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Archivists` Toolkit Manual

1. E Howard Clock Compan EAD Dao Show Language Code 7 Repository ACAH Change Repository Archivists Toolkit Manual Page 34 5 Adda File Version Record a SINGLE file version unless you are specifically intending to deliver multiple versions of the same content to users i e you want to provide both a tiff and a jpeg This is extremely rare and not standard practice at Sl File versions are for recording the URI and the intended use of the digital content file s File versions should be equivalent in respect to content in the way a tiff and jpeg can be different versions of the same image In most cases you will add a single file version to the digital object record as pictured For example a file version for a single image or to a slideshow In some cases you may want to create complex digital objects by adding Child nodes The top level record would not have a file version in that case Instead each Child node would have a file version URI for an individual diary page for example This helps you control page order for multi page diaries This will be more common in legacy data or older scanning projects More recent processing will likely benefit from organizing material in DAMS folders and create a single level Digital Object for that dynamic slideshow URI Consult with DAMS team members for guidance e Select Add File Version Digital Object Record 10f2 Title Volume 3 Basic Information Names amp Sub
2. the EAD lt head gt 3 Optional create a note a one paragraph introduction 4 Then add index items Item Value and Type are required Types are usually Subject Title Persname Corpname or Famnme Name is also an option See the EAD tag librar for more information http www loc gov ead tglib elements Archivists Toolkit Manual Page 57 es O Index Items Item Value Item Type Reference Reference Text BS eS S 218 g First Previous Next Last Cancel OK 1 5 Add optional fields a Reference use this if you want to provide an internal link Select your target from the dropdown list The reference options available to you will be any of the notes and any of the described components within the same finding aid b Reference Text use this to describe the target destination Example 1 No internal Linking An index includes an entry for Bartleby with a textual reference to Lot 13105 In this case you won t be providing any internal links just a textual note To do that put Bartleby in the mandatory Item Value field You then need to select an Item Type since that field is also mandatory In this case we ll select name since it is one of the most generic options available and we don t know if Bartleby is a person corporation geogname or title Name is a fine generic option Since we re not providing an internal link skip the Reference field Finally just add Lot
3. Measuremen Note Content Type your note here mal Child Si MARC Created Nov 28 2011 by ad __ i EEEE wie 6 Write your note in the large text box Archivists Toolkit Manual Page 25 e Leave a full blank line between paragraphs e Leave the Note Label blank unless you are describing a collection with multiple languages and require a second Language of Materials In that case you will enter facet in the Note Label See Appendix B Notes 18 Language of Materials Note See also Language Code instructions in the Basic Information Tab 7 When you are finished click OK The Notes screen will automatically close You will then see your note listed in the gray box Afl Archivists Toolkit 2 0 0 update 12 File Import Setup Reports Tools Help Filter search results E Resources Resources Title Collection title Digital Objects Bap AAA 0001 Collection title Basic Information Names amp Subjects Notes Etc amp Deaccessions Finding Aid Data E Business records _ Eb Subseries 1 Title of folder one Financial records Correspondence sl Resource Identifie Type your note here i Remove Note etc Deaccessions J eaccessionDate Extent O Extent Measurement Add Deaccession Remove Deaccession gs m Delete a Manage a wi GR Door co Bem Bs Sibling EP AY Component Location
4. Import EAD P Export EAD Export DC pe Export MODS 3 Adjust your Save settings Savein MDesktop J e e Select Suppress internal if needed If in doubt a Recent Items Kirstin ear meaner ee i use this option to prevent audience internal NOS information from becoming visible to users J Use Digital Object ID as HREF e Select Include DAO if you want to include Digital My Documents Objects in your finding aid J y g 1 e If exporting multiple EAD AT will provide filenames If exporting a single file you need to type in the filename Avoid special characters and spaces e Save EAD to your desktop or other convenient location File name Type_File Name_Here Files of type xmi tiles Cancel Remember Do not use the Export EAD button in your resources window and or AT menu bar If you forget your EAD will export but it will not include any dates or physical description ia FEYTE wants laj xi Fetter search results _ eSources Resource identifie Digital Objects 2 Basic information ames amp Subjects Notes Etc amp Deaccessions Finding aid Data Level collection Resource identifier Aaa Jooos Other Leve I Accessions linked to this Resource ID Tite Collection title a z z wrap in tag x Physical tion as Container Surmmety Bete neplay E Z0 box aj 1900 2000 j 8 34 Line near feet j Add
5. Smithsonian Institution Archivists Toolkit Manual Smithsonian EAD Users Group Best Practices Working Committee Revision 2015 06 17 Revision 2014 09 01 Revision 2013 06 10 Revision 2012 03 30 Contents FA GONG TON e A ssc E E E E E E E E E E 4 1 Resources Module Getting Started sesseseseessrresssrrresrrerssrrresrrereserressrersseteeserereserressreresrtressreresereessre 5 cl BASIC MTOM O T e E E A E 6 Ee oa E E N T E A E E A A E A 7 1 1 3 Series Subseries and File Item Levels cccccccesseccccesseccceseccccesececsesececeuececeeeceeseusesecsunsess 13 t2 Names amp SUDIECtS TaD ae ccse ite ct teranccsaesensnciecereceesnsteokteceansewaedeeesdncepsdenpestuatateceapunnoecasardecieaceeaed aE 18 LAENE e S ee ere ee 18 e D A A 21 1 3 Notes Etc amp Deaccessions Tab ccessscccccccsseeessecccccessseeesseeccccessaeessseeeeeeessauassseececesssueanseeeeeeeesaags 22 LA THC Ad eer TaD eea a E telvenietiadaisnceGeuaitontgetduiobeedeanwalatucgsaseunsionactact 25 2 Linking Elements ref extref and daO sssssessssreeessrrrrsssrrrressrrrreesrrrrressrrrresssrtrressrtreessrrereeserrrressereresse 28 NEN CY a E E E E TE E E ubereneteass 28 2 2 Bernal MKS SEx E rea E E E E A 29 ZB DE ODECE GAO a RE 30 DA ODASI eo soon E nc E E E E EA E vitae ous E E E E E E ues 30 Creatine Dieital ODJects INAT sosite E a reas 31 Use DAQ TO lMmkto single OD eCie soseer aper A 36 Use DAO to lnk tosldeshoWS erence T 36
