College Archives Survey: Finding Aid Update Checklist - smith-special-collections/sc-documentation GitHub Wiki

Checklist for updating finding aids during College Archives Survey Phase II

This checklist is intended to cover all the necessary tasks to update a legacy finding aid as part of the College Archives Survey. Some finding aids may have other issues, particularly with container lists.

• If identifier is not in the format CA-MS-#####, use the Asteria number (e.g., manosca101) in the EAD ID field to create a new identifier (e.g., CA-MS-00101).
• Make sure Level of Description is "Collection"
• Finding Aid Title should be "Finding aid to [name of the resource]" or Finding aid to the [name of the resource]." Do not include the date span.
• Finding Aid Subtitle should be blank
• Finding Aid Status should be "Legacy Finding Aid (updated)"
• Create a revision statement
• Notes
  • Add Abstract if none exists
  • Update/add Conditions Governing Access note.
    • Use the following text for collections without restrictions:

    This collection is open for use without restriction beyond the standard terms and conditions of Smith College Special Collections.

    • Text relating to technical access restrictions on audiovisual or digital materials should be moved to the Physical Characteristics and Technical Requirements note and have text updated to current boilerplate.
  • Update/add Conditions Governing Use note. Use the following text for collections from unspecified sources:

  Smith College retains copyright of materials created as part of its business operations; however, copyright in other items in this collection may be held by their respective creators. For reproductions of materials that are governed by fair use as defined under U. S. Copyright Law, no permission to cite or publish is required. For instances which may regard materials in the collection not created by Smith College, researchers are responsible for determining who may hold materials' copyrights and obtaining approval from them. Researchers do not need anything further from Smith College Special Collections to move forward with their use.

  • If there is no Immediate Source of Acquisition note, create one with the text "Source unknown."
  • Delete Language of Materials note if it only lists English
  • Update/add Preferred Citation note using the following format:

  [name of the resource], Smith College Archives, [MS number], Smith College Special Collections, Northampton, Massachusetts.

• Add classification if none present. Use a classification matching the name of the collection if one exists. If the collection is an alumnae's papers, use their class year. Otherwise, use the name of the overall record group the collection is associated with.
• Run the extent calculator and delete the old extent sub-record
• Run the date calculator and delete the old date sub-record. If a date sub-record with bulk dates exists, move it to after the new date sub-record.
• Click the "Publish All" button on the taskbar (two to the left of the export button). Do not do this with collections containing oral histories or digital objects.
• Publish the finding aid
• Send for review
• After approval, move Trello card to "Done" column.