MRBC Catalog Record to Finding Aid Checklist - smith-special-collections/sc-documentation GitHub Wiki

Checklist for updating MRBC resources created from catalog records

• Basic Information
  • Make sure the Title is constructed to archival standards. Consult with Dan if unsure.
  • Make sure the "Restrictions Apply?" box is checked if there are special restrictions on the collection
• Update "unspecified" dates if possible (dates are often included in the title or notes)
• Finding Aid Data
  • Finding Aid Status should be "Legacy Finding Aid (updated)"
• Create a revision statement
• Make sure there is an agent record linked with the role of creator.
• If the source is known, make sure there is an agent record linked with the role of source.
• Notes
  • Check the text of any General notes to see if they belong in a more appropriate place.
  • Check any repeating notes to see if they should be combined.
  • 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.
  • If there is no Immediate Source of Acquisition note, create one with the text "Source unknown."
  • Update/add Preferred Citation note using the following format:

    [name of the resource], Mortimer Rare Book Collection, [collection number], Smith College Special Collections, Northampton, Massachusetts.

• Click "Publish All"
• [ADD STEP FOR HAVING CLAIRE PUBLISH ALL AGENTS]
• Send for review
• After approval, move Trello card to "Done" column.