6. Subject Term Acoma Indians 695 Type Topical Term 650 m Source Library of Congress Subject Headings lesh Source Library of Congress Subject Headings are preferred Other options should be used in consultation with your cataloging staff Use Local sparingly Note that terms may have imported as ingest Hit OK to save a If you made a mistake and need to edit the entry you will need to close the Resource and open the Subjects module to make changes Your Subject should match the authorized form in Horizon Coordinate any changes with your unit s catalogers With the term highlighted in the Lookup screen click Link to add the subject to your resource Done 1 3 Notes Etc amp Deaccessions Tab Most notes abstract historical note scope and content note conditions governing use etc are added to the collection level record however AT makes it very easy to add notes to any intellectual level you create series subseries files and items As there are a total of 29 different notes that can be added at any level of the archival description the AT Notes are described in more detail in Appendix B AV description is covered in Appendix C At the collection level the following are required or preferred e Abstract Required e Arrangement Required Preferred varies Archivists Toolkit Manual Page 23 e Biographical historical Required e Conditions governing access Required e Condi
7. MINIMAL If there are any audiovisual materials in the collection that do not have access copies include the following statement in a Conditions governing access note Example Use of archival audiovisual recordings with no duplicate access copy requires advance notice 1 1 2 Existence and Location of Copies note MINIMAL Include an Existence and Location of Copies note if there are any access copies analog or digital for any of the audiovisual materials in your collection Examples All of the sound recordings in this collection were digitized for research access in 2009 2010 and are available at the Archives of American Art offices Researchers may view the original reels for the archival notations on them but original reels are not available for playback due to fragility Some of the video and sound recordings in this collection have been copied for research access and are available in the Archives Center 2 Series Description 2 1 Basic Information 2 1 1 Title MINIMAL If the series is entirely composed of AV material name the series by one of the following in order of preference a the formal title of the series if there is one i e Artscene Radio Series or b the genre of the series if the series contains one or two types of recordings i e Interviews or Interviews and Lectures or c the general material designation s for the type of media found i e Sound Recordings Video Recordings and o
8. NULL e Avoid special characters and spaces You won t be able to change the Public Sets folder OCIO will correct for this when extracting DAMS data Do avoid spaces in any other DAMS folder titles though Also amp are especially problematic for EAD Avoid these and other special characters e Mimic the structure of your finding aid components to create sensible and easily identifiable lt dao gt links For example you could organize your folders by Public Sets YourUnit CollectionID Series Box Folder Public Sets YourUnit CollectionID Series Subseries Use DAO to assign a collection level Representative Image The SOVA allows units to display a Representative Image for each collection SOVA will use either e A specific DAO assigned by the unit o Assign a specific Representative Image by creating a lt dao gt at the collection level and setting the Use Statement to Representative Image File Versions a a a a Representative Image httpvids siedu ids deliverSernice id 6305 lt dao ns2 actuate onRequest ns2 show embed ns2 title Oscar Bluemner papers ns2 role Representative Image ns2 href http ids si edu ids deliveryService id AAA blueosca00039 000041 amp amp max 200 gt lt daodesc gt lt p gt Oscar Bluemner papers lt p gt lt daodesc gt lt dao gt e Or if no Representative Image is specified SOVA displays the first DAO image in the EAD file if one is
9. URI http amhistory si edu media NMAH ACO776 07 03 pdf Use Statement Image Service EAD Dao Acutate v EAD Dao Show Open URI In Web Browser BG E AJZ First Previous Next Last Cancel OK TIP If Actuate and Show are blank AT will set those values on EAD export Actuate will be set to onRequest and Show will set to new You can override that behavior if needed by selecting other options from the dropdowns See EAD tag library for more information 6 Save the record by pressing the fmi or buttons at the bottom right corner Additional information AT will help you by copying certain fields from the Resource Module However a repository should modify delete or augment the copied data where needed For example if you wish to give the Digital Object a different title than the resource component you can do so When setting your local unit s practices keep in mind that the EAD export only includes Title Dates Mets Identifier File version URI Use statement EAD Dao Actuate EAD Dao Show Additional fields like Label Object Type do not export to the EAD lt dao gt and have no direct impact on your EAD Archivists Toolkit Manual Page 36 Use DAO to link to single objects Create a single lt dao gt for each link to an individual images video audio pdf and other formats This option is a good fit when linking from the file or item level to an object For example you can include an IDS link for more info
10. inch or footage length for film e g 1200 feet but these are not required If you do list them spell out the dimension label and separate by a comma and a space List gauge first if applicable 3 1 5 Instances MINIMAL As with any AT entries use the Instances to record information about physical housing like box or folder Click on add instance and choose Audio for any sound recording Moving Images for any video recording or motion picture film and Mixed materials if AV is found with other types of materials or if sound and moving image are being described together Archivists Toolkit Manual Page 70 Wrap in tag v Dates Physical Description Container Summary A Remove Description Instance Label _ Internal Only Restrictions Apply Delete Manage FA Export Export In the Add Instance pop up screen there are three levels of containers you can use to indicate the location of the component being described A u we 6 a _ _ Resources Analog Instance Container 1 Type Box Container 1 Indicator 1 Container Barcode Container 2 Type Folder Container 2 Indicator 1 Container 3 Type item Container 3 Indicator 1 Location No location assigned EEEE ZZ First Previous Next Last Cancel OK Use Box Folder Box Folder Item or Box Item for AV media in collections as follows e Use Box Folder for scattered AV items in
