Accession Record Metadata Requirements for Sophia Smith Collection and College Archives Accessions - smith-special-collections/sc-documentation GitHub Wiki
Title
The title of the accession should include the name of the creator and the contents of the accession. For new collections, the name of the accession and the collection (resource record in ASpace) should be the same and will likely be the name of the creator and “papers” or “records”. Accruals to collections can have the same name or be specific to the type of material being donated.
Examples: Accession title: Rosalind Petchesky photograph at Jewish Voice for Peace action (added to Rosalind Petchesky papers)
Accession title: Linda Stout materials related to Spirit in Action and other professional activities (added to Linda Stout papers)
Identifier
Devise the accession identifier using these instructions on the wiki.
Accession Date
ArchivesSpace should auto-populate this field with the date the accession record is started.
Content Description
Follow the guidance provided for creating Scope and content notes.
Disposition
Use this field to note whether a new collection was created or where in an existing collection the material was added. Note if the accession is dispersed to more than one collection. If materials were appraised out of the collection, add that information here.
This field was historically used as a space to list appraisal, processing, and separations documentation.
Examples: Added to Linda Stout papers (SSC-MS-00004) series Professional Activities in boxes 5-10, SSC Shared 20, SSC Shared 25, and SSC Shared 26.
New collection created, Lynden B. Miller papers (SSC-MS-00841).
Office files added to Office of the President Carol T. Christ files (CA-MS-01186) as boxes 5-9 and 4 posters added to Office of the President records (CA-MS-01017) in box CA Shared 173 and folder CA Shared 178. Files on Kennedy and Neilson professorships were separated from the main files as they are permanently closed. The professorship files were housed in boxes 8 and 9.
Provenance
Provide source of material, the date it came to the collection, and the type of acquisition. Use the following format to record the date the material arrived: "Received on yyyy-mm-dd." Indicate if the source is unknown.
Retention rule
Use for CA if retention is non-permanent. Follow guidance for accessioning non-permanent CA records.
Use for SSC to document the reason for acquisition.
Acquisition type
Record the type of acquisition. If unknown, leave blank.
Resource type
Follow the guidance provided under the Title section above.
Access Restrictions Note
Follow guidance for Conditions Governing Access note. Record information from the deed regarding any restrictions on access to the collection. Do not click the “Access Restrictions?” checkbox.
Use Restrictions Note
Follow guidance for Conditions Governing Use note. Record information from the deed regarding reproductions or other use of the collection. Do not click the “Use Restrictions?” checkbox.
Dates
Content Dates
Use label "Creation" for archival collections and add the inclusive dates for the collection. Follow guidance for collection dates.
Receipt Date
Use label "Receipt" to record the date the materials were received. Use yyyy-mm-dd format.
Extent
Use "linear feet" for physical materials or "gigabytes" for born-digital material. Follow guidance for extents. To determine linear footage of collections, use the Calculate Extent tool in ArchivesSpace.
Agent Links
Agent Links: Source
Add Agent Links to record the person, corporate body, or family who is the source of the material. Add the appropriate relator term (“donor”, “bookseller”). When creating an agent record for donors or vendors, be sure to include the contact information in the record.
Agent Links: Creator
Add Agent Links to record the person, corporate body, or family who is the creator of the material. If applicable, add the appropriate relator term (“artist”, “collector”).
Subjects
Add relevant subject headings that describe the topics, locations, and genres and formats of materials in the accession.
The following genre terms must be added if applicable: Electronic records, Oral histories, Photographs, Publications, Sound recordings, Motion Pictures, Video
Follow guidance on Subjects.
Related Resource
If the accession is an accrual to an existing collection, link accession to relevant resource record (add multiple if accession is being split between collections). If the accession is for a new collection, use the Spawn tool and spawn a new resource record.
Classifications
Required for CA only.
Accession Event sub-record
When an accession record has been checked for completeness by the Accessioning Archivist an "Accession" event must be added. This is the trigger that the metadata archivist uses to pull reports about recent accessions.
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Click Add Event in upper right corner of accession record
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Select the Accession for the Event type
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Fill in the Event record fields. The table below shows fields specific for an Accession event.
| Field | Description | Example |
|---|---|---|
| Type | Select "Accession" | |
| Event Date/Time | ||
| Label | Select "Event" | |
| Type | Select Single | |
| Begin | Enter date as YYYY-MM-DD | 2018-05-25 |
| Agent Links | ||
| Role | Leave "Implementer" selected | |
| Agents | Browse for the name of staff who performed the event | Kathleen Banks Nutter |
| Record Links | ||
| Role | Leave "Source" selected | |
| Record | The linked accession record should already be listed here | Carole De Saram papers |