<origination><persname>

Start by determining who created the collection.  This piece of information is often contained in the unit title for the resource record. 

Role = Creator.  Relator attribute is currently unused.

Check if there is an existing heading: In the Agents dropdown, browse for your name heading.  If you find the matching heading, select it and Link to Agents.

If there is no record, create one using an authority record from the Library of Congress Name Authority Files. If there is a match, you will need to add it to AS:

Click "Create" and select "Person."  Enter the information exactly as it was listed in the LCNAF for these fields: Authority ID, Primary part of name, rest of name, and dates.  Select the appropriate source and rules.

Last name = "Primary Name" 

First, middle, and/or middle initial = "Rest of Name"

Name data that appears in parenthesis = "Fuller Form" (omit the parenthesis).

If the authority record includes a date(s) in the heading, put them in "Dates."  If birth/death dates are known, but not part of the authorized heading, put them in "Dates of Existence." If creating a local record and birth/death dates are known, put them in "Dates."

Under "Source," select "lcnaf,” under “Rules,” select “aacr2.” When you are done, click “Create and Link to Agent.”

Example for LOC authorized heading: Dean, John W. (John Wesley), 1938-

<origination><corpname>

<origination><corpname>

All collections must include a UB corporate name as source, in addition to any creator or subject agents: 

Role = Source  

Relator = Repository

State University of New York at Buffalo. University Archives.

<origination> <persname>, <famname>,<corpname>

If the subject heading you are adding is a person's name, it is placed in the "Agents Link" field.  When adding a name as a subject, follow the same process as when you added the name as a creator (see above).  When you select a "Role," you will choose "Subject" instead of "Creator."  Once again, leave the "Relator" field blank.

If you choose to add a subordinate term, click “Add Term/Subdivision” or “+” (e.g. History and criticism), the type is topical.  Choose "Library of Congress Subject Headings" as the source.  Because the subject heading was pulled from an authorized list, you may leave the "Scope Note" field blank.  Click "OK"; the subject heading will be linked to your record.

<controlaccess>

Subject map to MARC 600 fields.  Remember, names as subjects go under agents with role set to subject.

Subjects should be derived from the Library of Congress Authority Files (lcnaf): Search for the appropriate term.  Check the authority record to confirm that the term is describing what you are looking for. 

Be as specific as possible when adding subject terms.  Use '+' to connect multiple terms to build a subject heading. 

Other ways to find appropriate subject headings:

Check the UB Library catalog for items related to the collection.

Search WorldCat to see what subject terms other institutions are using for similar collections.

<controlaccess><subject>

To add subjects in the AS record, click "Add Subject" under the "Subjects" section. 

Begin typing your subject heading in the box to see if the heading already exists.  If it appears in the list, highlight the desired heading and click "Link." 

If it does not appear in the list, you will need to create one. Click "Create Subject." 

Type the term in the "Subject Term" box of the window that appears (e.g. Organized Crime). 

From the "Type" pull-down menu, select "Topical Term."  If the term has a subdivision, click “Add Term/Subdivision” or “+” (e.g. New York (State), and in this example, the type is Geographic. 

Choose "Library of Congress Subject Headings" as the source.  Because the subject heading was pulled from an authorized list, you may leave the "Scope Note" field blank. 

Click "OK"; the subject heading will be automatically linked to your record.

Common subordinate components that you might add:

<term> -- New York (State) -- Buffalo

<term> -- Administration

<term> -- United States

<term> -- Photographs

<term> -- Pictorial Works

These may also be added to personal, corporate, and family names; however, in these instances the subject is created under the "Names" section (see above).  An example might be "State University of New York at Buffalo -- History."

<controlaccess><geogname>

Geographic names are used when a collection contains materials about or related to a specific place. As with topical terms, geographic names are taken from the Library of Congress Authority Files. 

To add subjects in the AS record, follow the directions above (Topical Terms); however, instead of selecting "Topical term" from the "Type" pull-down list, select "Geographic Name."  If you are unsure whether a term is a geographic name or a topical term, check the authority record.  Geographic names should be listed under the 151 field, while topical terms are listed under the 150 field.

