Description Survey (CA) - smith-special-collections/sc-documentation GitHub Wiki

Purpose

Compare electronic and paper collection description to ArchivesSpace resource records in order to determine the location of description missing from ArchivesSpace resource records.

Sources

  • ArchivesSpace
  • S:\LIB\Special Collections\Archives\FindingAids\Copies of finding aids for A2C
  • Open guides in Reading Room drawers
  • Closed guides in record carton on table in reading room

Phase I: Comparison of Electronic and Paper Description to ArchivesSpace Resource Records (through CA-MS-01030)

  1. Open files in appropriate folder in S:\LIB\Special Collections\Archives\FindingAids\Copies of finding aids for A2C
  2. Find matching resource record on ArchivesSpace
  3. Pull paper file(s) for this collection (see spreadsheet for names of folders in box of closed guides to check)
  4. Compare Word and paper guides to ArchivesSpace resource record to determine if description is missing (we're looking for significant differences, so spot-check inventories and notes, don't compare them line-by-line)
  5. Delete any electronic files that do not contain missing description and delete any empty folders
  6. On spreadsheet, indicate whether there is any description in the paper files not on ArchivesSpace or shared drive.

Phase IA: Comparison of Electronic and Paper Description (CA-MS-01033 and up)

  1. Open files in appropriate folder in S:\LIB\Special Collections\Archives\FindingAids\Copies of finding aids for A2C
  2. Pull paper file(s) for this collection (see spreadsheet for names of folders in box of closed guides to check)
  3. Compare electronic guides to paper guides to determine if there is any description in the paper files that is not on the S drive (we're looking for significant differences, so spot-check inventories and notes, don't compare them line-by-line)
  4. On spreadsheet, indicate whether there is any description in the paper files not on ArchivesSpace or shared drive.

Phase II: Comparison of Remaining Paper Description to ArchivesSpace Resource Records

  1. Pull paper file(s) (see spreadsheet for names of folders in box of closed guides to check)
  2. Check spreadsheet to see if it still needs to be examined
  3. Find matching resource record on ArchivesSpace
  4. Compare paper guides to ArchivesSpace resource record to determine if description is missing (we're looking for significant differences, so spot-check inventories and notes, don't compare them line-by-line)
  5. On spreadsheet, indicate whether there is any description in the paper files not on ArchivesSpace or shared drive.

What can be ignored

  • Background material (photocopies of reference works, finding aids to related collections, etc.)
  • Printouts of InMagic records
  • Printouts or copies of catalog records (including online catalog, card catalog, and National Union Catalog of Manuscript Collections)
  • Formatting differences
  • Location information
  • Agent and subject differences (unless ArchivesSpace resource has no subjects listed)
  • Access and use restrictions
  • Extents
  • CA Internal Records Survey forms