ontario Country Name of the country in which the person corporate body or family is located Examples U S A Canada Mail Code Zip code or other postal code used in the address Examples 10118 KIR 7A8 179 8 Phone Primary telephone for contacting the entity named in the identity section of the record Examples 312 555 1212 44 08457 300 700 9 Fax Primary fax number for the entity Example 312 555 1213 10 Email Primary email for contacting the entity Example agency nyu edu 11 Name Name in natural order of a person who serves as the primary contact for the entity recorded in the name record For example this may be an individual in a corporate office a family member or assistant for a personal name or an individual member of the family for a family name Example Tom Jordan Contact notes Contact notes are used to record the interactions with contact persons You may add any number of contact notes to a single name record for example to record and track multiple interactions with the entity over time to record times the individual is available for picking up materials or to indicate the relationship between a contact name and the entity To add a contact note 1 Click Add Note button from the Contact Info tab 180 Chapter 11 al Names Contact Notes American Friends Service Committee Mexico U S Border Program Archives
214. hic and genre headings to the accession record requires linking to one or more subject records See Chapter 12 Location s To assign a shelf location for the accession a location record linked to the accession must be created See Chapter 13 Accession reports Many descriptive administrative and statistical reports can be generated from the data stored in accession records Chapter 14 provides instructions for generating reports Examples of the following reports are available in the appendices 1 Print Screen Prints the list of accessions as displayed in the accessions list screen This report is only available through the list view Accession intellectual property status Displays the intellectual property status of listed accession s Report contains accession number linked resources title extent cataloged date processed rights transferred and a count of the number of records selected with rights transferred Accession inventory Displays the inventory of an accession record or records Report contains accession number linked resources title extent accession date container summary and inventory Accession processing plan Displays accessions that have a processing plan Report contains accession number linked resources title date range extent container summary and processing plan Accession production report Displays accessions that have been accessioned processed and cataloged during a specified time pe
215. hical notes of creators or donors Contact information is primarily available for use with source names but could be added to creator and subject names if deemed useful You may also record non preferred forms of a name Name records in the Archivists Toolkit are designed to conform with the International Council on Archives ISAAR CPF International Standard Archival Authority Record for Corporate Bodies Persons and Families 2nd ed and to support the proposed standard Encoded Archival Context EAC Name records also accommodate creation of names according to rules established in standards such as AACR2 and DACS It is beyond the scope of this user manual however to provide guidelines for creating headings according to these standards Examples are given to illustrate use of Archivists Toolkit fields but should not be seen as a replacement for rules for establishing forms of names It is recommended that the names module be used at the minimum to record creators of materials It is not necessary to record source or subject names in the Toolkit if you do not wish to manage those names in the application Basic steps for creating a name record g New Record 1 From the Main Screen select Names and press the button 2 Select the type of name record from the drop down list Person Corporate Body or Family RR Xt What type of name record would you like to create 3 Select the Source from the drop down list
216. hin it To collapse the list click on the to the left of an open folder To display the record for any component click on the title label or date of the component This helps you navigate directly to a given record for editing or review 156 Chapter 10 Note The graphical navigation displays for the Mac are slightly different for example an arrow graphic is used to depict a component with subcomponents instead of a Otherwise the navigational capabilities are the same To insert a new component into the description use the buttons found below the hierarchical interface Keep in mind that the context for the following buttons is the component currently selected and displayed in the record window g Add The Add Child button opens a new component record that is ghil hierarchically subordinate to the context record The Add Sibling button opens a new component record that is at Add g Sibling the same level as the context record and that follows the context record within the sequence The Delete Node button deletes the selected component and all Delete of its children If you wish to delete the component but not its a Node children you must reorder the components first so that they are no longer part of the component you wish to delete Basic steps for creating a digital object record 1 From the Resource Record or a Resource Component Record select the Add Instance Butler 2 Select Digital Object from the drop down list
217. his field to that language See Chapter 15 for more explanation Use the Language of Materials note to describe other languages present in the collection Repository Processing Note For recording any internal information regarding processing that the repository wishes to record This information will not be exported into descriptive outputs for researcher use For processing information to be included in descriptive outputs use the Processing Information note Change Repository Press the planes Repos HEY button to open the list of repositories and change the repository to which the resource is assigned Note This option is only available to users with class 5 permission Resource ID This field is available in resource records only and is required Like the accession number the resource ID may consist of up to four elements though only one element is required The resource ID may be linked to one or more accessions also recorded in the Toolkit If this is the case a list of linked accessions will appear below the resource ID DACS Reference 2 1 3 Examples MSS 263 RG 3 1 1960 Accessions linked to this Resource ID This is a listing of linked accessions Accessions can only be linked to resource records through the accession record it is not possible to link from a resource record to an accession record It is possible to create a resource record from accession record For more information see Chapter 7 Component Unique Iden
218. hs 4 Once the proper sequence of parts has been completed press OK to save the note Creating links for EAD output 144 Chapter 9 Using the Wrap in tag feature for titles or notes it is possible to establish links that will be output in EAD Creating internal links 1 Within the appropriate note select the text to be linked 2 Inthe Wrap in tag drop down box select lt ref gt Tag Name ref Attributes toate sow fo target P title OO O O OK Cancel 3 Select the appropriate actuate and show attributes from the drop down lists Optional 4 Select a target from the list which has been automatically generated from the contents of the resource record The options will include components of the description and other notes This selection is required to make the link operational Ee xl Tag Name ref Attributes actuate bd show target Biographical Historical note Albert Kimsey Owen was born in Chester Pennsylvania on May 17 1847 ref11 Conditions Governing Use note Publication rights are held by the creator of the collection ref9 Preferred Citation note Topolobampo Collection MSS 0106 Mandeville Special Collections Library U ref Immediate Source of Acquisition note Not Available ref5 Conditions Governing Access note Collection is open for research ref3 Component CORRESPONDENCE ref14 Component Chronological list of correspondents ref15
219. ial Surveyed Resources 7 Richard Rubenstein Papers 1950 1959 Review Note Reviewed on train Survey Condition of Material 2 Quality of Housing 4 Numerical Rating 1 3 Physical Access 4 Intellectual Access 3 Numerical Rating 2 3 Documentation Quality 3 Interest 5 Research Value 8 Estimated Processing Time Hours per foot 2 0 x Total Extent 12 3 Estimated Processing Time 24 6 Conservation Issues Brittle Paper Tape Conservation Note Very very brittle paper Please do not leave near open flame Art Originals Special Format Note note on the special formatting of this Assessment Monetary Value 5 000 34 Monetary Value Note In U S dollars Materials and Conservation Issues lists all active surveyed materials Includes accession number resource id or digital object title depending on the linked record type along with Research Value Rating Conservation Issues and Conservation Note Sample page from Materials and Conservation Issues Report 297 al JasperViewer oon Assessment Identifier 1 Material Surveyed Accessions M 0000 005 Title to be determined Survey Documentation Quality 141 Interest 1 Research Value 2 Conservation Issues None identified 01 01 1900 Assessment Identifier 2 Material Surveyed Resources 7 Richard Rubenstein Papers Survey Documentation Quality 3 Interest 5 Conservation Issues Brittle Pape
220. ic steps for creating a deaccession record Deaccession data elements Relationships with other records Deaccession reports Chapter 9 Describing Archival Materials ccccccccceessseeceeeesteeees Resource and component records Using the Archivists Toolkit for multi level description The hierarchical interface Basic steps for creating a resource record Basic steps for creating a resource component record Description data elements Creating component records with the rapid data entry screen Instances The Names amp Subjects tab The Notes etc amp Deaccessions tab Creating links for EAD output Adding deaccessions The finding aid data tab Relationships with other records Resource reports Chapter 10 Describing Digital Objects 0 000 0 cc cccceceesseeeeeeeeees Digital object and digital object component records The hierarchical interface Basic steps for creating a digital object record Basic steps for creating a digital object component record Digital object data elements Adding file versions Relationships with other records Digital object exports Chapter 11 Managing Access Terms cccccccccessseceesesseceeeeeees Managing name headings Managing subject non name headings Merging access terms Chapter 12 Linking Name and Subject Records cc00 Adding names Adding subjects Chapter 13 Creating and Assigning Locations 0 c ceeee
221. icated in the error message The required field s must be completed in order to save the record For a complete list of validation rules see the appendices Description data elements Note If you wish to examine how these data elements will be exported into standard outputs such as EAD and MARCXML see the mappings available in the appendices The Basic Information Tab 109 Title Resources o W Add Delete Extract Manage A Export FA Export Export Child Sibling Component Comp Locations A MARC Cone Labels me xi Resource Identifier Basic Description Names amp Subjects Notes Etc amp Deaccessions Finding Aid Data Level Resource Identifier Other Level Accessions linked to this Resource ID Title Accession Number Accession Tite a wi in tag i n ag Extent Date Expression Extent Number z Inclusive Dates Container Summary Begin End Bulk Dates Begin End Instances Language ba Repository Processing Note k Add Instance Remove Instance Change Repository I Internal Only I Restrictions Apply Repository AT pio 8 Oo ele First Previous Next Last Reports Close Save 1 Level This is required for resource and component records and is the label for the hierarchical level of the materials being described Options are class collection file fonds item other level record group series subfonds subgroup and subseries Other Level If
222. ield demarcations are not supported in the AT so that although the data is imported it is concatenated within the same AT field While the AT is designed to support the MARCXML data elements typically used for describing archival materials there may be cases where an imported MARCXML record contains a field not supported by the AT 69 Despite these constraints repositories may wish to import MARCXML in the following scenarios e When legacy data for archival resources is in the form of MARCXML records and not in the the form of EAD finding aids and the repository wants to manage the resources described in MARCXML records in the AT e When the MARCXML records for archival materials are considered to contain the only or the more authoritative name and subject headings than what are present in a repository s EAD finding aids Import has been intentionally designed as a one record at a time process based on the aforementioned recommendations for MARCXML import scenarios Though MARCXML records usually are exported from an Integrated Library System as a batch importing batches of resources may cause AT records to be unintentionally overwritten or duplicated Constraints on MARCXML To be imported the MARCXML record must meet the following conditions 1 2 xm xm It must be a valid MARCXML record with type coded to bibliographic The source file must contain only a single MARCXML record MARCX
223. ields is not complete The incomplete fields will be indicated in the error message The required field s must be completed in order to save the record For a complete list of validation rules see the appendices Note A resource record can also be created from an accession record Some fields in this new record will be automatically populated with information from the accession record from which it originated For example the Title from the accession record will appear in the Title field of the new resource record See Chapter 7 for details and a list of fields that are automatically applied to the new resource record Basic steps for creating a resource component record Resources Record 5 of 18 Title Harold Clayton Urey Papers Resource Identifier MSS 0044 MSS 0044 Harold Clayton Urey Papers Basic Description Names amp Subjects Notes Etc H E BIOGRAPHICAL MATERIALS E h CORRESPONDENCE Level z Persistent ID fref3817 Component Unique Identifier H E SUBJECT FILES omer leai E H E WRITINGS A Ae Extent H E WRITINGS OF OTHERS Title Extent Number X E E PERSONAL EPHEMERA El 1 PHOTOGRAPHS Container Summary E AWARDS H E LUNAR ORBITER PHOTOS AND CHARTS H ORIGINALS OF PRESERVATION PHOTOCOPIES e i Wrap in tag v Date Expression BE Instances Date Begin Date End Instance Type Instance Label Bulk Dates Bulk Date Begin Bulk Date End Language Code vi Repository Processing Note A
224. if you wish to suppress components and notes when the status is set to Internal If Withhold data marked internal only is selected the internal notes will not be exported If left unchecked the internal notes will be exported Open the folder where the file is to be saved and indicate the name of the file 225 xi Look in desktop x i BR fe My Recent Documents 3 My Documents My Computer My Network Places li fcfap files E 3 kshepher Desktop o My Documents I withhold data marked internal only Cr en My Computer e My Network Places Rename OO Files of type aiies o O 5 Press Save to export MARCXML Batch Exporting MARCXML To batch export MARCXML from a resource description 1 Select the resource records from which the MARCXML records should be generated A batch of MARCXML records can only be created from the Resources list view FA Export ane 2 Press the LMS MARC J button 3 Indicate if you wish to suppress components and notes when the status is set to Internal If Withhold data marked internal only is selected the internal notes will not be exported If left unchecked the internal notes will be exported 4 Open the folder where the files are to be saved al save __ a x Look in desktop z IEEE ie My Recent Documents 3 My Documents My Computer my Network Places I fefap files C
225. ight Archives and Special Collections Mount Holyoke College Paula Alosio Schlesinger Library Harvard University Elaine Ardia Muskie Archives Bates College David Best Harvard University Archives Harvard University Karim Boughida GRI Information Systems Getty Research Institute Kate Bowers Harvard University Archives Harvard University Ann Butler Fales Library New York University Peter Carini Rauner Special Collections Library Dartmouth College Johanna Carll Schlesinger Library Harvard University Christine de Catanzaro Archives and Record Management George Institute of Technology Donna Coates Alexander Architectural Archives University of Texas Austin Jennifer Cole Mudd Library Princeton University Jay Collier Muskie Archives Bates College Steve Coy Mandeville Special Collections Library UC San Diego Nancy Cricco University Archives New York University Ashley Crossen Colorado Plateau Digital Archive Northern Arizona University Deborah Day SIO Archives UC San Diego Nancy Deromedi Bentley Library University of Michigan Beth Dodd Alexander Architectural Archives University of Texas Austin Pat Donoghue Harvard University Archives Harvard University Cristela Garcia Spitz Mudd Library Princeton University Larry Hansard Archives Georgia Institute of Technology Andrea L Hommedieu Muskie Archives Bates College Virginia Hunt Countway Library Harvard University Arwen Hutt Metadata Analysis an
226. ile versions listed according to their sequence 6 Open the folder where the file is to be saved and indicate the name of the file usually the same as the EAD Identifier 222 Chapter 14 Look in j myarchives x ib i fe m 002 xml E manosca77 xml i modifiedEAD xml E shetfist xml I Number component levels een E ballrobt xml manoscmr2 xml li mshmoo1 xml fl sponsortest xml ae bead daotest xml E mnsss10 xml E mshmoo2 xml E student test xml p Suppress components and notes ay i K i eactest xrnl E mnsss125 xml E mshmo15 xml E test xml ve ated Beal On eg Cc i huassess xml E mnsss137 xml l mshm2003 xml testsubjects xml I Include DAO s in output nea i jfaie xml sj mnsss149 xml E mshm2004 xml i testtools2002 xml ese E jkkji xml E mnsss15 datestest xml E mshm325 xml E toolstest xml Ko E ma149 xml E mnsss15 xml B mu1111 xml E tooltest2002 xml La E mahi xml lj mnsss176 xml E mu2222 xml E withoutphysloc xml eee E mahs file dtd xml E mnsss182 xml E mu23 xml E withphysloc xml a E mahs xml E mnsss183 xml E mu234 xml g jg E mah9 xml ej mnsss184 xml sj mu238 xml arie E manosca104 xml sj mnsss186 xml ej mu246 xml eo E manosca106 xml li mnsss187 xml E mu3333 xml E manosca112 xml E mnsss29 xml E mu4444 xml MYN E manosca122 xml E mnsss347 dev xml E mu555 xml y Network pjes E manosca124 xml E mnsss347 xml led mu777 xml E manosca29 xml sj mnsss358 xml E mus88 xml E manosca33 xml sj mn
227. ill be listed in the error message These fields must be completed in order to save the record Repository record data elements Elements Required by the Archivists Toolkit 1 Repository Name Enter the name of the repository as it should appear on administrative reports and descriptive outputs Examples University of Massachusetts Amherst Special Collections and University Archives Scripps Institution of Oceanography Archives 2 Short Name Enter an abbreviated version of the repository name as you would like it to be displayed in the AT interface Examples UMass SCUA SIO Archives Additional Elements The minimum repository record can be extended by recording data for any of the following data elements None of these data elements are required to create the repository record but many of them may be desirable For example your institution will likely want to include contact information that can be exported with any descriptive outputs that will be shared with researchers 1 Address The Toolkit offers three address lines for the repository s address although none are mandatory Examples W E B Du Bois Library 154 Hicks Way 50 Chapter 5 City The town or city in which the repository is located Examples Amherst New York Region The repository s state province or other region Examples MA Ontario Country Enter the country in which your repository is located Examples
228. imported as mixed content For internal references imported into the Toolkit lt ptr gt lt ptrloc gt lt ref gt lt refloc gt the target and id pairs are realigned so that they contain Toolkit persistent ID values For descriptions created within the AT only lt extref gt and lt ref gt elements are used by the Wrap in tag editor though you are free to hand code any other linking elements you wish to use A final note on linking elements relates to importing indexes within an lt index gt the Toolkit only supports one link per index entry Therefore lt ptrgrp gt elements are not imported Due to the flexibility of EAD some instances of imported data will not map to the desired field For example the complete content of lt revisiondesc gt is mapped in the AT to the Revision Description field The lt date gt attribute is not parsed into the Revision Date field because there can be multiple lt revisiondesc gt lt date gt elements in the imported EAD It is necessary to manually place the lt date gt attribute into the Revision Date field for the EAD to export correctly If this is not done the lt revisiondesc gt element will not be present in the EAD export This is because a date element is required for a valid EAD lt revisiondesc gt lt change gt element On import data in the lt daodesc gt is mapped to a general note with the title of Digital Archival Object Description attached to the newly created digital objec
229. ing dateEnd or if the dateEnd field is less than the dateBegin field the record will not be imported 6 Subjects Multiple subjects are allowed Each subjectTerm must have a corresponding subjectTermType and subjectSource If no subjectSource is included the system assigns the value ingest to that element The following is an example of how subjects are represented according to the XML schema lt subjectLink gt lt subjectTerm gt Railroads Mexico lt subjectTerm gt lt subjectl ype gt Topical Term 650 lt subjectType gt lt subjectSource gt Library of Congress Subject Headings lt subjectSource gt lt subjectLink gt 7 Names a Every name must have a nameFunction source creator or subject and a corresponding primary name The function describes the relationship of the name to the accession The name can additionally have a Role and a Form b Every name must also have a nameType The nameTypes are Person Corporate Body or Family c Ifnames exist in a single field in the legacy data they may be imported into one of the primary name fields and parsed into individual fields by hand in the Toolkit To load names into the correct type of primary name field you must first separate each name into its appropriate target field as shown in the name example below lt nameLink gt lt nameLinkFunction gt Source lt nameLinkFunction gt lt name gt lt nameType gt Person lt nameT ype gt lt nameSource gt Icnaf
230. instance types and apply it consistently in all cases The Digital object type may not be deleted or modified as it activates a set of records for describing the files comprising a 122 Chapter 9 digital object whether it is a surrogate of another instance or a born digital object See Chapter 10 for instructions on describing digital objects al Resources Analog Instance Container 1 Type Container 1 Indicator Container Barcode Container 2 Type Container 2 Indicator Container 3 Type Container 3 Indicator Location No location assigned Bee es A First Previous Next Last Cancel 3 Enter Container 1 Type This is the type of container within which the instance is stored For example Box Disk Reel and Volume are all potential values for this field 4 Enter the container information or enter a single Barcode You may record a Container type Numeric Indicator or Alphanumeric Indicator for up to three nested containers e g box and folder numbers reel and frame numbers folder and item numbers etc Use a Numeric Indicator for any integer or decimal number used to identify the container e g 12 1 3 Use the Alphanumeric Indicator if a mixture of numbers and letters is used to identify the container e g 1A 3b Be aware that alphanumeric indicators may not sort as expected all numbers beginning with 1 will precede all numbers beginning with 2 In add