Geographic names can also be used as subordinates of topical terms (see above).  When you find a geographic name, check the authority record.  The proper form for the subordinate is listed under the 781 field.  For instance, "Buffalo (N.Y.)" can serve as a primary subject heading, but you should use "New York (State) -- Buffalo" for a subordinate subject heading.

Common subordinates:

<place> -- Pictorial works

<place> -- History

<place> -- Description and travel

<controlaccess><genreforms>

Genre terms describe the types of materials in the collection.  Because archival collections can contain a multitude of materials and formats, a list of genre terms could become quite extensive.  Every genre need not be listed.

Find Genre terms from the Getty Art & Architecture Thesaurus.

Once you find the term, you can click the hierarchy symbol ( ) next to the term to see a list of narrower terms (e.g. Bankbooks, Budgets).  If you cannot find an appropriate term in AAT, try searching the Library of Congress Authority Files.

<abstract>

DACS 3.1

Brief, summary of the collection or item, typically as follows:

General statement about collection

General statement about subject, organization, person, etc.

Quick description of types of material in collection

Often, a combination of description from the Biographical and Scope and Content Notes can be used to write an abstract.

Collection of materials from former Dean of the State University of New York at Buffalo's School of Architecture and Environmental Design, Harold L. Cohen and his wife Mary D. Cohen. Includes extensive project files (sketches, reports, designs, photographs), business and professional correspondence, publications, personal papers, exhibits and exhibit plans, and audio/visual materials.

<accruals>

DACS 5.4

Information about expected additions to the materials.

Example:  No further accruals are expected to this collection.

Example:  Additional accruals are expected.

Example:  Materials are added to this collection in five year intervals.

<arrangement>

This field is used to explain how the materials in the collection are organized.

Collection is organized into three series: I. Collection Documentation, 1969-1994; II. Research and Writings, 1852-2001; III. Medals, 1243-2000.

The collection is arranged first by material type, and then chronologically.

<bibliography>

Citations to works that are based on, about, or of special value when using the collection. The works could be books, articles, television programs, unpublished reports, web sites, or other types of information. The Bibliography may be a simple list of like works, or a denoted list (i.e., one list for articles, one for books, etc.).

<bioghist>

Biographical Note OR Historical Note

Provides information about the creator of the material or provides a historical context for the collection.  Sometimes it may be difficult to find information on an organization or person; in these instances, write as much as possible. If a subject is obscure or local, this note may be the only source for this information available to a researcher, so take the time to research and write.

The best place to find information is the collection itself.  The collection gives you a general date range for the organization or person, as well as an idea of who they were or what the group did.  Unfortunately, this is not always enough.  In addition to searching online, check the library catalog for other resources related to the material.

Remember, the Biographical/Historical note serves to orient the researcher.  It should be concise and reflect the context of collection contents. 

<accessrestrict>

Indicates restrictions on the material due to repository policy, donor specifications, legal requirements, etc.

**Off-site statements will be repeated in the Physical Location note.

If any material in the collection has RESTRICTIONS, use a separate Conditions Governing Access note. The month, day, and year must be entered in the Restrictions note.

Minimally processed collections may have restricted and/or other privacy protected information.  Include note in the example.

The [collection title, dates] is/are open to researchers

If a collection is stored offsite, has restrictions, or has been minimally processed, add one of these statements:

Please note: This collection is stored off-site.  Access to collection requires 3 business days’ notice. Contact [contact information] to schedule an appointment.   

For restricted material:

Pursuant to [University Archives / Poetry Collection] Restricted Records Policy, access to portions of this collection is RESTRICTED until MONTH, YEAR. For more information, contact University Archives at lib-archives@buffalo.edu.

Example:

Pursuant to University Archives Restricted Records Policy regarding legal records, access to portions of this collection is RESTRICTED until 2057 (folder 2.6), 2068 (folder 1.6), and 2070 (folders 1.3-1.4). For more information, contact University Archives at lib-archives@buffalo.edu.

For minimally processed collections:

This collection has been minimally processed.  Privacy protected information (including but not limited to certain educational, medical, financial, criminal, attorney-client, and/or personnel records) may be revealed during use of archival collections, particularly in collections that are unprocessed or have been minimally processed.  Researchers agree to make no notes or other recordation of privacy protected information if found within the archival collections, and further agree not to publish, publicize, or disclose such information to any other party for any purpose if found within the archival collections.

