Creating a Resource Record in ArchivesSpace

Introduction to Resource Records

Resource Records describe archival collections. They contain all the fields necessary to make an EAD Finding Aid. You may create either single-level records or multi-level records. Single level records describe an archive on the collection level, without breaking it down into series or other components. Multi-level records include the collection description plus hierarchical components, such as series, sub-series, files, or items. These records can be used to generate various kinds of derivative records in XML, including EAD, MARCXML, and other formats.

The direction in the guide are intended to build a resource record that is going to be exported as an EAD from ArchivesSpace (ASpace) and added into Archives West (AW). This guide will help you create EAD that is compliant with the Orbis Cascade Alliance’s Best Practice guidelines. The ArchivesSpace instance has already been configured according to the Alliances documentation.

Single-Level Resource Records

To begin creating a resource record:

Log into the Administrative portal of your instance of ArchivesSpace: https://usu-admin.libraryhost.com/
Create a New Single-Level Resource Record
- There are two ways to create a new resource record:
  - Spawn a Resource Record from an existing Accession Record
    - This is the preferred method, so as to make sure that the Accession Record and Resource Record are linked. It will also improve the consistency of the metadata for both records.
    - Open the accession record. Click “Spawn” at the upper right and select “Resource”. This will create a new resource record with some field pre-populated from the accession record.
  - OR, Create a Resource from scratch
    - At top left, click “Create” and select “Resource”. This will create a new resource record with some field pre-populated based on the repository’s default settings.
Fill out and save the Resource Record sections as noted below.

Basic Information

Fields required for compliance with Describing Archives: A Content Standard and/or the Alliance’s EAD Best Practices (Version 3.9.1) are in red.

Field	Instruction	Rules
Title	Use the existing title as assigned in the Accession record or create a new title, as needed	DACS Section 2.3
Identifier	Create a unique identifier based on local practice guidelines, Examples: UUS_3.1/5-2 UUS_P0001 UUS_COLL MSS 537 UUS_Folk Coll 067	Local standards, and DACS Section 2.1
Level of description	Select the appropriate level; usually “Collection”
Resource Type	Choose the resource type that best describes the material: Collection: Material that was gathered together by a person or organization other than the one who originally created it. Papers: A collection of material (can include non-paper items) created by an individual or family. Publications: Published material only, like books or DVDs. If published material is mixed with other material, use one of the other options. Records: Collection of material created by an office or organization in the course of regular business, e.g. “Acme University Alumni Office records.”	Related to DACS Section 2.3.19, “Nature of the Archival Unit”
Language	Choose the language that best describes the material. Note: if more than one language is present, also use the language of Materials note (below) to specify additional language.	DACS Section 4.5
Publish	This box should be checked if the resource is going to appear on the ArchivesSpace public portal. The default is to check the box, but as we are not going to be using the public portal is doesn’t really matter and wont affect the EAD export.
Restrictions	Required if restrictions on usage or access to the collection exist. Leave unchecked otherwise. Details regarding restrictions should be entered into the Notes: Conditions Regarding Access & Conditions Regarding Use, described below.	DACS Section 4.1-4.4
Repository Processing Note	Local practice is just to list the year in which the collection was processed, e.g. “Processed in 2009”	Local standards

Date

Fields required for compliance with Describing Archives: A Content Standard and/or the Alliance’s EAD Best Practices (Version 3.9.1) are in red.

Field	Instructions	Rules
Label	Select Creation. It is possible to add more kinds of dates to the Resource Record (such as Modified or Issued), but a Creation date must be included at minimum.	DACS Section 2.4
Expression	Optional if you fill out the Begin/End date fields. Enter the Date or Date Range. The advantage of using this field in addition to the Begin/End fields is that you can enter free test expressions, not just normalized date integers. For example, you may enter: circa 1960 or before 1888.	Free text; see DACS Section 2.4.5-2.4.6 and 2.4.15-2.4.16
Type	Select Single, Inclusive, or Range. Please note: the difference between date “range” and “inclusive” is that “range” can have either a beginning date or end date OR both a beginning and end date. “Inclusive” dates must have both a beginning AND end date. Optionally, Bulk Dates can be added in an extra date element; but at minimum, include either single or inclusive.	DACS Section 2.4.7-2.4.16
Begin	Enter the Beginning or Single date for the collection.* Use the format YYYY. This date entry must be in a “normalized” date form, for example: 1984.	Normalized dates only; see DACS Section 2.4.7-2.4.16
End	Required if applicable. Enter the End date. Use the format YYYY. This date entry must be in a “normalized” date form, for example: 1956.	Normalized dates only; see DACS Section 2.4.7-2.4.16
Certainty	Optional. This describes the level of confidence in the date. Our default is “Approximate”	DACS Section 2.4.12, 2.4.15, 2.4.16
Era	Describe the era of your date. Default is “ce”.
Calendar	Describe the system of time. Default is “Gregorian”.

*Note regarding how to record unknown dates of creation: According to DACS 2.4.16, “if the unit being described bears no date and the institution does not wish to orr it may be misleading to record and estimated date, use undated.”

Recommended practice for ASpace is to:

(a) If possible, enter an estimated date range into the Expression field. If an estimated date would be misleading, enter “undated” in the Expression field. Either way, also do (b) and (c):

(b) Enter your best estimate of the date range in the Begin/End field, even if the date is uncertain (an entire century is a perfectly acceptable approach), AND

(c) Specify under “Certainty” that the date is approximate. Completing (b) and (c) indicated that the date is uncertain, but still allows for search and retrieval of the resource through date-based searches.

Extent

Fields required for compliance with Describing Archives: A Content Standard and/or the Alliance’s EAD Best Practices (Version 3.9.1) are in red.

Field	Instructions	Rules
Portion	Normally, select “Whole”. It is possible to add multiple extent statements describing different types of extent within the collection, such as 15 linear feet and 3 Gigabytes. If you have more than one extent statement, select “Portion” instead.
Number	The number of units in the extent expressed only as numerals, ex: 11.5
Type	Choose the appropriate unit: Linear Feet: Generally this measurement is used for accessions that fill whole boxes, or which are shelved individually as whole objects, such as large art objects. For resources that will be added into a collective file cabinet or box with other collections, use one of the other options below. Folders: Use only if it does not fill a box on its own. Volumes: Use only if the entire accession consists of bound volumes that do not need boxes for shelving, such as a donation of yearbooks. If shelves in a box, use linear feet instead. Items: Use only if the entire collection consists of non-foldered/non-book items. Normally these are items that will be stored inside a box with other loose items. For items that will be shelved individuall, use linear feet. Gigabytes: Use only for electronic collections.
Container Summary	This is a free-test description of how much material is there. Describe the containers that are present, for example: 1 box and 1 oversize folder 32 boxes
Physical Details	Optional. Other physical details of the material.
Dimensions	Optional. Dimensions of the materials described.