Creating an Accession record in ArchivesSpace


  1. Open ArchivesSpace; go to https://arstaff.lib.harvard.edu 
  2. Log in with username and password  
  3. Browse by Accession, sort list by identifier, new accession number will be next sequential number following the first record on list (or other yet to be determined way of creating a unique Accession Number)
  4. Go to “Create” in the upper left of your screen and select “Accession” from the drop down menu 
  5. For the time being, all accession records in ArchivesSpace will be left unpublished, do not check the Publish button.

 

 

The followings are required fields for Houghton accession records


Title

Use a DACS compliant title for the accession record consisting of creator and type of material with a possible subject component.

If accession is an accrual to an existing collection, note this by putting ADD following the title.

Christopher Durang papers

Leonard Bernstein correspondence

Tennessee Williams manuscript ADD

Identifier

Accession number consisting of the fiscal year, an alpha designation, and a sequential number (a leading zero may be necessary to insure proper filing order).The entire accession number should go in a single box.

2016M-101

2016MT-2

Accession Date

This is the date of receipt of the materials, not the date of creation of the accession record.

Content Description

This fields copies over the resource record as Scope and Contents. Provide details on the contents of the accession.

Condition Description

A description of the condition of the materials, including special handling instructions.

 Box 1 in the collection contains brittle newsprint, careful when handling.

Collection contains glass negatives, fragile.

Disposition

Notes about where the material may be integrated or where material may be separated to.

  Item will be integrated into MS Am 2034

Notes for single items regarding call numbers.

Cataloged as MS Am 3456

Provenance

Notes about the custodial history of the collection and information about donor/dealers. Do not include addresses or purchase amounts.

The Christopher Durang papers were purchased from Durang by Houghton Library by way of George Minkoff.

Acquisition Type

This is a drop down menu. Select the most appropriate.

Deposit; Gift; Purchase; Transfer

Resource Type

This is a drop down menu. Select the most appropriate.

A collection is an artificially assembled grouping of materials, usually connected by topic or person. Papers are the materials generated by an individual. Records are the materials generated by a corporate body.

Collection; Papers; Records

Restrictions Apply?

This is a check box. Check if either an access or use restriction apply to the collection.

Access Restrictions?

This is a check box. Check if an access restriction applies to the collection.

Access Restrictions Note

Describe the restriction if there is an access restriction associated with the collection.

Correspondence in Series II is restricted until 2025.

Use Restrictions?

This is a check box. Check if a use restriction applies to the collection.

Use Restrictions Note 

Describe the restriction if there is a use restriction associated with the collection.

Dates

Label – used to indicate the type of date you are recording, generally this will be Creation

Expression – used for the natural language expression of the date

circa 1990s; 1991-1999, undated

 Type – used to indicate whether the date is inclusive, bulk, or single. If creating both an inclusive and a bulk date, create two date sub-records.

Date Begin – used to document the normalized begin date of materials

Date End – used to document the normalized end date of materials

Extents

Portion – used to indicate if the extent you are describing applies to the whole accession or only a part. Unless also describing the extent of audio, visual, or born-digital material, almost always use Whole.

Number – used to indicate the numeric extent (linear footage) of the accession.

.1, 10, 100, etc...

Type – used to describe the unit of measurement. Always use linear feet.

Container Summary – used to describe the containers.

(5 boxes, 2 portfolio cases)

(1 folder)

Physical Details – used to describe other physical details of the materials being described.

Contains black and white photographs.

Agents

Role – this is a drop down menu used to describe the role of the creator of the accession.

     If creator, select Creator

     If donor, select Source

Agent links – this is where you create the actual Agent Record. You can either browse to see if your agent already has a record or create a new record.

Related Resources

Resource – search in the text box or browse to the appropriate resource. Link to the accession record. The resource record will be blue and clickable when done.

Helpful resources

 

Accession Screencast (login required)

Spawning Resource Records Screencast (login required)