11. langmaterial accessrestrict legalstatus physloc materialspec otherfindaid phystech physdesc physfacet prefercite processinfo relatedmaterial scopecontent separatedmaterial Allow multi part notes N Y Page 62 MARC code 520 a 584 kind of 583 351 581 545 506 540 561 300 c 530 535 500 300 541 546 852 254 555 538 300 b 524 538 544 indicator 1 520 544 indicator 0 Archivists Toolkit Manual Page 63 Appendix C AV Description Getting Started These guidelines are designed to help processing archivists describe audiovisual records in collections within EAD and DACS standards in the AT environment The guidelines below aim to address most of the potential questions that can arise with the variety and complexity of AV material For many collections only a small portion of the guidelines will be applicable These recommendations will help you understand what AT fields should be used to record specific kinds of AV information Decisions about the level of detail to include for your collection are best addressed within the context of your specific project and repository needs For example decisions about whether to record dimension information will depend on your unit s needs and resources Should your unit decide to include that level of detail SI s AT Usage group recommends recording dimension data in the Physical Description fields of the Basic Inf
12. which may be a simple object an image or a complex object a multipage diary Digital object component records are for expressing the structure of complex digital objects They may contain as much metadata as you wish to add or metadata that consists of little more than an ID anda file version These are arranged hierarchically in the same way that you re used to working with Resource records and Resource component records To add components use Add Child or Add Sibling What AT fields are recommended for generating lt dao gt in your EAD AT s Digital Object modules allows units to record many fields but know that only certain fields will export to the EAD lt dao gt tag The bulk of your digital asset metadata is managed through systems like the DAMS not AT In AT you are merely creating links to the service files For Sl wide EAD purposes these AT fields are recommended 1 Title 2 Dates Expression and or ISO if available 3 Mets Identifier also called Digital Object Identifier Archivists Toolkit Manual Page 31 4 File Version URI and Use Statement 5 Optionally the EAD dao Actuate and Show if you want to override the AT EAD default onRequest and new Additional fields are optional You can use them if they help your unit with additional workflows For more information about Digital Objects in AT and EAD see Archivists Toolkit User Manual Version 1 5 1 5 9 2 0 Chapter 10 at http archiviststoo
13. 13105 to the Reference Text field and click OK Example 2 With internal linking If Lot 13105 is a specific component in this same finding aid and you want to provide an internal link just add a Reference The only difference from the above example then is that you would you find that reference ID in the options available in the Reference dropdown Once you find it simply select that option and click OK Upon export the value that s in Reference Text can then show up as a hyperlink to that location in the finding aid See the EAD Tag Library for more http www loc gov ead tglib elements index element html 6 Language of Materials note DACS Reference 4 5 Archivists Toolkit Manual Page 58 Note Do not confuse with lt langusage gt aka the Language of Finding Aid field on the FA Data tab which refers to the language you as the archivist used to write the Finding Aid Language of Materials is the EAD lt langmaterial gt element This data is REQUIRED at the collection level State the predominant language of the described materials When there is more than one language in a collection include two language notes the first will be a textual note for patrons while the second will facilitate indexing Example of a language note in textual form es TTC Resources Notes Record 2 of 6 M Internal Only Persistent ID ref2 Type Language of Materials note Note Label Language of Materials Note Content ji
14. 1900 1956 in the Archives of American Art d Finding aid filing title to be used to sort collections in an alphabetic list If you need to invert any portion of the title include the non filing part of the title in parentheses For example Smith John papers e Finding Aid Date The date you completed the finding aid e g 2012 May 2 f Author the person s who wrote the finding aid Do not prefix the author name s with any text since Archivists Toolkit will export any values in this field with the following Finding aid prepared by Jane Smith g Description Rules Select Describing Archives A Content Standard DACS h Language of the Finding Aid In nearly all cases this will be English i Finding Aid Note To retain a link to the finding aid s MARC record include the following Be sure to tag the BIB number with lt num gt lt num gt This finding aid is associated with a MARC collection level record lt num type siris_arc gt 285970 lt num gt The type attribute should correspond to the correct database e Use siris_arc for records in SlArchives e Use siris jul for records in SlJuley Archivists Toolkit Manual Page 27 e Use siris lib for records in SlLibraries e Use oclc to tag an OCLC number e f other types are needed consult with the EAD Coordinator Most Finding Aid Notes were populated during our AT conversion If units add newly created records to the AT record
15. E y Clocks and Watchmans Resource Identifier Basic Information Names amp Subjects Notes Etc Hi Level file Persistent ID ref20 Component Unique Identifier Extent Display Container Summary 1 volumes AC 0776 07 03 a Other Level Title Volume 3 a E a Aa Description Wrap in tag v Dates Date Type Date Display 1876 April 25 1878 Se a Instance Type Instance Label a 4 Tower Clocks Language Code Customer Lists for Clocks E Add instance Restrictions Apply Export Export Ei First Previous Next Last Reports 3 Choose Digital Object Computer disks tapes Contact Sheet Digital object Digital object link Graphic materials AT will open a new Digital Object window If available the following data will be copied from the resource or resource component record Title Date Expression Date Begin Date End Language Code all notes the repository allows for the digital object and all linked name and subject records a Units can keep these fields as is or edit to be more descriptive of the digital object Only certain copied fields will export to your EAD lt dao gt Title and Date will export to your EAD Object type and other fields may help your unit with managing your collections but does not directly impact your EAD Archivists Toolkit Manual
