Updated January 2023 by Dawne Howard Lucas.
- Accessioning Workflow
- Creating an Accession Record
- Instructions
- Tracking Processing and Collection Management Events in ASpace
- Agent Links
This section is useful for all Wilson Library staff members! Please contact Dawne with questions.
SCTS enters accession records into ArchivesSpace for all newly acquired archival materials received in Wilson Library. Thoroughly capturing as much information as possible at the point of accession is very important, as it is much harder to piece together scattered or undocumented collection data later.
There are several steps that must take place before SCTS can accession newly acquired archival materials.
- Materials must be physically present in Wilson Library.
- When applicable, materials must have an appraisal report saved to the Intake channel on Microsoft Teams and must have received approval by the Collection Development Review Committee (CDRC).
Appraisal reports are used for collection development purposes and are outside the purview of SCTS. However, SCTS heavily relies on the information provided in them.
- When applicable, materials must have must have a signed deed of gift.
- Once steps 1-3 have been completed, a curatorial staff member fills out the "Archival accession request form," located on the Intake channel on Microsoft Teams. This form should be filled as thoroughly as possible. SCTS will follow-up with any questions. Please note that materials cannot be accessioned if there is "Not yet" an appraisal report, CDRC review, or a signed deed of gift.
SCTS needs the following information to create and save accession records in ArchivesSpace. Some of this information might already be in the appraisal report:
- Collection name
- Collection number
- Content description
- Extent (# of boxes and approximate # of items)
- Dates
- Access or use restriction information
- Name of donor or seller
- Condition concerns (if applicable)
- Current location of materials
Materials should not be left in offices or on carts for SCTS to pick up. Materials should be stored in Room 206, or arrangements should be made to bring them to the TS-Archival work room.
- If office hours have been requested
In addition to the information listed above, providing the following information is strongly recommended. Some of this information might already be in the appraisal report.
- Biographical information
- Recommended subject headings (can be keywords)
- SCTS receives notification of completed forms and creates the accession record. If needed, SCTS will follow-up with curatorial units for more information.
- SCTS will create a ticket on the Intake planner (located on the Intake channel on Microsoft Teams) and tag the curatorial staff member associated with the accession. The ticket will be placed into one of the following categories:
- Office Hours Requested: Office hours have been requested either via the "Archival accession request form" or by SCTS request.
Office hours are not required, but are a good idea for the following types of accessions: the first accession of a new collection, large accessions, accessions with access restrictions, accessions with a variety of formats, or accessions that are otherwise not straightforward.
- Accessioned: Needs Curatorial: SCTS cannot proceed without further action from a curatorial unit, such as additional appraisal.
- Ready for SCTS: SCTS can proceed with the accession.
- Enhanced Processing: SCTS can proceed with the accession, and the materials will receive enhanced description. This option typically applies to materials documenting populations that historically have been excluded from or inadequately described in our collections.
- Born Digital: Requires processing in the born digital lab.
SCTS has assigned accessions to other categories in the past, including Photographs and AV. Those categories still exist, but SCTS has moved away from using them.
- When finished, SCTS will mark the accession as complete.
- That's it! Pleaase contact Dawne with questions.
All sections below this point are specific to SCTS workflows and are intended for SCTS staff members.
This section is specific to SCTS workflows and is intended for SCTS staff members.
Information about accessions are pulled from the New Accession Request form, appraisal reports, and office hours discussions. SCTS will contact curators for additional information if needed.
Appraisal reports can be found in the Files section of the Intake channel on the Special Collections Intake Team. There is a folder for each curatorial unit.
When print materials that require bibliographic cataloging are received as part of a larger archival collection, include a note about the print materials (and where they can be found) in the accession record. Create a ticket with a link to the accession record and submit it to Tickets for Tech Services section of the TS ticketing system.
Staff interface: https://aspace.lib.unc.edu:4433/
Login using your Onyen/password
This documentation is supplemental to the documentation provided by ArchivesSpace, and has been adapted for use at the Wilson Special Collections Library.
While entering data you should periodically click Save Accession. If any required element is missing, you will be prompted to add that information. Some fields have boilerplate text with instructions. You should delete the instructions as you create the record.
