Archivists’ Toolkit Training

Resource Records, Digital Object Records, Reports, & Common Customizations

Creating Resource Records from Scratch

Some fields will have default text which can be altered

Tabs Basic Description Names & Subjects Notes Etc. & Deaccessions Finding Aid Data

Basic Description Required Fields

Level Title Date (Expression or Begin/End) Language 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

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>

Names & Subjects Not required by AT but please 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)

Notes Etc. & Deaccessions AT allows the use of 29 different notes For Spec purposes

9 are 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

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

Commonly Used Note Order Location Language(s) Abstract Access Restriction Use Restriction Preferred Citation Acquisition Information Alternative Form Available Accruals Processing Information Biographical/Historical Information Scope and Content Arrangement Bibliography Existence and Location of Originals Other Finding Aids Related Materials Separated Materials

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

Creating Resource Records from Accession Records

Directly mapped fields Title Extent Number Extent Measurement Container Summary Date (Expression, Begin, End, Bulk Begin, Bulk End) Names & Subjects Restrictions Apply (Checkbox) Repository

Creating Resource Records from Accession Records

Indirectly mapped fields DescriptionScope and Content Condition NoteGeneral Physical Description Access Restriction NoteConditions Governing

Access Note (Access Restrictions) Use Restriction NoteConditions Governing Use

Note (Use Restrictions) Accession NumberAccession Number Linked TitleAccession Linked

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

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)

Components <c0#> Optional fields

Everything else, including Names, Subjects, and Notes!

HOWEVER 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

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

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

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

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.

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 Level Title OR Date (use both whenever possible)

Use +1 button to continue adding components. Use “OK” button when you are done

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

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

Linking Instances and Locations Link Location

Manage locations Select container(s) and filter for location “Add location link” Repeat

Change Location Select container(s) and filter for new location “Add location link”

Remove Location Link

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 Author Language of Finding Aid Finding Aid Status

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

Searching Resource Records Filtering 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

Name Subject Location Deaccession Accession Number Note Text (free text in any note field) Instance Type

Resource Record Reports and Exports

EAD MARC Finding Aid Other Resource Record reports

Resources and linked names/subjects Resources and linked digital objects Resources with restrictions Resources and locations

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)

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)

Digital Object Records Required Fields

Title 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

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

Common Customizations Configuring the Font Configuring Rapid Data Entry Screens Editing Lookup Lists