16. Exporting Due to our AT customizations all users should use the Custom Import Export options available through the Import menu Importing to AT is a relatively rare use case at the SI but you may want to consider it for large projects Exporting on the other hand is likely to be a regular part of your unit s workflows Be sure to use the custom rather than AT s out of box export buttons Imports In most cases entering your data directly into the AT is the recommended and most straightforward option Rapid Data Entry can help you move through container lists quickly Imports are possible however and can be a good option when you have large batches of files in standard formats AT supports EAD or MARCXML imports In consultation with the EAD Coordinator you Can also plan projects to convert other legacy file formats to EAD or MARCXML for import You may have Word or Excel files for example that can be efficiently converted to EAD for ingest to AT MARCXML imports e Can import an entire MARC record or can add only the Names and Subjects to an existing record Select the appropriate radio button when importing e Offer granular control over Names and Subjects e Can provide a good collection level record that you can then flesh out into a full finding aid e Can only be imported one by one no bulk import Recommendations Incorporate MarcEdit into your workflow 1 to convert MARC to MARCXML and 2 to perform batch cleanup
17. That is original folders and their titles have been retained The processor devised the basic organization scheme for the collection and where necessary reorganized the papers within the various component groups See the EAD Tag Library http www loc gov ead tglib elements arrangement html Bibliography Archivists Toolkit Manual Page 54 This type of note which is optional should generally contain a list of citations that pertain to a particular level of description whether that is the collection level series level etc See the EAD Tag Library http www loc gov ead tglib elements bibliography html In the Archivists Toolkit here s what the bibliography template looks like B xl Resources Bibliography M Internal Only Persistent ID ref9 Title Note pS Wrap in tag Ead Ingest Problem gj Item Value le Add Item Remove Item EE BEB als First Previous Next Last Cancel OK an Anything you put in the Title field is mapped to the EAD head tag and so becomes the title of the bibliography Anything you put in the Note field is mapped to a single paragraph tag and so you can use that area to provide textual description that will precede the bibliography The EAD ingest problem field should never be used Any information found there should be moved to an appropriate place so that it will be exported To build your bibliography simply click the Add I
18. Use DAO to assign a collection level Representative IMage ccccccssssccccesseccceesececeeeeeeeseesecetseneess 38 AOI Date EN E E 40 AF MMO EIEN anA OPEN oera aa EE E EA E E EEE E E E 45 VAS OS ATEA ETEA TEETE TEA E A TE E E A TEATE E E EEEE EE E E EA AE EA EE EETA 45 PIV WO OS i E T E E E A N E 45 EAD IMPOTS socs E E E E E E 46 EDOTI a E E E E E E 47 S Per OTN AMINE e E E anes 49 APPENA A EXTENT TYPES raioni oa A ee ee ee eer eer eer 51 Appendix B NOTE Srarernoninnieine en EEEE 52 Ga ay 2 PE 61 8 O E A E E ee 52 NOTES IM Derien E nad edcnuicsaualsaavaiaurichevenaasadunesdounteretaasnnicies 53 POTS ICI E AN SCI OI A ct caus f ee atlases ate es cee eas desea 63 Getinge AN hace ssa eaer E aatGeciasnnde es EE EE 63 SIAV RECOMIMPENGALIOINS eenen a a a a aad 64 AV TE OTN LY OSs ei eis es Gea oer E E O E a simp cars O N E a O a 73 Appendix D Digital Object AUTOM ALON seirene dalla dainaenis a A a 74 Use plugin to create batches of new Digital Objects ssesseeseseessssreserrerssrrresrrereserrssrreresrrreserereserresene 74 Change an Existing AT Digital Object URI As annesini a S 75 Archivists Toolkit Manual Page 4 Introduction The Archivists Toolkit or the AT is the first open source archival data management system to provide broad integrated support for the management of archives It is intended for a wide range of archival repositories The main goals of the AT are to support archival proce
19. a series with paper and other materials present e Use Box folder item for describing multiple AV items in a folder individually in a series which is otherwise paper or mixed media records In these cases you can add children of a folder and make them items and record the instance in the item level component e Use Box item for series of all AV material like an interview series radio show ora sequence of camera original tapes When using the Box Item listing you may still folder the items for ease of access and put multiple items in a folder Record all item numbers found in the physical folder where you would ordinarily write the folder number If you do not use folders label the physical item s enclosure with its item number 3 2 Notes etc 3 2 1 Existence and Location of Copies Note MINIMAL Use a folder item level Existence and Location of copies note when an access copy made by the Archives exists for single or scattered items in a series The physical access copy should also Archivists Toolkit Manual Page 71 have its own physical description in the basic information tab with the quantity amp format of media Examples Videocassette VHS is access copy Access copy available on 3 sound cassettes 3 2 2 General Physical Description Note varies For MINIMAL description can use in place of the Physical Description fields container summary physical details dimensions on the Basic Information tab Us
