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Processing and Description: Resource Records

Guide for UB Special Collections covering accessions, processing, description, and care of collection material.
Last Updated: Jun 5, 2023 11:19 AM


See bottom of page for guide to assigning collection numbers for UA.



<unittitle> Yes

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. Note: The name unit of the title is always capitalized.

Second part represents the types of materials being described. 

If the collection contains one or two types of items (e.g. correspondence and promotional materials), list those in the title. 

Consult AAT for the proper genre term. 

If the collection contains three or more types of materials, use the term papers, records, or collection:

  • 'papers' describes collections from individuals;
  • 'records' describes collections from corporate bodies or organizations;
  • 'collections' describes collections that were “intentionally assembled” (sometimes called “artificial collections”). 

Note: The material type unit of the title is always written in lowercase.

When the subject of the collection is a person, and if no name has been recorded because the repository is the collector, express the title of the collection in a way that indicates that the subject is not the collector. If one or two items dominate a collection, but are not the only types of materials present, try to reflect that in the title

Name unit:

Elizabeth Lapovsky Kennedy or School of Social Work --> creators

Ross Runfola --> collector(s)

Oral histories --> subject


Complete title:

Elizabeth Lapovsky Kennedy papers

School of Social Work records

Athletics Oral histories collection


“Artificial” collection title:

Russ Runfola collection on Charles Bukowski

Collection on Dylan Thomas


Collection with one type of material dominant:

Feinberg Oath and statement

Amherst campus site maps

Identifier <unitid> Yes

The resource identifier is the collection call number.

Entering the number:

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

MS numbers should be four digits, with leading zeros as necessary.  AS will render with punctuation.

Format the number as usual in text-based fields in other parts of the finding aid (i.e. 44/3/854, PCMS-0175).

44/3/854 à   44        3        854   

MS 285 à    MS     0285           

PCMS-0175 à   PCMS    0175          

See bottom of page for guide to assigning collection numbers for UA.

Level of Description

<archdesc level="collection"> OR <archdesc level="record group">

Yes Select the appropriate Level from the pull-down list.  When you are creating new resource records for an entire collection, select “collection.”
Resource Type   Yes

Select the appropriate Level from the pull-down list. 



<language langcode="eng">

Select the primary language of the materials from the "Language" field pull-down menu.  "English (eng)" is the default.  If more than one language is used in the collection, this can be indicated in Language of Materials note.

Publish   Yes

Check this box when the resource record is ready for publishing.

Restrictions   Yes

Check this box if there any restricted or closed materials. Describe the nature of the restriction in Conditions Governing Access note.

Repository Processing Note   Recommended

This field is an internal note and is not exported from AS. Locally, we are using the field to include information on available finding aid files, as well as other internal notes. 

If a collection is minimally processed, note so here.

Container list is linked in “Other Finding Aids.”

Previous finding aid available: <6_2_38.doc>; includes folder-level inventory for Acc. #19-001.

Folder-level inventory in accession file.

Minimally processed.

Dates: Label <datechar= ”creation”> Yes

This will most likely be the date of creation (the dates of the collection).  Choose Creation from the pull-down list. The Date field is repeatable; create a separate Date for Inclusive and Bulk dates.

Dates: Expression <unitdate> Yes (at collection and series level)

Represents the dates covered by the materials in free text form. 

For collection level description, look through the materials to determine the earliest and latest dates to construct a date range. Typically you will only provide the years of the materials. If the collection contains a single item, provide the day and month, as well as the year. For collections or units that contain materials that fall within a single year, provide the months within that year.

We normalize dates using the format: yyyy month dd.  DACS recommends month names be spelled out, not abbreviated or represented as a number to avoid confusion for users from outside the United States.

If you cannot find specific dates for the collection, or you can only find one date for a large group of materials, you can use the "circa" qualifier.

If one or two items fall outside of the primary date range, this can be represented in the “Date Expression” field. 

If the collection does not contain any dates and you feel that guessing and putting “circa” dates would be misleading, you may use “undated” in the free text field and enter your best guess for the inclusive date range, even if this guess is an entire century.

