Resource Record

The following are sections and fields a processor must fill out in order to have a complete Resource Record in ArchivesSpace. Use the information from your Collection Description document to help fill out fields.

Log into ArchivesSpace (AS) & Create a Resource Record

  • URL: https://uidaho.libraryhost.com/admin.
  • The username and password are established upon account creation.
  • Create a Resource Record
    • Option 1:
      • If the collection has a previous Accession Record, find it by searching in ArchivesSpace.
      • When found click “view” to view the record. Once at the record viewer window, in upper right hand corner select Spawn.
      • Click on Resource.
      • This will create a Resource Record using some of the information filled from the Accession Record.
    • Option 2:
      • In ArchivesSpace, click Create located next to the search box.
      • From the drop-down menu, click Resource.
Basic Information Fields Languages Dates Extents Finding Aid Data Related Accessions Agent Links Subjects Notes Instances

Basic Information Fields

The fields listed below should be filled for each resource record. Please consult with department colleagues if questions arise.

Field Required Content Examples
Title Yes The title will likely be the same unique name given to the donation. The name of the person/group + type of records, such as papers, records, or collection. Joe Vandal papers
Identifier Yes Assign the identifier based on the next available number in the List of All Collections. If you have questions about the difference between MGs, UGs, and PGs, see the Scope of Collections documentation.  
Level of Description Yes Drop-down menu. Usually Collection.  
Resource Type Optional Drop-down menu. Best practice is to select the type even if this field isn’t required in AS. Selections are Collection, Publications, Records and Papers. University of Idaho photograph collection; Joe Vandal papers; Sunshine Mine Company records
Publish? Optional Check for to publish.  
Restrictions Apply? Optional Check is there are restrictions.  
Repository Processing Note Optional Not included in any reports or exports. Include additional processing information.  

Languages

The fields listed below should be filled for each resource record. Please consult with department colleagues if questions arise.

Field Required Content Examples
Language Yes The language term and code represented in the material(s) described. English
Script Yes The script term and code represented in the material(s) described. Latin

Dates

The Dates section in the Resource Record is used to document the dates of the materials in the accession. Include both bulk and inclusive dates when appropriate. May already be filled in if spawned from Accession Record. Please consult with department colleagues if questions arise.

Field Required Content Examples
Label Yes Select what the date type is from this drop-down menu. Generally, Creation is selected. Consult a colleague if you think it should be something different. Creation; Modified; Digitized
Expression Yes This field shows the dates that are visible in the accession record. More descriptive information can be included in this field, such as circa. If date unknown, type “undated” 1942-1987; circa 1985; 05 June 1947
Type Yes Select inclusive, bulk dates, or single from drop-down menu. If date unknown, select single. Inclusive = dates encompass whole collection; Bulk = majority of materials are between two dates; Single = for material that only covers one date
Begin Date Yes First date in date range (yyyy-mm-dd). If unknown leave blank. May 25, 1947 would be 1947-05-25
End Date Yes Last date in date range (yyyy-mm-dd). If unknown leave blank. Last known date is 1987, so type 1987.
Certainty Optional Are these circa dates? If so, choose ‘Approximate.’ If not leave blank. If date is unknown leave blank.  

Era and Calendar autopopulates as CE and Gregorian respectively, generally no need to adjust.

Extents

The Extents section in the Resource Record refers to the size of the collection (usually # of cubic feet, i.e. # of storage boxes). May already be filled in if spawned from an Accession Record.

Field Required Content Examples
Portion Yes Normally, Whole is chosen because it describes entire collection. However, Part can be chosen is there are varying extents. If you are portioning in parts, you’ll need to add new sections for each portion using the “+” at the bottom of the section. Physical or born-digital collection without variations = Whole; Hybrid collection with analog materials in boxes and assets on a USB drive = 2 Part sections
Number Yes The numeric value of the extent. Physical collection = Whole, 5 (cubic feet); Hybrid collection = Part, 2 (c.f.) & Part, 15 (megabytes)
Type Yes How the space is being accounted for. For digital collections it may be Megabytes, Gigabytes, or Terabytes. Physical collection = Whole, 5, cubic feet; Born-Digital collection = Whole, 5, gigabytes
Container Summary Optional Use this field to track number of boxes and as a guide to see if boxes are missing from a shelf. 4 folders, 1 box
Physical Details Optional Other physical details of the materials described. Analog; b&w; negatives
Dimensions Optional Dimensions of the materials described. 29 cm; 7 in.

Finding Aid Data

The Finding Aid Data section in the Resource Record houses finding aid creation information.