20. available Note The SOVA finding aid portal allows users to limit results to collections that contain digital assets Archivists Toolkit Manual Page 39 If the EAD contains only a Representative Ilmage lt dao gt the EAD will not be included in those search results If the collection has any other role types Image Service Audio Service etc then it will be included in those search results Archivists Toolkit Manual 3 Rapid Data Entry The Toolkit offers a Rapid Data Entry feature to allow for repeated entry of component records with fewer mouse clicks than one would use during the process of adding individual component records and instances The Rapid Data Entry feature provides a more efficient interface for entering data like very lengthy folder lists where multiple components of the same level are entered one after another WARNING There are certain times when you shouldn t use the RDE for entering data RDE can only create new entries not modify existing entries For example if you already have file level entries but they were without instances i e box and folder numbers you will have to individually add the instances since there is no way where you can add instances using RDE to already existing entries RDE cannot interfile entries When you re adding additional entries to an already completed series RDE will automatically place them at the bottom of your list If you need entries to go to a specifi
21. can also help you import DO that match specific Component Unique Identifiers or other data points as well Consult with the EAD Coordinator for help with these scenarios Change an Existing AT Digital Object URI Use case You added DO to AT but now you need to make a change to all or many URIs for a collection If you only need to change 1 or 2 it s probably easiest to just make that change directly in AT Open the resource component and double click on the Digital Object instance and make the change there 1 Create a list of the existing URIs a Open your resource and in the Rapid Data Entry dropdown select DO Workflow b Click on Export URI List c Copy the results and Paste into Excel or any other program that can edit save TXT files URI METS Identifier URI Link 1 SI Example ref15 1 http test si edu linkl 2 SLExample ref16 1 http test si edu link 3 SLExample ref17 1 http test si edu link3 A SLExample ref17 2 http test si edu link4 5 SLExample ref18 1 htto test si edu linkS Archivists Toolkit Manual Page 76 2 Make your edits a Add a column on the right titled New URI Link the heading matters use this phrasing b Fill in your new URIs c Save the file as TXT format and close the file URI METS Identifier URI Link New URI Link 1 SLExample ref15 1 http test si edu link1l http edantest si edu New_Linkl 2 SLExample refi6 1 http test si edu link2 http edantest si edu New_L
22. collection this number will be 1 Container 2 Type From the drop down menu select how the material is housed WITHIN Container 1 Type most commonly this will be folder but can be item Container 2 Indicator This is a number OR numbers identifying the folder etc If the materials are housed in the fifth folder within box 1 this number will be 5 Archivists Toolkit Manual Page 18 Container 3 Type From the drop down menu select how the material is housed WITHIN Container 2 Type most commonly this will be folder but can be item Container 3 Indicator This is a number OR numbers identifying the item etc 7 Click OK You will see the instance listed in the gray box just above the Add Instance button 8 Follow steps 1 to 5 until all of your intellectual information series subseries and or files is connected to a physical location 9 Click Save Hint Each box SHOULD start with a new Folder 1 This will make editing box and folder numbers much easier if when you make a mistake in numbering or need to add a last minute file to a box You will only have to fix the folder numbers for one box rather than the entire collection If you make a mistake double click on the instance listed in the gray box The Analog Instance screen will reopen and you can simply delete the incorrect data and type in the correct data 1 2 Names amp Subjects Tab Most Names and Subjects will be linked only at the Collection or top
23. describe materials that share provenance but were separated for a variety of reasons Materials may have been destroyed returned to a donor removed to a different collection at SI etc The key is that they shared a provenance and that they are no longer found within this particular collection at Sl See the EAD Tag Library http www loc gov ead tglib elements separatedmaterial html Archivists Toolkit Manual Notes Overview AT note Abstract note Accruals note Appraisal note Arrangement note Bibliography Bioghist note Conditions governing access note Conditions governing use note Custodial history note Dimensions note Existence and location of copies note Existence and location of originals note File plan note General note General Physical Description note Immediate source of acquisition note Index note Language of Materials note Legal status note Location note Material Specific Details note Other Finding Aids note Physical Characteristics and Technical Requirements note Physical Facet note Preferred Citation note Processing Information note Related Archival Materials note Scope and Contents note Separated Materials note EAD tag s used in export abstract accruals appraisal arrangement bibliography bibref bibliography p bioghist accessrestrict userestrict custodhist physdesc dimensions altformavail originalsloc fileplan odd physdesc acqinfo index indexentry ref index p
24. instead are part of the link between the name record and the description or accession record Subdivision descriptors like Faculty Correspondence etc should not be saved into the name record itself Consult your cataloging staff or EAD coordinator if you need help 1 2 2 Subjects Subject links work very much like Names links The same general practices and workflows should apply Be sure to coordinate any changes in AT with you unit s cataloging staff Horizon offers much better authority control than AT Subjects linked here will appear in the control access portion of the Finding Aid 1 Begin by searching for an existing subject term 2 If you do not see one select Create Archivists Toolkit Manual Page 22 3 Resources Subject Term Lookup Filter Subject Term Type Source Arson investigation Topical Term 650 Library of Congress Su Audiotapes Genre Form 655 Art amp Architecture The Double click on a Subject Term to add it to the record Or hit enter if a Term is highlighted Fill in the Subject Term Type and Source Subject Terms In AT you will need to concatenate subdivisions Use two dashes as a separator with no extra spaces Example World War 1914 1918 African Americans Type If your corresponding MARC type ex 695 is not available in the drop down options append the type to the end of the term as follows Term 4695 Example
