Chapter 9: Describing Archival Materials
Contents
1. _ a Barcode ee Container2Type x Container2Numeric Indicator fo Container2Alpha Numeric Indicator Container3Type z Container3Numeric Indicator fo Container3Alpha Numeric Indicator Location No location assigned v Oo E B S First Previous Next Last Cancel OK 4 Press OK to save the instance record 5 Once you have recorded container information you can assign a location to each container using the Manage Locations button See Chapter 13 for more detailed instructions Note The Toolkit also provides a Rapid Data Entry screen that allows you to enter components and container information with fewer mouse clicks See instructions in the next section Creating component records with the rapid data entry screen 120 Chapter 9 The Archivists Toolkit offers a Rapid Data Entry feature to allow for repeated entry of component records with fewer mouse clicks than one would use during the process of adding individual component records then adding instances This provides a more efficient interface for entering things like folder lists where multiple components of the same level are entered one after another Note In the Toolkit the hierarchy of components is not driven by the Level element When entering multiple components with the Rapid Data Entry interface you can change the Level element for each but the components are all entered at the same level that is as siblings in the2. 12 13 13 14 Edition Statement Information about the edition of the finding aid EAD Tag lt editionstmt gt Examples Second edition 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 Revision Date Date of latest revision to finding aid EAD Tag lt revisiondesc gt lt change gt lt date gt Examples May 1998 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 Finding Aid Status Overall status of the finding aid Options include completed in process under revision unprocessed List of options may be configured EAD Tag findaidstatus attribute in lt eadheader gt element 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 Instances Overview 118 Chapter 9 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 scrapb
3. sub subseries 3 Title Required for resource records Title or date required for component records At the resource level the title is usually a concatenation of the creator 90 Chapter 9 name and a term describing the form of materials whether general papers records or specific correspondence diaries Component titles may or may not include the creator element You may also use the Wrap in tag feature to encode EAD tags such as title persname corpname etc within the title To do so simply select the text to be encoded and select the appropriate tag from the drop down list These tags will be stripped in non EAD outputs DACS Reference 2 3 18 2 3 22 Examples John Smith Diaries Office of the President Correspondence Outgoing correspondence Dates Required for resource records Title or date required for component records A number of elements are available for recording the dates of creation of the materials Dates can be entered in normalized form Date 1 Begin Date 1 End Bulk Date Begin Bulk Date End and or as a free text string Date Expression Normalized 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 If only normalized dates are entered then they will be output also as the date expression
4. 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 Photographs have been transferred to Pictorial Collections of The Bancroft Library The Finding Aid Data Tab the 115 Archivists Toolkit User Manual Resource records only x Title Resource Identifier hd Basic Description Names amp subjects Notes etc amp Deaccessions Finding Aid Data Ead Fa Unique Identifier Sponsor Note Ead Fa Location rr Finding Aid Title Edition Statement H Finding Aid Subtitle Series al Finding Aid Date Author Revision Date a Revision Description Description Rules Z Finding Aid Status Language Of Finding Aid Finding Aid Note I elle 4 jl mi ap Rapid Export Add Add y Delete Manage Export Export 5 Data p s FA P m Container Child Sibling Entry Component Locations EAD Lais MARC label E X on nm S First Previous Next Last Reports Cancel OK OK 1 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 May be automatically generate
5. a Normalized dates Date 1 Begin Date 1 End Bulk Date Begin Bulk Date End Normalized dates must be entered in the YY YYMMDD format though month and day elements are not required To enter a single date enter the same date in the Date 1 Begin field and Date 1 End field Enter inclusive dates using the Date 1 Begin and End fields Enter bulk dates in the Bulk Date Begin and 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 19220614 200603 1900 b Date Expression A natural language expression specifying the date or date range of the materials If you wish you may only enter a Date Expression rather than using the fields for normalized dates However 91 Archivists Toolkit User Manual 92 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 Language Code 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 fra Repository Processing Note Any internal information regarding processing that the repository wishes to record This informatio
