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External Documents Section (CAAIS 4.5)
The Digital Control Files are organized by collection ID and in One Drive under in the DDC Digital Control Files folder at this link https://mitprod.sharepoint.com/sites/libraries/ddc/. File names for documents in these folders contain the accession number they pertain to followed by the type of document, e.g. 2019-006_donor_correspondence.pdf. If multiple accessions are associated with a particular collection, there will be subfolders for each accession number within the folder for the collection ID.
- Link to the following types of documents from the Digital Control Files:
- Transfer form (for MIT records)
- Donor agreement form (for one-off manuscript donations)
- Deed of gift form (for larger and/or more complex manuscript donations)
- Email correspondence with the donor
- DDC email correspondence about the accession
- Inventories from the donor
- Surveys or processing plans created by DDC staff
- Notes and photographs from site visits to a donor’s home or office
- Add a new external document by clicking the Add External Document button
- Title: Name of the document or collection of documents without the underscores or file extension
- Examples:
- 2019-006 donor correspondence (if linking to specific document)
- 2018-023 documentation (if linking to subfolder for the accession that contains all of the relevant documentation)
- Examples:
- Location: Select the folder or document which you want to link to and click the copy link button at the top of the page, you can then paste in the link to the location field in ArchivesSpace
- Publish?: Leave unchecked
- Title: Name of the document or collection of documents without the underscores or file extension
Instances Section
This section is only required for accessions when it contains digital material. The instance allows us to track the location of the digital files through the accessioning and processing procedures. For digital materials, this is the “archivalstore” where the preservation files are located.
- Type: Use the instance type appropriate for the instance (Textual Materials for email correspondence, etc.). If there is a mix, use Mixed Materials.
- Top Container: Click the down arrow at the end of the input field and select “create”
- Container type: choose “archivalstore”
- Indicator: choose the package name that was created in the digital transfer steps (for instance 2017_082acc)
- Click “Add location” and choose the location where the files are stored at present:
- DIG, Submission [directory: unspecified] - general submission area
- DIG, Submission [directory: Transfer] - the Archivematica transfer folder within the submission folder
- DIG, Ingest [directory: amTransferBacklog] - the folder where files are stored when in the Archivematica Transfer Backlog
- DIG, AIPStoreA [directory: unspecified] - the digital preservation storage area where the files will be stored once processed through Archivematica
- Click “Create and Link to Top Container”
- As you move through the digital processing workflow, you should update the location of the container.
- When updating the location once the material is stored in digital preservation storage (i.e. AIPStoreA), change the indicator field to match the name of its base folder in storage, this will be a combination of [AIP name]-[UUID]. The UUID can be found by looking at the archival storage tab in Archivematica or by going to the folder in AIPStoreA.
- For example: 2020_030acc-be76a2c3-52aa-4bd1-a232-081a1dc83d65
- For materials that were processed as an Archival Information Collection (AIC), you will need to do two things:
- edit your original container to reflect information about the AIC using the guidance described above (this container should only be linked to the accession record).
- One slight change is that in front of the information in the indicator field you should also add, “AIC#” with no spaces for example: AIC#2020_036acc-e919211d-af15-4d6c-972e-343274b25c11
- Add containers for each AIP within the AIC, this should follow the guidance above. For instance one of the container indicators should be something like “2020_036_001-8a39848f-4d8d-4b8c-ab62-baa3d0e605a5” and so on.
- edit your original container to reflect information about the AIC using the guidance described above (this container should only be linked to the accession record).
- When updating the location once the material is stored in digital preservation storage (i.e. AIPStoreA), change the indicator field to match the name of its base folder in storage, this will be a combination of [AIP name]-[UUID]. The UUID can be found by looking at the archival storage tab in Archivematica or by going to the folder in AIPStoreA.
Deaccessions Section
This section is only required if materials from the accession were returned to a donor, transferred to another institution, or destroyed/recycled after they went through the accessioning procedures, requiring the alteration of finding aids or other public description. This section is not required if materials are weeded or found to be out of scope during accessioning; these separations can be noted in the Disposition Note in the Basic Information section. Multiple deaccessions can be recorded for a single accession record.