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Archivists' Toolkit Training-Resources, Digital Objects, and Reports
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Archivists' Toolkit Training-Resources, Digital Objects, and Reports


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These are my notes covering the basics of creating resource records and running basic reports. Since I'm still working on the details of Digital Object records for our local practice, there are only a …

These are my notes covering the basics of creating resource records and running basic reports. Since I'm still working on the details of Digital Object records for our local practice, there are only a couple of basic slides.
Please note: these were produced for informal, in-house training and reflect local practices.

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  • 1. Archivists’ Toolkit Training
    Resource Records, Digital Object Records, Reports, & Common Customizations
  • 2. Creating Resource Records from Scratch
    Some fields will have default text which can be altered
    Basic Description
    Names & Subjects
    Notes Etc. & Deaccessions
    Finding Aid Data
  • 3. Basic Description
    Required Fields
    Date (Expression or Begin/End)
    Resource Identifier (Ms or RG number)
    Adding a work of art or artifact? The Resource Identifier should begin with Art or Artifact, respectively
    Extent Number/Type
  • 4. Basic Description
    Optional Fields
    Linked Accession Record
    This can only be done from the Accession
    Content Summary
    Restrictions Apply checkbox
    What’s this “Wrap in tag…” thing?
    For <title>, <emph>, <extref>, and dates, and names or subjects not linked to the collection via the Names & Subjects tab
    Use title AND href attributes in <extref>
  • 5. Names & Subjects
    Not required by AT butplease link
    AT LEAST one creator, if possible
    Any Local subjects
    Do NOT link any names as “Source”
    The same name may be linked with multiple functions (i.e. a creator can also be a subject)
  • 6. Notes Etc. & Deaccessions
    AT allows the use of 29 different notes
    For Spec purposes
    9are required
    Another 9 are used to varying degrees of frequency
    Can use any of the other 11 you want
    Should be ordered in the Resource Record before export to save time and sanity!
    Deaccession notes can be added for processed collections that are removed from Spec
  • 7. Notes Etc. & Deaccessions
    Some notes will have default text used in our finding aid format, including note labels
    I.e. Access Restrictions contains “This collection is open for research.”
    This text can be altered as needed
    Only note not pre-labeled is the Biog/Hist, since this is determined on a case-by-case basis
    To create paragraphs in a note, hit the Enter key twice
    AT lists (multi-part notes) are not compatible with VH—please use paragraphs instead
  • 8. Commonly Used Note Order
    Access Restriction
    Use Restriction
    Preferred Citation
    Acquisition Information
    Alternative Form Available
    Processing Information
    Biographical/Historical Information
    Scope and Content
    Existence and Location of Originals
    Other Finding Aids
    Related Materials
    Separated Materials
  • 9. Creating Resource Records from Accession Records
    Certain fields will be automatically populated
    Can edit text in any populated field—this will only affect the Resource Record
    Be sure to remove any names linked as “Source”
    Fill in other fields
  • 10. Creating Resource Records from Accession Records
    Directly mapped fields
    Extent Number
    Extent Measurement
    Container Summary
    Date (Expression, Begin, End, Bulk Begin, Bulk End)
    Names & Subjects
    Restrictions Apply (Checkbox)
  • 11. Creating Resource Records from Accession Records
    Indirectly mapped fields
    DescriptionScope and Content
    Condition NoteGeneral Physical Description
    Access Restriction NoteConditions Governing Access Note (Access Restrictions)
    Use Restriction NoteConditions Governing Use Note (Use Restrictions)
    Accession NumberAccession Number Linked
    TitleAccession Linked
  • 12. Components <c0#>
    Made up of two parts:
    Information about the resource (box, folder, item, etc.), aka the <unittitle> and <unitdate> tags
    Information about the housing , aka the <container> tag
    Called an “instance” in AT
  • 13. Components <c0#>
    If you only have a few components to add, this can be done one at a time
    Can be rearranged via drop & drag
    Required Fields
    Component Level
    Component Date (Expression or Begin/End) OR Component Title—Use both whenever possible
    Instance (we’ll come back to this)
  • 14. Components <c0#>
    Optional fields
    Everything else, including Names, Subjects, and Notes!
    Do not duplicate Names or Subjects already linked to the top-level record—otherwise they appear multiple times in exported files