6. 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 record 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 Description 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 1 124 Print Screen Generates a the list of resource records as displayed in the list screen Finding Aid Text A narrative and inventory regarding a collection s contents Resource List Select any resource or any group of resources Report contains title resource identifier level date range and creator names Resource Locatio
7. method used by the creator s of the materials EAD Tag lt fileplan gt Examples 109 Archivists Toolkit User Manual 110 The ACM used the following classification system to organize its publications A General Literature A 0 GENERAL Biographies autobiographies Conference proceedings General literary works e g fiction plays A 1 INTRODUCTORY AND SURVEY 14 General Note Any information that doesn t more appropriately fit in a more specifically defined note DACS Reference 7 1 EAD Tag lt odd gt Examples Drawings humidified flattened and repaired 15 General Physical Description General information about the physical characteristics of the materials that cannot be accommodated in other physical description notes EAD Tag lt physdesc gt Examples Videocassettes in this series are recorded in Hi 8 format 16 Immediate Source of Acquisition Information about the direct source from which the materials were acquired Could also include date means of acquisition and other information relevant to acquisition DACS Reference 5 2 EAD Tag lt acqinfo gt Examples Chapter 9 Donated by the Massachusetts Citizens League 17 Index List of terms and reference pointers compiled to enhance access to the materials being described First Previous Next Last The index is output in EAD as lt indexentry gt tags and therefore the note
8. Chapter 9 Describing archival materials Overview Supporting the description of archival resources is the core function of the Archivists Toolkit The description 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 then output this information in various formats including finding aids catalog records and other descriptive products researchers use as a means of access to the 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 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 ma
9. ccess to the materials DACS Reference 4 6 EAD Tag lt otherfindaid gt Examples Item level index of drawings available in the repository Physical Characteristics and Technical Requirements Physical conditions or characteristics or technical requirements that affect access to the materials location DACS Reference 4 2 4 3 EAD Tag lt phystech gt Examples Letterpress books are nearly illegible System requirements 48K RAM Apple Disk with controller color monitor required to view this file 113 Archivists Toolkit User Manual 114 24 25 26 2T Physical Facet 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 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 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 described by Joan Salisbury 1999 Related Archival Materials Information about related collections either within or outside the repository DACS Reference 6 3 EAD Tag lt re
10. content for an index consists of multiple terms and references rather than a single large text field To enter items in a press Add Item 111 Archivists Toolkit User Manual al Exi Item Value re Item Type v Reference nd Reference Text oes wyg First Previous Next Last Cancel OK OK 1 Enter the value of the term and select the Type of term Press OK to save the item and repeat the process as necessary EAD Tag lt index gt 18 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 19 Legal Status Status of the described materials according as defined in legal statutes EAD Tag lt legalstatus gt Examples Public records 20 Location Note Natural language expression of location particularly in cases where location affects access to the materials 112 21 22 23 Chapter 9 DACS Reference 4 2 EAD Tag lt physloc gt Examples Materials stored off site Advance notice required for use Material Specific Details Information unique to the material format that cannot be assigned to any other element of description EAD Tag lt materialspec gt Examples Scale 1 10000 Projection Universal transverse Mercator projection Other Finding Aids Additional external finding aids available to facilitate a
11. d during EAD export process 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 xml 3 Finding Aid Title Name of the finding aid EAD Tag lt titleproper gt 116 Chapter 9 Examples Inventory of the Harold Ramis papers 1956 2006 Finding Aid Subtitle Subtitle for the finding aid EAD Tag lt subtitle gt Examples A Guide to the Collection Finding Aid Date Date finding aid is 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 langusage 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 117 Archivists Toolkit User Manual 10 11
12. 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 Alvah Bessie Papers E Series I Spanish Civil War 5 a Subseries A Documents Carnet de Honor Carnet Mititar Citation of Honor Signed Certifica Clippings Fascist Propaganda Leaflets In St 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 E Subseries B Artifacts Undated 1938 C Series II Writings 1939 1946 1984 a Series III Veterans of the Abraham Lincc Amery Al Memoir Excerpts and Pot Anthology Correspondence and Notes Anthology Prospectus Anthology Prospectus Partial Draft Anthology Rejected from Consideratii Y gt e eeeeeeee eee 68 6 amp u In the hierarchical view a folder represents the resource Jesus Colon 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 86 Chapter 9 To display the content