231. ion that reflects its application within the context of the Toolkit Archivists interested in additional or more general archival definitions should refer to the Society of American Archivists Glossary of Archival and Records Terminology by Richard Pearce Moses http www archivists org glossary Accession A transaction by which a repository acquires custody of materials deemed to have archival value The accession may result from a transfer of records from another office in the repository s institution from a purchase or from a gift In such cases the material becomes the property of the repository or its parent institution unless the material has been placed in the repository on deposit An accession may represent a new resource or an accrual to a resource already in the custody of the repository Administrative Used for managing a digital object and providing more metadata information about its creation and constraints governing its use See also the following types of metadata behaviors descriptive structural and technical digital provenance rights management and source Archival resource An item or an aggregation of items acquired managed and made accessible by an archival agency to document certain kinds of activities of individuals and agencies and to support research One archival resource is typically distinguished from another archival resource by provenance and in addition by a unique archival resource identi
232. ion 1 Names as sources can only be linked to Accession and Resource records ArchDescriptionNotes noteContent DigitalObjects Object Date dateBegin 1 DateEnd must be and dateEnd or equal to or greater than dateExpression DateBegin Locations Names Repositories Location Area building land coordinatel or barcode or 1 If descriptionNote present descriptionT ype must also be present sortName nameRules or nameSource if nameType corporateBody then corporatePrimaryName if nameType person then personalPrimaryName if nameType family then familyName repositoryName shortName 316 ResourcesComponents Subjects Users Level componentTitle or componentDate subjectTerm subjectTermType subjectSource userName password Record Validation Rules and DateEnd 1 DateEnd must be equal to or greater than DateBegin 2 BulkDateEnd must be equal to or greater than BulkDateBegin 3 If either DateEnd or DateBegin are present the other must also be present 4 If either BulkDateEnd or BulkDateBegin are present the other must also be present 5 If Bulk Dates are present then they must fall within Inclusive Dates 6 Bulk dates cannot exist without DateBegin and DateEnd 7 title or dateBegin and dateEnd or dateExpression 317 Appendix Unique Constraints Below is a list of all the unique constraints for the Toolkit This is a
233. ion menu Accessions Names Resources Subjects A ccessions Accession Date Accession Number Container Summary Repository Resource Type Title INames Name Rules Name Source Sort Name esources Container Summary Repository Resource Identifier Resource Title ubjects Subject Scope Note Subject Term Subject Term Source Subject Term Type Appendix List Screen Defaults The following table lists the default fields that appear in the list screens for each functional area and the order left to right in which those fields appear These are the settings in place when the Toolkit is initially installed They may be modified using the Configure Application menu or by dragging and dropping a column to a new position Location Order Table Field Label Accession Functional Area Accession List I Accessions Accession Number 2 __ Accessions Title B __ Accessions Extent Number 4 Accessions Extent Measurement Accession Record I AccessionsResources Resource Identifier 2 _ AccessionsResources Resource Title Accession Record 1 Deaccessions Deaccession Date 2 Deaccessions Extent B Deaccessions Extent Measurement Accession Record I AccessionsLocations Location 2 AccessionsLocations Note od Accession Record 1 ArchDescriptionRepeatingData HREF P__ ArehDeseriptionRepeatingData Type B ArchDeseriptionRepeatingData Title ere Accession Record I o ArchDescriptionNames Name 2 ArchDescriptionNames Na
234. ionSubjects BibItems Bibliography ChronologyItems ChronologyList DatabaseFields DatabaseTables Deaccessions Default alues ListDefinitionItems x 2 Double click on the table that contains the field you wish to customize 240 Configure Application Database Tables Record 1 of 46 Table Name Accessions Fields Field Name Field Label Data Type Return Screen Order accessionDate Accession Date java util Date Oa accessionDispositionNote Disposition Note java lang String 0 accessionId Accession Id java lang Long a laccessionNumber Accession Number 1 accessionNumber1 Accession Number 1 java lang String a accessionNumber2 Accession Number 2 java lang String a accessionNumber3 Accession Number 3 java lang String 0 accessionNumber4 Accession Number 4 java lang String 0 accessionProcessed Processed java lang Boolean 0 accessionProcessedDate Processed Date java util Date 0 accessRestrictions Access Restrictions java lang Boolean 0 accessRestrictionsNote Access Restrictions Note java lang String 0 acknowledgementDate Acknowledgement Date java util Date 0 acknowledgement Sent Acknowledgement Sent java lang Boolean 0 acquisitionType Acquisition Type java lang String 0 agreementReceived Agreement Received java lang Boolean 0 agreementReceivedDate Agreement Received Date java util Date 0 agreementSent Agreement Sent java lang Boolean 0 agreementSentDate Agreement Sent Date java util Date 0 bulkDateBegin Begin java lang Integer a
235. ists Toolkit 1 5 Installation and Use of Archivists Toolkit 1 5 Requires Acceptance of the Following Agreement Please scroll to the oo ay bottom to read the entire agreement ORTE e PO s Archivists ToolkitTM Choose Alias Folda gi Pre Inist Copyright c 2006 Five Colleges Inc New York Installing University and UC Regents Install Gornalete Licensed under the Educational Community License version 1 0 This Original Work including software source code documents or other related items is being provided by the copyright holder s subject to the x accept the terms of the License Agreement I do NOT accept the terms of the License Agreement 15 4 Choose the folder on your computer where you wish to install the Toolkit You can accept the default directory that is provided or press open a dialog for selecting a different folder Next Press when you have selected the desired folder Note The Mac installation presumes the user is logged onto an administrator account To install on a non administrator account change the default directory to a directory the user is allowed to modify I Archivists Toolkit 1 5 i Tntteduction Where Would You Like to Install x t t i icense j C Program Files Archivists Toolkit 1 5 all Folde Restore Default Folder gt dhoose Choose Alias Faldgee gi Pre Installation Siradan te Installing A
236. ition when a container has both a numeric and alphanumeric value the numeric value will take precedence over the alphanumeric value on export M OK 41 5 Press to save the instance record or 1 to save the instance record and add another instance record 6 Once you have recorded container information you can assign a location to each container gt Manage Locations using the button See Chapter 13 for more detailed instructions 123 Note The Rapid Data Entry screens allows for analog instance records and container information to be entered in a more efficient fashion Caution When working with analog instances the CANCEL button will occasionally not function as expected and instead of canceling save the input information It is best to double check data after canceling The Names amp Subjects Tab Use the Names amp Subjects tab to add names as creator source or subject and to add topical subject terms See Chapters 11 and 12 for instructions The Notes etc amp Deaccessions Tab Ful z xj Resources Title Dr Seuss Collection Resource Identifier MSS 0230 M55 0230 Dr Seuss Collection A Basic Description Names amp Subjects Notes Etc E E BIOGRAPHICAL MATERIALS Gane m BOOKS E SCRIPTS SCREENPLAYS AND ADAPTATIONS ADVERTISING ARTWORK E MAGAZINE STORIES AND CARTOONS E E WRITINGS SPEECHES AND TEACHING PROGRAM m AWARDS AND MEMORABILIA fy FAN MAIL S
237. itle or date begin end label label String languageCode languageCode String objectType objectType String cartographic mixed material moving image notated music software multimedia sound recording sound recording musical sound recording nonmusical still image text three dimensional object restrictionsApply restrictionsApply Boolean TRUE FALSE title title String Required or date expression or date begin end File Version eadDaoActuate eadDaoActuate String eadDaoShow eadDaoShow String uri uri String Required for creation of a File Version useStatement useStatement String Required for creation of a File Version Subject amp Names subjects as in accessions subjects as in accessions tab delimited import tab delimited import names as in accessions names as in accessions For NameFunction tab delimited import tab delimited import Creator Subject Notes abstract Abstract String biographicalHistorical Biographical Historical String 308 conditionsGoverningAcc Conditions Governing String ess Access conditionsGoverningUse Conditions Governing String Use custodialHistory Custodial History String dimensions Dimensions existenceLocationCopies Existence and Location String of Copies existenceLocationOrigin Existence and Location String als of Originals generalNote General Note String genPhysDesc General Physical String Description langu
238. ix personalSuffix personalDates personalFullerForm 369 Constraints on legacy accessions data There are constraints on the importing of XML format of accessions data in XML format that may require cleanup of your legacy data prior to import Not meeting these constraints prevents the record from being ingested into the Toolkit The following steps are required for correct accession data import 1 The XML accession file must validate against the schema a Dates have to be in valid XML date format i e yyyy mm dd b Boolean fields cataloged restrictionsApply rights may only contain the values true false or 1 0 c Integer fields dateBegin dateEnd can only contain whole numbers for example 2004 or 50 d Real number fields extentNumber can contain integers and or decimals 2 If you have a single field in the database that needs to get mapped into more than one field in the Toolkit you will need to parse the data into two separate fields For example in many cases accessions data will combine extent into one field such as 11 linear feet The Toolkit provides two separate fields for extent extentNumber and extentType Extent number contains the numerical value of the extent as a real number and extent type contains the extent measurement type of the accession such as linear feet 3 Accession Number The Toolkit offers two ways to import accession number data a If the import field is labeled acce
239. k on aasan or or to establish a link between the Assessment record and one or more Accession Resource or Digital Object records To link an Accession click on the button 282 al Assessments Lookup Accession Double click on a Accession to select it Or hit enter if a Accession is highlighted Accession Number Title Extent Number 2006 M1 Accession Title M1 2006 M12 M12 is the title 2006 M16 World s Fair 1939 4 2006 M2 Diaries and assorte 2006 M3 Marge s papers 2006 M4 NOW LDEF records 2006 M5 Title of Accession 2 Extent Measurem a Filter a Use the scroll bar to browse through the accession records or the Filter box to narrow down the list b Once the desired accession record is located select it by double clicking on the record or by clicking once and pressing the button c The selected record now appears with Accession Number and Accession Title Close Window 283 al Assessments Assessment xxx Basic Information Survey Special Formats amp Values Accessions Linked to this assessment record Surveyed By 2006 M16 World s Fair 1939 40 ephemera j Time it Took to Complete Survey C Review Needed Who Needs To Review Link Accession Resources Linked to this assessment record Review Note Resource Identifier Resource Title Link Resource Remove Link Digital Objects Linked to this assessmen
240. kup Lists Double click on the list to be modified Select the first value to be merged oe P Holding down the control CTRL key select the second value to be merged pul __ i Administration Lookup Lists List Name Subject term source IV Paired Values J Restrict To Nmtoken Add Item Dictionary of Occupational Titles dot Remove Item s Art amp Architecture Thesaurus aat Form terms for archival and manuscripts con ftarnc Genre Terms A Thesaurus for Use in Rare B rbgenr Change Item GeoRef Thesaurus georeft Getty Thesaurus of Geographic Names fgn Merge Items Library of Congress Subject Headings Import Items Local Medical Subject Headings mesh Show Record Count Thesaurus for Graphic Materials gmgpc Items in Red can t be modified Items in Blue are AT initial values gjolsie AS First Previous Next Last Cancel OK Created Jun 22 2007 by Modified Aug 23 2007 by Record Number 18 5 Press Merga ltams button 267 x Administration Lookup Lists Record 31 of 32 List Name Subject term source WV Paired values P Restrict to NMTOKEN Add Item Art amp Architecture Thesaurus aat Dictionary of Occupational Titles dot Remove Item s Form terms for archival and manuscripts con ftame Genre Terms A Thesaurus for Use in Rare B rbgenr Change Item GeoRef Thesaurus georeft Getty Thesaurus of S02 E Merge Items Import Items
241. l Administration Connection Settings Database Properties idbc mysql idev archiviststoolkit org 3306 AT_SANDBOX1 59 jdbc mysql dev archiviststoolkit org 3306 AT_SANDBOX1_5_9 Connection URL Username idbe mysql localhost 3306 1_5_9 Password idbe sqlserver 128 122 90 55 1059 databaseName atk1 Database Type MySQL v Logging in Before the application fully loads a login window will appear Username Password Enter your username and password and press Login or press Cancel to stop the application from initializing User names are not case sensitive passwords are case sensitive 21 Note The User Name and Password should be provided by the person who installed the Toolkit s database or by the person managing the Toolkit in your repository For information about creating new user names see Chapter 5 Becoming familiar with the Archivists Toolkit interface The application s initial screen appears when the launch process is completed The primary AT screen has a menu command zone at the top a navigation zone on the left and a list screen display zone on the right that occupies most of the window Some screens for individual records have zones for navigation controls and record information at the bottom of the screen Afl Archivists Toolkit 1 5 0 File Import Setup Reports Help 7 Filter search results Search List All New Record O Reports Delet
242. l records or to produce a report that draws upon data appearing in a selected subset of records When generating reports for multiple records the output reflects the result set as ordered and displayed in the list screen for a specific functional area A complete list of reports along with their description and a sample of each report is available in the appendices Reports can be generated from list screens using the button or from individual records using the FePorts button Using the Reports button from the list screen allows for the creation of reports from a group of records while generating reports from an individual record produces a report for only that single record The Reports drop down list in the menu command zone provides the option to generate a repository profile this will be discussed later in this chapter You may print preview or create a file of the report To preview a file the Select Output field must be set to Printer File options are PDF HTML RTF Excel or CSV Each version differs in its usefulness Currently the PDF RTF and HTML options produce the most ready to use reports The RTF option is useful for bringing the report information into MS Word for editing The Excel format is helpful for manipulating the report in Excel For tabular reports such as Print Screen the CSV option is useful to extract delimited data For producing finding aids one can choose between a PDF rendering or HTML encodin
243. le date 1900 1930 Inclusive dates 918 Bulk dates 8 Deaccessions A de accession record may be linked to an accession or resource record See Chapter 8 for instructions 9 Locations Use the Add Location f _Add Location _ button to assign locations to the accession See Chapter 13 for specific instructions on assigning locations 10 General Accession Note Use this field to note any information that does not fit in any of the more defined fields This is a catch all note for use by repository staff The Accessions Notes Tab 88 Chapter 7 Accessions Record 4 of 747 Title Accession M 0000 007 Basic Information Accession Notes User defined fields Names amp Subjects Acknowledgements Restrictions amp Processing Tasks Acquisition Type E gt Inventory Retention Rule E E Disposition Note Description External Documents Condition Add Document Remove Document Open in Browser aaea a ele First Previous Next Last Reports Close Save Created Aug 26 2008 by a2ross Modified Aug 26 2008 by a2ross Record Number 274 1 Acquisition Type Indicate the type of accession transaction This refers to the way in which the accession was acquired Options include deposit gift purchase or transfer These options may be customized by repository See Chapter 15 for instructions 2 Retention Rule Indicate any statute regulation or rule establishing the
244. les 5 cartons 3 boxes 1 flat box 10 record cartons 3 archives boxes 4 map folders Instances Instances are used to record container information for materials in the collection and to describe digital objects See the Instances section below Internal Only This is a yes no field used to indicate if the resource record or component record is for internal use only If the box is checked data from the record and all of its children may be withheld from descriptive outputs designated for researcher use or in the case of EADs be exported with the audience attribute set for internal Whether or not the data is withheld is determined as part of the export process Restrictions Apply This is a yes no field indicating if access restrictions apply to the materials being described Creating component records with the Rapid Data Entry screen The Toolkit offers a Rapid Data Entry screen which allows for repeated entry of component records with fewer mouse clicks than one would use during the process of adding individual component records and then adding instances The Rapid Data Entry feature is customizable and provides a more efficient interface for entering things like folder lists where multiple components of the same level are entered one after another 113 Note In the Toolkit the hierarchy of components is not driven by the Level element When entering multiple components through the Rapid Data Entry screen you can change the L
245. les of the following reports are available in the Appendices l Print Screen Prints a list of subject records as they are displayed in the list screen This report is only available through the list view 2 Subject Record s Displays selected subject record s Report lists subject term subject term type and subject source 188 Chapter 11 3 Subject s with linked accession s and resource s Displays subject s with linked accession s and resource s Report contains sort subject term type source and any resource records and accession records linked to that subject Merging access terms The Toolkit offers a Merge feature for subjects and names which is useful for management and clean up of your authority lists Merging two terms together results in the deletion of the undesirable or redundant heading and all of its linked accession and description records being linked to the more appropriate heading You might use this feature to perform clean up if importing data has resulted in redundant records or if you find that related terms have been used inconsistently To merge two name or subject records 1 Open the Names or Subjects list screen 2 Select the two or more terms that you wish to merge Merge 4 The Toolkit will prompt you to select the term you wish to merge into Select a term in the list This will be the record that remains in the system the other term will be merged into this record All links from t
246. lin e Lithuanian lit e Low German nds e Lozi loz e Luba Katanga lub e Luba Lulua lua e Luisenio lui e Lule Sami smj e Lunda lun e Luo Kenya and Tanzania luo e Lushai lus e Macedonian mac e Madurese mad e Magahi mag e Maithili mai e Makasar mak e Malagasy mlg e Malay may e Malayalam mal e Maltese mlt e Manchu mnc e Mandar mdr e Mandingo man e Manipuri mni e Manobo languages mno e Manx glv e Maori mao e Mapuche arn e Marathi mar e Mari chm e Marshallese mah e Marwari mwr e Masai mas e Mayan languages myn e Mende men e Micmac mic e Minangkabau min e Miscellaneous languages mis e Mohawk moh e Moldavian mol e Mon Khmer Other mkh e Mongo Nkundu lol e Mongolian mon 331 e Moor mos e Multiple languages mul e Munda Other mun e Nahuatl nah e Nauru nau e Navajo nav e Ndebele South Africa nbl e Ndebele Zimbabwe nde e Ndonga ndo e Neapolitan Italian nap e Nepali nep e Newari new e Nias nia e Niger Kordofanian Other nic e Nilo Saharan Other ssa e Niuean niu e No linguistic content No_linguistic_content e Nogai nog e North American Indian Other nai e Northern Sami sme e Northern Sotho nso e Norwegian nor e Norwegian Bokm l no e Norwegian ynorsk nno e Nubian languages o 5 io Nyamwezi nym e Nyanja nya e Nyankole nyn e Nyoro ny
247. ll be referenced 7 EAD DAO Actuate A control element for indicating how a digital object produced as part of an EAD finding aid is to behave that is whether a link is enacted automatically or must be requested by a user The Actuate attribute is used in conjunction with the Show attribute The 161 default values are 1 none meaning no action occurs with respect to the link 2 onLoad meaning the object is displayed automatically 3 onRequest meaning the object is displayed when a user requests it and 4 other meaning some other action occurs with respect to the link 8 EAD DAO Show A control element for indicating whether a digital object linked to an EAD finding aid appears at the point of the link replaces the existing link or appears in new window The Show attribute is used in conjunction with the Actuate attribute The default values are 1 embed the target resource displays at the point of the link 2 new the target resource appears in a new window 3 none no target resource displays 4 other some other action takes place with respect to the target resource and 5 replace the target resource replaces the local resource that initiated the link 9 File Version File versions are for recording the URI and the intended use of the digital content file s corresponding to a digital object record or digital object component record See Adding File Versions below The Names amp Subjects Tab Use the Names amp Subje
248. lt nameSource gt lt nameRule gt DACS lt nameRule gt lt contactAddress1 gt 111 Broadway lt contactAddress 1 gt lt contactCity gt New York lt contactCity gt lt contactRegion gt New York lt contactRegion gt lt contactCountry gt US lt contactCountry gt lt contactMailCode gt 11211 lt contactMailCode gt lt contactEmail gt don clark gmail com lt contactEmail gt lt personalPrimary Name gt Clark lt personalPrimaryName gt 371 lt personalRestOfName gt Don R lt personalRestOfName gt lt name gt lt nameLink gt XML Accession File Examples Example One Simple Accession Files lt xml version 1 0 encoding UTF 8 gt lt accessionRecords xmlIns xsi http www w3 org 2001 XMLSchema instance xsiznoNamespaceSchemaLocation file Users sibylroud Desktop accessionsImport xsd gt lt record gt lt accessionNumber gt lt part1 gt MSS lt part1 gt lt part2 gt 2007 lt part2 gt lt part3 gt 034 lt part3 gt lt accessionNumber gt lt accessionDate gt 2007 08 14 lt accessionDate gt lt extentNumber gt 20 lt extentNumber gt lt extentType gt Linear feet lt extentType gt lt title gt Henry Jones papers lt title gt lt record gt lt accessionRecords gt Example Two Accession Files with Subjects and Names lt xml version 1 0 encoding UTF 8 gt lt accessionRecords xmlIns xsi http www w3 org 2001 XMLSchema instance xsiinoNamespaceSchemaLocation file Users sibylroud Desktop accessionsImpor