25. level i e collection series subseries file or item level in the finding aid but it should be made at the level where the object s is described or implied in the finding aid You can also use DAO to assign a specific Representative Image for web display on the SOVA site DAO basics What digital objects can you link to your EAD finding aids You can link a lt dao gt at any resource level file item or even series and collection levels You can add a lt dao gt for a single asset or to a group of assets For example e Link to single objects like pdf jog mp3 e Link to static slideshow containing a group of images e Link to dynamic slideshow based on DAMS folder paths see DAMS SIRIS documentation for details about folder paths and URI syntax e Assign a specific Representative Image for web display on the SOVA site IDS legacy static slideshows or DAMS slideshows are good choices for your dao URI though you can use any fully qualified URI See http sirismm si edu siris ImageDisplay htm for information about syntax for Image Delivery Service and DAMS dynamic slideshows What are AT s Digital Objects AT provides two types of records Digital object and digital object component records for describing digital objects Think of this like the Resources module you can have a single level record or you can add children to have a complex multi level record A digital object record represents a unitary digital object
26. level of your resource IMPORTANT Horizon is the database of record for authority terms If you create a new name or make updates to a name in AT you must also make sure your changes are made in Horizon Note too that management and cleanup of AT Access Terms is under review Importing Names and Subjects Note that import of MARCXML names and Subjects is possible However it also requires follow up cleaning in the AT In most cases entering the data directly into AT is the best option If you have a large batch to enter contact the EAD Coordinator about import options 1 2 1 Names Add a Creator At a minimum link a Creator to your collection You can also add Names as Subjects to appear in the Control Access portion of the finding aid see 1 2 2 for details 1 To link a Creator to your collection click on the Names amp Subjects tab 2 Click Add Name Link Resource Identifier Basic Information Names amp Subjects Notes Etc amp Deaccessions Finding Aid Data Names Name Name Link Function Name Link Creator Subject Role Edit Name Link Add Name Link Remove Name Link Archivists Toolkit Manual Page 19 3 Inthe Name Lookup screen search for the name you need If you don t find it you can create one To search type the name or part of the name into the Filter box i y R t to a a Resources Name Lookup Name Type Person i Person Keep America Out of Wa Corporate Bod
27. on side 2 beginning around 46 minutes into tape also found is a brief fragment of an interview with Paul Karlstrom n the cross reference create a dummy component that lists the subject of the additional recording and notes the physical location in a scope and content note lt ref actuate onLoad show embed target ref34 gt See Joan Brown Box 1 item 11 lt ref gt Broadcast station and its location if the recording was a radio or television broadcast If describing multiple episodes from a broadcast series this information may fit better in a series or subseries level note Example Broadcast by KPFK in Los Angeles California Archivists Toolkit Manual AV Extent types Page 73 The following extent types are available to use in the Sl s Archivist s Toolkit database They are found in the dropdown list of the Physical Description popup window During our conversion to AT the dropdown list may still include other non preferred AV terms that are not to be used Clean up work is on going Please only use the following terms as described below For series titles of AV series with mixed content or folder item titles when a recording is unidentified use one or more of the three general material designations e Sound recordings e Video recordings e Motion picture films At the folder item level choose from the following terms in the drop down list of the physical description pop up window e
28. physical locations do you connect the intellectual arrangement or collection hierarchy with the physical arrangement As you enter data monitor the left hand navigation bar in AT and you will see the hierarchy build The data you enter will be used to export collection level finding aids into the format of Encoded Archival Description EAD which is a non proprietary descriptive encoding standard These EAD encoded finding aids will be compiled into a single index to enable pan institutional information retrieval capabilities across all of the archival units of the Smithsonian institution This document is adapted from Introduction to Archivists Toolkit which was created for the CLIR CIC Archives for Non Archivists Workshop conducted by Holly Mengel and Courtney Smerz It provides instructions for entering basic collection series subseries and folder level data It is not a complete instruction manual for using all aspects of Archivists Toolkit For more details see the Archivists Toolkit user manual http archiviststoolkit org sites default files AT1 5 UserManual pdf Archivists Toolkit Manual Page 5 1 Resources Module Getting Started 1 Open the Archivists Toolkit program on your computer 2 Login using your SI username and password The database will open to this screen AR ATReference 1 0 2 _ wu b O Search as Ho New Record D Reports Delete Merge FA Export EAD Fe Expo
29. the Horizon BIB number here 4 Finding Aid Status Record and update the status for workflow management and coordination across units A typical workflow would begin with a Blank or Unprocessed status as the resource record is first created Unprocessed could also indicate a backlog collection Status would change to In_process as an archivist begins processing and possibly Under_Revision as needed if a supervisor flags for additional revision A record would change to Complete when ready for the public Each unit s workflows will vary slightly and you may not use or need all of the dropdown options Drop down options include AT Status blank Staff_only Unprocessed In_ process Under_revision SOVA Completed New Resources are often blank Note May have been set to blank during import Should be used sparingly Each unit should establish and document local rules for using this status Note The SOVA dropbox will not accept any EAD that are marked Staff _only Each unit should establish and document local rules for using this status Typically means that Archivists are currently processing the materials Each unit should establish and document local rules for using this status Each unit should establish and document local rules for using this status Note May have been set during import Indicates that EAD can should be used for web portal Does not necessarily need to be complete This i
