Workflow

• Open the project spreadsheet and choose any unclaimed collection to edit. Enter your name under the "Person claiming work" column. Enter the date in the "Date work started" column
• Copyedit the entire finding aid, including the container inventory. Check for typos, grammatical errors, proper punctuation, clear syntax
  • If necessary, edit the biographical note or organization history to remove opinionated language/ an obvious editorial voice/ unnecessary use of adjectives and adverbs/ judgement calls
  • If applicable, remove verbatim use of slurs
  • Hints for copyediting:
    • It will probably be easiest read the finding aid in the PUI, using the "Staff Only" button in the PUI to toggle to the staff interface as necessary to make edits
    • Make sure to hit the "Expand all" button in the PUI when you are viewing the collection level description; the "hidden" sections should be edited as well
• Bring the finding aid up to standard, following checklist below
• If you think the finding aid requires more extensive rewriting or restructuring, choose the appropriate dropdown option in the "Follow-up work needed" column in the tracking spreadsheet
• When all steps are completed, mark the date you have completed work in the "Date work ended" column of the tracking spreadsheet

Steps for bringing a finding aid up to standard

• Basic Information
  • Make sure the "Restrictions Apply?" box is checked if there are access restrictions on the collection
• Languages
  • Make sure all languages are listed in the drop down controlled value fields
  • If there is a Language of Materials note, transfer the language(s) to the controlled value fields if not already represented there. Leave the Language of Materials note if it contains additional information that cannot be represented by the controlled values (ex. "mainly English"), otherwise delete it
• 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
  • The creator should usually be clear from the title. The only relatively common exceptions are artificial subject collections (Sports collection, Women's Liberation collection, etc.). In those cases, the repository (SSC, CA, or MRBC) is the creator
  • If you link to agents that were not previously linked to the record, make sure that the agents are set to publish
  • If the agent record needed does not exist in ArchivesSpace, follow the instruction below to create a new agent
• Notes
  • 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
  • Update/add Immediate Source of Acquisition note
    • If no note exists, check Related Accessions for acquisition information
    • If no acquisition information exists, create an Immediate Source of Acquisition note with the text "Source unknown."
  • Update/add Preferred Citation note using the following format:

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

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.
• How to create a new agent record
  • Click add agent link
  • Click on the small down arrow on the right of the agents field and select create, then choose person, family, or corporate entity
  • Make sure Publish checkbox is checked
  • For Source select "Local sources"
  • For a person
    • Enter surname in Primary Part of Name
    • Enter given name in Rest of Name
    • If known, enter birth and/or death dates in Dates using the following style
      • 1920-1980
      • 1920-
      • -1980
    • For a family
      • Enter family surname in Family Name (include the word "Family" at the end)
    • For a corporate entity
      • Enter the name of the overall organization in Primary Part of Name
      • If applicable, enter the name of the subordinate unit (e.g. Department of Chemistry) in Subordinate Name 1