249. material instances e g text vs microform vs digital object A sub record is a linked record that can only be viewed created and edited through the primary record Name record For recording the names personal corporate body or family associated with accessions and or resources as a creator source or subject The name records serve as name headings in exports such as EAD MARCXML and MODS Subject record For describing topical terms associated with an accession or a resource The subject records serve as subject headings in exports such as EAD MARCXML and MODS Basic components of a record 23 Resource Identifier e 2 Basic Description Names amp Subjects Notes Etc amp Deaccessions Finding Aid Data Level x Resource Identifier mi Tite Wrap in tag Y Date Expression Inclusive Dates Accessions linked to this Resource ID Accassion Number Accession TRE B E Extent Extent Number pj Container Summary Beak tnd Data Entry Window Bulk Dates Begin End el Instances snes Instance Label Repository Processing Note aj z E Add Instance Remove Instance Component Buttons Repository AT Change Repository F Internal Only Restrictions Apply Extract Comp Add Add Delete Manage FA Export FA Export child Sibling _ Foelest an ROE zl Component 2 Locations F EAD ToS NARC Navigation Buttons gioieie o lale Last
250. mber 2005 54 1 will be targeted to accessionNumber1 2005 accessionNumber2 54 accessionNumber3 1 Periods forward slashes and dashes are the three characters that will delimit the accession number fields b You may bypass this parsing by labeling the import field containing 2005 54 1 as accessionNumber1 but keep in mind that each of the four fields for the accession number is limited to ten characters Note Accession numbers must be unique to import correctly 363 resourceldentifier If the import field is resourceIdentifier the ID will be mapped so that a resource identifier MC 543 will be targeted to resourceldentifier1 MC 543 and stored as part of the resource record if the option to create resource data is selected at the beginning of the import process see Chapter 6 for further clarification Date fields dateBegin and dateEnd These fields will accept only integer dates A D dates after 1000 A D should be expressed with four digits e g 1972 1514 2006 etc B C dates should be expressed with a negative sign first e g 999 10000 3 dateExpression Natural language date strings such as ca 1976 spring 1987 can be imported into the dateExpression field Note The dateExpression field has a parser that will parse 1963 1987 into dateBegin 1963 and dateEnd 1987 If a dateBegin is provided without a corresponding dateEnd the record will not be imported and if the dateEnd is less than the dateBegin e g dat
251. me Link Function B _ ArchDescriptionNames Name Link Creator Subject Role Accession Record Subject Names Functional Area Name List Sort Name D e Name Type B Nams foe P Nams fis Names Record L NonPreferredNames Sort Name 2 _ NonPreferredNames Name Type Names Record Names Record Names Record Resource List Resource Record Resource Record Resource Record Resource Record Resource Record Resource Record Digital Object Accession Number 2 _ Accessions Title B__ Accessions Extent Number 4 __ Accessions Extent Measurement a o Resource Title 2 Resources Extent Number B Resources Resource 1d 4 Resources Extent Measurement 5 Resources Resource Identifier C o L NameContactNotes Label 2 NameContactNotes Note Resource Functional Area I Resources Resource Title D_ Resources Extent Number 5 Resources Resource I 4 Resources Extent Measurement O Reoiree wenn a oo Accession Number 2 Accessions Accession Title 1 ArchDescriptionAnalogInstances Instance Type 2 ArchDescriptionAnalogInstances Instance Label or DigitalObjects I ArchDescriptionNames Name 2 ArchDescriptionNames Name Link Function B __ ArchDescriptionNames Name Link Creator Subject Role Subject I ArchDescriptionRepeatingData Type 2 __ ArchDescriptionRepeatingData Title B __ ArchDescriptionRepeatingData Content 1 Deaccessions Deaccession Date 2 _ Deaccessions Extent B Deaccessions E
252. ments The minimum accession record can be extended by recording data for any of the following data elements available for the accession record None of these data elements are required to create an accession record However there are requirements associated with some of the data elements if they are utilized For instance certain date fields must be expressed by four digit year format only 82 Chapter 7 The Basic Information Tab all ax Title Accession Basic Information Accession Notes User defined fields Names amp Subjects Acknowledgements Restrictions amp Processing Tasks Accession Number Accession Date Date Expression Date Resources Linked to this accession Begin End Bulk Dates Begin y y End Link Resource Remove Link Resource Type E Title Extent Extent Number zi Container Summary Add Location Remove Location General Accession Note A Repository AT Change Repository zl Biagio E 8 eles First Previous Next Last Reports Close Save 4 1 Link Resource The accession may be linked to one or more archival resources using the Link Resource button Clicking on this will open a list of resources To link to the resource locate the name by scrolling through the list or use the Filter box to narrow down the list Then either double click on the resource in the list or select the resource and press Link 83 at x Accessions Lookup R
253. mertSen Jeon agreomeniRecsiveaDaie agreomentResshedDaie ae SS FegreomensentDate ageamentSenidate foe FagteomentSont eseemensn feon FagieomenRecoied agreomertfeoowea Jeon i asreomortProcessed acoessionProcessed feon acoossionProcessedbare accessonProcessedDate Jee O deeErpresson detepresson 255 sin OO O OOOO boegen oukbaesen mo ooo FoukDateend oukoaeea fme C a a omea fea G e E did e S FestaogeaDate eallogeedete foe OSS Tesiogedtote feaaiogeanoe romm sing OOo FeondionNte carion ote rolimt si O y real extentType extentType Linear Feet Cubic Feet conanersummay comanersummay moimi sting SSSC d 361 Finenioy iimvenioy SSSS di Coit te OOS SOS resourceType 255 Collection Papers Records real userDefinedString1 userDefinedString1 255 string OS userDefinedString2 userDefinedString2 255 sting SY FuserDatredTot useetnesToxti norm tot i y useretnestea uone om e ooo usoretneaTens usorDetneaTens norm tot y tserDatredTon usono om toe SS Fresouceldeniien resowcodenen sting y y Subject Fields Column Headers Import Field Column Where Stored AT Field Pata Header Target Length Type Types are Function 657 Genre Form 655 subjectTermType subjectTermType 50 string Geographic Name 651 Occupation 656 Topical Term 650 Uniform Title 630 subjectSource
254. mes function e Creator values e Source cannot e Subject be modified 2 All e Auctioneer auc values Bookseller bsl cannot e Collector col be e Depositor dpt modified e Donor dnr Former owner fmo e Funder fnd e Owner own 2 All nameType e Corporate body values NonPreferredNames nameType e Family cannot e Person be modified 2 All e altrender values e bold cannot e bolddoublequote be e bolditalic modified e boldsinglequote e boldsmcaps e boldunderline e doublequote e italic 341 e nonproport e singlequote smcaps sub super e underline Resource 2 All ResourcesComponents e class component values e collection levels cannot e file be e fonds modified item e otherlevel e recordgrp series e subfonds subgroup subseries Subject 2 All Subjects subjectTermT ype e Function 657 term type values e Genre Form 655 cannot e Geographic Name be 651 modified e Occupation 656 e Topical Term 650 e Uniform Title 630 342 Lookup Lists 343 Appendix Search Editor Defaults The following table lists the default fields that appear in the Search Editor for each functional area and the order in which those fields appear In addition all four functional areas can be searched by the Created Created By Last Updated and Last Updated By fields These are the settings in place when the Toolkit is initially installed They may be modified using the Configure Applicat
255. mes linked as subjects and with subjects e Resource s with location s e Resources with deaccession s e Subject record s e Subject s with linked accession s and resource s e Repository Profile Report e Locally created Jasper Reports The Archivists Toolkit License Archivists Toolkit Copyright c 2006 2009 Five Colleges Inc New York University and UC Regents Licensed under the Educational Community License version 1 0 The Archivists Toolkit including software source code documents or other related items is provided by the copyright holder s subject to the terms of the Educational Community License By obtaining using and or copying the Archivists Toolkit you agree that you have read understand and will comply with the following terms and conditions of the Educational Community License Permission to use copy modify merge publish distribute and sublicense the Archivists Toolkit and its documentation with or without modification for any purpose and without fee or royalty to the copyright holder s is hereby granted provided that you include the following on ALL copies of the Archivists Toolkit or portions thereof including modifications or derivatives that you make The full text of the Educational Community License in a location viewable to users of the redistributed or derivative work 10 Any pre existing intellectual property disclaimers notices or terms and condi
256. minimum period for maintaining the records 3 Description This field serves as a preliminary scope and contents note and might include description of document types and topical contents represented in the accession DACS Reference 3 1 4 3 1 7 Examples Contains correspondence and financial records for Smith s clothing business as well as personal diaries Provost s correspondence subject files and program files Includes information about diversity protests and formation of ALANA scholarships 4 Condition Note Enter notes about the physical condition of the materials preservation actions that may be necessary and any special handling requirements Examples Rolled drawings in tubes 10 17 are brittle and in need of humidification 89 Collection is filled with mold and silverfish Deep freeze treatment is scheduled Materials should not be unpacked in the department and persons processing the materials should wear inhalation guards Nitrate negatives in box 12 are in poor condition and should not be filed with other negatives Schedule for reproduction and subsequent destruction 5 Inventory You may enter or paste a container list or other form of preliminary inventory in this field As an alternative you may provide a reference to the existence and location of an external paper or electronic document that contains the inventory Examples Box list from office of origin file
257. mited method only one name and subject type can be imported per accession The tab delimited import is also more likely to introduce data errors that result in extra data clean up work The XML accessions schema was designed to address the limitations of the tab delimited ingest method While the XML schema method is recommended for these reasons it does require more technical knowledge in order to transfer data from a database to the XML format Importing tab delimited accessions data 73 The Toolkit will not import information straight from a database such as Access or Filemaker Pro To transfer accessions data to the Toolkit a tab delimited file must be exported from the database containing the information This tab delimited file can then be imported into the Toolkit Before importing data into the Toolkit the data must be mapped to the fields in the Toolkit See the Preparing the Tab delimited Accession File appendix for mapping instructions Importing accessions data 1 From the Import menu select Import Accessions Tab delimited al Archivists Toolkit 1 5 9 File Import tup Reports Help t Import EAD Import MARC nport Ac 15 Tab delimited g Filter search results Import Accessions XML rd m Reports 8 Delete Merge FA Export EAD A Export MARC n Ar 1b Recorats found for search list all Title Extent Number Resource Id Extent Measurement Resour John W Hilton HARDLY ANY FE 14 mss 002 Dennis
258. mport menu select Import EAD 62 Chapter 6 Import Accessions Tab Import Accessions XML Import MARC Accessions Filter search results David Ignatow Papers 1 mss 0002 Ben Yellen Papers 14 4 14 Linear feet M55 0193 Dennis Phillips Papers 14 25 3 Linear feet MSS 0223 Sun amp Moon Press Archive 108 2 4 Linear feet MSS 0224 Hannes Alfven Papers 12 5 Linear feet mss 0225 Harvey Itano Papers 3 8 6 Linear feet M55 0226 Betty Freeman Papers 28 3 7 Linear feet MSS 0227 iMillerd Family Documents 0 4 8 Linear feet M55 0228 Richard Rubenstein Papers 0 4 9 Linear feet Mss 0229 Dr Seuss Collection 197 7 10 Linear feet MSS 0230 J Edward Hoffmeister Papers a 11 Linear Feet MSS 0231 Ben Yellen Charles L Smith corre 0 2 13 Linear feet MSS 0667 z 2 Choose the file to be imported 3 Select the repository that holds the materials described in the finding aid 4 Press the m button Wopen x Lookin EADs tome modifiedEAD Select a Repository 3 MS175 2002 as imported AT My Recent E mss0113 Documents mss0149 0162 E mssi E mss0163 Desktop S mss0167 gt E mss0389 My Documents My Computer mn My Network Places File name Poo Files of type Pmt fies O o i The Toolkit will display a message indicating the progress of the import 63 Filter search results Importing mss0225 xml Loading file into memory
259. n _ Baition Statement editionStatement id extent Measurement extent Type i incing Aid Note findingAidNote i Fincing Aid Status findingAidStatus internal Onty Sf internally TT anguage fanguageCode i Language of Finding Aid languageOfFindingAid po evel babel ewa pd Otherevel i therhevel S O Resource Identifier resourceldentifiert Restrictions Apply restrictionsApply rr Revision Description revisionDescription pC Series _ SponsorNote sponsorNote O es eS ees Yd xtent Measurement extent Type Level Other Level otherLevel Restrictions Apply restrictionsApply Title title Subjects subjectSource Department department 357 Appendix Preparing Tab delimited Accession Files Importing tab delimited accessions data The Toolkit will not import accession information straight from a database such as Access or Filemaker Pro To transfer accessions data to the Toolkit a tab delimited file must be exported from the database containing the information This tab delimited file can then be imported into the Toolkit Before importing data into the Toolkit the data must be mapped to the fields in the Toolkit Some mapping tips are listed below Basic steps for importing tab delimited accessions data 1 Map the fields in the accessions database or spreadsheet if that is where the data is stored to the corresponding AT fields listed in the table below If some data fields do not match AT fields you may wan
260. n area remains until the application is closed and restarted If you wish to quickly clear a linked record search press the Clear button next to the appropriate field Capability to customize search result display when searching resource components Search results can now be customized when using component searches to facilitate browsing search results Users can customize search results list screen using Configure Application under the Setup menu gt ResourcesComponentsSearchResults table to edit the Return Screen Order 43 Configure Application Database Tables Table Name ResourcesComponentsSearchResult Fields x Record 44 of 46 Field Name componentBulkDateBegin componentBulkDateEnd componentDateBegin componentDateEnd componentDateExpression componentLevel componentTitle context created createdBy lastUpdated lastUpdatedBy resourceldentifier resourceTitle Field Label Component Bulk Date Begin Component Bulk Date End Component Date Begin Component Date End Component Date Expression Component Level Component Title Context Created Created By Last Updated Last Updated By Resource Identifier Resource Title Data Type Return Screen Order java lang String java util Date java lang String java util Date java lang String NGOGOOOOA TOTO COCO 8 First Previous Next onee AJ Last Cancel Created Apr 21 2009 by atuser Modified Apr 21 2009 by atuser Record Number 46
261. n gt Examples The ACM used the following classification system to organize its publications A General Literature A O GENERAL Biographies autobiographies Conference proceedings General literary works e g fiction plays A 1 INTRODUCTORY AND SURVEY 14 General Note Any information that does not fit in a more specifically defined note DACS Reference 7 1 130 15 16 17 Chapter 9 EAD Tag lt odd gt Examples Drawings humidified flattened and repaired General Physical Description Note General information about the physical characteristics of the materials that cannot be accommodated in other fields or notes that capture physical description information EAD Tag lt physdesc gt Examples Videocassettes in this series are recorded in Hi 8 format Immediate Source of Acquisition Note Information about the direct source from which the materials were acquired This could also include date means of acquisition and other information relevant to an acquisition DACS Reference 5 2 EAD Tag lt acqinfo gt Examples Donated by the Massachusetts Citizens League Index List of terms and reference pointers compiled to enhance access to the materials being described 131 al x Resources Index Title Note a v wrap in tag 7 Ead Ingest Problem Item Value Reference Text El Add Item Remove Item Persistent ID lt lt E gt RRF First Previous Next L
262. name record and the description or accession record 1 Name Link Function The function of the name either creator source or subject in relation to this accession description resource description component record digital object record or digital object component record The same name can be linked multiple times to an accession description or component record as long as the function role and form division is different For example you could link the name Smith Jane to an accession record as the source the creator and the subject of the materials Note that names as sources may only be assigned to accession and description resource records not description component records If desired sources for descriptive components may be recorded in the Immediate Source of Acquisition note 2 Role An indication of what role the name has in regard to its function as creator source or subject Examples include identifying a source as a donor or a dealer or identifying a creator as collector a director or an illustrator The content of this field is populated with a controlled list that is drawn from the list of MARC relator codes You may not add other values to the field The roles available for creator and subject are different than the roles available for source 3 Form Subdivision This field is for topical geographical chronological or form descriptors singly or in some combination that modify a name assigned as a subject Th
263. ncoded Archival Description standard and an unbounded number of unnumbered levels A resource record may be the parent of a component resource record that is parent to a component resource record that is parent to a component resource record and so on Also there may be an unlimited number of component resource records at a given level For example there is no limit on the number of series records or file records Records at the same level are referred to as sibling records in the AT while component records are referred to as child records The hierarchical interface Overview As you describe archival resources and their components in the Toolkit each new record will be reflected in the hierarchical interface which can then be used to navigate and reorder components as necessary Alyah Bessie Papers 3 Series I Spanish Civil War a Subseries 4 Documents Carnet de Honor Carnet Mititar Citation of Honor Signed Certifica Clippings Fascist Propaganda Leaflets In Sr Ibarruri Dolores La Pasionaria International Brigade Leaflet Dror Journal 1 Handwritten Journal 2 Handwritten Journal 3 Handwritten Journal 4 Handwritten and Blot Journals 1 4 Typescript Lopoff Aaron Condolence Letter Mess Allowance Receipt Order for Promotion Orders from the Commissariat Repatriation Papers Salvoconducto Safe Conduct Pass Subseries B Artifacts Undated 1938 C Series II Writings 1939 1946 1984 a Series III
264. nd displaying all transaction dates i e dates that are not for descriptive purposes This includes accession date acknowledgement date etc l From the Setup menu select Date Format Setting al Administration Date Format Setting System date format M d yyyy x 2 Choose the desired System date format Version 1 5 of the Toolkit includes 12 date formats including international date formats d m yyyy d m yy d m yyyy d m yy 256 3 Press the OK button to save the record 4 The changes will take place once the application is restarted Lookup lists Overview Lookup lists provide a set of predefined values that can be selected during data entry to populate a field The Toolkit comes with a number of pre defined lookup lists You can modify many of these lists though there are some that can not be modified because either their values are necessary for correct operation of the Toolkit or are necessary in order to produce valid standardized outputs such as EAD or MODS Note You will find a table listing the predefined AT lookup lists the fields to which they are linked and the type of lookup list in the appendices The Lookup Lists list view The Lookup List list view contains the List Name List Items Codes whether the List Items and Codes are paired values and whether the List Items are restricted To Nmtoken 257 Administration Lookup Lists Record 6 of 32 List Name Digital object types
265. ndition OF Material v Is less than M 4 Research Value Is greater than 7 Below are the two records that matched the search criteria specified above i e records with Condition of Material less than 4 and Research Value greater than 7 al Administration Assessment Filter Assessment Id Surveyed Material Id Surveyed Material Title Condition Of Material R Research Value Rating 15 2006 M16 World s Fair 1939 40 ephemera 2 9 16 M55 0224 Sun amp Moon Press Archive 3 8 Cason Cees Ciscoe Cererea Refresh Click on the button to return to the display of all extant records Deleting Assessment Record s 5 Locate the record s to be deleted by using the filter box in the main screen or the search tool Once you locate the record s you want to delete click on the record entry or entries in the list screen 293 al Administration Assessment Filter Assessment Id Surveyed Materialid Surveyed Material Title Condition Of Material R Research Value Rating 1 M55 0224 Sun amp Moon Press Archive 4M55 0223 Dennis Phillips Papers 5 M55 0229 Richard Rubenstein Papers 6 2006 M5 2006 MS religious utterances of Margaret B Sheehan 11 M55 0225 Hannes Alfven Papers 15 2006 M16 World s Fair 1939 40 ephemera 16 M55 0224 Sun amp Moon Press Archive 17 id 47 Dr Seuss Collection P 202006 MS 2006 MS religious utterances of Margaret B She
266. nedBoolean1 Field Label Juser Defined Boolean1 Data Type java lang Boolean J Include In Search Editor Return Screen Order jo Definition Hi Examples F BE BE IE f First Previous Next Last 5 Change the Field Label to represent the information you want stored in the field 274 a x Configure Application Database Fields Record 56 of 72 Field Name userDefinedBoolean1 Field Label fres no User Defined Field Data Type java lang Boolean J Include In Search Editor Return Screen Order lo Definition Examples Djojo ais First Previous Next Last Cancel OK Check the Include in Search Editor box if the field is to be included in the Search Editor screen Inthe Database Field window enter a value in the Return Screen field A 0 will remove the field from the list screen a different number will add the field to the list screen in the order that you designate Note The Toolkit does not prevent you from creating duplicate entries in this field If you enter 3 and another field in the table also has the value 3 the Toolkit will reorder the rest of the fields When the record is saved the fields with a return screen order other than 0 will be sorted and then renumbered starting at 1 Provide a Definition for the field This definition will appear in the rollover tips Provide Examples of data entries for the field These examples will appear in the rollover tips 275 10 Press t
267. ng from 1 to 5 intended to describe the overall quality of housing of the materials in a collection items or groups of materials within a collection may be in better or poorer housing than what the overall rating indicates 5 Collection housed completely in acid free boxes and folders in good condition Boxes and folders have reasonable amount of material in them Boxes and folders are correct size and type for the materials they house For bound volumes binding is in excellent condition 4 Collection housed partially in acid free boxes and folders in good condition Most boxes and folders have reasonable amount of material in them Most boxes and folders are correct size and type for the materials they house For bound volumes binding is in very good condition expected wear 3 Collection housed in non archival boxes and folders but they are in good condition Most boxes and folders have reasonable amount of material in them Most boxes and folders are correct size and type for the materials they house For bound volumes binding is in good condition somewhat the worse for wear yet intact 2 Collection housed in non archival boxes and folders Significant number of boxes and folders might have unreasonable amount of material in them or are not the correct size and type for the materials they house For bound volumes binding is in fair condition boards might be detached 1 Collection housed in non archival boxes might have items l