30. then those values can be added to this list upon request Collection level At the collection level at least one measurable extent is recommended You may mix two different types of extent measurements e g a hybrid collection that is comprised of 2 cubic feet and 1 GB Examples e Cubic feet e Gigabytes e Linear feet Series Subseries File or Item levels At lower levels of description you may need to record other general material types such as containers containers of specific types of things or specific types of things In addition to any of the measurable extent types above you can use the following to cover most situations Cartographic materials Motion picture films Data cartridges Objects Electronic discs CD Photographs Electronic discs DVD Prints Floppy discs Scrapbooks Folders Slides Glass negatives Sound recordings Hard drives Video recordings Lantern slides Volumes Memory cards Works of art Microforms Born digital types Consider Electronic discs CD Electronic discs DVD Floppy discs Data cartridges Hard drives Memory cards or Gigabytes Computer storage devices can also be used as a generic term Additional details such as size can be provided in the Container Summary Physical Detail or Dimensions fields as appropriate If AV related material see AV appendix for additional instructions AV types Consider Motion picture films Sound recordings or Video recordings Additional AV extent
31. types may be needed at the folder or item level See Appendix C for more information about AV description AV types include for example sound discs CD or film reels and should only be used to describe AV material Use Electronic discs CD for non AV material and sound discs CD if AV Archivists Toolkit Manual Page 52 Appendix B Notes General practices e Note label fields These label or title fields are optional This field outputs to a lt head gt tag o You can leave the Note Label field blank except in the case of adding a Language of Materials facet note see 18 Language of Materials below o For consistency stylesheets will supply note labels headers on export When needed you can override the supplied labels by including your own phrasing in the AT field e Paragraphing Remember to leave a full line between multi paragraph notes e Please include all REQUIRED notes Units may add any additional notes as needed based on unit priorities and resources Note that requirements may vary based on hierarchical level Series level requirements may vary from collection level requirements e f describing AV materials see also Appendix C AV Description e Multi part notes Most AT notes permit multi part options Look at the upper left corner of your Note window for the multi part checkbox Click the multi part checkbox You will then have four parts available to you that can b
32. which would be comprised of those extent types from categories 2 4 in the above list Instead all of our extent types are available in a single list Unlike the default install of Archivists Toolkit however the BYU plug in permits the addition of multiple extents at every descriptive level A MEASUREMENT EXTENT TYPE IS REQUIRED FOR ALL COLLECTION LEVEL RECORDS At the collection level at least one measurable extent should be provided e Cubic feet e Gigabytes e Linear feet For the complete list of the extent types please see APPENDIX A This measurement is required so that each archival unit will be able to use the AT to report the total space of their archival holdings with the goal that every collection will receive a collection level EAD record as soon as possible Even small collections that are comprised of a single folder would still need a measurement attached e g 001 linear feet You may mix two different types of extent measurements e g a hybrid collection that is comprised of 2 cubic feet of shelf material and 1 TB of digital media but you otherwise shouldn t need to list more than one measurement extent at the collection level To aid in this process it may be helpful to use an online form like the Linear Footage Calculator created at Yale University 1 1 3 Series Subseries and File Item Levels Now that you have your collection level record entered or selected you are almost ready to begin fillin
33. AT does not display formatting The text will NOT be bolded italicized or underlined in the data entry field or the left hand navigation bar The formatting will display after export in the pdf or web versions Good Data Entry Habits Consistent and good quality data entry is extremely important e Avoid overly complex encoding Keep it as simple and straightforward as possible e fa note has multiple paragraphs separate each paragraph by a full line Example Resources Notes Record 8 of 9 _ Internal Only _ Multi part Persistent ID ref8 Type Scope and Contents note v Note Label Note Content The papers of New York painter art instructor and writer Herbert Aach 1923 1985 measure 2 4 linear feet and date from 1942 to 1988 Papers include biographical materials correspondence scattered financial and legal records notes and writings subject files a scrapbook printed materials photographs and one videocassette Legal records include materials relating to a lawsuit against Larry Rivers for a lease termination Letters are from colleagues including Emily Genauer and Edwin W Zoller regarding exhibitions and other art related matters and brief letters from Elaine DeKooning John Ferren Adolph Gottlieb and Rufino Tamayo Subject files are found for many organizations of which Aach was a member including the American Society for Testing and Materials the Artists Technical Research Institute and the Inter Society Color Counci
34. B XML File 9 1 2015 1 0 Test 1234 1086 xml 7 19KB XML File 9 1 2015 1 0 Import 1158 xml 4 20KB XML File 9 1 2015 1 0 EE E S aa Entre MARC record C onl 1284 xml 9 28 KB XML File 9 1 2015 1 0 Bssssssssses e sesssssssssssssssssssssessssssss ed Subject headings Y 1338 xml 3 76KB XML File 9 2 2015 1 2 1339 xml 5 45KB XML File 9 1 2015 1 0 1340 xml 4 03KB XML File 9 1 2015 1 0 1341 xml 5 15KB XML File 9 1 2015 1 0 _ 1342 xml 4 00KB XML File 9 1 2015 1 0 1343 xml 3 77KB XML File 9 1 2015 1 0 1345 xml 5 67 KB XML File 9 1 2015 1 0 1346 xml 6 66KB XML File 9 1 2015 1 0 1348 xml 6 08KB XML File 9 1 2015 1 0 1349 xml 5 76KB XML File 9 1 2015 1 0 4 File name 1055 xmi Files of type xmi files Cancel 4 Select your XML file and click Import EAD imports e Can be imported in bulk this is the most efficient route for large quantities of records e Can bring in multi level data e Can be transferred or merged into existing AT collection records A use case for this is an accrual or addition of a new series to an existing collection e Can be created via XML and XSLT tools from popular formats like Word or Excel depending on the consistency of your data Recommendations Incorporate clean up steps into your workflow prior to EAD import XML editors like NoteTab or oXygen can make quality control relatively straightforward and efficient Note AT s importers w
