Archival Processing Documentation: Resource Records
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Title Required
Identifier Required Level of Description Required Resource Type Required Publish? Required when complete Restrictions? Required if applicable Repository Processing Note Not used Languages Required |
Title ASpace field: Title 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. Note: The name unit of the title is always capitalized, i.e. Ted Berrigan notebooks, Mathematics Department records If the collection contains one or two types of items (e.g. correspondence and promotional materials), list those in the title. Consult the Art and Architecture Thesaurus for genre terms. If the collection contains three or more types of materials, use the term papers, records, or collection:
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: Complete title: Artificial collection title: Collection with one type of material dominant: Identifier ASpace field: Identifier The resource identifier is the collection call number. Each part of the identifier is entered in its own box, WITHOUT dashes or slashes. MS numbers and the final portion of institutional collection numbers should be four digits, with leading zeros as necessary, i.e. MS 0257. ASpace 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. For guidance on the University Archives vertical files numbering system (i.e., I/18/VF), see documentation on our shared server file (internal link).
Level of Description ASpace field: Level of Description Select the appropriate Level from the pull-down list. When you are creating new resource records for an entire collection, select "collection." The majority of resource records will be collection level description. Resource Type ASpace field: Resource Type Select the appropriate Level from the pull-down list:
Publish ASpace field: Publish ☑ Checking this box will publish the resource record but not the components. To publish the entire finding aid, click "Publish All." ArchivesSpace also allows you to Unpublish All. Individual components may be unpublished by unchecking the box within the component area.
Restrictions ASpace field: Restrictions ☑ Check this box if there any restricted or closed materials or if a collection is minimally processed. Describe the nature of the restriction in Conditions Governing Access and/or Conditions Governing Use Notes. Languages ASpace field: Languages Select the primary language of the materials from the "Language" field pull-down menu. "English" is the default. If more than one language is used in the collection, add additional entries. |
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Label Required
Expression Required Type Required Begin & End Required Bulk Dates Optional Certainty Optional Era and Calendar Required |
The dates given here should address coverage of the entire collection. Dates sections can be repeated, for example to give both ‘bulk’ and ‘inclusive’ dates, or to list other types of dates in addition to ‘Creation’ dates (e.g. ‘Publication’, ‘Copyright’, or ‘Broadcast’ dates). Do not use multiple collection-level dates to describe different portions of the collection; instead, add component-specific dates to individual components.
Date LabelDate ExpressionASpace field: Dates Expression Represents the dates covered by the materials in free text form. 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. 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. 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. 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, Begin & End and Bulk Dates below for more details. Date ExpressionASpace field: Dates Type, Begin/End Indicate if the date is for Single, Bulk, or Inclusive Date(s) from the controlled value dropdown list. 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.
Inclusive Dates, contiguous: A single date range spanning the earliest and latest dates of the materials: Begin: 1962, End: 1978 Inclusive Dates, non-contiguous: Two or more time spans with significant gaps between them, such that a large gap exists and date ranges or bulk dates would be misleading: Date expression: 1850, 1934‐1949; Begin: 1934, End: 1949 Circa dates: Date expression: circa 1916; Begin: 1909, End: 1921 Single item: Begin: 1917, End: 1917 Bulk DatesASpace fields: Dates Type, Begin/End Bulk dates represent the date range for the majority of the materials in the collection. Bulk dates are provided only if
i.e. inclusive range spans 50 years but bulk range is 15, or there are a few materials from the 1920s but the majority of the collection is from 1950-. This field is used in addition to the Inclusive Dates and Date Expression fields. See DACS 2.4.10-2.4.11 for more. Date range: Begin: 1962, End: 1978 Single item: Begin: 1917, End: 1917 Circa dates: circa 1916 --> Begin: 1909, End: 1921 Date Expression |
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Portion & Type Required
Number Required Container Summary Required |
"Portion," "Number" and "Type" are required by ArchivesSpace; "Container Summary" is required by our best practices. If all the material in the collection has been assigned to Top Containers that have Container Profiles attached, then the Extents section's ‘Calculate Extent’ button can be used to create a draft extent. Portion & Type, NumberASpace fields: Extents Portion, Type, Number Portion: "Whole" is set by default. Hybrid collections consisting of both born digital and analog/paper/etc. will have two entries for extent, each indicated as "Part." Number and Type: Represents the total size of the collection, usually in linear feet or bytes. Some collections should not be measured in linear feet, i.e. a collection with one item. For such a case, enter 1 in the box and choose "item(s)" from the pull-down menu.