268. ng image three dimensional object still image still image mixed material mixed material mixed material Date 1812 1919 2003 1919 2003 1919 2003 2008 1999 1999 1950 1959 1976 2002 1976 2002 1976 2002 2001 2002 date expression Batch Digital Object Export Digital Object records can now be exported in batches in the same manner as Resource records To do this select the records to be exported on the Digital Object module s 305 browse screen and click one of the export buttons at the top of the window MARC METS MODS Dublin Core Then choose the location the records should be exported to and click Save Digital Objects Reports As with other modules reports are first configured by using the browse list for digital object records Users should configure the list to reflect the scope and order of digital object records as well as the kinds of data to be included in a report The following four reports are available from the drop down menu e Digital Object List Displays digital objects s in list fashion Report contains title digital object identifier object type dates and creator names e Digital Object Table Displays digital object s in table format Report contains title digital object identifier object type dates and identifier of linked resources e Digital Object Record s Displays key fields for selected digital object record s Sample page from Digital Object Record s Report
269. ngement note Bibliography Biographical Historical note Conditions Governing Access note Conditions Governing Use note Custodial History note Dimensions note Existence and Location of Copies Existence and Location of Origina File Plan note General note First Previous Next Last Cancel OK Created Aug 26 2008 by a2ross Modified Nov 7 2008 by a2rass Record Number 1 4 Press the AOA Darant Val n button 234 Repositories Default Values Table a Field Value wr Eu EE amp vy First Previous Next Last Cancel OK 1 5 Select the appropriate Table then the Field for which you are establishing a default value x Repositories Default Values Table accessions Field Aaeeea EA Y Value Big m E 8 8 First Previous Next Last Cancel OK Note Fields Supporting Default Values appendix may assist you in locating the field for which you want to create a default value Depending on which option is available 6 Enter the default text in the Value field or Check the Boolean Value box or Select the appropriate Value from the drop down list 235 7 Save the default value record by pressing the K button at the bottom right corner of Ei the window If you are entering multiple records the 1 are working in and open a new default value record button will save the record you Creating a default title and default value for a no
270. no NbyNw 4 Mandeville Sotano NbyNw 5 Mandeville Sotano NbyNw 6 Mandeville Sotano NbyNw 7 Mandeville Sotano NbyNw 8 Mandeville Sotano NbyNw 9 Mandeville Sotano NbyNw 10 Mandeville Sotano NbyNw 11 Mandeville Sotano NbyNwW 12 Mandeville Sotano NbyNwW 13 Geisel 2nd SW 2 Geisel 2nd SW 3 Geisel 2nd SW 4 Geisel 2nd SW5 Geisel 2nd SW 6 gt Add Location Link Remove Location Link Create Location Done Note Locations cannot be batch added through this screen Batch additions must be done through the Locations option available through the Setup menu 5 Once all locations have been assigned to the resource record press the oe button Removing location links 1 Highlight the container with the location link to be deleted and press the Remove Location Link butt n 211 2 The Remove Linked Location dialog box will open al Resources Assign Locations Containers Box 1 no location assigned Box 2 no location assigned Box 3 no location assigned Box 4 no location assigned Box 5 Mandeville Sotano West Wing NbyNw 5 Box 6 Mandeville Sotano West Wing NbyNW 5 Box 7 Mandeville Sotano West Wing NbyNW 5 Box 8 no location assigned Box 9 no location assigned Box 10 no location assigned Box 11 no location assigned Box 12 no location assigned Box 13 no location assigned Box 14 no location assigned Box 15 no location assigned 4 Box 16 no location assigne
271. ns DefaultValues DigitalObjects 1 Double click on AssessmentsSearchResult to open the table for editing at x Configure Application Database Tables Record 16 of 54 Table Name AssessmentsSearchResult Fields Field Name Field Label Data Type Return Screen Order assessmentld Assessment Id conditionOfMaterialRating Condition OF Material Rating created Created java util Date createdBy Created By java lang String intellectualAccessRating Intellectual Access Rating lastUpdated Last Updated java util Date lastUpdatedBy Last Updated By java lang String physicalAccessRating Physical Access Rating qualityOFHousingRating Quality OF Housing Rating research alueRating Research Value Rating surveyedMaterialld Surveyed Material Id surveyedMaterialTitle Surveyed Material Title userNumericalRating1 User Numerical Rating1 userNumericalRating2 User Numerical Rating2 SFTOHMONNMDOOTFCOO ae Doe A First Previous Next Last Cancel OK Created Jul 2009 by a2rass Modified Jul 6 2009 by a2ross Record Number 49 2 Double click on the field in the list you wish to modify in the example below surveyedMateriallID field was selected from table 295 al Configure Application Database Fields Record 11 of 14 Field Name surveyedMaterialld Field Label surveyed Material Id Data Type Include In Search Editor Return Screen Order 2 Definition Examples ogge ALA
272. ns a replacement for a repository s own processing manual or for archival training The manual is designed to be a basic learning and reference device for all operations of the Archivists Toolkit To the extent it is necessary any troubleshooting support is available through the Toolkit web site http www archiviststoolkit org Typographical conventions Certain typographical conventions are used throughout the manual in order to improve readability and recognition of key components 1 Times New Roman 12pt bold is used to identify all interface components filenames and field names 2 Courier New 12 pt signifies data entry examples 3 Times New Roman 12 pt bold italic is used for general emphasis 4 Notes and tips are indented and set apart with a line above and below as follows Note 11 5 Cautions include exclamation symbol and are surrounded by a box Screen shots The screen shots in this manual reflect the application in its default installation state i e before any customizations have taken place All screen shots were captured on a computer running the Windows XP operating system The operating system dictates some superficial differences in the basic features of the windows e g the title bar minimize and close buttons etc Therefore the screen shots may not look exactly like the screens for Mac OS X or Linux machines The layout headers data elements and buttons will however be easily recogni
273. nstances For example a note encoded as follows taken at the crossing of the Ebro in July 1938 In an article that appeared in the lt title render italic gt Volunteer for Liberty lt title gt in September Ebro Offensive lt p gt lt blockquote gt lt p gt In the period of reorganization lt p gt lt blockquote gt Will be imported with some tagging retained as mixed content al i x Resources Notes Record 10 of 10 P Internal Only multi part Persistent ID ref11 Type Scope and Contents note Note Label Scope and Content Note Content Manuscripts and typescripts dating from 1959 to 1996 which provide comprehensive documentation of the academic work of Ihab Hassan The collection consists primarily of holograph manuscripts and typescripts of professional papers written hy Hassan Specializing in American fiction of the later twentieth century Hassan tends to focus his writings on topics of postmodernism literary criticism and cultural studies The material is organized into four series that reflect the major genres of academic writing present in the collection early and later published writings conference papers and book reviews Within each series the items are arranged chronologically according to publication date or the date of the conference For a few items exact dates are not known in such cases estimated dates are given when possible and the item is placed accordingly A fifth series
274. o e Nzima nzi e Occitan post 1500 oci e Ojibwa oji e Old Norse non e Old Persian ca 600 332 Lookup Lists 400 B C peo e Oriya ori e Oromo orm e Osage osa e Ossetic oss e Otomian languages oto e Pahlavi pal e Palauan pau e Pali pli e Pampanga pam e Pangasinan pag e Panjabi pan e Papiamento pap e Papuan Other paa e Persian per e Philippine Other phi e Phoenician phn e Polish pol e Ponape pon e Portuguese por e Prakrit languages pra e Proven al to 1500 pro e Pushto pus e Quechua que e Raeto Romance roh e Rajasthani raj e Rapanui rap e Rarotongan rar e Reserved for local user qaa qtz e Romance Other roa e Romani rom e Romanian rum e Rundi run e Russian rus e Salishan languages sal e Samaritan Aramaic sam e Sami smi e Samoan smo e Sandawe sad 333 e Sango Ubangi Creole sag e Sanskrit san e Santali sat e Sardinian srd e Sasak sas e Scots sco e Scottish Gaelic gla e Selkup sel e Semitic Other sem e Serbian scc e Serer srr e Shan shn e Shona sna e Sichuan Yi iii e Sidamo sid e Sign languages sgn e Siksika bla e Sindhi snd e Sinhalese sin e Sino Tibetan Other sit e Siouan Other sio e Skolt Sami sms e Slave den e Slavic Other sla e Slovak slo e Slovenian slv e Sogdian sog e Somali som e Songhai son e Soninke snk e Sorbi
275. of elements are available for recording the dates of creation of the materials Dates can be entered in integer form Date Begin Date End Bulk Date Begin Bulk Date End and or as a free text string Date Expression Integer dates are used to support computer processing of date information e g searching The date expression is designed for human readability and allows for the use of qualifiers such as circa or before It is the date expression that typically displays to end users a If you wish you may only enter a Date Expression rather than using the fields for integer dates However doing so may limit your ability to support searching by date in exported objects such as MARCXML records and EAD documents DACS Reference 2 4 Examples Between 1925 and 1953 ca 1911 87 1913 1998 bulk 1950 1972 b Integer Dates Date Begin Date End Bulk Date Begin Bulk Date End Integer dates must be entered in years only with no days or months Enter inclusive dates using the Date Begin and Date End fields Enter bulk dates in the Bulk Date Begin and Bulk Date End fields A value must be entered in both Date Begin ranges they and Date End For single dates the values are identical whereas for differ In addition bulk dates can only be expressed when inclusive dates are specified and the bulk dates must be contained within the inclusive dates DACS Reference 2 4 Examples 1922 1910 922 Sing
276. ommittee on the Library For personal names 1 Primary Name The family name surname or primary name of the individual Additional fields listed below are used to cover other parts of the name DACS Reference 9 8 11 5 12 1 12 11 Examples Churchill for Churchill Winston Sir 1874 1965 Ward for Ward Humphrey Mrs 1851 1920 Johnson for Johnson Carl F fl 1893 1896 Black Foot for Black Foot Chief d 1877 H D forH D Hilda Doolittle 1886 1961 John for John II Comnenus Emperor of the East 1088 1143 Taj Mahal for Taj Mahal Musician For family names 1 Family Name The last or surname for a family Additional fields listed below are used to cover other parts of the name DACS Reference 9 8 11 5 12 29 Examples 169 Hudson family for Hudson family Farquhar family for Farquhar family New York NY Giroux family for Giroux family French Charron Lecorre family for Charron Lecorre family Winemakers Additional identity elements The identity section of the minimum identity record can be extended by recording data for any of the following elements For corporate names al a Details Non Preferred Forms Accessions amp Resources Contact Info Name Identity Record Corporate Body Primary Name Subordinate 1 Subordinate 2 Number Qualifier Source x Rules z Sort Name f IV Create Sort Name Automatically Description Type z Description Note F3
277. omponents and notes when marked internal only Indicate if you wish to suppress components and notes when the status is set to Internal If checked the internal notes will not be exported If left unchecked the internal notes will be exported with the audience attribute set to internal Include DAO s in output Indicate if you wish to include lt dao gt elements in your output This is only relevant when there are digital object records linked to the description If not selected the Finding Aid will not include any lt dao gt elements If selected the lt dao gt will reference the METS identifier where there is one Where there is no METS identifier the lt dao gt will reference the file versions their file use statements and when present the title date and label of the associated node Select Output to generate the finding aid as a PDF file or an HTML file The PDF file is designed for immediate printing whereas the HTML file is designed for uploading to the web Options are pdf file default or html file 5 Add a Report Description if desired 6 Press the m button when generating a HTML file or press the Print button when generating a PDF file The Preview functionality is not available for finding aids Generating a repository profile A Repository Profile provides a quick snapshot of the repository s holdings listed in the Toolkit Statistical information about Resources Accessions Extent of Holding
278. on Summary Install Folder an C Program Files Archivists Toolkit 1 5 0 Installing Install Cornplete Shortcut Folder Do Not Install Disk Space Information for Installation Target Required 45 516 340 bytes Available 41 608 556 032 bytes Note Canceling the Install process does not guarantee that the Toolkit or some part of it will not be written into the selected directory The installation window will display progress of the installation When the installation is ee a message will appear indicating that the installation has completed Press to close the installation window I Archivists Toolkit 1 5 r r i by J Tatreduction aa Eongratulations Archivists Toolkit 1 5 has been successfully installed to b i License all Folde gt ay C Program Files rchivists Toolkit 1 5 0 __ Ghoose ChooSe Alias Folder Press Done to quit the installer ma Pre Installation Summary Installing Install Complete Cancel Previous Chapter 3 Archivists Toolkit Basics Overview This chapter introduces the Archivists Toolkit interface and basic features It describes starting and logging into the application and working with Toolkit records Getting started Starting the Archivists Toolkit Launching the Archivists Toolkit depends upon where you chose to locate Toolkit shortcuts during the installation process For all platforms e Double click
279. oose on the shelf Majority of material is not in folders and or boxes are overstuffed or understuffed For bound volumes binding is in poor condition lacking boards or otherwise compromising the text block Physical Access A rating from 1 to 5 that applies to a collection s physical arrangement taking into account the complexity and size of collection For example a small relatively homogenous collection in rough order is generally more physically accessible than a large heterogeneous collection in rough order and the ratings will reflect that fact Note that arrangement to the item level may not be desirable for many collections a rating of 4 may be the top rating that is desirable for a collection 286 5 Full arrangement to item level in series and as appropriate subseries Single volumes are orderly and indexed i e chronological accounts with a name index 4 Arrangement in series to file level There is generally good order within the files Single volumes are orderly i e an account book in alphabetical order or a neat scrapbook in thematic order 3 Rough arrangement by date document type function source or other characteristic papers not thoroughly screened but have been unfolded and flattened series not fully established files not fully established researchers often must work through voluminous extraneous material to locate pertinent items Single volumes might have had more than one use or have items pas
280. open a new record button will save the record you Contact Information tab elements Use the following fields to record contact information for the person in question Contact information can be added to any name record regardless of the type of name or the relationship of the person corporate body or family to the archival materials being described This section of the name record 178 Chapter 11 was designed primarily to assist in managing contacts with records sources such as donors dealers and institutional offices transferring records to the repository 1 Salutation Form of name used for greeting in writing or in person Unlike the Name see below the Salutation may refer to the same entity identified in the name record though in a different form For example a record for Wiget Pamela may have the Salutation Ms Wiget Pam Wiget or Pam Address 1 Street or postal address for the person corporate body or family named in the identity section of the record Examples 112 Main St P O Box 27 Address 2 Additional address information needed to record the address of the person corporate body or family named in the identity section of the record Example Unit 2 City City or town in which the person corporate body or family is located Examples New York Ottawa Region State province etc in which the city is located The choice of whether to use a mailing code NY or full name New York is up to t
281. or data mismatch e g text data where integer data is required will cause import of a record to fail If the import document is formatted correctly the process will proceed record by record All valid and error free records will be imported All invalid and or errant records will not be imported and will be listed as such in the resulting log If no errors are encountered you will see a window like the one shown below 75 me x Import Log Total records processed 7 Successful records 7 Error records O If any record does not follow the validation rules listed in the appendices import of that record will fail Importing XML accessions data XML formatted accession data can also be imported into the Toolkit The XML format allows for multiple names and subjects types to be imported The XML schema needed to create XML formatted data is named accessionsImport xsd and can be found in the conf folder in the directory where the Toolkit is stored Sample documents are provided in the appendices To import XML accessions data 1 From the Import menu select Import Accessions XML 76 Chapter 6 File Import Setup Reports Help Import Accessions Tab delimited Filter search results s Import Accessions XML Import EAD Import MARC Accessions 2 Make the following selections a Choose the file to be imported b Select the repository to which the accession data applies
282. or fields e configure the interface by customizing field labels identifying which fields should appear in list screens modifying search settings and editing rollover tips that appear for each field e edit lookup lists that provide multiple controlled values for a field e customize default titles for notes e configure user defined fields in the accession record e ingest customized reports These options can increase data entry efficiency and provide an interface that is more closely aligned with your repository context Note Customizing the Toolkit is an advanced operation requiring some investigation into the underlying table structure of the Toolkit s database Before beginning the customization process it is advisable to review the terminology provided in the following section and to study the relevant appendices Customization options are only available to those with Superuser Access Class 5 and Repository Manager Access Class 4 permission levels Superusers are permitted to do all customizations Repository Managers can establish default values for their repository and edit lookup lists Terminology The following terms represent concepts related to the Archivists Toolkit database or interface Familiarity with these terms is essential to understanding and using the customization features Field A basic unit or element of data entry in the Toolkit Examples Title Extent Number Field name The identifier
283. orking at the repository 3 FTE Functional Distribution A numerical representation of the time the repository dedicates to archival tasks 4 Collection Foci Check all the applicable collection types for the repository 5 Major Subject Areas List the major subject areas the repository s collections cover 6 Percentage Off Site A percentage representing a portion of the repository s total collection that is stored off site versus onsite 7 Repository s Physical Characteristics A square footage assessment of each of the areas the repository may have Default Values The repository record also contains a Default Values tab where default values for data elements and notes within the Toolkit can be established This is one of the Toolkit s customization features and is described in detail in Chapter 15 Notes The repository record has a Notes tab for recording any narrative information about the repository itself This might include the collection development policy details about operating hours etc 1 Label A header or brief explanatory statement of what the note is A few options are provided in an editable drop down list Examples Reading Room Hours 2 Note Text Content of the note itself Examples Open Monday through Friday 9 00 5 00 Managing users Overview Once the repository record is completed the Toolkit is ready to be used by anyone with access to the computers servers on which the applica
284. orted personal corporate body and family And there are three types of functions supported creator source and subject Name records may have a one to many relationship to archival resources Name records may be linked as a creator or subject to accession records to archival resource records and resource component records and to digital object records and digital object component records Name records linked as sources may only be connected to top level records i e not component records Record Parent In a record hierarchy a parent record is a record to which 381 ey other records child records resolve A record for identifying the repository such as its name address contact person institutional code etc Record Resource Record types that are child records of an archival Component resource record Subseries file and item records are some types of possible component records for an archival resource record in the AT All component records must resolve to a resource record In a hierarchy of records another record at the same level of a record that is the point of reference Two series records for the same archival resource would be sibling records Record Subject A record for indicating what an archival resource as a whole or in part is about A subject may be a topical term a geographical term a function term an occupational term or a genre term Names that are subjects are applied via the name reco
285. ose to import accession data without subject headings and create them directly in the AT Subject headings created directly in the AT can be manually linked to appropriate accession records Another option is to use the XML based method of importing accession data which allows for the ingest of multiple subjects and subject types Repositories will need to determine which strategy is most efficient and cost effective for them subjectSource On import subject terms are assigned the source value of ingest if no subjectSource is supplied You may then more easily identify subject terms that require editing or remediation Name fields Only one name per accession may be imported therefore you may elect to import only a source name only a creator name or only the first name as a subject per each accession record Additional names can be added through the Toolkit interface or by using the XML based accession import method which does allow for the ingest of multiple names Name column headings must be prefaced with Name The only exceptions to this are the nameFunction nameRole and nameForm headings The import of names requires the inclusion of both nameFunction and nameType nameFunction The function describes the relationship of the name to the accession NameFunctions are limited to the following entries source creator or subject nameType The nameType must be Person Corporate Body or Family a If names exist in