    Do not add restrictions at the component level—if a series, folder, item, etc., is restricted, note it at the collection level
  • 15. Instances <container>
    Contain information about the housing of a component (Box, Box-folder, Folder, etc.)
    Contain information about the numbered part of the component organization (5, 13-6, etc.)
    Can be tied to locations individually
  • 16. Analog Instances <container>
    Select component; add instance
    Select type; select container type 1
    Enter container 1 indicator
    Add container 2 info if needed
    Save or +1
  • 17. Digital Instances <container>
    Select “digital object link”
    Filter for DO and link
    If you need to create the DO Record, select “digital object”
    Opens a new Digital Object Record
    Automatically links to Resource Record when completed
  • 18. Rapid Data Entry
    For when you have multiple components and instances at one or more levels
    Allows you to add component and instance information at the same time
    Is customizable for different levels
    i.e. use one configuration to add multiple series,
    use a second configuration for the folder list in each series, etc.
  • 19. Rapid Data Entry
    Select configuration OR go to Setup/Configure Rapid Data Entry
    You may use an existing one and not fill in all fields
    Required fields
    Title OR Date (use both whenever possible)
    Use +1 button to continue adding components. Use “OK” button when you are done
  • 20. Rapid Data Entry
    A few notes
    If component has a title and date, add a comma after the title
    If the component has a title only, add a period after the title
    If adding a series of components that have shared characteristics, you can make fields “stick” (ctrl + click on field name—field name text will turn red)
    Cannot use “Wrap in tag…” so you either have to hard code <title>, <emph>, <extref>, etc., data OR go back to components after you’ve finished with Rapid Data Entry
    If you hard code an <extref> use href AND title attributes
  • 21. Linking Instances and Locations
    Ties each individual instance to its own location
    Can easily link multiple instances to a single location
    Can easily change links from one location to another
  • 22. Linking Instances and Locations
    Link Location
    Manage locations
    Select container(s) and filter for location
    “Add location link”
    Change Location
    Select container(s) and filter for new location
    “Add location link”
    Remove Location Link
  • 23. Finding Aid Data
    Last tab to complete before exporting EAD, MARC, or other records
    Required Fields
    EAD FA Unique Identifier
    EAD FA Location
    Finding Aid Title
    Finding Aid Subtitle
    Finding Aid Filing Title
    Finding Aid Date
    Language of Finding Aid
    Finding Aid Status
  • 24. Finding Aid Data
    Can also return to a collection and record revisions made
    Default text cannot be set for these fields, so refer to the manual for Finding Aid Title/Subtitle/Date text
  • 25. Searching Resource Records
    Basic Searching
    Searches fields listed in drop-down
    Dates must be in correct format
    Search by Linked Record
    Choose whether or not to search components
    Accession Number
    Note Text (free text in any note field)
    Instance Type
  • 26. Resource Record Reports and Exports
    Finding Aid
    Other Resource Record reports
    Resources and linked names/subjects
    Resources and linked digital objects
    Resources with restrictions
    Resources and locations
  • 27. Printing/Saving Resource Records
    Resource Record
    Print/Preview OR Select Output/Save
    Finding Aid
    Internal only?
    Include DAOs?
    Do NOT “Use Digital Object ID as href”
    Select PDF or HTML
    May take several minutes, depending on size of collection
    Samples on desktop (but files were overwritten so these aren’t customized)
  • 28. Finished with a Resource Record?
    Go to the related Accession Record(s)
    Change the status to “processed”
    Check the processed checkbox
    Put the date in the “Processed Date” field
    If not already done, link the Accession(s) to the new Resource Record
    Tell Kira! (I’m the temporary XLST that gets your finding aid from AT to Virginia Heritage)
  • 29. Digital Object Records
    Required Fields
    Digital Object ID (this is for the WHOLE Digital Object, not a single part of it)
    Select Object Type
    Digital Object ID
    MS number if single item
    MS number+identifier (date or number) if multiple items
  • 30. Digital Object Records
    Do NOT add Names & Subjects that are already tied to the Resource Record
    For single item, add file version
    Link to location in URI field
    Select appropriate Use Statement
    Leave actuate and show empty—set at top-level
    For multiple items, treat each item as a component
  • 31. Common Customizations
    Configuring the Font
    Configuring Rapid Data Entry Screens
    Editing Lookup Lists