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- A description of where materials from the accession were placed, including specific box numbers when applicable. If materials from the accession end up in more than one collection/location, this should be made clear in the description. This field should also be used to note any separated materials that were returned to the donor, transferred to another institution, or destroyed/recycled during the accessioning process. (Use the Deaccessions Section (fix link) to note any separations made after the materials went through the accessioning process and were made available to researchers.)
- Examples:
- Created new collection (MC-0123)
- Added to AC-0123 as Boxes 5-6; approximately 1 cubic foot of publications determined out of scope and returned to donor
- Added to Box 10 of MC-0456; duplicate material consisting of reprints and unmarked articles by others weeded and recycled
- Created new series (Series 4: Alumni Association of New England); deleted 11 emails containing SSNs or credit card numbers
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- The source from which DDC acquired the materials and the method of acquisition, including specific software used to acquire digital content. There should be an Agent Record for any individuals named here as donors or facilitators of records transfers (“sources”) in the Agent Links (fix link) section. When the provenance is unknown, state “There is no documentation concerning the provenance of these materials.”
- Examples:
- Shipped to DDC by Jane Doe, Jr., daughter of Jane Doe, Sr.
- Annual transfer of boxes sent to DDC by office manager Pam Beesly
- Email ingested through ePADD and then transferred to DDC submission storage
- Paper records packed and picked up by Kari Smith on November 1; digital files on external USB drive received from donor on November 7
- Transferred using the Archives Transfer Tool
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- All records should have a minimum of one agent record linked for the creator and one agent record linked for the source, but some accessions may have multiple creators or sources. If the source or creator is not known, choose the “Unknown” agent. Add a new agent by clicking the Add Agent button (this must be repeated when adding another agent).
- Role: Choose either “Creator” or “Source”
- Agents: Choose from the available agent records or create your own. Instructions for creating agent records can be found in the Appendix. (fix link)
Related Resources Section
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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 (fix link) in the Basic Information section. Multiple deaccessions can be recorded for a single accession record.
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To create an Event that is automatically attached to an accession record, you must first save the accession record and then go back to view/edit the record. There will be an option in the top right corner of the accession record to add an Event and choose the Event type. You can also create Events directly from the main Create drop down menu, but then you will need to link the Event to the relevant accession record in the Record Links section. (link)
Agreement Received
For collections that require a deed of gift, use to indicate that DDC has received two signed copies of the deed of gift from the donor(s)
- Outcome: Pass if signed copies of the deed of gift have been received; Pending if the deed of gift has been sent to the donor(s) but signed copies have not yet been received (update when deed of gift is received)
- Outcome Note: Use to briefly explain circumstances that may be delaying receipt of the signed deed of gift if known, e.g. Donor traveling internationally
- Date/Time
- Date Specifier: Date Subrecord
- Label: Event
- Date Type: Single; use the calendar feature to select the exact date (in YYYY-MM-DD format) when the deed of gift was signed by the donor(s); if the signed copies have not yet been received, use date when the deed of gift was sent (update when deed of gift is received)
- Agent Links
- Role: Authorizer
- Agent: Use the Agent search box to link the Agent Record for the donor to the event. See Appendix (fix link) for instructions on creating an Agent Record if you haven’t already done so. You can add another Agent Record if more than one person signed the deed of gift by clicking on the Add Agent Link button.
- Role: Authorizer
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- Outcome: Pass if the ingest was successful. If outcome is otherwise, we will not record failures and will try again until successful
- Date/Time specifier: UTC Timestamp
- UTC Timestamp: You can find this under the “Archival Storage” tab in the Archivematica dashboard. The details of the relevant AIP will have a “Date stored” column, copy that into ArchivesSpace
- Agent Links: There should be two agents
- Role: Implementer, Agent: Your Name
- Role: Executing Program, Agent: Archivematica [version number]. If there is a new version of Archivematica, create a new software agent (see creating agent records below) (link). The version number can be found in the Archivematica dashboard under the Administration tab and then by clicking on the Version section on the left-hand side of the screen.
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- Dates of Existence: Complete if known. See Dates Section (fix link) for further instructions.
- Authority ID: For established names, this should be the VIAF permalink. Leave blank if it’s a local name.
- Source (required): If the name is established, select “Virtual International Authority File (VIAF).” If the name is not established, select “Local sources.”
- Rules (required): If the name is established, select “Resource Description and Access.” If the name is local, select “Describing Archives: A Content Standard.”
- Name Order (required): This is set to Indirect by default
- Primary Part of Name (required): Person’s last name or surname
- Rest of Name (required): Forename and additional names
- Qualifier: For alumni, enter class year, e.g. Class of 1987
- Contact Details (required for sources): This section is required if you are creating an agent record for a Source (a donor or the person responsible for a transfer of records). The contact name (full name in natural order), mailing address, and email are required; phone number(s) should be added if known.
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- Dates of Existence: Complete if known. See Dates Section (fix link) for further instructions.
- Authority ID: For established entities, this should be the VIAF permalink. Leave blank if it’s a local entity.
- Source (required): If the entity is established, select “Virtual International Authority File (VIAF).” If the entity is not established, select “Local sources.”
- Rules (required): If the entity is established, select “Resource Description and Access.” If the entity is not established, select “Describing Archives: A Content Standard.”
- Primary Part of Name (required): The foremost part of an entity’s name. For MIT administrative offices, academic programs, and research labs and centers, the primary part of name is “Massachusetts Institute of Technology.”
- Subordinate Name 1 (required): A hierarchical unit within the corporate entity named in the Primary Part of Name field, e.g. School of Engineering
- Subordinate Name 2: A hierarchical unit within the corporate entity named in the Subordinate Name 1 field, e.g. Biological Engineering Department
- For established entities, these formatting rules override the established formatting in VIAF. For example, the MIT Sloan School of Management should be formatted as shown in the ArchivesSpace screenshot below, even though this differs from the established version in VIAF. However, the VIAF permalink should still be included as the Authority ID for established entities, unless the VIAF formatting is so different from DDC’s standard formatting that it’s uncertain if they represent the same entity.
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