Updating a legacy finding aid (legacy, for reference only) - smith-special-collections/sc-documentation GitHub Wiki

The first time a finding aid is updated in ArchivesSpace since its import, a number of things will need to be updated and changed at the collection-level so that adheres to current practices and meets requirements for a minimum resource record.

A non-exhaustive list of the collection level fields that are likely to require updating and other things to check include:

• 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
  • Any text in the Repository Processing Note probably belongs in a different place
• Dates of creation
• Extents
• Finding Aid Data
  • Finding aid title and subtitle
• 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
  • Abstract
  • 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)
  • Biographical/Historical note
  • Conditions Governing Access
    • Text relating to technical access restrictions on audiovisual or digital materials should be moved to the Physical Characteristics and Technical Requirements note.
  • Conditions Governing Use
  • Information in General notes probably belongs in a different place
  • Immediate Source of Acquisition note updated to reflect recent accessions
  • Language of Materials note can be deleted, and replaced with the "Language" dropdown in the Basic Information area if the materials are in a single language.
  • Add an Other Finding Aids note if there is an older container list that is not yet added to ArchivesSpace
  • Preferred Citation
  • Scope and Contents should be updated to reflect new materials, but an existing note does not need to be entirely rewritten to meet current standards
• Classifications (College Archives only)
  • Make sure at least one classification is linked
• After these steps are completed, change the Finding Aid Status to "Legacy Finding Aid (updated)."