Sophia Smith Collection Legacy Finding Aid Update Checklist (A2C only) - smith-special-collections/sc-documentation GitHub Wiki

Checklist for updating legacy Sophia Smith Collection finding aids for A2C project

This checklist is intended to cover all the necessary tasks to update a Sophia Smith Collection legacy finding aid as part of the Access to Collections (A2C) project. Some finding aids may have other issues, particularly with container lists.

Due to confidential information being included in some unpublished SSC notes, DO NOT use the "Publish All" function. Instead, make sure the "Publish?" box(es) are checked for public notes and archival objects.

• Basic Information
  • Make sure the "Publish?" box is checked
  • Make sure the "Restrictions Apply?" box is checked if there are special restrictions on the collection
• Finding Aid Data
  • 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
• Agent Links
  • Make sure at least one creator and (if known) one source is present
  • If you link to agents that were not previously linked to the record, make sure that the agents are set to publish.
• Notes
  • Add Abstract if none exists
  • Accruals
    • If an Accruals note has been migrated from In-Magic, move information not already in the Immediate Source of Acquisition note, to that note and then delete the Accruals note.
    • Many collections have accruals notes stating that periodic additions are expected; do a gut-check to see if this is true, and delete the note if it is no longer true (for example, the donor/creator is now deceased, or the collection was first donated over a decade ago and no additions have been received)
  • 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."
  • Delete Language of Materials note if it only lists English
  • Update/add Preferred Citation note using the following format:

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

• Send for review
• After approval, move Trello card to "Done" column.