This section is specific to SCTS workflows and is intended for SCTS staff members.
-
On the main toolbar, click Create and select Accession.
-
ArchivesSpace requires two elements for an ArchivesSpace valid accession record. They are Identifier and Accession Date, which serve to document only the accession event.
Other fields are used for accessions at the Wilson Special Collections Library, and should be filled out if required or as applicable.
The title of the accession will typically, but need not always, match the title of the resource to which the accession belongs. For example, the accession title may be John Smith Diaries, which may become part of the larger Smith Family Papers. Required by TS.
Delete the boilerplate instructions!
When spawning a resource (see below), this field maps to the resource title.
Here's how we enter identifiers at the Wilson Special Collections Library:
- First component: select the curatorial department from the drop-down list (GL, NCC, NCCPA, SHC, SFC, UA).
- Second component: this number will autogenerate based on today's date.
- Third component: enter the collection number for the collection to which this accession will be added (example: #04534). If you don't know the collection number at the time of accession, you can leave this component blank and fill it in later.
Required by ArchivesSpace.
Note that we are no longer creating separate accession records for digital items.
When you create a new accession, this field is automatically filled with the current date, so you may need to edit that date to reflect the actual date of the accession transaction. The accession date in ArchivesSpace is meant to represent the date of the receipt of the materials, which is not necessarily the same as the date the accession record is created and most probably not the date that the contents of the accession were created. Required by ArchivesSpace.
A description of the document types and topical contents of the accession. When spawning a resource, this field maps to the main level scope and content note. Required by TS.
Delete the boilerplate instructions!
Intended for notes about the acquisition or processing of the accession, and not about the accession itself. Can used as a place to record temporary locations. (examples: 206_7a.1 or BD lab).
Delete the boilerplate instructions!
Choose from a drop-down list. A categorical descriptor for the type of acquisition. We typically select gift, purchase, or transfer. Required by TS.
Choose from a drop-down list. A list of terms for categorizing resources into basic types. We typically select Collection, Papers, or Records. Required by TS.
A selected check box indicates that restrictions apply. The restrictions can be explained using the Access Restrictions Note and/or Rights sub-records, described elsewhere below.
Do not check this box. Just leave it alone. Pretend you never saw it.
A selected check box indicates that access to the materials is restricted.
A statement indicating what materials in the accession have restrictions on access, what the authority of the restriction is, and for how long the restriction will be in effect. There are several boilerplated options available.
Delete the boilerplate examples that are not applicable to the accession you're working on!
A selected check box indicates that there are use restrictions for materials in the accession. The restrictions can be explained using the Use Restrictions Note and/or Rights sub-records, described below.
A statement indicating which materials have use restrictions, how the materials can be used, what the authority of the restriction is, and for how long the restriction will be in effect. Additional information may also be recorded in a Rights sub-record.
This sub-record identifies and records the date(s) that pertain to the creation, assembly, accumulation, and/or maintenance and use of the materials being described. The required fields are Label, Type, Date Expression.
One Date sub-record will automatically appear as part of the accession record template. To create additional Date sub-records, click Add Date on the right side of the screen.
Choose from a drop-down list. Describes the type of activity that the date signifies. You will most likely always select Creation. Required by ArchivesSpace.
The date or date range of the materials in the accession. Required by TS.
Some examples: 1968; 1979-1993; 1785-1960; bulk 1916-1958; 1827; circa 1870-1879; 1906 March 1; undated.
Delete the boilerplate instructions!
Choose from a drop-down list. Indicate the type for normalized date information, either a single date or a date range (inclusive or bulk). The default is "Inclusive." Required by ArchivesSpace.
Choose from a drop-down list. Indicate the level of confidence for the information given in a date statement. This information is optional and should only be added when you are qualifying date information as potentially uncertain based upon the description or cataloging rules in use.
- Find the Date sub-record that is to be deleted.
- Click on the X in the upper right corner of the Date sub-record link.
- Click on the Confirm Removal option to remove the Date sub-record from the accession record, or on the Cancel option to retain the sub-record.
- Click on Save in the context record to save the accession record with the Date sub-record removed.