286. ote General Physical Description Note Access Restriction Note Conditions Governing Access Note Use Restriction Note Conditions Governing Use Note Accession Number Accession Number Linked Name Linked Name Linked Subject Linked Subject Linked Note The Toolkit will not validate a unique Resource Id until all of the required fields are completed and the OK button is clicked If the Resource Id is not unique all the information previously entered will be lost Thus it is a good idea to filter through the existing Resource records in the Link Resource to Accession screen to determine whether the new Resource Id is unique Once all of the desired resources are linked press Close Window to return to the accession record The linked resources will appear in the Resources linked to this accession area To delete links between accessions and resources highlight the resource ID you wish to remove under the Resources Linked to this accession area and click on Remove Link DACS Reference 2 1 3 2 Resource Type Each resource can be classified into a subdivision of the repository s holdings For example a College and University Archives may wish to distinguish manuscript collections from archival records for the purpose of generating statistics A manuscript repository may have multiple collecting areas to track such as literary collections business collections etc The Toolkit provides a list of default options for the field Collection P
287. ou are working in and open a new deaccession record Caution If the record does not include the required elements listed above the Toolkit will indicate that the record cannot be saved because one or more of the required fields is not completed The incomplete fields will be indicated in the error message The required field s must be completed in order to save the record Deaccession data elements al Resources Deaccession Deaccession Date Description Extent 0 Disposition C Notification E A First Previous Next Last Cancel Elements Required by the Archivists Toolkit 1 Deaccession Date The date of the deaccession transaction The date must be formatted according to the preferred date format established for the application See Chapter 15 for information on establishing date format preferences 98 Chapter 8 Examples 12 3 2004 12 3 04 Description Description of materials to be removed from the repository s holdings as part of the deaccession action Examples Medical records covering the years of practice Eight track tapes that have been converted to digital audio Additional Elements You can amplify the minimum deaccession record by recording data for any of the following data elements 1 Reason Enter the reason for deaccessioning the materials Examples The medical records are not an integral part of the collection and
288. ovided in the Default Values section of this chapter 1 From the Setup menu select Notes Etc x Notes Etc Notes Etc Name Notes Etc Label Bibliography Biographical Historical note Chronology Conditions Governing Access note Conditions Governing Use note Custodial History note Dimensions note Existence and Location of Copies note Existence and Location of Originals n File Plan note General note General Physical Description note Immediate Source of Acquisition note Index Language of Materials note Material Specific Details note Other Finding Aids note Abstract Accruals note Appraisal note 4rrangement note Bibliography cancel me Biographical Historical note Chronology Conditions Governing Access note Conditions Governing Use note Custodial History Dimensions note Existence and Location of Copies note Existence and Location of Originals n File Plan General note General Physical Description note Immediate Source of Acquisition note Index Language of Materials note Legal Status note List definition List ordered Location note Material Specific Details note Other Finding Aids note hd 269 2 Double click on the note for which you wish to customize the label al Administration Notes etc Record 1 of 33 Name Abstract Label Abstract G Cancel OK Big FRIR First Previous Next Last 3 Edit the Label 4 Pressthe button to save the li
289. pane of the Resource record and press the button This will not delete the Digital Object record only sever the link between the two records Instances Instance Type Instance Label Digital Object Central library University of Change Repository The repository associated with a Digital Object record can be changed as it can be done with the repository associated with a Resource record 1 Press the Change Repository button then from the repository list select the desired repository and press the button Select a repository ATHF PIFLA This option is only available to level 5 users Digital Object Import One of the enhancements in 2 0 is a tab delimited Digital Object import similar to the tab delimited Accessions import This allows the import of both top or parent level Digital Object records as well as Digital Object component records As with the tab delimited import of Accession records one Name and one Subject can be included for import and additionally one File Version 304 The field isComponent does not map directly into the database but is used to determine whether the row is a Digital Object or a Digital Object component record Values for this field should be either TRUE for a component record or FALSE for a top level record When importing a Digital Object component the digitalObjectID field should contain the Digital Object Identifier for the parent record If its
290. pers 10 ALBA 097 Dennis Philips Papers 7 1 Linear Feet M55 0223 Sun amp Moon Press Archive ri 2 Linear feet M55 0224 Hannes Alfven Papers 3 Linear Feet M55 0225 Harvey Itano Papers i 4 Linear Feet MSS 0226 Betty Freeman Papers ji 5 Linear feet MSS 0227 Millerd Family Documents 6 Linear feet M55 0228 Richard Rubenstein Papers ji 7 Linear feet Mss 0229 Dr Seuss Collection f 8 Linear feet MSS 0230 J Edward Hoffmeister Papers 9 Linear feet MSS 0231 10 Record s found for search list all All the records for the active functional area will be listed in the main area of the window The total number of records listed will be posted to the right of the filter frame just below the title bar for the area The list can be navigated through by using either the scroll bar at the right side of the window or by using the up and down arrow keys on the keyboard Sorting record lists Once it is retrieved every list may be sorted in multiple ways For example to sort the list of resources double click on the Title heading at the top of the title column This will establish the column as the active sorting column Click on the Title heading to change the sort order of the titles either in ascending or descending order An arrow will appear after the column label and will point upward for an ascending sort or downward for a descending sort Levels may be added to the sort by selecting an additional column s to
291. phy 2 Description Note A note providing biographical information in the case of personal or family names or an organizational administrative history in the case of a corporate body DACS Reference 10 13ff 11 12 3 Citation A bibliographic reference citing any sources for establishing the name record DACS Reference 11 26 Examples Eichenwald Kurt Conspiracy of fools a true story New York Broadway Books 2005 Non preferred Forms Accessions amp Resources This tab can be used to record non preferred forms of names as discussed in the next section and also to list all the Accessions and Resources linked to a Name record The linked Accession and Resource records cannot be opened through a Name record and these links must be created through the Accession or Resource record See Chapter 12 for more details on linking Name records to Accession or Resource records Adding a non preferred form of name The Archivists Toolkit also allows you to record non preferred forms of names The fields that form a non preferred name mimic those outlined in the previous section So for example a non preferred form for a corporate body has fields for Primary Name Subordinate 1 etc You may add one or more non preferred forms to any name record Use the following instructions to add a non preferred name 1 From the name record select the Non Preferred Forms Accessions amp Resources tab 176 Chapter 11 Names 21 Boule
292. ple the record control number of the MARC record documenting the accession Note To produce a MARCXML record from the Toolkit you must complete a preliminary description record MARCXML records cannot be output from an accession record Relationships with other records Adding creator source subject and location information to the accession record involves establishing relationships with records from other functional areas 94 Chapter 7 Description Accession records may be linked to one or more resource description records Linking accessions to their eventual archival resource records requires linking to the Resource ID for the appropriate archival resource A resource record may also be generated from the accession record using the Create Resource function on the Link Resource to Accession record picker See above for a list of resource record fields that can be derived from the accession record Creator s Adding creator information to the record involves linking the accession record to one or more name records See Chapter 12 Source s The source refers to the individual or organization from which the repository acquired the materials As with creators adding a source to the accession record involves linking to a name record See Chapter 12 Subject Name s As with creators and sources adding a name as subject to the accession record involves linking to a name record See Chapter 12 Subject s Adding topical geograp
293. pplication accessionDispositionNote accessionid accessionNumber accessionNumber1 accessionNumber2 accessionNumber3 accessionNumber4 accessRestrictions acknowledgementDate acquisitionT ype agreementReceived dateExpression dateProcessed description Database Tables Accession Date Accession Disposition Note Accession Id Accession Number Accession Number1 Accession Nurnber2 Accession Nurnber3 Accession Number4 Access Restrictions Acknowledgement Date Acquisition Type Agreement Received Agreement Sent Bulk Date Begin Bulk Date End Cataloged Cataloged Note Condition Note Container Summary Created Created By Date Begin Date End Date Expression Date Processed Description java util Date java lang String java lang Long java lang String java lang String java lang String java lang String java lang String java util Date java lang String java util Date java util Date java lang Integer java lang Integer java lang Boolean java lang String java lang String java lang String java util Date java lang String java lang Integer java lang Integer java lang String java util Date java lang String First Previous Next Last Double click on the appropriate field in the list Cancel 0 O O O O O O O O O O G O G O G OG O O OG e O O a mm ele Z OK 254 Configure Application Database Fields Record 1 of 43 Container Summary Ls d b 4 natural language statement
294. r Tape Conservation Note Very very brittle paper Please do not leave near open flame 1950 1959 Research Value 8 Assessment Identifier 3 Material Surveyed Digital Objects id 45456767 Dennis Phillips Papers 1971 1998 Mm gt Page 2 of 4 e Assessments Needing Review displays only those active records which have been flagged as needing review Includes accession number resource id or digital object title depending on the linked record type along with the Research Value Rating General Note Special Formats Special Format Note Review Needed Who Needs to Review and Review Note 298 Sample page from Assessments Needing Review Report al JasperViewer Sao MW Oo Ae i Assessment Identifier 16 Material Surveyed Resources 2 Sun amp Moon Press Archive 1976 2002 Review needed by AH Documentation Quality 4 Interest 4 Research Value 8 Assessment Identifier 17 Material Surveyed Digital Objects id 47 Dr Seuss Collection 1919 2003 Review needed by AR Survey Documentation Quality 3 Interest 3 Research Value 6 Special Formats Biological Specimens Glass Scrapbooks Assessment Identifier 5 Material Surveyed Resources 7 Richard Rubenstein Papers 1950 1959 Review needed by BW Survey Documentation Quality 2 Interest 2 Research Value 4 Page 2 of 3 Digital Objects Module The Digital Object module is now a
295. r a repository logo Example http www collectionscanada ca seal gif 14 Descriptive Language The primary language used for description by the repository Examples eng fre Repository Statistics The Repository Statistics tab was designed to contain statistical information on repositories for the Archival Metrics project The Archival Metrics project is working to standardize data collection instruments procedures and definitions to allow for consolidation and analysis of data across institutions Basic steps for recording repository statistics 52 Chapter 5 1 From the repository record click on the Repository Statistics tab al Administration Repositories Record 1 of 1 Archivists Toolkit Repository Info Repository Statistics Default Values Notes Year OF Report Add Statistics Remove Statistics E E Be IM First Previous Next Last Cancel Created Jan 2 2009 by a2ross Modified Jan 2 2009 by a2ross Record Number 1 2 Select the SAREE AS button 53 al Repositories Statistics Year Of Report Services provided check all that apply C Digitization C Photographic Reproduction _ Exhibit Loans C Retail Gift Sales _ Food Beverage Staff size complete all that apply Professional FTE Non Professional FTE Student FTE Volunteer FTE FTE Functional Distribution complete all that apply Admininstration Processing Preservation Referenc
296. r the application See Chapter 15 for information on establishing date format preferences 15 Processing Status Describe here at which stage the processing project is i e just begun near completion completed etc The values in the lookup list can be configured by the repository See Chapter15 for details on such customization 16 Accession Processed Accession Processed Date Indicate the date when arrangement and description of the accession is completed This will likely be added later rather than at the time of accessioning This field will assist in tracking processing activities and can be used to produce a report of processed accessions The date must be formatted according to the preferred date format established for the application See Chapter 15 for information on establishing date format preferences Examples 1997 10 13 10 13 97 17 Cataloged Cataloged Date Indicate if the accession is represented in a completed catalog record e g MARC record If the accession has been cataloged check this box This field can be used to generate a report of all cataloged or un cataloged accessions Use the Cataloged Date field to record the date the accession was cataloged The date must be formatted according to the preferred date format established for the application by the repository See Chapter 15 for information on establishing date format preferences 18 Cataloged Note Record notes related to the catalog record for exam
297. rate description for both the original collection and a microfilm that reproduces the collection exactly Therefore any description record in the Toolkit may include data about multiple instances of the resource or component being described Instances do not need to be declared at any level but an instance must be declared if either a digital object is to be described or if container information is to be provided and linked to a repository location If you do declare an instance then you must also provide container information for the instance unless the instance is a digital object in which case you must complete the top level digital object record Adding Analog Instances It is necessary to add an instance wherever you wish to create a digital object or input container information such as box and folder numbers Use the following instructions to add one or more instances to a resource or resource component record Digital object instances are discussed in the next chapter z i Add Inst 1 From the Basic Information tab press the button 2 Select the type of instance you wish to create What type of instance would you like to create A Note The list of instance types is not authoritative with the exception of the Digital object type With the exception of that one term you can use the Lookup Lists option to modify or add items to the list as you choose It is recommended is that you devise a local authoritative list of
298. rch by linked record Find by name Lookup Function Find by subject Lookup Find by location E i 7 i Lookup Find by deaccession date Find by Accession Number Find by note text arranged by the collector Find by instance type v C Include components in search b The search return screen will list all of the resource records that have note s which contain the text searched upon Find by instance type for resource records only c Open the Find by instance type drop down list d Select the type of instance you wish to search 42 Chapter 4 al Resources Search Editor ee Simple Search Search By Linked Record Search by linked record Find by name Find by subject Clear Find by location Clear Find by deaccession date Find by Accession Number p Find by note text D Find by instance type M C Include componen Note Searching by instance type may require more time than other types of searches 4 Once the desired fields have been populated press the Search button immediately below the linked record search fields Tip The Search Editor has sticky values in order to easily refine a search This means that once a search is completed in a functional area the search values remain the next time you press the Search button for that functional area The last search data for a give
299. rd type in the AT A subject record may have a one to many relationship to an archival resource and its component parts Record A record for delineating a series or subseries with a multi Subdivision level archival resource description The subdivision record is a child record to the archival resource record and a parent record to a lower subdivision record or to a file record or to an item record Record validation The process of checking the content of a record to ensure that it has data in each of the required fields and that the data meets any uniqueness constraints on the record If the record does not include required elements or conform to uniqueness requirements the user is informed that the record is not valid and provided with information necessary to fix the record 382 Glossary Repository For the AT a library archive or museum that has custody of archival materials Repository guide A descriptive tool that includes high level information about multiple collections within a repository This may be a complete alphabetical guide or a subject based guide that includes some or all collections in custody of a repository Resource Can represent one of two types of resources aggregations collections record groups or fonds for example or independt items that is items that are not part of a larger aggregation Resource The hierarchical levels of an archival resource below the Components collection level
300. rds memorabilia fan mail Dr Seuss products and photographs Also included are videorecordings and cassette audiorecordings of UCSD events held to commemorate Geisel s life and work Accruals Note Information about expected additions to the materials DACS Reference 5 4 EAD Tag lt accruals gt Examples Additional accruals are expected Appraisal Note Information about appraisal retention scheduling or destruction of the materials DACS Reference 5 3 EAD Tag lt appraisal gt Examples Appraisal criteria for retention included the presence of handwritten notes 4 Arrangement Note Description of organization or arrangement of materials 126 Chapter 9 DACS Reference 3 2 EAD Tag lt arrangement gt Examples Organized into two series Series 1 Biographical materials Series 2 Correspondence Arranged chronologically 5 Bibliography Information related to publications about or based on the materials al Resources Bibliography C Internal only Persistent ID ref41 Title Note Wrap in tag v Ead Ingest Problem Item Value Add item Remove Item F EEEE A7 First Previous Next Last Cancel OK The bibliography is output in EAD as lt bibref gt tags and therefore the note content for a bibliography consists of multiple items rather than a single large text field To enter items in a biblio
301. rds or if you find that related terms have been used inconsistently Refer to Chapter 11 for instructions on merging Name and Subject headings Refer to Chapter 15 for instructions on merging lookup list items Correcting data mapping Due to the flexibility of EAD some instances of imported data will not map to the desired field Examples of this are listed in the section above on Mapping of EAD elements to AT fields Moving the data into the correct fields will ensure that records are exported correctly 80 Chapter 7 Accessioning Archival Materials Overview The Accessions functional area is designed for establishing basic intellectual and physical control over a new accession at the time it is received in the repository The accession record allows for recording information about the accession transaction about the contents of the accession and about several basic collection management events related to the accession An accession record documents a single accession transaction The Toolkit requires two data elements for an accession record though you may enter many more The required elements are a unique Accession number and the Accession date These two elements serve to document the accession transaction only The Toolkit provides additional elements for describing the accession more fully and for capturing basic collection management information It also allows for the addition of creator source subject and location inform
302. record s The record s will be deleted button Caution Deleting a record may affect output from linked records For example deleting a subject term removes the link to that term from any accession or resource records linked to the record The Toolkit will not warn you that linked records will be affected It is advisable to search accessions and resources for any linked records before deleting any subject name or location records Linking records The Toolkit allows you to link information stored in different types of records This provides consistency of repeated data such as names linked to multiple description records and allows you to establish relationships between records The following linkages are possible in the Toolkit Resource records may be assigned to accession records Location records may be assigned to accession and resource records Name records may be assigned to accession and resource records Subject records may be assigned to accession and resource records Navigating records Records may be navigated using the list screens or the navigation buttons at the bottom of each record screen To navigate records using the list screen i Close all record windows and return to the list screen as List All Select the functional area containing the records to browse and the click the button Sort the list as desired Once the display screen is populated and sorted use the scroll bar to move
303. ression Move Up Digital instance AGO Extent Double click to set stickiness options i a OK 1 First Previous Next Last Cancel Provide a name for the custom RDE screen Next click on the fields desired for the RDE and then on Add to put them on the RDE You can change the vertical sequence of the field list by highlighting a field name and clicking on the Move Up and Move Down buttons 116 Chapter 9 Ful E x Administration Rapid Data Entry Screen Rde Screen Name or Seuss Papers Items to pick from Items picked Analog instance Add gt Bulk dates Component Unique Identifier Remove Container Summary Date Expression nacli Container Summary Digital instance Move Down Date Expression Extent Extent Language Code Repository Processing Note Subjects Double click to set stickiness options BE SS SS E First Previous Next Last Cancel OK 1 The newly created custom RDE screen s will now appear in the drop down selection in a Resource record You may configure as many custom RDE screens as desired 117 Resources By Add Add ad Child Sibling Resource Identifier Basic Description Names amp Subjects Notes Etc amp Deaccessions Finding Aid Data Level collection 7 Other Level Title Dr Seuss Papers wrap in tag x Date Expression fr 960 2000 Inclusive Dates Begin fi End i Bulk Dates Begin End Language
