Archivists’ Toolkit Review<br />Name, Subject, Accession, Deaccession, and Location Records, <br />
Updated Manuals<br />Where to find them:<br />Your email inbox!<br />Located in the FORMS_PROCEDURES folder of the shared ...
Name Records<br />Creating Corporate Names, Persons, and Family Names (CPF) from the Names module<br />Non-Preferred Forms...
Subject Records<br />Creating Subject Records from the Subject module<br />Add “Diaries” as Topical Term<br />Filtering an...
Merging Duplicate Records<br />Select the record you want to KEEP; the other record will be merged into this one<br />Merg...
Deleting Name or Subject Records<br />Delete any links between a Name or Subject and an Accession, Resource, and/or Digita...
Accession Records: Types<br />Manuscript and University Archives Materials<br />Additions to Art Holdings, Maps, Photograp...
Accession Records: Tabs & Fields<br />Basic Information<br />Accession Note<br />User Defined Fields<br />Names & Subjects...
Accession Records: After Creation<br />Filtering and Searching<br />Viewing and Editing <br />Printing and Saving a Report...
Deaccessions<br /><ul><li>Should be added to the type of record based on the processing status at the time of deaccession<...
Location Records<br />Unlikely you’ll need to add Location Records often, but just in case…<br />Creating Location Records...
Getting Help!<br />Ask Kira<br />Please! I’m happy to answer any and all questions<br />In-house Processing and AT manuals...
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Archivists' Toolkit Training-Names, Subjects, and Accessions Review

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I didn't create slides for initial in-house training, but I did write a short presentation to review these types of records. At least it gives an idea of the information I went over the first time!
Please note: these were produced for informal, in-house training and reflect local practices.

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Archivists' Toolkit Training-Names, Subjects, and Accessions Review

  1. 1. Archivists’ Toolkit Review<br />Name, Subject, Accession, Deaccession, and Location Records, <br />
  2. 2. Updated Manuals<br />Where to find them:<br />Your email inbox!<br />Located in the FORMS_PROCEDURES folder of the shared drive!<br />In the blue binder next to the CPU at the Reference Desk!<br />Updates to the Processing manual incorporate the use of AT<br />Updates to the AT manual include info on creating notes for Resource Records and new appendices (how exciting!)<br />
  3. 3. Name Records<br />Creating Corporate Names, Persons, and Family Names (CPF) from the Names module<br />Non-Preferred Forms (ex. Black)<br />Filtering and Searching Name Records<br />Viewing and Editing Name Records<br />Adding notes (ex. Apfelbaum)<br />Name Reports<br />
  4. 4. Subject Records<br />Creating Subject Records from the Subject module<br />Add “Diaries” as Topical Term<br />Filtering and Searching Subject Records<br />Viewing and Editing Subject Records<br />Local Subject Headings<br />Subject Reports<br />
  5. 5. Merging Duplicate Records<br />Select the record you want to KEEP; the other record will be merged into this one<br />Merge Dietz Names<br />You can merge WITHOUT breaking links between Name or Subject Records and Accession, Resource, or Digital Object Records<br />AT will alter the links to other types of records automatically<br />
  6. 6. Deleting Name or Subject Records<br />Delete any links between a Name or Subject and an Accession, Resource, and/or Digital Object Record BEFORE deleting<br />AT will confirm that you want to delete a record; be sure that you do, otherwise you’ll get to recreate it!<br />Delete “Diaries” as 650<br />
  7. 7. Accession Records: Types<br />Manuscript and University Archives Materials<br />Additions to Art Holdings, Maps, Photographs, and Vertical Files<br />Published Materials<br />Tracking them through cataloging<br />
  8. 8. Accession Records: Tabs & Fields<br />Basic Information<br />Accession Note<br />User Defined Fields<br />Names & Subjects<br />Creating Name and Subject Records “on the fly”<br />Acknowledgements, Restrictions, & Processing Tasks<br />Creating Location Records “on the fly”<br />
  9. 9. Accession Records: After Creation<br />Filtering and Searching<br />Viewing and Editing <br />Printing and Saving a Report for a Single Record and for Multiple Records<br />Always preview or save reports before printing—AT produces often-extraneous title pages. The trees will thank you!<br />
  10. 10. Deaccessions<br /><ul><li>Should be added to the type of record based on the processing status at the time of deaccession</li></ul>Adding a Deaccession to an Accession Record<br />Can also be added to Resource Records<br />Searching Deaccessions<br />Can search Deaccessions linked to Accession Records or Resources Records, but not both at once<br />
  11. 11. Location Records<br />Unlikely you’ll need to add Location Records often, but just in case…<br />Creating Location Records<br />Editing Location Records<br />Deleting Location Records v. Removing a Link to a Location<br />Creating Location Reports<br />
  12. 12. Getting Help!<br />Ask Kira<br />Please! I’m happy to answer any and all questions<br />In-house Processing and AT manuals<br />AT manual will walk you through the steps for most tasks you will be completing<br />Online<br />If all else fails, there is a searchable forum/help at http://archiviststoolkit.org/forum<br />The full AT manual is online at http://archiviststoolkit.org/support<br />

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