Title for the unit being described (i.e. collection, series, item) in two segments: Name unit + type of material.

Supply a name unit for the collection (creator, collector, or subject). The proper form of this name is derived from the preferred name used in the collection. Second part represents the types of materials being described. See Basic Information: Title in Resource Records for more details.

For additions or accruals, title the unit accordingly, i.e. "Additions to the Department of Chemistry records."

Note: The name unit of the title is always capitalized, i.e. Ted Berrigan notebooks, Mathematics Department records

The resource identifier is the accession number.  If no accession number can be identified, use the collection number and explain under “Provenance.”

University Archives numbers are constructed in two parts: year and number of accession (three digits), i.e. 2015-007

Poetry Collection numbers are constructed in 3 parts: year, repository abbreviation, and number of accession (use three digits), i.e. 2015-PCMS-007

For born digital materials, use "BD" suffix, i.e. 2015-007-BD or 2015-PCMS-007-BD

Each part of the identifier is entered in its own box without dashes or slashes.

 

Examples

The date the collection was acquired or transferred to the repository. Use yyyy-mm-dd. If no accession date can be identified, use the date you are constructing the record and explain under “Provenance.”

Do not publish accession records.

Label: Scope and Contents

Include a brief description of the materials.

List an conservation issues, dimensions, A/V materials, etc.

Identify major separations or re-assignments from collection upon accession. Example: “Three books removed from collection and added to Rare Books: [list titles]."

Arrangement, box list, survey, or link to an external inventory document.  This can be a lengthy inventory or a brief statement as the arrangement of materials.

Examples: 

Box list at Y:\ArchDev\FA MS\MS 1-10\MS01.doc
Collection is roughly arranged in 3 series: correspondence, research, and photos.

• Box 1 Correspondence, 1900-1950
• Box 2 Photographs, 1910-1950
• Box 3 etc.

Note how the collection was accessioned and from whom. If accession record has an imposed identifier and date (because accession is unknown), state so here.

Example:

The Thomas D. Perry papers, 1957-1982, were given to the University Archives by his wife, Patricia Perry, in two accessions: #82-081 was received October 5, 1982, and accession #85-037 was received May 3, 1985.
Date of accession for the Thomas D. Perry papers is unknown.

Record information here that does not have an allocated field, in particular:

• Collection Impact Statement
• Purchase amount
• Location

Select the appropriate type from the pull-down list.

Check this box if there any restricted or closed materials in the collection.  If this box is checked, describe the nature of the restriction in Access Restriction Note.

If restricted material is known, list location (box #), clearly mark material as such, and include restriction on any existing inventory.  Use UA Restricted Records Policy and applicable timetables to explain the nature of the restriction.  Include restrictions and restriction start/end dates in Rights Statements.

Examples

Note: This field does not self-populate in a resource record that is spawned from an accession record. This information must be entered manually in a Terms of Access and Use note.

See Dates and Extents on Resource Records page.

At minimum, add repository and creator. See Controlled Access for details.

Link any existing related finding aids.

Use if multiple accessions exist for a discrete collection, particularly for hybrid (print/analog and born digital) collections.

Restricted material:

• Rights type = Other
• Other Rights Basis = Policy (if institutional policy applies) or Donor (if donor applied restriction in deed of gift) Include restriction start and end dates.

Intellectual property:

Use for statement of copyright, retention by donor or transferred to repository.

Used only if creating barcoded top containers to be moved off-site before processing.

Priority: Set to Medium unless determined to be High

Rights Determined: Check once deed of gift is returned

Processing Status: Set as New for new accessions or In Progress if moving directly to processing. When processing is complete, set as Completed.

Other fields are optional and are generally used for planning large-scale processing or grant-funded work.

Used for University Archives institutional records. See Controlled Access for details.