Field Required Content Examples
EAD ID Yes This is based on the ID. The formula is NTD+ID. MG 571 would have an EAD ID of NTDMG571.
EAD Location Yes Retrieve from Archives West Management Tools site by clicking ARK Request, and requesting an ARK number. 80444/xv147063
ARK request example
Field Required Content Examples
Finding Aid Title Yes Guide to [Collection Title] Guide to University of Idaho photograph collection
Finding Aid Subtitle Optional Not require nor a field used often.  
Finding Aid Filing Title Yes Usually just the collection title. If a title with a person’s name, the format is Last Name (First and Middle). Vandal (Jane J.) papers
Finding Aid Date Yes Year the finding aid was completed. If a finding aid was updated, note the date of update in the Finding Aid Author field. 2037
Finding Aid Author Yes Finding Aid prepared by [name of person who prepared the finding aid] Finding aid prepared by Jane Vandal; Finding aid prepared by Jane Vandal, updated by Joe Vandal in 2035.
Description Rules Yes Autopopulates as Describing Archives: A Content Standard (DACS)  
Language of Description Yes Usually English. Include all languages found in the finding aid. English; Spanish
Script of Description Yes Usually Latin.  
Language of Description Note Yes Finding aid written in [whatever the language it is written in.] Finding aid written in English.
Sponsor Optional If work on the collection is funded through a grant or other sponsor, make note of that. Funding for encoding this finding aid was provided through a grant awarded by the National Endowment for the Humanities.
Edition Statement Optional For recording information about the edition of the finding aid.  
Series Statement Optional Indicates any bibliographic series to which the finding aid belongs.  
Finding Aid Status Yes When ready to upload to Archives West, mark as Complete.  

The Related Accessions section in the Resource Record is sed for linking associated Accessions with the Resource.

To link an accession:

  1. Click Add Related Accession.
  2. In the search bar, type in the accession id OR select Browse from the drop-down menu.
  3. Once accession found, select to link.

Multiple accessions can be added.

adding accessions

The Agent Links associates the creator of the material with the record. It also links the source of material or subject of the materials described to provide information about their context.

To link an agent:

  1. Click Add Agent Link.
  2. In the Role dropdown menu select either Creator, Source, or Subject.
  3. The Relator section narrows down the specifics of the creator, source, or subject. If unknown, skip.
  4. In the Agents search bar, type in the entity you are trying to link.
    • If agent not found by searching, from the dropdown select Browse.
    • If agent not found in the system at all, hover over Create and select the type of agent you are linking.
Creating an Agent
  • Search the Library of Congress Name Authority File (LCNAF) database to see if your agent has a LCNAF record.
    • If correct agent record populates, click on to view the full record.
      • This page will show accepted variants and the LCNAF Identifier (at the end of the URI link).
      • Use this information to fill out the fields when creating an agent in ArchivesSpace.

Example:

lcnaf name result
lcnaf name result
  • After hovering over Create and selecting the type of agent you are linking:
    • The Create Agent window pops up. Check the Publish? box. Then scroll to the Name Forms section.
    • Fill in the following fields:
Field Required Content Examples
Authority ID Yes (if known) This is the LCNAF Identifier. no2006026875
Source Yes Select correct source from dropdown menu. If from LCNAF, select Library of Congress Name Authority File. If source unknown, select Unspecific ingested source.
Rules Yes Information can be inferred from Source. Usually select Describing Archives: A Content Standard.
Name Order Yes Autopopulates as Indirect. Usually leave as is.  
Prefix Optional If there is a name prefix, include here. Mrs.
Title Optional If title is part of a name, add here. Sir (for Churchill, Winston, Sir, 1874-1965)
Primary Part of Name Yes Usually last name or surname of a person. Churchill (for Churchill, Winston, Sir, 1874-1965)
Rest of Name Yes (if known) Include the rest of the entity’s name. Winston (for Churchill, Winston, Sir, 1874-1965)
Suffix Optional Term following a name that qualifies the name but is not a title. Jr.
Fuller Form Optional The fuller form of first and middle names, when abbreviated. Hilda Doolittle (for H.D., Hilda Doolittle, 1886-1961)
Number Optional A number, sometimes with a term, that qualifies the name. II (for John Paul II)
Dates Optional Dates of existence for the named entity (i.e. birth and death year) 1886-1961 (for H.D., Hilda Doolittle, 1886-1961)
  • Leave the rest of the fields blank, and click the blue Create and Link to Agent button. Process is complete.

Subjects

The Subjects section in the Resource Record is used for linking Subjects with the materials described.

To add a subject:

  1. Click Add Subject.
  2. In the Subjects search bar:
    • Type to search for a subject already in ArchivesSpace
    • Use the dropdown menu to Browse for subjects.
    • Use the dropdown menu to Create a subject.
Creating a Subject
  • Search the Library of Congress Subject Headings (LCSH) database to see if a subject has a LCSH record.
    • If correct subject record populates, click on to view the full record.
      • This page will show accepted variants and the LCSH Identifier (at the end of the URI link).
      • Use this information to fill out the fields when creating an agent in ArchivesSpace.

Example:

lcsh name result
  • After clicking Create, the Create Subject window pops up.
  • Fill in the following fields:
Field Required Content Examples
Authority ID Yes (if known) This is the LCSH Identifier. sh85148615
Source Yes Select correct source from dropdown menu. If from LCSH, select Library of Congress Subject Headings. If source unknown, select Unspecific ingested source.
Scope Note Optional Usually left blank. Explains what is meant/not meant in the definition of the term and in its use as a subject heading.  
Term Yes Type in the term. Wrestling
Type Yes Usually Topical, Geographical, or Uniform Title. Choose the correct type from the dropdown menu.  
  • Leave the rest of the sections blank, and click the blue Create and Link to Subject button. Process is complete.

