Identifiers - smith-special-collections/sc-documentation GitHub Wiki
Accession Records
Accession numbers (identifiers) are composed of up to four fields. The following table shows how the 36th College Archives accession record of 2019 (2019-A-0036) would be created.
| Field | Instructions | Example |
|---|---|---|
| Identifier 1 | Enter the current year (regardless of when the materials were actually received) | 2019 |
| Identifier 2 | Enter "A" for CA, "M" for MRBC, or "S" for SSC | A |
| Identifier 3 | Enter the next available four digit number (restarts at 0001 each year) | 0036 |
| Identifier 4 | USED ONLY FOR INDIVIDUAL MRBC BIBLIOGRAPHIC RECORDS FROM LARGE DONATIONS |
Resource Records
Collection numbers (identifiers) are composed of four fields.
| Field | Instructions | Example |
|---|---|---|
| Identifier 1 | Enter the repository abbreviation | CA |
| Identifier 2 | Enter "MS" | MS |
| Identifier 3 | Enter the next available five digit number | 01102 |
Archival Objects
Series Identifiers
For series-level archival objects in "processed" collections (that is, in collections in which series are organized by a principle other than accessions), add a component unique identifier that is the series number expressed as an Arabic numeral (1, 2, 3, 4, 5, etc.). Do not include the word "Series" or a dot after the number.
Historically, for series-level archival objects that represent an accession, the component unique identifier included the word "Accession" followed by a space and the accession number. For example: "Accession 2018-S-0001". This practice is still necessary for non permanent records only (see: Workflow for accessioning non permanent college archives records).
Subseries Identifiers
Use capital letters (A, B, C, etc.) for the first level of subseries. If there are multiple levels of subseries, alternate Arabic numerals and capital letters at each level.
File or Item Identifiers
Except in very rare cases (such as the Smith College Archives artifact collection), do not use component unique identifiers for file or item level archival objects. If appropriate, an immediate source of acquisition note can be used.
See separate Guidelines for Digital Object Identifiers