304. riod Produces a summary statement of the total number of accessions the total extent total extent processed and extent cataloged within the specified date range Accession receipt Displays a receipt indicating accessioning of materials Report contains accession number title extent accession date and repository 95 7 Accession record s Displays key fields for selected accession record s 8 Accessions acquired Displays a list of all accessions acquired in a specified time period Report contains accession number title extent accession date container summary cataloged date processed rights transferred and the total number and physical extent 9 Accessions cataloged Displays a list of all accessions that have been cataloged Report contains accession number linked resources title extent cataloged date processed a count of the number of records selected that are checked as cataloged and the total extent number for those records cataloged 10 Accessions not cataloged Displays accession s that have not been checked as cataloged Report contains accession number linked resources title extent cataloged date processed a count of the number of records selected that are not checked as cataloged and the total extent number for those records not cataloged 11 Accessions processed Displays accession s that have been processed based on the date processed field Report contains accession number linked resources ti
305. rm as it will be shown within Archivists Toolkit displays and is exported in reports and standardized outputs such as MARCXML and EAD By default the Sort name is automatically generated as content is entered into the record This feature can be activated or turned off through the Create Sort Name Automatically check box If the box is selected the Sort Name will be automatically generated as the record is created or edited If the Sort name is not automatically created as you wish the feature can be turned off and the Sort name can be edited manually If you select the Create Sort Name Automatically check box again the Toolkit will overwrite the manually edited Sort Name and enter the system generated name once again Examples Richardson H H 1838 1886 Henry Hobson 168 Chapter 11 New York University Graduate School of Arts and Science For corporate names 1 Primary Name The principal name for a corporate body including organizations government agencies educational institutions and conferences Additional fields listed below are used to cover other parts of the name DACS Reference 9 8 11 5 14 ff Examples Bollingen Foundation Irvine Company National Organization for Women United States for United States Bureau of Insular Affairs University of California San Diego for University of California San Diego Academic Computing Services United States for United States Congress Joint C
306. rson ingest Arp Halton corre Person ingest Auster Paul 1947 Person ingest Barnes Djuna co Person ingest Barsky Edward K Person ingest Benson Steve 194 Person ingest wj b Use the scroll bar to browse through the names or the Filter box to narrow down the list c Once the desired name is located select it by double clicking on the name or by clicking the name once and pressing the Select button The Find by name search box will now contain the desired name d You may also select a Function to search by a name related to an accession or resource in a specific way either as Creator Source or Subject Find by subject a Press the Lookup button next to the Find by subject search box 39 al Resources Subject Term Lookup Filter Subject Term Advertisements 20th cent American poetry 20th cen Avant garde Music Unit Beat generation Biochemistry Bohemianism United States Cartoons United States Children s literature American Commercial art United Sta Composers United States Controlled Fusion Coral reef Biology Coral reefs and islands Pa Corals Fiji Corals Tonga Correspondence Cosmology Diaries 20th century Fiji Description and travel Type Genre Form 655 Topical Term 650 Topical Term 650 Topical Term 650 Topical Term 650 Topical Term 650 Genre Form 6
307. s resource s being surveyed Equals Total EPT hours auto filled Field value is automatically calculated using hours per foot multiplied by the total linear footage Special Conservation issues Checkboxes Mold pest damage and deteriorating film base as well as three user defined special conservation issue fields Other Conservation issues Checkboxes Brittle paper metal fasteners newspaper tape thermofax paper as well as three user defined other conservation issue fields Conservation Note Indicates areas of particular concern with regard to the physical condition of the collection 289 al Assessments Assessment 1 Basic Information Survey Special Formats amp Yalues Condition Of Material b Quality OF Housing 3 Special Conservation issues Bhesealiecass merane C Potential Mold Or Mold Damage __ Special Conservation Issue 1 C Recent Pest Damage C Special Conservation Issue 2 Research Value 10 C Deteriorating Film Base C Special Conservation Issue 3 Numerical Rating 2 Other Conservation issues C Brittle Paper C Thermofax Paper Metal Fasteners _ Other Conservation Issue 1 C Newspaper C Other Conservation Issue 2 C Tape C Other Conservation Issue 3 Conservation note Estimated processing time EPT Multiplied by total exten Equals TotalEPT 36 hours BS 8 C G 8 sla First Previous Next Last Reports Close
308. s Title title Disposition aispsition po tent extent O Cd Bxtent Measurement extent Type O O Notification notification pf Reason reason Bad Dao Show eadDaoShow i O po Language Code languageCode Object Type objectType Restrictions Apply restrictionsApply title eadDaoShow Busting nny Classification Number classificationNumber Coo rctinate 1 Coordinate 1 Alphanumeric Indicator coordinate 1 AlphaNumIndicator oo Coordinate 1 Label coordinate 1 Label Sas Coordinate 1 Numeric Indicator coordinate 1 NumericIndicator Coo rtinate 2 Coordinate 2 Alphanumeric Indicator coordinate2AlphaNumIndicator Sass Coordinate 2 Label coordinate2Label a Coordinate 2 Numeric Indicator coordinate2NumericIndicator Tf Coortinate 3 Coordinate 3 Alphanumeric Indicator coordinate3 AlphaNumIndicator 355 Coordinate 3 Label coordinate3 Label Coordinate 3 Numeric Indicator coordinate3NumericIndicator__ Yd Coorctinates coordinates O O po Floor floor _ fSERS Room room po Batitabie editable SOS po iste tistttem S O Description Type descriptionType Rules nameRule oS pod Source if nameSource O O Administration Offices administrationOffices Digitization Major Subject Areas Photographic Reproduction Retail Gift Sales 356 ther co ttc ther Fields Supporting Default Values Resources Author author Container Summary containerSummary Description Rules Bad FA Location Sf eadFaLocatio
309. s Name Authorities and Subject Authorities is compiled within the report To generate a repository profile 1 From the Reports menu select Generate Repository Profile 219 f Archivists Toolkit File Import Setup Repc 2 The Toolkit presents a progress window as the report is generating Upon completion the JasperViewer window will appear with a preview of the Comprehensive Repository Profile report This preview can then be printed or saved Note Repository profiles can take a long time to generate 220 Chapter 14 if sasperviewer eee tall Bo n 4 rl fi oiT alal 100 Comprehensive Repository Profile on Nov 26 2008 Archivists Toolkit Resource Information Total Resources Items Aggregations With Finding Aids 13 Of resources having finding aids stat us of finding aid is Without Finding Aids Finding Aid Status of Resources 10 unverified full draft Collectively the resources represent Collectively the resources represent the following languages the following intances Language of Resources Instance Type of Resources English 12 Mixed materials 14 489 Spanish 1 Accession Information Total Accessions 7 Cataloged O Processed o Uncataloged 7 Unprocessed 7 Page 1 of 2 Customizing reports The Toolkit allows customized reports to be added to the application environment however customization of
310. sion rather than using the fields for integer dates However doing so may limit your ability to support searching by date DACS Reference 2 4 Examples Between 1925 and 1953 cas 1911 1913 1998 b Integer Dates Date Begin Date End Integer dates must be entered in years only no days or months can be included Enter inclusive dates using the Date Begin and Date End fields The Toolkit will not allow you to save a record if a begin date is entered without an end date e g a single date or if the end date comes before the begin date DACS Reference 2 4 Examples 1922 1900 4 Restrictions Apply Yes no field indicating if access restrictions apply to the materials being described The Restrictions Apply element is applied to the digital object as a whole and not any component parts If the digital object record is marked restricted it is assumed that all component parts are to be restricted as well 5 Object Type Recommended for digital object records A single descriptor for indicating the predominant type of the resource The list of values is based on the MODS lt typeOfResource gt element and thus cannot be modified The Object Type is applied to the digital object as a whole only and not to the component parts 6 Mets Identifier The METS ID associated with the digital object If a METS ID is present the digital object as a whole will be listed as a single lt dao gt element in an EAD and this identifier wi
311. ss to collection The finding aid is substandard or there is no finding aid There is a collection level MARC record for the collection in the institution s OPAC and or in a national bibliographic utility such as OCLC In the absence of a full MARC record there is another type of online collection level description The collection level description in online or offline sources available to researchers provides sufficient access because it is a small or straightforward collection 287 2 Researcher has poor access to collection Collection has no finding aid or a substandard finding aid The collection has printed catalog cards or another type of offline collection level description but no collection level MARC record in the OPAC or a national bibliographic utility Collection has no finding aid or a substandard finding aid The collection has a MARC record in the OPAC or national bibliographic utility but that does not provide sufficient access because it is a large or complex collection In either case the collection may be described in other online or offline sources available to researchers but because of the complexity of the collection or the inadequacy of the sources this provides insufficient access 1 Researcher has no access to collection Internal documentation such as a donor control file or brief or inaccessible accession record serves as the only description of the collection While such internal documentation may vary in quantit
312. ssionNumber the number will be parsed so that an accession number 2005 54 1 will be parsed out as accessionNumber1 2005 accessionNumber2 54 accessionNumber3 1 Periods forward slashes and dashes are the three characters that will delimit the accession number fields b You may bypass this parsing by labeling the import field containing 2005 54 1 as accessionNumber1 causing the accession number to be stored in one field Be aware that the each of the four accession number fields are limited to ten characters Note Duplicate accession numbers are not allowed and will cause an error 4 If the import field is labeled resourceldentifier the ID will be mapped so that a resource identifier MC 543 will be imported as resourceldentifier1 MC 543 and stored as part of the resource record if the option to create resource data is selected at the beginning of the import process see below 5 Dates 370 a b Preparing XML Accession Files dateBegin and dateEnd fields will accept only integer dates A D dates after 1000 A D should be expressed with four or less digits e g 814 1514 2006 B C dates should be expressed with a negative sign first e g 999 10000 3 Natural language date strings such as ca 1976 spring 1987 can be imported into the dateExpression field Note The dateExpression field has a parser that will parse 1963 1987 into dateBegin 1963 and dateEnd 1987 If a dateBegin is provided without a correspond
313. sss74 xml i newtest xml E manoscag6 xml E mnsss89 xml A randall_photo_real xml File name a i a Flesoftme Pms OOOO Save Cancel 7 Press Save to export EAD 8 A progress window will appear while the EAD is generating An Export Log will appear at the completion of the process and list the export time and output file s Export logs also include options to print or save the log file Time to Export Record 58 09 sec Output file P archivist Toolkit afsc xml Batch Exporting EAD EAD can also be exported in batches rather than singly To export a batch of EAD files 223 Select the resource records from which the EAD files should be generated A batch of EAD files can only be created from the Resources list view Press the ZR button Indicate if you wish to output numbered component levels lt c01 gt as opposed to lt c gt Note EAD only defines twelve component levels The Toolkit does not support outputting numbered component levels exceeding twelve levels Indicate if you wish to suppress components and notes when the status is set to Internal If checked the internal notes will not be exported If left unchecked the internal notes will be exported with the audience attribute set to internal Indicate if you wish to include lt dao gt elements in the output This is only relevant when there are digital object records linked to the description If left unchecked the EAD
314. ssword The valid password for this username 4 Database Type The type of database used Microsoft SQL Server MySQL or Oracle Note The username and password for the database is not the same as the username and password that is used on a regular basis to log into the Toolkit s client application For more information on logging in to the client see the next section of this chapter Note The connection window should only appear for the first launching of the application To change the connection settings after the initial launching of the application if you are running multiple instances of the Toolkit for example press the Select Server button from the login window displayed in the next section Frequently users will work with multiple databases Now it is possible to save different connection information including url username password and database type By saving the connection settings the user does not need to reenter all the information when changing databases 20 Chapter 3 aT Administration Connection Settings Database Properties Connection URL jdbc mysql idev archiviststoolkit org 3306 AT_5ANDBOX1_5_9 Username atuser Password RARER Database Type MySQL Cancel Enter the database properties and click on the save button When the connection settings window is opened again the drop down menu will display all Connection URLs that have been previously saved a
315. st 5 Repeat until you have completed the desired customizations 6 Press the me button to save the customizations Note These customizations will not appear in the interface until the application has been restarted Configuring user defined fields The Accessions record contains a User defined fields tab This section is specifically designed as a means for repositories to create their own fields to capture information not already captured by the Toolkit User defined fields are not included in any reports however repositories can create their own customized reports to include these fields This is discussed more fully in the Customizing Reports section below User defined data types To configure user defined fields it is necessary to understand what types of data fields are available It is also important to understand that user defined fields are configured for the repository and not just a particular resource Thus some thought should go into determining if the user defined element is needed for just one resource or should be available to all resources in the database If the answer is the former using a note might be the better solution 270 The following terms are used to describe the data fields available for manipulation in the User defined fields tab Date A field that stores a specific date Dates must be entered according to the default date setting specified Boolean A field which can have one of two values t
316. subjectSource default ingest Name Fields Column Headers Import Field Column Where Stored AT Field Pata Header Target et A th Type Name_nametype e a Sa E oR Body Family 362 Name_qualifier Name_number Name_Source Name_descriptionType Name_descriptionNote Name_citation Name_salutation Name_contactAddress1 Name_contactAddress2 Name_contactCity Name_contactRegion Name_contactCountry Name_contactMailCode contactMailCode Preparing the Tab delimited Accession file E Names so fom O ooo Caesio oim ee ooo i Feiaion oim fon SS a 5 one SSS FeontasCourry 25s foro i Fame coniactEmait contaimai 25s fsi Name conicName eoricane 2s ating ooy yi Name famiyName minams fem Name famiyNamebrati fanivNamebiete s om oooO name corporatePrimaryame corporatePrimaryneme 70 sting i y Name corparateSubordirate1 coporateSubordnater 48 ating SS Name_corporateSubordinate2 corporateSubordinate2 Name_personalRestOfName personalRestOfName Name_personalPrefix Name_personalSuffix Name_personalDates Name_personalFullerForm Name_personalTitle ey personae 25 ering SSSSCSC personas fa i personae s fo ooo O Name_personalDirectOrder Individual field constraints accessionNumber The Toolkit offers two ways to import accessionNumber data a Ifthe import field is labeled accessionNumber the number will be parsed so that an accession nu
317. t Data is imported to this location rather than to a more specific data element because usage of the lt daodesc gt varies widely The data as imported into general note will not be included in EAD exports generated from the parent resource the newly exported lt daodesc gt will be populated with data from the digital objects title and date fields Exports MODS DC MARCXML of the digital object record will include the general note according to the export data maps Consequently post import clean up of the data from lt daodesc gt highly is recommended Depending on the nature of information this can be done by moving it to a more appropriate element in the digital object record or by deleting it from the record MARCXML The Archivists Toolkit allows you to import valid MARCXML records into description resource records however the AT is not designed to manage MARC records The MARC import function is provided simply to allow repositories to bring all their resources within a single management tool whether they are described in legacy MARCXML records EAD records or created from scratch in the Toolkit Caution The AT MARC import function does not support round tripping of MARCXML records i e the MARCXML record exported from the AT will not be the same as the MARCXML record that was imported The import of MARCXML records into the AT involves loss of data granularity and in some cases loss of data For instance some subf
318. t notes for a description of the Multi part checkbox 4 Note Content The content of the note itself To enter multiple paragraphs use two line breaks between each paragraph You may also use the Wrap in tag feature to encode EAD tags such as title lt persname gt lt corpname gt etc within the text of a note To do so simply select the text to be encoded and then select the appropriate tag from the drop down list It is not necessary to use the Wrap in tag feature to insert line breaks within notes Note The Bibliography and Index options include an Ead Ingest Problem field This field is for EAD elements that did not map directly into a Toolkit note The Toolkit inserts these elements into the Ead Ingest Problem area in order to place them as close as possible to where they belong It is important to 125 check after EAD import if note information exists in these fields and if so move it to more appropriate areas Note types 1 Abstract A brief description of the context and content of the materials DACS Reference 3 1 EAD Tag lt abstract gt Examples Manuscripts and drawings of Theodor S Geisel author and illustrator known internationally as Dr Seuss The collection 1919 1992 includes early drawings manuscripts and drawings for the majority of his children s books scripts and storyboards for Dr Seuss films television specials and theatre productions advertising artwork magazine stories speeches awa
319. t record Deletes one or more Assessment records Closes Assessment records browse list al Administration Assessment Filter E Assessment a Surveyed MaterialId Surveyed Material Title Condition OF Material R Research Value Rating 1 MSS 0224 Sun amp Moon Press Archive 4 M55 0223 Dennis Philips Papers 5 mss 0229 Richard Rubenstein Papers 6 2006 M5 2006 M5 religious utterances of Margaret B Sheehan 11 M55 0225 Hannes Alfven Papers 15 2006 M16 World s Fair 1939 40 ephemera 16 M55 0224 Sun amp Moon Press Archive 17 id 47 Dr Seuss Collection 20 2006 M5 2006 M5 religious utterances of Margaret B Sheehan 21 M55 0231 J Edward Hoffmeister Papers 22 M55 0597 Holly Prado Papers OPO RON YN NK ee he ea o xc saeco One Assessment Id may appear multiple times in the browse list When an Assessment record has more than one linked record for example to both an Accession record and a Resource record each linked record is displayed in a separate row in the Assessment browse list For example in the screenshot above both the Accession record for the Hannah Weiner papers and the Resource record for Country girl are linked to one Assessment record with the same Assessment Id Therefore the first two lines in the browse results represent a single Assessment record As mentioned above there can be any number of Accession Resource or Digital Object records linked to a single Assessment r
320. t record Digital Object Identifier Digital Object Label Link Digital Object J Inactive Be ee 8 eile First Previous Next Last Reports Close Save To link a Resource click on the button and follow the same steps as those used to link an Accession record pea Link Digital Object To link a Digital Object click on the button and follow the same steps as those used to link an Accession record The basic information screen also includes the following fields e Surveyed by Name of the person or team who performed the assessment e Time it Took to Complete Survey Measured in hour increments e Review Needed checkbox Yes No fields that indicate whether any special review is required for the collection because of its format subject matter or circumstances e Who Needs to Review Indicates who needs to perform the review e Review Note Explanation of the outcome of any special review 284 e Inactive checkbox Indicates if the Assessment record is no longer considered active and thus should not be included in searches or reports Survey Tab The Survey tab contains fields for rating the assessments on a number of different criteria recording conservation issues and notes and estimating processing time all Assessments Assessment xxx _ Basic Information Survey Special Formats amp Values Condition OF Material Quality OF Housing Special Conservation issues Physical
321. t they should be removed using the Merge Items option in the Lookup Lists record See Chapter 15 on customization Defaults Function 657 Genre Form 655 Geographic Name 651 Occupation 656 Topical Term 650 Uniform Title 630 3 Source Provides the thesaurus in which the term is listed giving the authority for the term This field is populated using a controlled list derived from the Library of Congress list of codes for term name and title sources Items may be added or deleted from the list to meet the needs of the repository The option Local is available for cases when the term has not been derived from one of the thesauri provided in the list or is based on local guidelines Note These terms are the default values entered into the subject source lookup list as installed If you add terms to this list you must follow the same format title followed by code in parentheses in order for the code to export into standardized outputs such as MARCXML and EAD Items may be added to this list in the process of importing legacy data but the lists should be cleaned up using the Merge Items option in the Lookup Lists record See Chapter 15 Defaults Art amp Architecture Thesaurus aat Dictionary of Occupational Titles dot Form terms for archival and manuscripts control ftamc Genre Terms A Thesaurus for Use in Rare Book and Special Collections Cataloging rbgenr 187 GeoRef Thesaurus georeft G
