Worksheets

Updated 04-10-2026

These worksheets are located on SharePoint under libspec files. These should be filled out during processing.

Both worksheets were adapted from documents of the same name created by the University of Florida.

The information in these worksheets will be transferred to the ArchivesSpace Resource Record. While it is possible to enter information directly into ArchivesSpace, using the worksheets creates a better paper trail and allows for spellchecking.

Processing Worksheet

Processing Worksheet information will come either from Spec staff/faculty or will be gathered from your collection as you process it.

  • Collection Name/Accession Number(s): The name of the collection, often based on the names of the accession(s) it is created from.
  • Processor(s): Name of the processor (you)
  • Date started: When you started working on the collection
  • Date completed: When you finished working on the collection
  • Extent pre-processing: How many boxes did you start with?
  • Extent post-processing: How many boxes do you have after processing?
  • Did a usable order exist?: Yes or No
  • Existing descriptive documents: Was there an existing inventory at the start?
  • Resource/Group Number (UG/MG/PG): Assigned number from the List of All Collections[]

Other fields should have descriptive notes or questions to think about.

Finding Aid Worksheet

The information on this sheet will be used for the Finding Aid. Some information is repetitive from the Processing Worksheet.

  • Collection Title: Name of the collection
  • Creator: Name of person or organization that generated the materials
  • Dates (inclusive/bulk): Date range of the materials in the collection
  • Extent: Final number of boxes after processing
  • Collection number: MG/UG/PG/IJC MG (number assigned from the List of Processed Collections)
  • Accession Number(s): Accession(s) the collection was created from
  • Finding aid author: Your name
  • Processing dates: When you started and finished working on the collection

Required Notes

  • Biographical/Historical Note: Include historical context or biographical context about the collection. See Composing a Collection Description for more information about filling in this field.
  • Scope and Contents note: Type of records included in the collection and topics/subjects covered in those records.
  • Abstract: 2-3 sentence description of the collection. This will serve as the Summary section on Archives West.
  • Arrangement: Note whether the collection has retained its original order or if there was an archivist intervention. What choices did you make regarding arrangement and why?
  • Agent/Subject terms: List important names and keywords.
  • Processing notes: Brief description of actions taken during processing that have an impact on use or content of the collection. For example, this note might explain the reasons for an unusual arrangement or describe sampling techniques used during acquisition or processing.

Additional/Optional Notes (Optional but highly encouraged)

  • Conditions Governing Access: Inform researchers about accessing physical and digital materials.
  • Provenance/Acquisition note: Where did the materials come from, and how did they end up in Spec?
  • Languages: Note languages (other than English) represented in the collection.
  • Bibliography: Links/citations for research related to the collection, especially during composition of the Biographical/Historical note.
  • Related Materials: Other collections related to the collection (link to Archives West finding aid)
  • Immediate Source of Acquisition: Who donated/transferred the materials to Spec?
  • Additional Notes: What other information is important to know about the collection?
Composing a Collection Description Rehousing and Arrangement