13. dvertising artwork magazine stories speeches awards 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 105 Archivists Toolkit User Manual 106 4 Arrangement Note Description of organization or arrangement of materials 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 MB OO Resources Bibliography Title Note a hd wrap in tag 7 Ead Ingest Problem a Item value ed Add Item Remove Item Persistent ID 5 Does First Previous Next Last 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 fi
14. eld To enter items in a bibliography press Insert Item and enter the data for that item Ix Bibliographic Items Item Value a wrap in tag x First Previous Next Press OK to save the item and repeat the process as necessary 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 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 107 Archivists Toolkit User Manual and makes recommendations to the Committee on Academic Personnel and academic departments 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 7 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
15. ement 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 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 Content The content of the note itself To enter multiple paragraphs use two line breaks between You may also use the Wrap in tag feature to encode EAD tags such as title persname corpname etc within the text of a note To do so simply select the text to be encoded and select the appropriate tag from the drop down list These tags will be stripped in non EAD outputs Creating multi part notes Notes that include structured data such as lists and chronologies as well as 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 95 Archivists Toolkit User Manual Note Selecting the multi part note box will cause any data entered into the note field to disappear Unchecking 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 x Persistent ID 2 Note Type iographical Historical note x Title aad part x Re
16. er Manual For an ordered list al Resources Note List ordered Numeration 7 Ead Ingest Problem First Previous Next 102 Chapter 9 a Press Add Item al a xi List Items Item Value 5 zl wrap in tag v oo cs a First Previous Next Last Cancel OK OK 1 b Enter a Value c Press OK to save the item d Repeat until the list is complete e Press OK to save the definition list 103 Archivists Toolkit User Manual For text x Resources Note Text Note Content a wrap in tag in tag First Previous Next Last a Enter Text 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 paragraphs 4 Once the proper sequence of parts has been completed press OK to save the note 104 Chapter 9 Note types 1 2 Abstract Brief description of the context and content of the materials being described 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 a
17. es no field indicating if access restrictions apply to the materials being described 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 The Notes etc amp Deaccessions Tab Note At the resource level deaccession records may also be added to the resource from this tab See Chapter 8 for details on adding deacessions CM x Title Resource Identifier A Basic Description Names amp Subjects Notes etc add note et el Remove Note etc Rapid Export Cai gak Ee eee ee ae FR Erot B container z Ents i ns Labels v P onsen IMEA First Previous Next Last Reports Cancel OK OK 1 The Notes etc tab provides 29 notes that can be added at the resource or any component level Notes generally include four elements though certain notes contain more detailed data within the note content These are described in the list of specific note types 94 Chapter 9 OB O x Internal Only I Multi part Persistent ID 2 Note Type Biographical Historical note x Title Note Content a Wrap in tag 7 DEBB First Previous Next Last Cancel OK Note Type A specific designation for the type of note you wish to add Note types listed and defined below correspond to specific DACS and EAD elements Note Label A title for the note output in the lt head gt el
18. gt Examples Open to researchers without restriction Tenure records closed for 75 years 8 Conditions Governing Use 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 9 Custodial History History of ownership and custody of the materials DACS Reference 5 1 EAD Tag lt custodhist gt Examples 108 10 11 12 13 Chapter 9 The records were originally collected and maintained by the Hampshire County Art Ceramic Society before being donated to the Hamsphire County Historical Society in 1976 Dimensions Numerical data about the size of material being described DACS Reference 2 5 EAD Tag lt dimensions gt Examples 5 x 20 inches Existence and Location of Copies 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 Existence and Location of Originals 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 File Plan Information about any classification