Container SummaryASpace field: Extents Container summary This free-text description of the types of containers in the collection assists staff in locating the collection on the shelves. Common container types include manuscript box, carton, oversize box, map drawer, folder, item. For unboxed works of art, list the number and type, i.e. 2 linocuts, 1 drawing, 3 posters |
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EAD ID / Record ID Required
Finding Aid Title & Filing Title Required Finding Aid Author Required Description Rules Required Language & Script Required Sponsor Optional Finding Aid Status Required |
EAD IDASpace field: Finding Aid Data EAD ID A unique identifier for the EAD file. Note: The collection number forms part of but is different from the EAD ID.
*In EAD3, the element <recordid> supersedes <eadid> Finding Aid Title & Filing TitleASpace field: Finding Aid Title and Filing Title This is the title of the finding aid, as opposed to the title of the collection, i.e. "Finding Aid for the [collection title]” 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. Example: Abbott (Charles D.) papers Finding Aid AuthorUse “Finding aid prepared by [name].” Enter the name of the individual that wrote the finding aid (e.g. "Sarah Cogley," "Archives staff" (if unknown), etc.). This may be different from the processor or encoder. Description RulesASpace field: Finding Aid Description Rules The set of rules or standards used to construct the resource record. "Describing Archives: A Content Standard" or DACS is selected by default. Finding Aid Language & ScriptSponsorASpace field: Finding Aid Data: Sponsor Provides the name of an institution or individual who contributed significant support, monetary or otherwise, to the processing of the materials being described; required for collections processed as part of a grant. Example: "The processing of this collection was made possible through generous funding from The Andrew W. Mellon Foundation, administered through the Council on Library and Information Resources' 'Cataloging Hidden Special Collections and Archives' Project." Finding Aid StatusASpace field: Finding Aid Status Values for EAD2002 element <findaidstatus> include: Completed, In Process, Minimally Processed, Under Revision, Unprocessed, available in the drop down box in ArchivesSpace. Under Revision and Unprocessed are used rarely if ever in UB SPC. Select Completed or Minimally Processed before publishing the finding aid. *@value in <publicationstatus> limited to: inprocess, approved, published |
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Revision Statements Required if applicable
Related Accessions Required External Documents Optional Rights Statements Not used Deaccessions Not used; see Events Collection Management Required |
Revision StatementsASpace field: Revision Statements Use to document changes to published resource records. This is for major revisions, not small fixes like typos. Administrative and technical revision statements (i.e. converting legacy data) need not be published. See also section on Reparative Description. Related AccessionsThis section is used to link accession records to the resource 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. Collection ManagementASpace field: Collection Management: Processing Status Mark as complete when finding aid is published. |
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Abstract Required
Accruals Required Appraisal Optional Arrangement Required Bibliography Optional Biographical / Historical Note Required Conditions Governing Access Required Conditions Governing Use Required Existence & Location of Copies Optional Immediate Source of Acquisition and/or Custodial History Required Other Finding Aids Optional Physical Location Required if off-site Preferred Citation Required Processing Information Required Related Archival Materials Optional Scope & Content Required Scope & Content: Collection Impact Statement Optional Separated Materials Optional |
Click on ‘Add Note’ to bring up the Notes fields. Choose the appropriate note from the ‘Note Type’ drop down list. For most notes, the maintain the default label. Notes for which the label differs from the default are in bold.
Use the UB Style Guide for all notes, in particular the Biographical or Historical Note.
