ArchivesSpace Spreadsheet

Updated 04-10-2026

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Physical Collections

Use the ArchiveSpace Spreadsheet Upload Template to create the metadata needed to build the collection’s finding aid. The template is located in SharePoint > spec > Collections > Processed Collections > Finding Aid Files > AS_spreadsheet_template.xlsx

Rather than beginning to work in the template, you’ll want to make a copy by using Save As to the proper file location. To save properly, follow this pile path: Share Point > spec > Collections > Processed Collections > Finding Aid Files > choose the group you’re adding to > add a folder with your collections identifier (ex: MG 571).

Fields in the spreadsheet template that are colored RED are required fields. This template is usually used for collections that are more than one box. Alternately, small collections can be added manually in ArchivesSpace.

Below are basic notes on completing the spreadsheet.

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.
Title	Yes	This is the title of the series, subseries, folder, or item. In most cases, the first line of the spread sheet will be a series entry.	Series I: Personal papers; Sub-series I: College notes; Chemistry course notes
Hierarchical Relationship	Yes	This is how nesting is created within finding aid records. Generally the Series entry will be 1, the sub-series will be 2, and the folder will be 3. If no sub-series, then the folder will be 2.
Description Level	Yes	This is a controlled field and you must choose one of the preset options – Class, Collection, File, Fonds, Item, Other Level, Records Group, Series, Sub-Fonds, Sub-Group, Sub-Series. The most common are Series, Sub-Series, and File.

Example 1:

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Example 2:

Field	Required	Content	Examples
Date Label	Yes	Usually creation date of materials is selected. Type Creation. A brochure from 1995 4-H conference, label is Creation.
Date Begin	Yes	Must be written in YYYY-MM-DD, YYYY-MM, or YYYY. Spreadsheet cell should be formatted as text to avoid issues.	1995-05-18 ; 1987-04 ; 2006
Date End	Optional	If there is a date range for the materials fill in both the begin date AND the end date fields. Must be written in YYYY-MM-DD, YYYY-MM, or YYYY. If using single date, do not include an end date.	Begin: 1995; End: 2006
Date Type	Yes	If one date known, select single. If date range known, select inclusive (most common). Bulk can be selected if most material comes from one date over another.	Materials are from 1955-1995, so inclusive.
Date Expression	Yes	If dates known, write them out here. Note formatting. If using months and days, use “Month Year” or “Day Month Year” order. Spell out the month.	Date range is from 1995-01 to 1998-06, then written is January 1995 - June 1998; Date is 2008-09-15 then 15 September 2008.
Extent Portion	Optional	Generally this will be “whole” though “part” is also an option. “Part” is common in hybrid physical-digital collections.
Extent Number	Yes	Numerical expression of material.	A folder contains 45 negatives: Extent Portion whole, Extent Number 45.
Extent type	Yes	Frequently the type is “folder” and the extent is “item” or “items” when you are cataloging at the folder level. Other examples of extent types include items, cassettes, megabytes, photographic prints, reels, volumes, pages.
Physical Details	Optional	A brief description of materials. This will appear in the finding aid and helps researchers know if the folder contains something they might be looking for. Include details that assist with discovery but be succinct.	Files that are negatives and in bad condition: b&w negatives (poor condition)
Container Instance Type	Yes	This is often “Mixed Materials” for a general manuscript collection, but could also be Books, Audio, Computer Disks, Maps, Realia, Microform, etc.
Top Container Type	Yes	Generally this will be “Box,” but could also be Drawer, Reel, Case, Frame, etc.
Tope Container [indicator]	Yes	This is the box (or drawer) number.
Child Type	Optional	Generally this will be “Folder,” but could also be Carton, Reel, Frame, etc.
Child indicator	Optional	This is the folder number. Folders can be numbered in one of two ways: Every folder has a unique number, starting with 1 and going as high as needed, OR every box starts with folder 1. Whichever you choose, stay consistent through the collection. Older collections may restart numbering with each box, but this is no longer current practice.

This is all the basic information needed to create a container list in ArchivesSpace and thus a finding aid in Archives West. If there are digital objects that can be linked to the finding aid, use columns BA and BB. Note that digital object titles cannot have quotation marks.

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Born-Digital and Hybrid Collections

Under construction

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Upload to ArchivesSpace

To upload a completed spreadsheet:

• In ArchivesSpace, search for the correct Resource Record and click the Edit button (right of the record title and date range)

• Click Load Via Spreadsheet.

• Click Select File and find the spreadsheet you created.
• Click Import from Spreadsheet. A new browser window will pop up as the spreadsheet and information gets loaded in.

• Here is where you will see whether the spreadsheet has any errors. If import has no errors, click Refresh Page then exit the import browser window. If errors occur, consult a colleague.

• The browse that has the Load Spreadsheet window still open. On the right hand side click Close.
  • The Series, Sub-Series, and Items from the spreadsheet should populate.