322. t to consider implementing a user defined field See Chapter 15 for more information on user defined fields 2 Format your data to meet the constraints listed below This step may also be done after Step 3 The decision of when to adjust the data should be done after an evaluation of the requirements for data import listed throughout the rest of this chapter and a comparison of those requirements to how the data is currently stored in the database or spreadsheet In some instances it may be more efficient to adjust the data while it is still in database form In others it may be quicker after the database has been exported to a tab delimited file 3 Export a tab delimited unformatted text document out of the accessions database or spreadsheet 4 Ifnot done in Step 2 format the data according to the constaints listed below 5 Import the tab limited file according to the instructions listed in Chapter 6 Constraints on legacy accessions data There are constraints on the format of tab delimited data to be imported that may require cleanup of your legacy data prior to import Not satisfying these constraints will cause the accession import process to fail Formatting the file 1 Export a tab delimited unformatted text document out of your database or spreadsheet All tabs line breaks and hard returns within your data should be removed This will help reduce the need for data cleanup later It is optional but may be helpful
323. t xsd gt lt record gt lt accessionNumber gt lt part 1 gt MC lt part1 gt lt part2 gt 210 lt part2 gt lt accessionNumber gt lt accessionDate gt 2007 12 13 lt accessionDate gt lt extentNumber gt 5 lt extentNumber gt lt extentType gt Linear feet lt extentType gt lt containerSummary gt programs participant portfolios participant bios lt containerSummary gt lt title gt Records of the Global Colloquium of University Presidents on Climate Change lt title gt lt restrictionsApply gt false lt restrictionsApply gt lt subjectLink gt lt subjectTerm gt Climate change lt subjectTerm gt lt subjectTermT ype gt Topical Term 650 lt subjectTermT ype gt lt subjectSource gt Library of Congress Subject Headings lt subjectSource gt lt subjectLink gt lt subjectLink gt lt subjectTerm gt University presidents lt subjectTerm gt 372 Preparing XML Accession Files lt subjectTermT ype gt Occupation 656 lt subjectTermType gt lt subjectSource gt local lt subjectSource gt lt subjectLink gt lt nameLink gt lt nameLinkFunction gt Source lt nameLinkFunction gt lt name gt lt nameType gt Person lt nameType gt lt nameSource gt local lt nameSource gt lt nameRule gt DACS lt nameRule gt lt contactAddress 1 gt Office of University Relations and Public Affairs lt contactAddress 1 gt lt contactAddress2 gt 111 Broadway lt contactAddress2 gt lt contactCity gt New York lt contactCity gt lt contac
324. tDate acknowledgementSent acquisitionType agreementReceived agreementReceivedDate agreementSent lagreementSentDate container Summary Database Tables Accession Date Accession Disposition Note Accession Id Accession Number Accession Number1 Accession Number2 Accession Number3 Accession Number4 Accession Processed Accession Processed Date Access Restrictions Access Restrictions Note Acknowledgement Date Acknowledgement Sent Acquisition Type Agreement Received Agreement Received Date Agreement Sent Agreement Sent Date Bulk Date Begin Bulk Date End Cataloged Cataloged Date Cataloged Note Condition Note Container Summary java util Date java lang String java lang Long java lang String java lang String java lang String java lang String java lang Boolean java util Date java lang Boolean java lang String java util Date java lang Boolean java lang String java lang Boolean java util Date java lang Boolean java util Date java lang Integer java lang Integer java lang Boolean java util Date java lang String java lang String java lang String First Previous Last Scroll down to the user defined fields and select the data type determined in Step 1 For example if a Boolean field was determined upon select userDefinedBoolean1 The Toolkit provides at least two user defined fields for each data type 273 al xi Configure Application Database Fields Record 56 Field Name userDefi
325. tRegion gt New York lt contactRegion gt lt contactCountry gt US lt contactCountry gt lt contactMailCode gt 11211 lt contactMailCode gt lt contactEmail gt Beyeni nyu edu lt contactEmail gt lt personalPrimaryName gt Beyeni lt personalPrimaryName gt lt personalRestOfName gt Amelia lt personalRestOfName gt lt name gt lt nameLink gt lt record gt lt accessionRecords gt Example Three Accession Files with Subject Names and User Defined Fields lt xml version 1 0 encoding UTF 8 gt lt accessionRecords xmlns xsi http www w3 org 2001 XMLSchema instance xsiinoNamespaceSchemaLocation file Users sibylroud Desktop accessionsImport xsd gt lt record gt lt accessionNumber gt lt part 1 gt RG lt part1 gt lt part2 gt 20 lt part2 gt lt part3 gt 9 lt part3 gt lt accessionNumber gt lt accessionDate gt 2007 08 09 lt accessionDate gt lt accessRestrictions gt true lt accessRestrictions gt lt accessRestrictionsNote gt This collection may contain materials pertaining to student records or student work Viewing of such materials may be prohibited under FERPA guidelines Check with the University Archivist for specific restriction guidelines lt accessRestrictionsNote gt lt generalAccessionNote gt Little to no discernible order lt generalAccessionNote gt lt accessionProcessed gt false lt accessionProcessed gt lt dateExpression gt ca 1985 2000 lt dateExpression gt lt extentNumber gt 13 lt ext
326. te 1 From the Setup menu select Repositories 2 Open the repository record by double clicking on the repository name in the list 3 Click on the Default Values tab 236 al Administration Repositories Record 1 of 3 Archivists Toolkit Accruals note Appraisal note Biographical Historical note Conditions Governing Access note Conditions Governing Use note Custodial History note Dimensions note Existence and Location of Copies Existence and Location of Origina File Plan note General note mm cie ws First Previous Next Last Cancel OK Created Aug 26 2008 by a2ross Modified Nov 7 2008 by a2ross Record Number 1 4 Double click on the note you wish to customize 237 TTC Repositories Notes Default Values Record 1 of 29 Note Type Abstract Default Title Default Content z a E E GIG First Previous Next Last Cancel OK Enter a Default Title and or Default Content for the note Press the button to save the record Note Default notes are not automatically added to resource records However when the user decides to add the note to the resource record the default text will be present Editing and removing default values os From the Setup menu select Repositories Open the repository record by double clicking on the repository name in the list Click on the Default Values tab Edit or remove the default value a To edit a default do
327. ted in or otherwise be somewhat disorganized 2 Partial or superficial arrangement and or non standard housing and labeling discourage use except with special staff assistance 1 Totally unarranged many sometimes most documents not yet removed from envelopes unfolded and flattened Completely inaccessible to researcher Intellectual Access A rating from 1 to 5 5 Researcher has excellent access to collection There is a good online finding aid EAD HTML PDF or other format There is a collection level MARC record for the collection in the institution s OPAC and or in a national bibliographic utility such as OCLC The collection may also be described in other online or offline sources that are available to researchers such as a printed or online guide to collections 4 Researcher has good access to collection There is a good finding aid but it is not available online There is a collection level MARC record for the collection in the institution s OPAC and or in a national bibliographic utility such as OCLC There is a good finding aid online or offline but there is no collection level MARC record for the collection in the institution s OPAC and or in a national bibliographic utility such as OCLC Given the quality of the finding aid the finding aid alone provides good access In both cases the collection may also be described in other online or offline sources that are available to researchers 3 Researcher has fair acce
328. tent applicant pta e Patent holder pth e Patron pat e Performer prf e Photographer pht e Plaintiff ptf e Plaintiff appellant 339 ptt e Plaintiff appellee pte e Platemaker plt e Printer prt e Printer of plates pop e Printmaker prm e Process contact prc e Producer pro e Production personnel prd e Programmer prd e Proofreader pfr e Publisher pbl e Publishing director pbd e Puppeteer ppt e Recipient rcp e Recording engineer rce e Redactor red e Renderer ren e Reporter rpt e Research team head rtm e Researcher res e Respondent rsp e Respondent appellant rst e Respondent appellee rse e Responsible party py e Restager rsg e Reviewer rev e Rubicator rbr e Scenarist sce e Scientific advisor sad e Scribe scr e Sculptor scl e Second party fpy e Secretary sec e Set designer std e Signer sgn e Singer sng 340 Name function link Name link source role Name type Render Lookup Lists e Speaker spk e Sponsor spn e Standards body stn e Stereotyper str e Storyteller stl e Surveyor srv e Teacher tch e Thesis advisor ths e Transcriber trc e Translator trl e Type designer tyd Typographer tyg e Videographer vdg e Vocalist voc e Witness wit e Woodcutter wdc e Wook engraver wde e Writer of accompanying material wam 2 All ArchDescriptionNa
329. ternal only Note x I Internal only Note z I Internal only Instance Type x Container 1 Type z Container 1 Numeric Indicator Container 1 Alphanumeric Indicator Container 2 Type x Container 2 Numeric Indicator Container 2 Alphanumeric Indicator Container 3 Type x Container 3 Numeric Indicator Container 3 Alphanumeric Indicator Container Barcode 4 gg Cancel OK 41 Follow these instructions to use the rapid data entry interface from any resource or component record 1 Select an RDE from the pull down menu The sample RDE screen shown above is the default RDE screen See Chapter 15 for information on how to customize rapid data entry screens 2 Enter desired data The Level element and either Title or one of the Date elements is required Instance type and at least one container type number are necessary if locations are to be linked to the resource 121 Mi E 3 Pressthe button or to enter another component press the 1 button Instances Overview The descriptive information recorded for an archival resource or archival resource component may be applicable to one or more instances For example an archival component record that contains descriptive information for a scrapbook may be equally representative of both the original scrapbook and a digital object surrogate of the scrapbook An archival resource record for a collection of correspondence may provide accu
330. the button The drop down list contains the options Digital object and Digital object link Graphic materials Maps 1 If the Digital Object record has already been created select Digital object link This will bring up a list of all of the Digital Objects which are not linked to a Resource record al Resources Lookup Digital Object Double click on a Digital Object to select it Or hit enter if a Digital Object is highlighted Object Type Date Digital Object Id 73 a Title Country girl text digital object identit date expression 3 1969 92 Central library Uni text I Filter Close Window Select the Digital Object record you wish to link and click Link You can select more than one Digital Object record at a time as there is no limit on how many Digital Objects can be linked to a Resource record When finished click on the amen If there is not a Digital Object record already in the database select the Digital Object option from the Add Instance drop down list 1 This will spawn a Digital Object record using selected data from the Resource record 303 2 After entering a Digital Object ID and any other required fields you can press the sve button and return to the Resource record The newly created Digital Object will be linked to the Resource record To sever a link between Resource and Digital Object records select the Digital Object in the Instance
331. the main screen select Accessions or Resources Search Press the button then click on the Search By Linked Record tab al Resources Search Editor eo Simple Search Search By Linked Record Search by linked record Find by name Function Find by subject Find by location a l i 7 al Find by deaccession date Find by Accession Number Find by note text 38 Chapter 4 Note the Include components in search box in the Search Editor checked by default 3 Use the following instructions to enter data into the Search by linked record screen Entering data into more than one of the following areas will create a Boolean and search of the values entered Find by name a To search for creator source or subject name press the Lookup button next to the Find by name search box al Resources Name Lookup Filter Sort Name Name Type Source Abish Walter cor Person ingest Acker Kathy 1948 Person ingest Adams John 1947 Person ingest Akasofu Syun Ichi Person ingest Alfven Hannes 1908 Person ingest Alfven Hannes 19 Person ingest 4llen Donald Merria Person ingest American Friends 5e Corporate Body ingest American Friends 5e Corporate Body ingest 4mirkhanian Charle Person ingest Anderson Victor C Person ingest Andrews Bruce 19 Person ingest Antin David corr Person ingest 4rmantrout Rae 1 Pe
332. tifier This field is available in component records only This is the identification number or code used to uniquely identify the component among the other components within the same unit Component identifiers need not be unique across the entire repository s holdings DACS Reference 2 1 3 Examples Series 1 D 1 1 Extent Number and Extent Measurement Both of these fields are required for resource records First enter the number of units as a whole or decimal number Then select the type of measurement cubic feet or linear feet Extent is intended to be a measurement of the entire contents of the resource or component 112 12 13 14 15 Chapter 9 Enumerations of containers in the resource or component can be entered in the Container Summary Note Certain reports rely on the extent fields to calculate statistics such as total holdings amount of material processed etc Consistently using the same measurement whether cubic or linear feet will allow for best use of the Toolkit s reporting capabilities DACS Reference 2 5 4 2 5 9 Examples 10 cubic feet 148 5 linear feet Container Summary Enter an enumeration of the number and type of containers that house the accession Note The container summary can be used in conjunction with the Extent Number and Extent Measurement fields to create a parallel statement of extent as described in DACS rule 2 5 7 DACS Reference 2 5 4 2 5 9 Examp
333. tifier in the import file the system will check to see if the resource exists and link to it If not a new resource record will be created All of the fields that can be transferred from an accession record will be populated in the resource record See Chapter 7 for a table listing how these fields are mapped 74 Chapter 6 Look in ja EADs Nj B gt de E E EADs ucsdinssi93 Select a Repository DD Eas for batch wahl_no_entties a My Recent EADsfor batch D wilde aa ae Documents Hofmann and morgan arcs Tab delimited 2001 accessionTest A at_accession4 revised avery My Documents exported seuss file F ho73 ead S hakam g Houghton accession import xml test short My Computer A jortiz mss0014 a mss0585 My Network aeaa Places mss0644 mss0649 T mssa ms 0656 ucsdmss181 Ferme t 3 Press the button to begin A progress window will track the import process If errors are encountered an error log will appear at the end of the process Note Several error conditions can cause the import to fail in whole or in part e An improperly formatted import document will cause the entire process to fail No records will be imported e An invalid record will not be imported To be valid an accession record must have an accession number and an accession date A list of validation rules is provided in the appendices e Incorrectly formatted data e g a non accepted date format
334. tion is installed It is likely that most repositories using the Toolkit will want to control certain users access to some of the information or features of the application 56 Chapter 5 The Toolkit provides the means to assign a user to one of five access classes The classes represent an expanding sequence of functionality and access Class 5 for instance represents access to all the functionality and information stored in the AT for all repositories while Class 1 represents access to very basic data entry functions for describing already accessioned resources and their components Class 1 is the default value Note Class 5 permissions are analogous to what are often referred to as superuser permissions As with other systems it is not recommended to do daily work in the Toolkit while logged in as a superuser Therefore the Toolkit s administrator may wish to create and use two accounts one as the superuser and one with Class 4 or Class 3 permissions For more information on permission designations see the User record data elements section A detailed listing of user permissions is provided in the appendices Basic steps for creating a user record 1 From the Setup menu select Users aS tt ts Edit Users A2Ross AT Annie Annie Ross AT Arwen Arwen Hutt AT Brad Brad Westbrook AT Jason Jason Yarghese AT Kurt Kurt Vonnegut RR Lee Lee Mandell AT Sibyl Sibyl Roud AT i Remove Records Done 57 2 Press the _
335. tion reports You can print the locations list or a shelf list by pressing the Reports button at the button of the Location Management screen Chapter 14 provides instructions for generating reports Examples of the following report is available in the appendices Location shelf list locations with resource or accession record s Displays a list of locations indicating any accessions or resources assigned to defined locations 213 Chapter 14 Generating Outputs Overview The Toolkit produces two distinct types of outputs reports and exports Reports include both administrative and descriptive products such as lists of acquisitions for a given time period or a collections guide Exports are typically but not exclusively XML files conforming to standards such as EAD METS and MARC The Archivists Tookit is designed to produce data exports or metadata records such as EAD MARCXML MODS DC METS The application does not however provide the means to manage access or display those export products It is assumed the exports will be added to external access delivery systems such as an EAD database an Integrated Library System ILS or a METS database where the objects can be searched and displayed to end users However the data for each record should be stored and edited in the Toolkit Generating reports Overview The Toolkit allows you to print an individual screen or record to generate a report containing data from al
336. tions Notice of any changes or modifications to the Archivists Toolkit including the date the changes were made Any modifications of the Archivists Toolkit must be distributed in such a manner as to avoid any confusion with the Archivists Toolkit of the copyright holders THE SOFTWARE IS PROVIDED AS IS WITHOUT WARRANTY OF ANY KIND EXPRESS OR IMPLIED INCLUDING BUT NOT LIMITED TO THE WARRANTIES OF MERCHANTABILITY FITNESS FOR A PARTICULAR PURPOSE AND NON INFRINGEMENT IN NO EVENT SHALL THE AUTHORS OR COPYRIGHT HOLDERS BE LIABLE FOR ANY CLAIM DAMAGES OR OTHER LIABILITY WHETHER IN AN ACTION OF CONTRACT TORT OR OTHERWISE ARISING FROM OUT OF OR IN CONNECTION WITH THE SOFTWARE OR THE USE OR OTHER DEALINGS IN THE SOFTWARE The name and trademarks of copyright holder s may NOT be used in advertising or publicity pertaining to the Original or Derivative Works without specific written prior permission Title to copyright in the Original Work and any associated documentation will at all times remain with the copyright holders Using this manual Intended audience This user manual is designed for repository staff at all levels from administrator to processing archivist to student or volunteer In order to accommodate both archival novices and technological novices the style of the manual aims at being somewhat simple and direct While the manual attempts to incorporate good practice and conventions it is by no mea
337. tle extent cataloged date processed a count of the number of records selected with a date processed and the total extent number for those records with date processed 12 Accessions unprocessed Displays accession s that have not been processed Report contains accession number linked resources title extent cataloged date processed a count of the number of records selected with date processed and the total extent number for those records without a completed date processed field 13 Accessions with deaccessions Displays a list of accession record s with linked deaccession record s Report contains accession number title extent accession date container summary cataloged date processed rights transferred linked deaccessions and total extent of all deaccessions 14 Accessions with linked names and subjects list Displays accessions with their linked names and subjects Report contains accession number linked resources accession date title extent linked names and linked subjects 15 Accessions with rights transferred Displays list of accession s for which rights have been transferred Report contains accession number linked resources title extent cataloged date processed access restrictions use restrictions rights transferred and a count of the number of records selected with rights transferred User defined fields are not figured into the default accession reports Repositories implementing user defined fiel
338. transfer in the Rights Transferred Date field Because this is a simple yes no field repositories that wish to track this information should establish a documented policy on its use For example whether or not to indicate yes if rights have been transferred for only a portion of the materials 92 Chapter 7 The date must be formatted according to the preferred date format established for the application See Chapter 15 for information on establishing date format preferences DACS Reference 4 4 Examples 2004 7 21 06 9 22 5 Rights Transferred Note Record if there are any notable aspects concerning the transfer of intellectual property rights from the source of the accession to the repository For example this field can be used to record if rights have only been transferred for a portion of the materials 6 Restrictions Apply Indicate if restrictions apply to the accession This is a simple yes no field Click to put a check mark in the box if there are restrictions and use the next four fields to characterize the restrictions DACS Reference 4 1 5 4 1 6 4 2 6 4 2 7 4 3 5 4 3 6 7 Access Restrictions Indicate if the restrictions are access restrictions 8 Access Restrictions Note Include here any useful statements indicating what materials in the accession have restricted access what the authority of the restriction is and for how long the restriction is to be in effect DACS Reference 4 1 5 4 1 6 4 2 6 4 2 7
339. tting Press button to save the field record Repeat until desired modifications are complete Press the 9 button to save all changes to the table The field will now appear as an option in the drop down list in the Search Editor within the Simple Search tab 251 C O Accessions Search Editor Simple Search Search By Linked Record Search accessions Select a field Accession Date Accession Number Container Summary Begins with X Modifying rollover tips Rollover tips contain text that appears when the cursor hovers over a field label They provide Select a field Begins with x Jand x coet_ se guidance during the data entry process Rollover tips are composed of a definition and examples You may modify either of these fields Rollovers are a good place to integrate repository processing description policy into the AT application 1 From the Setup menu select Configure Application 252 Configure Application Accessions a AccessionsLocations AccessionsResources ArchDescription4nalogInstances 4rchDescriptionInstances ArchDescriptionNames ArchDescriptionNotes ArchDescriptionRepeatingData ArchDescriptionSubjects BibItems Bibliography ChronologyItems ChronologyList DatabaseFields DatabaseTables Deaccessions Default alues ListDefinitionItems x 2 Double click on the table that contains the field you wish to customize 253 Configure A