This sub-record is used for recording the extent (items, volume, or containers) of the described materials. The required fields are Portion, Number, and Type.
You may add as many extent records as needed. This means that you can record physical and digital extents in the same record. Hooray! To do this, you will need to create more than one sub-record using the steps below.
One Extent sub-record will automatically appear as part of the accession record template. To add an additional Extent sub-records, click Add Extent on the right side of the screen.
Used to specify whether an extent statement relates to the whole or part of a given accession. Choose part or whole from the drop-down list. If you are recording multiple extents (for example, if you have 1 box of papers and 1 hard drive), you will need to create multiple sub-records. Required by ArchivesSpace.
A numeric value for indicating the number of units in the extent statement, e.g., 5, 11.5, 245. Used in conjunction with Type (below) to provide a structured extent statement. Required by ArchivesSpace.
A term indicating the type of unit used to measure the extent of materials described (examples: items, linear feet, gigabytes). Choose from a drop-down list. Required by ArchivesSpace.
Serves to describe the logical or physical parts of a multi-level resource or digital object that makes up an aggregation of archival materials. Required by TS.
Example of use: if the Number and Type are 10 linear feet, then the container summary might be used to record the actual number of containers (10 boxes and 4 flat files)
Delete the boilerplate instructions!
- Find the Extent sub-record that is to be deleted.
- Click on the X in the upper right corner of the Extent sub-record.
- Click on the Confirm Removal option to remove the Extent sub-record, or on the Cancel option to retain the sub-record.
- Click on Save in the context record to save the context record with the Extent sub-record removed.
Also known as names, this sub-record enables associating an agent as a creator, source, or subject to the materials being described, as a rights holder to a rights statement, as an agent responsible for a recorded event, and to other agents.
Note that we will be using agent records much more comprehensively in the future!
Linking agent record(s) to a material description record:
One or more agent records may be linked to a material description record as either a creator, a source, or a subject of the materials being description. You may add as many agent links as needed. Also, the same agent record may be linked to the same context record multiple times as long as the value recorded for Role and Relator are different for each link occurrence. In other words, an agent record may not be linked two or more times to the same context with the same Role value and same Relator value.
To link an agent record to a material description record, click Agent Links on the left navigation bar and then click Add Agent Link on the right side of the screen.
Choose from drop-down list. An indication of what function (creator, source, or subject) the agent has in regards to its link to a certain material description record. Required by ArchivesSpace
Note that if you choose a Role=Creator, the screen will present a Title field. You do not have to fill in the Title field.
Very optional. Choose from drop-down list. A more specific indication of what role the agent has in respect to the materials being described. For example, an agent may be linked as a creator to a record, but with the more specific role of "illustrator" or as the source to a record, but with the more specific role of "donor."
For identifying the agent related to the material described in the record. Agents may be searched using auto-complete, using a browse function, or, if need be, may be created on demand. Required by ArchivesSpace.
- To select an agent using the auto-complete function simply start typing the name of an agent in the agent box to find an agent in the agent index. The system will present you with names matching the string you have keyed. Select the name that matches the name you want to link to the materials being described.
- To select an agent using the Browse function, click on the drop down arrow by the agent box and select Browse.
-
Search for and select the desired agent(s) on the resulting screen. Multiple agents can be selected and linked to the context record providing the agents all have the same role and relator values.
-
Click Link to Agent to add the agent(s) to the context record for the material being described and to close the Browse Agent screen.
-
If you cannot find the name you need, click Cancel or the X at the upper right to exit the Browse Agents screen without selecting a name.
- To create a new agent record, click on the drop down arrow by the agent box, select Create, and then select the type of agent record you wish to create. A minimal agent record may be created by filling in only the required fields. The minimal record can be enhanced later by adding additional information in other fields and sub-records.
Note that "Estate of" records should be created as Corporate Entities, formatted as "Estate of First Name Last Name."
- Examples
- Estate of Paul Green
- Estate of Mangum P. Weeks and Josephine Weeks
- Each agent type has several required fields you must complete in order to save a new agent record to the database. Required fields are marked with red asterisks. In addition to required fields, there are several conditionally required fields. These fields are marked with gray asterisks. The conditions under which these fields are required are explained in the fields’ tooltip, which is accessed by hovering your cursor over the gray asterisks.