See Archives for Black Lives in Philadelphia (A4BLiP) Anti-Racist Description Resources, a descriptive standard that offers metadata recommendations for archival professionals to address racist, particularly anti-Black, archival description. In particular, review the section on Voice and Style regarding "unlearn[ing] the 'neutral' voice of traditional archival description":
AbstractASpace field: Abstract A brief summary of the scope and content and biographical information may be combined in an abstract for presentation purposes to enhance resource discovery. Such an abstract does not serve as a substitute for the Scope and Content Element. AccrualsASpace field: Accruals Information about expected additions to the materials: Standard language:
If transfer or donation schedule is set, note may be adapted, i.e., "Materials are added to this collection in five year intervals." AppraisalArrangementASpace field: Arrangement Describes the organization or filing sequence of the records, i.e.
* For collections consisting of only one or very few items (such as in one folder), omit the arrangement note. BibliographyASpace field: 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.). Biographical/HistoricalASpace field: Biographical/Historical The Biographical/Historical note serves to orient the researcher; it should reflect the context of collection materials. Be aware of the subjective nature of any sources, i.e. an organization's publicity materials or a department's website. Conditions Governing AccessASpace field: Conditions Governing Access To mitigate confusion at the similarly named "Conditions Governing Access" and "Conditions Governing Reproduction and Use" notes, we use the labels "Terms of Access and Use" [and "Restrictions"] and "Copyright," respectively. Indicates whether and to what extent materials are available for use and whether there are restrictions on the material due to repository policy, donor specifications, legal requirements, physical condition, etc. If the collection is open without restriction, use "The [collection title, dates] is/are open to researchers. If any material in the collection has restrictions, use a separate Conditions Governing Access note using label Restrictions.
Minimally processed collections may have restricted and/or other privacy protected information and are considered restricted (see below). Oral histories and similar recordings may be restricted (see below). If a collection is stored off-site, include this information in the note and add a Physical Location note. If any material in the collection is identified as potentially offensive, harmful, or misrepresentative creator-supplied language or imagery, consult with the Archivist for Special Collections and the University Archivist to consider adding a harmful content statement. Create a separate Conditions Governing Access Note using the label Content Warning with the following note: "This collection may contain offensive, harmful, or misrepresentative creator-supplied language or imagery. The views and opinions expressed are those of the creator’s and do not reflect or represent the University Libraries. In keeping with archival best practice, this content has been retained to preserve the historical context of the records."
This collection may contain offensive, harmful, or misrepresentative creator-supplied language or imagery. The views and opinions expressed are those of the creator’s and do not reflect or represent the University Libraries. In keeping with archival best practice, this content has been retained to preserve the historical context of the records. Conditions Governing UseASpace field: Conditions Governing Use To mitigate confusion at the similarly named "Conditions Governing Access" and "Conditions Governing Reproduction and Use" notes, we use the labels "Terms of Access and Use" [and "Restrictions"] and "Copyright," respectively. Indicates whether and to what extent materials are available for reproduction or publication 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 [Poetry Collection, Robert L. Brown History of Medicine Collection, University Archives, etc.] 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.
Existence and Location of CopiesASpace field: Existence and Location of Copies Used to note analog materials that have been microfilmed or digitized, A/V that has been transferred to alternate formats, etc. Example from the St. Philip's Episcopal Church records: In the late 1970s, the Afro-American Historical Association of the Niagara Frontier arranged to microfilm these records. The film was deposited at Buffalo State College. Copies of the microfilm are housed at the North Jefferson Branch Library, the Buffalo State College Archives, and the Monroe Fordham Regional History Center, Buffalo State College. Other Finding AidsASpace field:Other Finding Aids 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. Immediate Source of Acquisition and/or Custodial HistoryASpace field: Label: EAD elements: <acqinfo> Custodial History 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, i.e. "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 records information about the direct source from which the materials were required. If the source of acquisition is known, provide as much information as possible:
Physical LocationASpace field: Physical Location Used when materials are stored off-site, in addition to the Conditions Governing Access note, i.e. "This collection is stored off-site. Access to collection requires 3 business days’ notice. Contact [contact information] to schedule an appointment." Preferred CitationASpace field: Preferred Citation [Description and date of item], [Box/folder number], [Collection number], [Collection name], [Collection dates], [Repository] University at Buffalo, The State University of New York. Your text in the Preferred Citation note will include the bracketed text "[Description and date of item], [Box/folder number]" because the researcher will fill in the item's information depending on what they cite. [Description and date of item], [Box/folder number], PCMS-0110, the Robert Duncan collection, circa 1900-1996, the Poetry Collection of the University Libraries, University at Buffalo, The State University of New York. [Description and date of item], [Box/folder number], RBMS-0141, the Thomas B. Lockwood Antiquarian Book Catalog collection. Rare and Special Books Collection of the University Libraries, University at Buffalo, The State University of New York. [Description and date of item], [Box/folder number], HOM-006, the Elsie Blanche Augustine collection, Robert L. Brown History of Medicine Collection, University at Buffalo, The State University of New York. [Description and date of item], [Box/folder number], MS-0065, Ecumenical Task Force of the Niagara Frontier records, University Archives, University at Buffalo, The State University of New York. Examples of a full citation that a researcher might use: Adam, Helen, letter to Robert Duncan, 1985 May 11, box 77, PCMS-0110, the Robert Duncan collection, circa 1900-1996, the Poetry Collection of the University Libraries, University at Buffalo, The State University of New York. Sotheby's sales of multiple properties, 1929-1931, box 96, RBMS-0141, the Thomas B. Lockwood Antiquarian Book Catalog collection. Rare and Special Books Collection of the University Libraries, University at Buffalo, The State University of New York. Leather folio belonging to Elsie Blanche Augustine, undated, HOM-006, the Elsie Blanche Augustine collection, Robert L. Brown History of Medicine Collection, University at Buffalo, The State University of New York. “Toxic Substance Control Bill Draw Debate” by Ling-Yee Gibney, from Chemical and Engineering News, March 1975, box 185, folder 14, MS-0065, Ecumenical Task Force of the Niagara Frontier records, University Archives, University at Buffalo, The State University of New York. Processing InformationASpace field: Processing Information At minimum, “Processed by [name, month year],” “Finding aid encoded by [name, month year].” If a collection was minimally processed, include in the processing note:
Related MaterialsUse this note to provide information on related collections. Include a note in both (or all) UB collections with material related to each other. The materials may be related by provenance, sphere of activity, or subject matter, either in the same repository, in other repositories, or elsewhere, but the manner of the relationship should be indicated if it’s not obvious. This is different from Other Finding Aids. Scope and ContentsASpace field: Scope and Contents 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 rather give 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 brief summary of the types of materials contained in the collection, i.e. “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. Scope and Contents (Collection Impact Statement)ASpace field: Scope and Contents Collection impact statements should be written at the time of accession. The statement should convey 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. Separated MaterialsASpace field: Separated Materials Use to identify materials associated by provenance that have been physically separated or removed. Do not confuse with <relatedmaterial>, which is used for references to materials that are not physically or logically included in the material described in the finding aid. Example: “Paintings have been removed to the University Art Collection. See curator for more information.” |
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Title Required
Component Identifier Optional Level of Description Required Publish? Required when complete Restrictions? Required if applicable Extent Required for digital Dates Required Notes Required |
To add any component ("Archival Object") below the current hierarchical level (i.e., a series under a collection or a file under a series), click "Add Child."
 TitleASpace field: Title
Title for the unit being described IdentifierASpace field: Component Unique Identifier
Series are often given Roman numerals, and Sub-series are often given letters, but it is not required. Level of DescriptionASpace field: Level of Description
Select the appropriate Level from the pull-down list, i.e. Series, Sub-Series, File, or Item. PublishASpace field: Publish ☑
Checking this box will publish the resource record but not the components. To publish the entire finding aid, click "Publish All." ArchivesSpace also allows you to Unpublish All. Individual components may be unpublished by unchecking the box within the component area. RestrictionsASpace field: Restrictions ☑
Check this box if there any restricted or closed materials within the component. Also add a Conditions Governing Access note (labeled Restrictions), as done at the collection level. DatesASpace field: Dates
See Dates tab. NotesASpace field: Notes: Scope & Contents
See guidance for Scope & Contents notes in general. See above regarding Restrictions. |