19. 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 however repositories may wish to utilize the Rapid Data Entry interface primarily for entry of file level lists 121 Archivists Toolkit User Manual x Resources Rapid Data Entry Level 0 M P Internal Only J Restrictions Apply Title eee Component Unique Identifier ne Date Expression Date Begin Date End Extent Number Extent Type TY Note 1 ad Note 2 w Note 3 t Instance Type be Container1 Type bs Container Numeric Indicator Container2Type rt Container2Numeric Indicator Xe Cancel OK OK 1 122 Chapter 9 Follow these instructions to use the rapid data entry interface from any resource or component record 1 Ze 3 Press the Rapid Data Entry button 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 Press OK or to enter another component OK 1 Creating links for EAD output Using the Wrap in tag feature for titles or notes it is possible to establish links that will be output in EAD All Wrap in tag elements are stripped in non EAD outputs Creating internal lin
20. ier Basic Description Names amp Subjects Notes etc Level x Persistent ID 1 Component Unique Identifier Other Level Extent Title Extent Number Container Summary Wrap in tag Date Expression Date Date Begin Date End Bulk Dates Bulk Date Begin Bulk Date End Language Code ba Repository Processing Note Instances Instance Type Instance Label Add Instance Remove Instance x I Internal Only Restrictions Apply zl Rapid Export chik siting 2 Data E oni FA Ener al pert Container Entry Labels gm mE Oo Z Z First Previous Next Last Reports Cancel OK 1 From an open resource record or component record press the Add Child or Add Sibling button 2 Select a Level for the record collection fonds record group or item 3 Enter a Title or 4 Enter a Date Expression and or Begin Date and End Date for the materials 5 Save the record by pressing the OK command button at the bottom right corner of the window the Toolkit will indicate that the record cannot be saved because one or more of the required fields is not completed The uncompleted fields will be indicated in the error message The required field s must be completed lin order to save the record feces If the record does not include the required elements listed above 89 Archivists Toolkit User Manual Description data elements Note If you wish
21. ks 1 Within the appropriate note select the text to be linked Inthe Wrap in tag drop down box select lt ref gt 2 3 4 Select the appropriate actuate and show attributes Optional Select a target from the list which has been automatically generated from the contents of the description Your options will include components of the description and other notes Required to make link operational Enter a title which will be exported in a title attribute Optional Press OK Creating external links a ae tS Within the appropriate note select the text to be linked In the Wrap in tag drop down box select lt extref gt Select the appropriate actuate and show attributes Optional Enter the URL for the link in the href field For example http www archiviststoolkit org Required to make link operational Enter a title which will be exported in a title attribute Optional Press OK Relationships with other records 123 Archivists Toolkit User Manual Managing resource locations maintaining links with accession records and adding creator source subject and location information to description 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 Creator s Adding creator information to the record
22. latedmaterial gt Examples For more information about the academic career and personal life of Herbert John Davis s the Herbert John Davis Personal Papers in the College Archives Chapter 9 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 Jes s Col n Papers are a significant con tribution to the study of Puerto Rican history and especially to the reconstruction of York such topics as organizational development and political participation among Puerto Ricans in New York They also shed light on Puerto Rican community history in New They support research principally on issues of employment and discrimination and Puerto Rican rela in organizat tionships to other groups the city The history of the labor movement in Puerto Rico as well as Puerto Rican involvement in labor and left The collection spans the years from 1974 with the bulk of the papers dating from 1920 to 1970 There are letters no tions in New York are documented 1901 to tes drafts of published and unpublished works reports clippings and photographs wi organizational th a majority of the papers consist records such as by laws lists programs and policy statement ting of CS 29
23. 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 clicking on a component and holding the mouse button down then moving it to another location and release the button to drop the component in its new location There are some limitations to the drag and drop capabilities 1 You cannot move a component to the end of a group of components To work around this you can drop the component in the second to last position then move the last component up one position 2 Ifacomponent is not already a parent you cannot use drag and drop to make another component its child That is a component must already have at least one child if you wish to drag and drop another component into a position where it is a child of the original component 87 Archivists Toolkit User Manual Basic steps for creating a resource description record 88 eS FS Se eee x Title a sl Rapid Data Entry Add o Add Child Sibling Resource Identifier Basic Description Names amp Subjects Notes etc amp Deaccessions Finding Aid Data Level v Other Level Title Wrap in tag v Date Expression Inclusive Dates Bulk Dates Date Begin Date End ml Bulk Date Begin Bulk Date End Language Code ha Repository Processing Note Repository Archivist