- Click Create and Link to Agent when you have finished the below, and completed the data entry.
- Primary Part of Name (required by ArchivesSpace)
- Rest of Name (required by TS unless there's a really compelling reason)
- Source or Rules (conditionally required)
- Sort Name (automated if selected)
- Name Order (default value of "indirect" provided; you may change to "direct")
- Family Name (required by ArchivesSpace)
- Source or Rules (conditionally required)
- Sort Name (automated if selected)
- Primary Part of Name
- Source or Rules (conditionally required)
- Sort Name (automated if selected)
- Find in the agent record link that is to be deleted.
- Click on the X in the upper right corner of the agent record link.
- Click on the Confirm Removal option to remove the link, or on the Cancel option to retain the link.
- Click on Save to save the context record with the agent link removed.
Also known as collections, this field allows you link an accession to an existing resource record in your repository. The Resource field is required. You may link as many resource records to an accession as necessary.
To link a related resource to an accession record, click Related Resources on the left navigation bar and then click Add Related Resource on the right side of the screen.
Required by ArchivesSpace. Two selection options: 1) start typing to filter existing resources and autocomplete the field; 2) use the down arrow to browse existing resources.
-
To select a resource using the auto-complete function simply start typing the resource title in the Resource box. The system will present you with matching options as you type. Select the resource record you want to link the accession to and it will populate the Resource box.
-
To select a resource record using the Browse function, click on the down arrow by the agent box and select Browse. Search for and select the desired resource record on the resulting screen. Click Link to Resource to add the resource to the accession record and close the Browse Resources screen.
-
If you cannot find the resource you need, click Cancel or the X at the upper right to exit the Browse Resources screen without selecting a resource. You will need to spawn a new resource record from the accession record.
-
To spawn a resource record, save your accession record, then click Spawn, and select Resource. The new editable resource record displays.
- The system will then open a new resource record containing information from the accession record. Note that the screen also has a Return to Accession button. This enables you to back out of creating the resource and is only available until you save the resource record.
-
Add additional required fields to the resource record.
-
The required fields are:
- Title: Open text field. The title assigned to the resource.
- Identifier: Open text field. The collection number.
- Level of Description: Choose from a drop-down list. Indicates the hierarchical level of the materials being described. We typically use Collection, Papers, or Records.
- Dates fields: See Dates sub-record documentation above.
- Extenets fields: See Extents sub-record documentation above.
-
Click Save Resource.
- Find the relevant accession record, and click Edit to edit the record, if not currently in edit mode. Navigate to the related resource link that is to be removed from the record.
- Click on the X in the upper right corner of the related resources record link.
- Click on the Confirm Removal option to remove the link, or on the Cancel option to retain the link.
- Click on Save Accession to save the record with the link removed.
This sub-record is used to add staff-only information about the processing of materials described in an accession. Only one collection management record may be added per accession.
Open text field. For recording a plan for processing of the archival unit. We typically use Acc2Proc or Intake. Required by TS.
Delete the boilerplate instructions!
Choose from drop-down list. We typically do not use this field until the accession has been Processed.
User-defined fields are used to record additional information about materials not supported in other sections of the accession record.
Please note that there are several user defined fields that we did not migrate from AT. The number of items, which used to be recorded in a user defined field, should now be recorded as an extent.
Used to record the approximate number of items in an accession.
Delete the boilerplate instructions!
Used to record how much money was paid for an accession, if applicable.
Used to record whether an accession is creating a new collection, or adding to an existing collection.
Delete the boilerplate instructions!
Used to record biographical and historical information related to an accession and its agents. In the future, we might record some of this information in the agent records.
Delete the boilerplate instructions!
Used to record decisions or actions made by anyone, not just technical services staff.
- Examples
- Collection arrived in chronological order. No archival intervention taken other than rehousing.
- Photographs arranged by archivist; received as loose papers and arranged into format/subject groupings. Optical discs 003, 004, and 005 were deaccessioned by the curator.