Notes

This section adds additional descriptive information about the materials described, usually in the form of text or structured lists. Use the information from your Collection Description document to help fill out fields.

To add a note:

  1. Click Add Note.
  2. Begin adding Note Types from the dropdown menu. Add as many as you can to provide researchers with as much collection information as possible.
    • To link webpages, type: extref linktype="simple" title="webpage" actuate="onrequest" show="new" href="paste link here">"Paste title here, paste date here."</extref>

Below are fields usually filled out by processors.

Note Type Required Content Example
Abstract Yes 2-3 sentence description of the collection. Will serve as the Summary section on Archives West. Records, pictures, and other miscellaneous papers from the University of Idaho Press.
Arrangement Yes Include whether the collection has retained its original order, or if there was archivist intervention. Original order retained. OR The original order of this born-digital collection was retained during ingestion. During the processing stage archivists reorganized folders and filenames in order to allow easier integrated into a single system of arrangement.
Bibliography Optional Include a bibliography if outside research done and compiled to complete the Biographical/Historical Note. To include a clickable link, see Clickable Links in AS & AW.  
Bibliographical / Historical Yes Include historical context or biographical context about the collection. See Composing a Collection Description to help fill out this field.  
Conditions Governing Access Yes Inform researchers about accessing physical and digital materials. Collection is open for research.
Conditions Governing Use Optional (if restricted materials) Identify any restrictions on reproduction due to copyright or other reasons, as well as restrictions on further use of the materials being described, such as publication, after access has been provided. Consult Head of Special Collections and Archives on permissions for use.
Existence and Locations of Copies Optional Used to distinguish when a duplicate of an item is an access copy made by the Archives. The access files of the digital materials in this collection are located on the archive drive. Contact University of Idaho Library Special Collections and Archives for access or questions.
Existence and Locations of Originals Optional If the location of originals is known, provide information about the existence, location, and availability. The original digital files are located on a floppy disk located within the collection. OR *This collection is found in the Small Manuscripts area of Special Collections.
File Plan Optional Include if there was a file plan during the processing.  
General Optional Include other information regarding the collection or the processing procedures. If the collection contains offensive content, include a General note and fill in the language under Standard Language>Resource Records in the Offensive Material Practices section.  
Immediate Source of Acquisition Yes (if known) Include donor information (i.e. name and date) and/or how the collection came to Spec. The materials in this collection were donated by Joe Vandal in 2023.
Physical Characteristics and Technical Requirements Optional Note important physical characteristics of the collection. Note whether there are technology requirements to view certain materials. Please note this collection contains electronic pdfs and will require a PDF viewer software.
Preferred Citation Yes See Citations documentation. Copy into this field.  
Processing Information Optional Include processing information. Digital materials were processed by Jane Vandal in 2023.
Related Materials Optional If there are other collections with materials relating to important subjects in the collection you are describing, include information about those collections.  Related materials may be found in [Photo/Manu/Uni] Group [Number] [Collection Name].
Scope and Contents Yes Label must be: “Content Description”. The type of records included in the collection as well as the topics or subjects covered in those records. This collection contains photographs and memorabilia kept by Joe Vandal. Joe was a U of I alum and active member of the Vandal community. Much of the material focuses on making a Jane Vandal mascot.
Separated Materials Optional Note whether some materials were separated and place into other collections. The books in this collection were separated and added to the Day-NW Book Collection held by Special Collections and Archives.

Instances

The Resource Record must be saved before container lists can be added. A container instance is the location of where the collection is housed in archival storage.

To add an instance:

  1. Scroll to Instances in Resource Record. Click on Add Container Instance (right side of screen).
  2. Under Type select the appropriate field that represents what the materials are.
    • Best practice is to select Mixed Materials.
  3. Top Container is the Box level. Click the drop down arrow, and select Create.
    • The Create Top Container window will pop up. Fill out the Container Type and Indicator.
      • from the Container Type dropdown menu, usually select Box.
      • Indicator is a usually a number.
        • Example: Box (Container Type); 1 (Indicator). It will read in the Resource Record as: Box 1.
      • Click the blue Create and Link to Top Container button.
  4. Select the correct Child Type from the dropdown.
    • If the Top Container is a box, the best practice is to select Folder from this list (other forms from these options are acceptable.)
    • Child Indicator is again a numerical value.
      • Example: Folder (Child Type); 54 (Child Indicator). It will read in the Resource Record as: Folder 54.
  5. Continue these steps until all container instances in the collection are entered.
  6. Save the Resource.
  7. To add locations, see Labeling and Shelving.

Use the ArchivesSpace Spreadsheet Template to complete the Series, Sub-Series, and Item level portions of the collection record.

Composing a Collection Description ArchivesSpace Spreadsheet