For specific help on adding names in ArchivesSpace with guidance on what information to put in which fields, please see this slideshow.

Creating new agents

Check for the agent in the LC Name Authority File. If the agent is not represented in LCNAF, you can check VIAF, ULAN, Wikidata, or another authorized source. If you can't find the agent in any of these, add the agent to ArchivesSpace with a Source of "Local sources".

If using a name from LCNAF, use the full URI for the Authority ID. This aligns with our practice for subject headings. (Ex. http://id.loc.gov/authorities/names/n88040980)

Do not use the LCNAF importer plug-in as this brings in data inconsistent with Smith practices.

Use Dates of Existence to record birth and death dates, even if it's already part of the authorized name form. If a death date is not known but we know someone is deceased, add "Deceased" to the bio note.

Adding Class information for Smith Alumnae

For individuals who are Smith alumnae, indicate their class year by adding it as a related agent. The General Relationship Type should be set to "Associative Relationship".

If they are Ada Comstock scholars, add a second related agent with the same relationship type for "Smith College. Ada Comstock Scholars Program"

Organization name changes

If an organization changes its name make the following updates to the existing agent record:

• Create a new name form with the new name
• Add dates of name use subrecords to both name forms
• Set the new name form to be the display name and (unless the prior name is still the authorized heading according to LCNAF) the authoritative name.