Used to record suggestions for future work to be done to the collection.
- Examples
- Future digitization of scrapbook (SV-05003/3).
- Materials documenting the Lumbee community should be described more thoroughly.
Once these instructions have been completed, click Save Accession. If any required element is missing, you will be prompted to add the information.
Events represent a specific action that one or more people undertook in relation to an accession at a specific date and time (or in a range of dates and times). You can create a variety of event records, including (but not limited to):
- Processed
- Ingested
- Agreement Sent
- Agreement Received
- GIK Report Submitted
To add an event record to an accession record:
- Find the accession record you want to edit. You can browse or search.
- To browse, on the main toolbar, click Browse and select Accessions. A listing of all the accession records in the repository displays.
- To search, on the main toolbar, type your search query into the Search box.
- Next to the accession record you want to edit, click Edit.
- At the top of the accession record, click Add Event.
- Select the type of event from the drop-down list.
- Click Add Event.
- Follow the instructions below to complete the record.
Choose from drop-down list. The default is "Processed." Required by ArchivesSpace.
Very optional. Choose from drop-down list. Describe the overall result of the event in terms of success, partial success, or failure. Recommended practice is to define events with sufficient granularity that each event has a single outcome and to use a controlled vocabulary that a system can act upon automatically. More detail about the outcome may be recorded in an Outcome Note.
Very optional. Open text field. Provide a detailed description of the result or product of the event. This field may be used to record error and warning messages issued by a program involved in the event or to record a pointer to an error log.
This sub-record is required. Only one date may be associated with an event record.
Choose from drop-down list. Indicates the type of date is associated with this event. The default is "Date Subrecord." Required by ArchivesSpace.
If Date Sub-record is chosen for the Date/Time Specifier, the required fields are Label and Type.
-
Label (Required by ArchivesSpace) Choose from drop-down list. Use to describe the type of activity the date signifies. The default is "Event."
-
Expression (Required by ArchivesSpace) Open text field to record the date the event occurred. Delete the boilerplate instructions!
-
Begin (Not Required) Enter the date when the event began.
-
End (Not Required) Enter the date when the event ended.
-
Type (Required by ArchivesSpace) Choose from a drop-down list. Indicate the type for normalized date information, either a single date or a date range (inclusive or bulk).
-
Certainty (Not Required) Choose from a drop-down list. Indicate the level of confidence for the information given in a date statement. This information is optional and should only be added when you are qualifying date information as potentially uncertain based upon the description or cataloging rules in use.
-
Era (Not Required) Choose from a drop-down list. Period during which years are numbered and dates reckoned, such as B.C. or C.E. The value "ce" is the default.
-
Calendar (Not Required) Choose from a drop-down list. System of reckoning time, such as the Gregorian calendar or Julian calendar. The value "Gregorian" is the default.
If UTC Timestamp is chosen for the Date/Time Specifier, the required field is UTC Timestamp.
- UTC Timestamp (Required by ArchivesSpace) A specific timestamp, with full date and time information, about when the event occurred. By default, the application assumes that the timestamp is in UTC: YYYY-MM-DD HH:MM:SS.
To link an agent to an event record, click Add Agent Link on the right side of the screen.
The required fields are Role and Agent.
-
Role (Required by ArchivesSpace) Choose from drop-down list. Indicate what function (collecting unit, processor, etc.) the agent has in regards to the event.
-
Agent (Required by ArchivesSpace) Choose from drop-down list. Select the agent (personal or corporate name) that is related to the event. Agents may be searched using auto-complete, using a browse function, or may be created on demand.
-
If linking the name of a collecting unit, please use one of the following authorized records:
- University of North Carolina at Chapel Hill. Library. North Carolina Collection
- University of North Carolina at Chapel Hill. Library. Rare Book Collection
- University of North Carolina at Chapel Hill. Library. Southern Folklife Collection
- University of North Carolina at Chapel Hill. Library. Southern Historical Collection
- University of North Carolina at Chapel Hill. Library. University Archives and Records Service
-
If linking the name of a processor, please use the existing record, or create a new record if needed (see "Agent [a.k.a. Names] Links" above).
-