See DACS 2.4

Collection level date range of years: 1890-1977

Item level singe date: 2006 June 15

Collection-level or unit-level range within a year: 1977 March-April

Approximating dates: 

circa 1952

circa 1955-1978

1912-circa 1947


Collection with materials from 1890-1904 and single item from 1977:

Date expression: 1890-1904, 1977

Inclusive Dates: Start: 1890, End: 1977

(See “Date Type” below.)
Dates: Type (inclusive) <unitdate normal="19XX/20XX" type="inclusive"> Yes

While the Date Expression field represents the collection's date range in free-text form, the inclusive date field represents the collection's date range strictly in integer form.  This enables a user to search for a record by collection date. *This field can only accept four-digit years; do not enter day or month information.

Enter the starting and ending years for the collection in the appropriate fields. 

If the collection consists of a single item, enter the same year into both fields.

If "circa" dates were used in the date expression field, subtract/add five years from both sides of the circa date.

If you used "Undated" in the "Date Expression" field, enter your best guess in the "Inclusive Date" field, even if your best guess is an entire century.

Date range: Begin: 1962, End: 1978 

Single item: Begin: 1917, End: 1917

“Circa dates”:                                     

circa 1916 --> Begin: 1909, End: 1921

circa 1952-1978 --> Begin: 1943, End: 1983

1912-circa 1947 --> Begin: 1912, End: 1952

Dates: Type (inclusive) <unitdate normal="19XX/20XX" type="bulk"> No

Bulk dates represent the date range for the majority of the materials in the collection.  This field is only used if a large portion of the materials are from a certain date range, but there are also materials from outside of that date range. 

Bulk dates are provided when including only an inclusive date range would be misleading for the researcher. 

This field is used in addition to the "Inclusive Dates" and "Date Expression" fields. 

A single item that falls outside of the primary date range can be represented in "Date Expression" and does not require "Bulk Dates.”

Collection with 50 pieces of correspondence from 1926-1929 and three items from 1947-1949.

Date Expression: 1926-1949

Inclusive Dates: Start: 1926, End: 1949

Bulk Dates: Start: 1926, End: 1929

Dates: Certainty unitdate normal="1920/1953" certainty="approximate"> No

Include attribute certainty="approximate" for dates stated as circa.

Dates: Era <unitdate normal="1920/1953" era="ce"> Yes Common era is set by default.  
Dates: Calendar <unitdate normal="1920/1953" calendar="gregorian"> Yes Gregorian is set by default.  
Extent: Portion <physdesc><extent> Yes Whole is set by default.  
Extent: Number <physdesc><extent> Yes

This field represents the total size of the collection (usually linear feet). Enter the measurement number in the box.

Extent: Portion & Type <physdesc><extent> Yes

Portion is set to “whole” as a default.

Choose "Linear feet" from the pull-down menu. 

Some collections should not be measured in linear feet. 

For a collection with one item, enter 1 in the box and choose "item" from the pull-down menu. 

For a collection with a few folders which share a box with other folders, put the number of folders in the box, and choose "Folders.”
Extent: Container Summary <physdesc><extent> Yes The "Container Summary" field contains a free-text description of the types of containers in the collection.  The purpose of this field is to assist staff in locating the collection on the shelves.  Count the number of each type of container and list them in this box, separating each container type with a comma. Common container types: box, carton, oversize box, miniature box map drawer, folder, item, volume

1 manuscript box, 2 oversize boxes, 3 miniature boxes. 

For unboxed works of art, list the number and type: 2 linocuts, 1 drawing, 3 posters
Finding AId Data: EADID <eadid> Yes A unique identifier for the EAD file

UA Institutional collections: ubar_0188

UA Manuscript collections: ubar_ms0076

UA Periodical collections: ubar_500001

UA Vertical Files: ubar_vf5H

Poetry: ubpo_pcms0002

Finding Aid Title <titleproper> Yes

This is the title of the finding aid, as opposed to the title of the collection.  Use “Finding Aid for the [collection title]”

Finding Aid Filing Title <titleproper type=”filing”> Yes The filing title can be used to generate a list of collections alphabetically arranged by creator. It is not displayed to the public in the finding aid. 

Abbott (Charles D.) papers

School of Social Work records
Finding Aid Date <publicationstmt> <date> Yes

Enter the date that the resource record was first created.  Although there is no prescribed standard on how the date should be formatted, it is important that the dates are formatted consistently.  