340. u enter 3 for one field and another field in the table also has the value 3 the Toolkit will reorder the rest of the fields When the record is saved the fields with a return screen order other than 0 will be sorted and then renumbered starting at 1 5 Pressthe OK button to save the field record 6 Repeat until desired modifications are made 247 7 Press the button to save all changes to the table 8 The field column will now appear in the List Screen view W W archivists Toolkit 1 5 0 File Import Setup Reports Help ora fea Filter search results Names Subjects Ac ns Resources M 0000 003 Sn ee Ee 0 4 Linear Feet a 0000 005 l 0 4 Linear feet 0000 006 1 0 2 Linear Feet 0000 007 26 10 92 Linear feet M 0000 012 1 0 1 Linear feet M 0000 014 1 0 1 Linear feet m 0000 016 1 0 2 Linear Feet M 0000 017 1 0 2 Linear feet 0000 020 1 0 2 Linear Feet 0000 021 1 0 2 Linear feet 0000 023 1 0 4 Linear feet M 0000 024 1 0 2 Linear feet 0000 028 1 0 1 Linear feet M 0000 029 1 0 1 Linear feet M 0000 030 1 0 2 Linear Feet m 0000 032 1 0 2 Linear Feet M 0000 034 8 3 Linear feet M 0000 035 2 0 4 Linear feet M 0000 036 1 0 1 Linear Feet 0000 037 1 0 1 Linear feet M 0000 038 1 0 1 Linear Feet m 0000 039 1 0 1 Linear Feet 0000 040 1 0 1 Linear feet M 0000 041 1 0 1 Linear feet M 0000 042 1 0 1 Linear feet 0000 043 1 0 1 Linear feet M 0000 044 1 0 1 Linear f
341. u wish to view 35 Search 2 Press the button Search Editor Search names Select a field V Begins with and v Select a field v Begins with v L 3 Select a field to search Note In any of the functional areas information about record creation and updating can be searched using the Created Created by Updated and Updated by fields Created and Updated refer to the date the record was created or updated Created by and Updated by are fields for the username of the person who performed the creation or update In addition each area has a list of additional fields that can be searched For example under the Names functional area it is also possible to search by Name Rule Name Source and Sort Name These fields can be customized See Chapter 15 for more information See the appendices for a list of default searching fields for each functional area 4 Select a search operator Options are dependent upon the type of field being searched e Options for text fields include e Begins with e Contains e Equals e Is Not Equal to e Is Empty e Is Not Empty e Fields associated with lookup lists offer the following options e Equals e Is Not Equal to e Is Empty e Is Not Empty e Integer and date fields provide the following search operators e Equals e Is between 36 Chapter 4 e Is greater than e Is greater than or equal to e Is less than e Is less than or equal to e Yes No fi
342. uble click the appropriate entry in the list to open the record in question and edit the value b To remove a default select the appropriate entry in the list and press the Remove Default Value button 238 5 Press the OK button to save the record Configuring the application interface Overview Configuring the application interface will allow you to e change the field labels that display on data entry screens e modify the field columns that appear in list screens e customize which fields are available in the search interface e edit rollover tips including field definitions and examples Modifying field labels You may wish to modify field labels that appear in the Toolkit interface for example to reflect terminology used in your repository or to match existing processing and procedure documentation Note Changing the label of a field is a superficial change that only affects the interface You cannot turn a Container Summary field into a Preservation Actions field for example The underlying field name data type and any associated import and output mappings will not change The user defined fields should be implemented for this purpose 1 From the Setup menu select Configure Application 239 Configure Application Accessions a AccessionsLocations AccessionsResources ArchDescription4nalogInstances 4rchDescriptionInstances ArchDescriptionNames ArchDescriptionNotes ArchDescriptionRepeatingData ArchDescript
343. uidelines for producing the appropriate kind of digital objects Digital object and digital object component records Two types of records digital object records and digital object component records are available for describing digital objects A digital object record represents a unitary digital object which may be a simple object or a complex object Digital object component records are for expressing the structure of complex digital objects They may contain metadata as rich as that in the digital object record or metadata that consists of little more than a label and a file version The hierarchical interface As you describe a digital object and its component parts in the Toolkit each new record will be reflected in the hierarchical interface Digital Object G A DEAG a Site plan 1 bee View from above 2 S a Photographs 2 bee View of courtyard from balcony 1 3 boa Manuscripts 3 S E Minutes from Housing Authority meeting 1 Page 1 1 Page 3 3 Ee 8 8s In the hierarchical view a folder represents the digital object United States Housing Authority in this instance or any component which contains additional components Components that have no children are represented with a bullet The title label or date is displayed for every component record To display the contents of a component click on the to the left of a folder and the Toolkit will display all of the components wit
344. umbers must be entered individually Repeat step four for Coordinate 2 and Coordinate 3 as needed Press the Generate button The Toolkit will automatically generate the appropriate records and will return a message indicating the number of records it created For example if you entered data for Ranges 1 12 Bays 1 5 the Toolkit would create sixty location records Repeat the process as needed then press the ___done button to close the Batch Add Creation window Assigning locations Overview You can assign locations to accessions or resources Assigning locations to accession records 207 1 Open the desired accession record 2 From the Basic Information tab press the Add Location _ button 3 The Toolkit will display a window listing all locations available for your repository Select the location to be assigned Accessions Location Lookup Filter Building Floor Room Coordinates 1746 Cambridge American MUSSEL American Museu American Museu American Museu Double click on a Location to add it to the record Or hit enter if a Location is highlighted re 5 Floor 5 Floor 5 Floor 5 NNNMNNNNNNNNN w Note Container information Link Create Location Close Window If desired enter Note Container information to help track which specific containers in the accession are housed in the location Examples Boxes 1 3 Box 4 Oversize materials 5
345. urces records or accession records linked to that name Managing subject non name headings Overview The Toolkit allows you to create and manage six different types of subject access points uniform titles topical terms geographical names genre form terms occupations and functions Names that are 182 Chapter 11 related to resources or accessions as subjects should be entered as a name record even if they have topical divisions See Chapter 12 for information on adding names as subjects to accession and resource records The Toolkit does not support thesaurus management through designations of broader terms related terms narrower terms etc but it does provide a scope note for recording local application guidelines If you do not wish to add controlled access terms to descriptive outputs such as catalog records and finding aids to your repository then it is not necessary to create and use subject records Basic steps for creating a subject record g New Record 1 From the Main Screen select Subjects and press the Be button all ma xi Subjects Subject Term Type fas Source hd Scope Note a Accessions Accession Number_ Po Tle tent Number Extent Measurement Resources Extent Number Extent Measurement Resource Identifier Resources in Red have the subject term linked at the component level Em p E o W E First Previous Next Last Reports Close Save 4 2 Enter
346. using the search editor tool described in Chapter 4 and will assist in tracking record creation and editing activity 24 Chapter 3 Basic characteristics of Toolkit records A record in the Archivists Toolkit may contain any number of data elements fields Each element allows either alphanumeric Boolean yes no date or numeric data to be entered Some alphanumeric fields have drop down lists containing predefined terms for use in the field The repository can modify most of these lists by redefining the lookup list via the Configure Application option on the Setup menu see Chapter 15 however some lists may not be modified in whole or in part as correct operation of the application depends on the values in the lists The list of note types in the resource and resource component records is an example of a list that may not be modified A table with a complete list of lookup lists the field to which they are associated and whether or not the values in the list can be modified is available in the appendices Some of the records in the Toolkit are multi sectioned The individual sections of a record are represented as tabs across the top of the record Clicking on one of the tabs will bring that part of the record to the front of the display where data can then be entered into it Some of the records contain sub records that are available only through the primary record For example the container record is only available within th
347. ust be unique Resource ID must be Subjects subjectTerm Subject terms must be subjectTermType unique subjectSource 320 Appendix Lookup Lists Three basic types of lookup lists are supported in the AT 1 Lookup lists in which all values can be modified Lists of this type will ship with selected values However all values can be deleted and replaced without impacting operation of the application 2 Lookup lists in which all values cannot be modified Lists of this type will ship with the required values Modification will be prohibited as values are necessary for correct operation of the application 3 Lookup lists comprised of both required and modifiable values Lists of this sort will ship with all required values and selected modifiable values Modification of the required values will not be permitted Attempts to modify them will prompt an error message explanation Type of Lookup List Acquisition 1 All type values can be modified 1 All values can be modified Container 1 All types values can be modified Used in AT Record Types Accessions Calendar ArchDescriptionAnalogInstances ArchDescriptionAnalogInstances ArchDescriptionAnalogInstances Description 1 All Resources descriptionRules e Anglo American rules values Cataloguing Rules Used in AT Fields acquisitionT ype container Type container2T ype container3T ype Values e Deposit e Gift e Purchase Transfer e
348. utate objectT ype Description e Repository History e Collection e Papers e Records e Art amp Architecture Thesaurus aat e Dictionary of Occupational Titles dot e Genre Terms A Thesaurus for Use in Rare Book and Special Collections Cataloging rbgenr e GeoRef Thesaurus georeft e Getty Thesaurus of Geographic Names tgn e Library of Congress Subject Headings lesh e Local local e Medical Subject Headings mesh e Thesaurus for Graphic Materials gmgpc e actuatenone e actuateother e onLoad e onRequest e cartographic e mixed materials e moving image e multimedia e notated music software multimedia e sound recording e sound recording musical e sound recording nonmusical e still image 324 Index value types Language codes 2 All values cannot be modified 2 All values cannot be modified IndexItems Resources ResourcesComponents DigitalObjects Repositories itemType languageCode languageCode languageCode descriptiveLanguage Lookup Lists e text e three dimensional object e Corporate Name e Genre Form e Name e Occupation e Personal Name e Subject e Abkhaz abk e Achinese ace e Acoli ach e Adangme ada e Adygei ady e Afar aar e Afrihili afh e Afrikaans afr e Afroasiatic Other afa e Akan aka e Akkadian akk e Albanian alb e Aleut ale e Algonquian Other alg e Altaic Other tut e
349. val collection and a repository may define collection level in different ways Surveyed materials may be a single accession several accessions a single resource multiple resources a single digital object multiple digital objects or even a combination of accessions resources and or digital objects Although there are many fields in this module including numerical rating fields narrative note fields and flags for special format and conservation issues none are required The only requirement for a valid Assessment record is a link to an Accession Resource or Digital Object record Assessment Records are located under Tools on the main menu all Archivists Toolkit 1 7 0 File Import Setup Peports Tools Help n i Assessment Records Searc LNG E IC TECOU reports mr w Delete Merge Ma ees AL Names amp Subjects 129 Record s Found For search list all Accessions Sort Name Name Type Abish Walter correspondent Person E Resources Acker Kathy 1948 correspondent Person BD Digital objects Adams John 1947 correspondent Person Akasofu Syun Ichi correspondent Person Initial Assessment Screen Browse List Displayed below the browse list includes the following functions Filter circled in red below For a simple search of extant records 219 All fields can be searched Displays all extant records Lists Assessment reports available Creates a new Assessmen
350. ved If Yes is selected all of the components from the selected resources are pulled into the main resource record from where Transfer was clicked Unlike the function the a Transfer Brese components function does not delete the top level resource record from which components are taken 152 Chapter 9 Relationships with other records Managing resource locations maintaining links with accession records and adding creator source subject and location information to resource records involves establishing relationships with records from other modules 1 Accession Resource description records may be linked to one or more accession records These links are made through the appropriate accession record s for the resource This link is automatically created when a Resource record is generated from an Accession record See Chapter 7 for more details Creator s Adding creator information to the record involves linking the resource or component record to one or more name records See Chapter 12 Source s The source refers to the individual or organization from which the repository acquired the materials As with creators adding a source to the resource record involves linking to a name record See Chapter 12 Note A source may only be linked to a resource description record not a resource component record Subject Name s As with creators and sources adding a name as subject to a resource or component r
351. x 3 Enter content 136 Chapter 9 Note The Chronology Definition List and Ordered List options include an Ead Ingest Problem field This field is for EAD elements that did not map directly into a Toolkit note The Toolkit inserts these elements into the Ead Ingest Problem area in an attempt to place them as close as possible to where they belong It is important to check after EAD import if note information exists in these fields and if so move it to more appropriate areas For a chronology Resources Note Chronology Title Ead Ingest Problem a Event Date Event Description Add Item Remove Item E m E E Z First Previous Next Last Cancel OK 137 a Press the o Additem button af Resources Note Chronology items Event Date Event Date Add Event First Previous Next Last b Enter an Event Date 138 c Press the Add Event button al Resources Note Chronology items Events Event Description wrap in tag 7 Bio EE First Previous Next Last d Enter an Event Description e Press to save the event f Repeat if multiple events occurred on that date Press to save the item Repeat until the chronology is complete i Press to save or to continue entering events Note The Label field and the option to Wrap in tag are not available when adding Events to a chronology due to restrictions in EAD encoding
352. xtent Measurement 1 FileVersions Use Statement 348 Record Digital Object Record Digital Object Record Digital Object Record Bibliography Note Index Note List Definition Note List Ordered Note Chronology List Note Chronology Item Event List Subject List Subject Record List Screen Defaults 2 FileVersions URI A Name 2 __ ArchDescriptionNames Name Link Function B __ ArchDescriptionNames Name Link Creator Subject Role Be gData Type 2 ArchDescriptionRepeatin gData Title Son gData Content Tem Value Tem Value D ndexems lem Type 5 indexttems Reference if Indexttems Reference Text I ListDefinitionItems Label 2 _ ListDefinitionItems Item Value a ee istUrdereditems em Value I ListOrderedlt Item Val a 1 Chronologyltems Event Date 2 ChronologyItems Event Description Subject Functional Area Subject Term D S Type 5 Subjects Sree a Accession Number D_ Aceessions Tue B Accession Extent Number 4 Accessions Extent Measurement 349 Subject Record User List Repository List Repository Record Repository Record Repository Record Repository Record Lookup Lists Lookup Lists Locations List Notes Etc Configure Application 1 Resources Resource Title 2 Resources Extent Number B Resources Resource Id 4 Resources Extent Measurement 5 Resources Resource Identifier Setup Area 1 Users Username 2 Users Full Name
353. y and quality by its nature it is inaccessible to researchers Documentation Quality A rating from 1 to 5 5 Very rich 4 Rich 3 Moderately rich 2 Incidentally valuable 1 Slight Interest A rating from 1 to 5 5 Very high 4 High 3 Moderate 2 Slight 1 Negligible Research Value auto filled This value is automatically calculated by adding the value in the Documentation Quality field with the value in the Interest field Numerical Rating 1 and Numerical Rating 2 A rating from 1 to 5 These could be used for local criteria a repository wishes to track For example recommended processing level collection level only through item level exhibit value if exhibits are an important aspect of an institution s mission institutional value if a repository wishes to distinguish this from overall research value or fundability General Note Indicates areas of particular concern with regard to the physical condition of the collection Estimated Processing Time EPT The time to arrange and describe the material including the creation of finding aids and catalog records as appropriate 288 Estimated processing time does not account for any specialized conservation measures that may be required EPT has three fields Hours per foot The number of hours to arrange and describe the material including the creation of finding aids and catalog records Multiplied by total extent Linear or cubic footage of all accession
354. y of the following data elements 1 Full Name The user s complete name Examples John Depp Marie Smith Title The user s position title Examples Head Archives and Special Collections Project archivist Department If your repository is organized into departments you may wish to record the user s department here Examples Technical services Public services Email The user s email address Examples archivistname university edu Access class The access classes ranging from one to five correspond to the following permissions 59 Class 5 Superuser All read write and functional permissions for all repositories sharing the installation Class 4 Repository Manager All read write and functional permissions for a single repository Class 3 Project Manager Read only permissions for repository and user records all other read write and functional permissions for a single repository Class 2 Advanced Data Entry Staff No application or project management customization permissions Unable to read or write name contact information Class 1 Beginning Data Entry Staff No application customization permissions Unable to read or write name contact information Read only access to accession digital object name and subject records Read write permissions on resource and component description records A more complete list of user class permissions is provided in the Appendices 6 Repository
355. ypically true false or yes no Integer A number field limited to whole numbers not decimals Real A number field that can accommodate decimals String An alphanumeric field that can store a maximum of 255 characters Text An alphanumeric field that can store an unlimited number of characters Configuring user defined fields To configure a user defined field 1 Decide which data type field is necessary to use for the information you want to capture For example to configure a field that requires a yes no answer a Boolean data field should be used However if the field is to be a free text note of unknown length a text data field should be configured 2 From the Setup menu select Configure Application 271 Configure Application Accessions a AccessionsLocations AccessionsResources ArchDescriptionAnalogInstances 4rchDescriptionInstances ArchDescriptionNames 4rchDescriptionNotes ArchDescriptionRepeatingData ArchDescriptionSubjects BibItems Bibliography ChronologyItems ChronologyList DatabaseFields DatabaseTables Deaccessions DefaultValues ListDefinitionItems x 3 Select the Accessions table 272 Configure Application Table Name Accessions Fields accessionDate accessionDispositionNote jaccessionId accessionNumber accessionNumber1 accessionNumber2 accessionNumber3 accessionNumber4 jaccessionProcessed accessionProcessedDate accessRestrictions accessRestrictionsNote acknowledgemen
356. z Pierre 1925 correspondent Details Non Preferred Forms Accessions amp Resources Contact Info Non Preferred Forms Add Non Preferred Form Remove Non Preferred Form Accessions Accession Number pole tent umber Extent Measurement Resources Extent Number Extent Measurement Resource Identifier Betty Freeman Papers i 6 Linear feet Resources in Red have the subject term linked at the component level First Previous Next Last Reports Close Save Created Sep 19 2008 by a2ross Modified Sep 19 2008 by a2rass Record Number 90 Press Add Non Preferred Form button and enter data into the non preferred form template Only Primary Name is required to save a non preferred form 177 Es TT lx Non Preferred Names Name Identity Record Person Prefix PO I Direct Order Primary Name FO Rest of Name FO Title FO Suffix Number FO Dates FO Fuller Form FO Qualifier FO Sort Name V Create Sort Name Automatically Big e First Previous Next Last Cancel OK 1 In general descriptions of name data elements given in the previous section are also applicable to corresponding fields in the non preferred name template The primary difference is that non preferred forms do not follow rules such as AACR2 or DACS OK 3 Save the name record including the new non preferred form by pressing the button If you are entering multiple records the i are working in and
357. zable and applicable across all operating systems 12 Chapter 2 Acquiring and Installing the Archivists Toolkit Overview The Archivists Toolkit requires both a client application and a relational database The client application provides an interface for entering editing searching and deleting data which is stored in the database These instructions for download and installation are for the client application of the Archivists Toolkit Before downloading and installing the client the repository or the repository s IT support staff must install one of the three database backends that the Toolkit supports MySQL 5 0 Microsoft SQL Server 2005 and Oracle 10g and configure it to be used with the Archivists Toolkit Instructions for installing and configuring the MySQL database are available at http www archiviststoolkit org support downloads InstallGuidelines pdf Instructions for installing and configuring the Microsoft SQL Server and Oracle backends can be found on the Toolkit wiki https wikis nyu edu Archivists Toolkit Note The XAMPP distribution does not ship with InnoDB tables enabled in MySQL This is required for the AT To solve this problem edit c xampp mysql bin my cnf commenting out the skip innodb line and uncommenting the other innodb configuration lines Then restart the MySQL service and the installation should go smoothly Acquiring the Archivists Toolkit You can

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