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 | |
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 | |
Level of description | Select the appropriate level; usually “Collection” | |
Resource Type | Choose the resource type that best describes the material:
| 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. | |
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. | |
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. | |
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. |
Add Comment