For oral histories, lectures, speeches, and similar recordings, and digital records, use the following, adjusting as necessary:

Rights release forms for this [oral history, speech, etc.] were never completed, [nor was a transcript].  The [oral history, speech, etc.] recording [and/or transcript] may only be accessed onsite within the library at this time.

For campus building plans:
Building plans of university buildings may be accessed with approval of the University at Buffalo Facilities Plan Library.
 

<userestrict>

Restrictions on use of the materials (for example, reproduction or publication) that apply after access has been granted.

Personal papers

Copyright of papers in the collection may be held by their authors, or the authors' heirs or assigns. Researchers must obtain the written permission of the holder(s) of copyright and [University Archives or Poetry Collection] before requesting photocopies and/or publishing quotations from materials in the collection. Once permission is obtained, most papers may be copied in accordance with the library's usual procedures unless otherwise specified.

University records

Copyright is held by The State University of New York at Buffalo, University Archives. Copyright in other papers in the collection may be held by their authors, or the authors' heirs or assigns. Researchers must obtain the written permission of the holder(s) of copyright and the University Archives before publishing quotations from materials in the collection. Most papers may be copied in accordance with the library's usual procedures unless otherwise specified.

<custodhist>

This field explains the history of ownership and custody of the materials.  While it does describe the provenance of the collection, it does not only explain who donated the materials to UB; that piece of information is entered in the Immediate Source of Acquisition field.

<acqinfo>

Information about the direct source from which the materials were required.  If the source of acquisition is known, provide as much information as possible.

The [collection name] was gifted to University Archives by [who], in MONTH, YEAR as accession ##-####.

The [collection name] was gifted to The Poetry Collection by [who], in MONTH, YEAR as accession ##-####.

<otherfindaid>

DACS 4.6

<prefercite>

[Description and date of item], Box/folder number, Collection number, [Collection name], [Collection dates], [University Archives, or The Poetry Collection of the University Libraries] University at Buffalo, The State University of New York.

<processinfo>

At minimum, “Processed by [name, month year],” “Finding aid encoded by [name, month year].”

See main processing guidelines and accessions guide for details on minimally processed collections.

If a collection was minimally processed, include in the processing note.

Processed by Marie Elia, February 2018; finding aid encoded by Marie Elia, March 2018.

Minimally processed by Amy Vilz, April 2018; finding aid encoded by Amy Vilz, April 2018.

<relatedmaterial>

Use this space to provide information on related collections.  Include a note in both (or all) collections with material related to each other. This field should be used sparingly.  When in doubt, ask an archivist if the field should be used. This is different from Other Finding Aids.

<scopecontent>

This field provides a more detailed description of the materials that are in the collection and context for the material.  It should not explain every item in the collection but instead gives the researcher a general idea of what to expect from the collection, helping them to determine if it might be useful. In other words, why would a researcher use this collection?

Begin the scope and content note by restating the title of the collection, followed by a quick summary of the types of materials contained in the collection: “The Barbara Jones collection contains correspondence, financial reports, and clippings related to Jones's time working at the Rochester Institute of Technology (RIT).” This statement can be followed by a more detailed description of each material type, series, etc.  Use this space to give the researcher an idea of the types of correspondence, reports, etc. that are in the collection, as well as any topical highlights.

Example:

Collection contains 1970 Middle States reports, including annual reports for each decanal unit.  These annual reports commonly include detailed statistics on enrollment, programs, and faculty research/publication and offer a snapshot of schools and departments in the decade following UB's merger with SUNY.

<scopecontent>

<separatedmaterial>

Information about materials related by provenance that have been physically separated or removed.

If the materials are stored in a defined location (Stacks, Libraries Annex, Oversize, Vault, Map Case, Lincoln, a staff member’s office, student work room, Lockwood Memorial Library Closed Stacks, etc.), list here. Locations of individual containers will be documented within instances.

For UA, use appropriate record group for collection as defined by the Archivist in the collection number record group and subgroup. **Link by RG subgroup to ensure collections are properly nested.

For Poetry, see archivist to determine appropriate classifications.

Optional