24. move Part done First Previous Next Last Cancel OK 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 box 3 Enter content For a chronology 96 Chapter 9 y Resources Note Chronology Wrap in tag Z 97 Archivists Toolkit User Manual a Press Add Item Resources Note Chronology items Event Date Event Date Add Event Remove Event b Enter a Date 98 Chapter 9 Press Add Event os 6hLULT Cl Resources Note Chronology items Events Event Description a al wrap in tag v 5 RR XI First Previous Next Last Cancel OK 1 Enter an Event Press OK to save the event Repeat if multiple events occurred for the date Press OK to save the item Repeat the chronology is complete Press OK to save the chronology 99 Archivists Toolkit User Manual For a definition list al Resources Note Title Ead Ingest Problem Add Item ij Remove Item 100 Chapter 9 a Press Add Item al x List Items Label Item Value AX wrap in tag First Previous Next Last Cancel OK b Enter a Label and Value c Press OK to save the item d Repeat until the list is complete e Press OK to save the definition list 101 Archivists Toolkit Us
25. n List Select any resource or any group of resources to show records and their assigned locations Report contains title resource identifier level date range and assigned locations Resource Record Select any resource or any group of resources to show all data elements of a top level resource record 10 Chapter 9 Restrictions List Select any resource or any group of resources to show records that have been checked as restrictions apply 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 List of Sources Select any resource or any group of resources to show records that contain names with a source function Report contains title resource identifier level date range and source name Creators Select any resource or any group of resources to show records that contain names with a creator function Report contains title resource identifier level date range and creator name Names and Subjects to Resource Display Select any resource or any group of resources to show records with their linked names and linked subjects Report contains title resource identifier level date range linked names and their functions and linked subjects Source Names Select any resource or any group of resources to show source names with contact information 125
26. n 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 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 Resource ID Available in resource records only Required for resource records Like the accession number the resource ID number may consist of up to four elements though only one element is required The resource ID number 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 Component Unique Identifier Available in component records only Identification number or code used to uniquely identify the component among the other components within the same unit Component identifiers need not be unique 10 11 12 13 Chapter 9 across the entire repository s holdings DACS Reference 2 1 3 Examples Series 1 D 1 Extent Reguired 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 Enume
27. ook An archival resource record for a collection of correspondence may provide accurate description for both the original collection and a microfilm that reproduces the collection exactly Therefore any description record in the AT may include data about multiple instances of the resource or component being described You are not required to declare an instance 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 If you wish you can then associate the container information with a location record Expressing container information and associating it to a repository location is the principal reason for the concept of instances in the AT Adding instances It is necessary to add an instance wherever you wish to create a digital object or record container information such as box and folder numbers Use the following instructions to add one or more instances to a resource or component description record 1 From the Basic Information tab press the Add Instance button 2 Select the type of instance you wish to create x What type of instance would you like to create v Cancel Note The list of instance ty
28. pes is not authoritative with the exception of the digital object type But for that one exception you can use the View Edit Lookup Lists option to modify or add terms to the list as you choose The one recommendation is that you devise a local authoritative list of 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 digital object be it a surrogate of another instance or a born digital object See Chapter 10 for instructions on describing Digital Objects 3 For instances other than digital objects you will be prompted for container information or you may enter a single Barcode You may record a Container 119 Archivists Toolkit User Manual type Numeric indicator or Alphanumeric indicator for up to three nested containers e g box and folder numbers reel and frame numbers map case folder and item numbers etc Use Numeric indicator for any integer or decimal number used to identify the container e g 12 1 3 Use Alphanumeric indicator if a mixture of numbers and letters is used to identify the container e g 1A 3b Be aware that alphanumeric indicators will not sort as may be expected All numbers beginning with 1 will precede all numbers beginning with 2 for instance Container Type oOo Container Numeric Indicator po Container1Alpha Numeric Indicator
