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 couple of basic slides.
Please note: these were produced for informal, in-house training and reflect local practices.

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

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