Currently, dates are formatted as

yyyy mmmm dd (e.g. 2011 March 26).

Finding Aid Author <author>


Use “Finding aid prepared by [name].” Enter the name of the individual that wrote the finding aid (e.g. Amy Vilz, Archives staff, etc.). This is distinct from the processor or encoder.
Description Rules <descrules> Yes

The set of rules or standards used to construct the resource record.  "Describing Archives: A Content Standard" or DACS is selected by default.

Language of Description <language> Yes

Use English (the language that was used to write the resource record).

Script of Description <script> (EAD3) Yes

For English, use Latin. 

Refers to the  alphabetic writing system.

Other scripts include Cyrillic, Katakana, etc.

See EAD Tag Library

Sponsor Note   No

Used for grant-funded projects or other special/external funding that requires a statement of support.


Revision Date


Revision Description

<revisiondesc> <change><date>


<revisiondesc> <change><item>

Use to list the last date that the resource record was revised and describe the last revision that was made.  If the finding aid has not yet been published, no revision date is necessary.  This is for major revisions, not small fixes like typos, etc.

When multiple revisions occur, list all previous revisions in the "Processing Information note" and only the most current revision in Revision Date.

Finding Aid Status <eadheader findaidstatus="Completed"> Yes

This field is used to indicate the current status of the resource record.  Change the status to the appropriate level based on how close the resource record is to completion.

Completed, In Process, Minimally Processed, Under Revision, Unprocessed

Related Accessions   Yes

This section is used to link accession records in AS to the resource record.  This is done through the accession record.  Browse for the appropriate resource record and click "Link to Accessions."  You may link as many accession records as is required. Spawning a resource from an accession record will automatically link the records.



Assigning collection numbers for University Archives collections

In order to make it easier to identify the appropriate number that comprises the institutional collection number combined with the record group and subgroup (i.e. the "xxxx" in 5/7/xxxx), when beginning to process a collection, "claim" the collection number by creating a basic record in ASpace that includes the eadid (i.e. ubar_xxxx). This enables you to sort resource records on the eadid value and identify the most recently used collection number.

Similarly, "claim" a manuscript collection number by doing the same (starting with "ubar_ms"), enabling sorting by eadid.

For assigning accession numbers, see the accession record guide.



Agents are names: personal, corporate, or family names.  Enter names as Creators, Subjects, and Source in Agents. Agent links for Creator and Subject map to MARC 700 and 600 fields

Creator: Individual



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.”

If there is no LOC authority record, check other sources such as ULAN.  Also check the library catalog for an existing local record.  If a local record exists, add it to AS the same way (described above) with this exception: Under "Source," select "Local."  Under "Rules," select "Describing Archives: A Content Standard." 
Screen shot of Library of Congress record

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

Creator: Corporation or Organization


Yes Follow practice for Creator – Individual with Agent set to Corporate Entity.  
Creator: Family   Yes Follow practice for Creator – Individual with Agent set to Family.  



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.

State University of New York at Buffalo. Poetry Collection.
Subjects: Personal Name, Family Name or Corporate Body

<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.

Screen shot of Agent Links
Subjects: topical, geographic, etc.



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.




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."

Geographic Names



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

Genre Terms



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.


REQUIRED AGENTS (names).  Choose applicable heading(s)/roles.

Map to 710

State University of New York at Buffalo. University Archives.

  • All collections in University Archives should have this heading.  This is our LOC authority heading.  Role = Source │ Relator = Repository

Women’s History in Buffalo and Western New York Collection (State University of New York at Buffalo)

  • Role = Subject │ Source = Local │ Rules = DACs

Buffalo and Western New York Architecture Collection (State University of New York at Buffalo) 

  • This Role = Subject │ Source = Local │ Rules = DACs

Jewish Buffalo Archives Project

  • Role = Subject │ Source = Local │ Rules = DACs

Environmental Issues in Western New York Collection (State University of New York at Buffalo)

  • Role = Subject │ Source = Local │ Rules = DACs

Campus Unrest at the University at Buffalo Collection (State University of New York at Buffalo)

  • Role = Subject │ Source = Local │ Rules = DACs


Map to 600.  Role = Subject

  • [Creator personal name]--Manuscripts
  • [Subject personal name]--Archival resources

Map to 610.  Role = Subject

  • [Corporate name]--Manuscripts
  • [Corporate name]--Archival resources
  • State University of New York at Buffalo--[Faculty/Name of Dept.]
  • State University of New York at Buffalo--Archival resources



Map to 650

  • [Topical Subject]--Archival resources


Note: Some of the default labels in ArchivesSpace are different than what we use. Our labels where different from the default are in bold below.