29. rations of containers in the resource or component can be entered in the Container Summary Note Certain reports rely on the extent field to calculate statistics such as total holdings amount of material processed etc Consistently using the same measurement whether cubic or linear feet will allow your repository to best make 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 field to create a parallel statement of extent as described in DACS rule 2 5 7 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 Instances Instances are used to record container information for materials in the collection and to describe digital objects See Instances below Internal Only Yes no field used to indicate if the component is for internal use only If the box is checked data from the component and all of its children will 93 Archivists Toolkit User Manual either not be exported to descriptive outputs for researcher use or in the case of EADs be exported with the audience attribute set for internal Which occurs will be determined by the repository as part of the output process 14 Restrictions Apply Y
30. s Toolkit Change Repository Delete Manage FA Export FA Export Component Locations EAD dit MARC Resource Identifier Accessions linked to this Resource ID Accession Number Accession Title El E Extent Extent Number J a Container Summary Instances Instance Type Instance Label Add Instance Remove Instance I Internal Only Restrictions Apply Export Container Labels K mn D xs Next First Previous Last Reports Cancel OK OK 1 From the Main Screen select Resources and press the New Record Button Select a Level for the record collection fonds record group or item Enter a unique Resource Identifier Enter a Title Enter a Date Expression and or Begin Date and End Date for the materials Enter the Extent and Extent Type Enter the Language Code for the language of the materials Save the record by pressing the OK command button at the bottom right corner of the window Caution If the record does not include the required elements listed above in order to save the record the Toolkit will indicate that the record cannot be saved because one or more of the required fields is not completed The uncompleted fields will be indicated in the error message The required field s must be completed Chapter 9 Basic steps for creating a component description record x Title Resource Identif
31. s 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 To display the record for any component click on the title of the component This helps you navigate 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 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 EG The Add Child button will open 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 Eg The Add Sibling button will open 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 will delete 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
32. to see 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 MOO Title Resource Identifier Basic Description Names amp Subjects Notes etc amp Deaccessions Finding Aid Data Level x Resource Identifier Other Level Accessions linked to this Resource ID Title Accession Title ba wrap in tag 7 Date Expression Inclusive Dates Date Begin Date End Bulk Dates Bulk Date Begin Bulk Date End Language Code x Repository Processing Note Extent Extent Number z Container Summary Instances Add Instance Remove Instance Repository Archivists Toolkit Change Repository Internal Only J Restrictions Apply sl Rapid Export ay Aad Add Data Delete Manage Export EA Export Gantalner Kd chia Sibling Entry Component Locations EAD wait MARC iene Em E E E m First Previous Next Last Reports Cancel boa 1 1 Level Required for resource and component records Label for the hierarchical level of the materials being described Options are collection fonds item record group for resource records For component records options are class file item otherlevel series subfonds and subseries 2 Other Level If you have selected otherlevel for the Level element use this field to provide a specific level designation Examples
33. y also be linked to resource component records to form multi level descriptions Though component records may represent a series subseries other subdivision file or item the input template for each 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 linked resource and resource component description records These two resource record types accommodate the twelve numbered levels of description permitted in the Encoded 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 85 Archivists Toolkit User Manual 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 sometimes referred to as child records The hierarchical interface Overview As you
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