Project Greylock Workflow - smith-special-collections/sc-documentation GitHub Wiki

Background and Working Documents

• Project Charter
• Project Status Spreadsheet
• Audit Spreadsheet

Workflow

• Choose a collection from the project spreadsheet, add your name to column M, and open links to ArchivesSpace (column A) and audit spreadsheet (column H)
  • When choosing a collection, keep in mind the following:
    • Collections may be worked on in any order
    • Number of interviews (column C). Since only one person will work on each collection, if you are spending most of your time on other projects avoid collections with a large number of interviews.
    • Whether archival objects already exist (column D). If you do not have experience creating container inventories in ArchivesSpace, choose collections that already have archival objects.
• Do archival objects already exist according to the project spreadsheet?
  • If yes, continue
  • If no, create them following guidelines in wiki
• Have narrators and interviewers already been linked as agents according to the project spreadsheet?
  • If yes, continue
  • If no, add links for the narrator and interviewer (creating new agents if necessary)
    • Form of links
      • The narrator should have the role “Creator” and the relator “Interviewee”
      • The interviewer should have the role “Creator” and the relator “Interviewer”
    • Links should be added at the highest common level of description. Examples:
      • Single list of interviews
      • Not all interviews have the same interviewer
      • Therefore:
        • Each archival object needs to have the narrator and interviewer linked as agents
        • Example
          • Voices of Feminism Oral History Project oral histories (SSC-MS-00535)
      • Two lists of interviews
      • All interviews have the same interviewer
      • Therefore:
        • Each archival object needs to have the narrator linked as an agent
        • The interviewer only needs to be linked at the collection level
        • Example
          • New York City Women Community Activists Oral History Project oral histories (SSC-MS-00524)
• Add conditions governing web access note for each interview based on audit spreadsheet
  • Instructions
    • This is a subtype of Conditions Governing Access note. To create one, add a Conditions Governing Access note and add the text "Conditions Governing Web Access" to the Label field.
  • Is there a web access agreement?
    • If no, use this note
    • If yes, are there any restrictions on web access?
      • If no, use this note
      • If yes, use Smith Community only note or no web access note
• Add or update conditions governing access note for each interview based on audit spreadsheet
  • Is there a release or deed of gift from the interviewer and the narrator?
    • If no, does the spreadsheet indicate that the missing release(s) are from deceased individuals?
      • If no, use this note
      • If yes, use this note
    • If yes, are there any access restrictions?
      • If no, use this note
      • If yes, find appropriate note and edit as necessary
• If access to the interview is restricted in any way, check the "Restrictions Apply?" box in the Basic Information section
• Add or update conditions governing use note for each interview based on audit spreadsheet
• For each row in the audit spreadsheet:
  • If there are problems that require review, briefly identify the issue in column B.
    • ADD EXAMPLE
  • As you complete the row, check the box in column A to indicate that the data has been migrated (this will strikethrough the text). Do not check the box if the row has problems that need to be reviewed in column B.
  • Do not make any other edits to the audit spreadsheet
• Repeat process until all archival objects have been added or updated, then:
  • Update collection level conditions governing access note if necessary
    • Remove any reference to specific interviews
    • If any interviews in the collection are restricted include standard language and check the "Restrictions Apply?" box in the Basic Information section
  • Add a revision statement
  • Add the date the collection is completed to the project spreadsheet (column N)
  • If there are any issues that you were not able to address, check the box in column O.

Additional Guidance

• Setting your ArchivesSpace preferences to have new notes default to publish status will save time and avoid errors.
  • Click on the down arrow to the right of your username on the upper right
  • Select "User Preferences"
  • Check the box labeled "Publish?"
  • Click "Save"
  • This setting only applies to the current repository.
• Some interviews have multiple narrators or interviewers.
  • In the notes, specify any differences in permissions between narrators (or interviewers).
  • The most severe restriction should be applied to the interview if there are any differences.