When quoting directly or using specific sources of information to write historical or biographical notes, include the list of sources following APA. Some examples are the Frank P. Besag papers and the Panna Grady collection.



DACS 3.1

Abstract Yes

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.



DACS 5.4

Accruals and Additions Yes

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.



DACS 3.2
Arrangement Yes

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.



DACS 6.4
Bibliography Optional

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.).

Biographical/Historical Note



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. 

Conditions Governing Access


DACS 4.1
Terms of Access and Use Yes

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.

**If there are restrictions on the collection, you should also check the “Restrictions Apply” checkbox in the “Basic Description” tab.  See Appendix E for UA Restricted Records Policy and applicable timetables.

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


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

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.

Conditions Governing Use


DACS 4.4
Copyright Yes

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.

Custodial History



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.

Prior to coming to University Archives, the collection was donated to the Memorial Art Gallery (MAG) by Kathy Eye.  In 2005, MAG donated the collection to University Archives.
Immediate Source of Acquisition


Acquisition Information Yes

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 ##-####.


Other Finding Aids


DACS 4.6

Other Finding Aids Recommended if in existence Use this field to provide information about related finding aids. Usually these are inventories or previously created finding aids. This is different from Related Materials.  
Preferred Citation


DACS 7.1.5
Preferred Citation Yes

[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.

Processing Information


DACS 8.1.5
Processing Information Yes

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.

Related Materials


DACS 6.3
Related Materials Optional

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.

Scope and Contents


DACS 3.1
Scope and Contents Yes

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.


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.

Scope and Contents


DACS 3.1
Collection Statement Optional

Collection statements should be written at the time of accession.  The statement should relate how the incoming accession relates to the greater collection development policy, how it addresses collection gaps or new collecting areas, etc.

Consider adding the collection statement, in whole or in part, to the collection resource record as an additional Scope and Content Note (label = Collection Statement).

Separated Materials


DACS 6.3
Separated Materials Optional

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

“Paintings have been removed to the University Art Collection. See Curator for more information.”


Rights Statement Optional Use for restricted material and intellectual property statements. This field is auto-filled when a resource record is created from an accession record. Restriction dates must be also be entered in the Terms of Access and Use note (Restrictions).  
Locations Yes

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.

Collection Managment Yes    
Classifications Yes

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.



(To add container instances (boxes), see the Instances sub-page.)

Series and Subseries

Title Yes As in collection titles, the first word and any titles or proper nouns should be capitalized; all other words should be lowercase.
Component Unique Identifier Yes I, II, III (for series) or A, B, C (subseries), etc.
Level of Description Yes  
Language Optional  
Publish Yes  
Dates Yes Do not normalize.
Extent Optional  
Agents and Subjects Optional  
Notes: Scope and Content Recommended  
Notes: Arrangement Optional  


Title Yes As in collection titles, the first word and any titles or proper nouns should be capitalized; all other words should be lowercase.
Level of Description Yes  


Publish Yes  
Dates: Label Yes  
Dates: Expression Yes Date expression of a free text/natural language field.  Single dates are written Month, DD, YYYY.
Dates: Type Yes Normalize dates: YYYY, YYYY-MM, or YYYY-MM-DD
AGENTS and SUBJECTS Optional  
NOTES Optional For "Includes..." or "Contains..." statements (such as "Includes correspondence, photos, and diary."), use a Scope and Content Note.
INSTANCES: Type Yes Generally "text," but choose appropriate material type.
INSTANCES: Top Container Yes Create or choose top container.
INSTANCES: Child Type Optional Generally "folder," but choose appropriate enclosure type.
INSTANCES: Child Indicator Optional 1, 2, 3...