35. Box Folder Basic Detailed Data MAI Collection Film Data Entry ScriptAT Created Mar 1 2012 by MenyukR gmmand1 bsh Reports Close Save j Record Number 4575 3 Enter desired data into the fields provided just as if you were in the regular Basic Information screen The Level element and either Title or one of the Data elements is required Instance type and at least one container type number are necessary if locations are to be linked to the resource NOTE All of the fields can also be made sticky or unsticky i e fixed or unfixed Simply hit control and click on a label to make it stick or unsticky This is very useful if you are entering numerous folders in one box or when numerous folders have the same title and or date Example fields in red are sticky al Resources Rapid Data Entry Control click on a label to make it sticky or unsticky Sticky fields will appear in red Level file Title conference Presentations Date Expression circa 1979 1982 Inclusive Dates Begin 1978 End Internal Only _ Restrictions Apply C Extent Number Extent Measurement Instance Type Mixed materials v Container 1 Type Box Container 1 Indicator 1 Container 2 Type Folder Container 2 Indicator 1 Container 3 Type Container 3 Indicator Container Barcode Note C Internal only V Auto Save
36. Description Remove Description Date Remove Date T Language SA eng Repository Processing Note Repository netaps Change Repository re a ee lt Coane ronse e bati mjm mmj o e First Previous Next Last Close Save Created Nov 28 2011 by custerm Modified Nov 28 2011 by custerm Record Number 1272 Archivists Toolkit Manual Page 49 5 Other Helpful Hints Italicizing Bolding and Emphasizing Text In most cases style features like italics or bold will be supplied on export by the stylesheet In some cases you may need to bold italicize and provide other varieties of formats for text within notes folder titles etc Use the Wrap in Tag feature to do so 1 Highlight the word s that you wish to format 2 Look below the text box in which your word s is highlighted There will be a drop down menu titled Wrap in tag 3 Inthe drop down menu select the appropriate tag such as emph or title etc A new drop down menu will appear 4 Select the way that you want your text to render bold italic and double quote 5 Once you have made your selection the box will automatically close and the highlighted text will have tags on either side Be careful about nesting Wrap in Tag features While some kinds of nesting are allowable others are not and your data may not export Check the EAD tag library if you have questions Note
37. Instance A box will pop up that asks What type of Instance would you like to create J AAA 0001 Collection title Basic Information Names amp Subjects Notes Etc I Business records S J Subseries 1 Level file si Persistent ID lref Component Unique Identifier ae Other Level Physical Description Financial records Correspondence Title Extent Display x xj Resources Analog Instance Container 1 Type Box M xl Container 1 Indicator fi Remove Description Container Barcode Container 2 Type instance Label A Container 2 Indicator Container 3 Type Container 3 Indicator Location n __Remove Instance r Remove Instance E u E E 7 Z First Previous Next Last Cancel OK 1 Restrictions Apply Add Add os nage FA Export m Exp Child Sibling sont ds Component i Locations EAD Le MA Piese Lassen subseries or file this will usually be text or mixed material use audio and other types as needed Click OK A new data entry box will automatically pop up called Analog Instance a Fill in at least Container 1 type and number Add Container 2 data as needed Container 3 is available but will be rare Container 1 Type From the drop down menu select how the material is housed in boxes drawers map cases etc Container 1 Indicator This will be a number OR numbers identifying the box drawer or map case If it is the first box in a particular
38. Page 33 Digital Object Wee a Title Volume 3 Basic Information Names amp Subjects Notes Label Dates Title Date Type Date Display Volume 3 1876 April 25 1878 Septe a a x _ Restrictions Apply Object Type Mets Identifier esource Linked to this Digital Object Resource Identifier Resource Title EAD Dao Acutate 4 Adda Mets Identifier aka Digital Object ID The Identifier must be unique For example include the AT PersistentID to guarantee a unique identifier and to easily clarify which Resource Component corresponds to which Digital Object Persistent IDs do not exist at the collection level omit as appropriate Resource Identifier PersistentID if it exists Sequential number if needed Examples NMAH AC 0776 1 l e a collection level digital object no persistentID exists at this level NMAH AC 0776 ref19 l e a lower level component with persistentID ref19 NMAH AC 0776 ref20 1 NMAH AC 0776 ref20 2 l e a lower level component with persistentID ref20 with sequence numbers to distinguish multiple digital objects Resources Digital Object Record 1 of 2 i T a Title Volume 3 Basic Information Names amp Subjects Notes Label Title Date Display Volume 3 1876 April 25 1878 Septe a _ Restrictions Apply Object Type a Mets Identifier NMAH AC 0776 ref20 1 h gt Resource Identifier NMAH AC 0776
39. Rapid Data Entry Screens B Lookup Lists Configure Font nd for search list all Spell Check Repositories BS Subject Reverend James Osborne Arthur collectic Flora Edouwaye Kaplan collection W Digital Objects Museum of the American Indian Motion F Museum of the American Indians Heye Fo Paul J Woolf papers i J Fesoyrces 3 Select Add Record to create a new RDE screen Archivists Toolkit Manual atuser HaugS Z onealj expired Page 43 4 Type a name for your RDE at the top then select the fields you would like to include in the RDE Fields can be added and removed as well as moved up and down depending on your preference Administration Rapid Data Entry Screen Rde Screen Name Items to pick fram Items picked Analog instance Bulk dates Component Unique Identifier Container Summary Date Expression Digital instance Extent Inclusive dates Internal Only Language Code Name link Note Other Level Repository Processing Note Restrictions Apply Subject link Title Screen Label BEB es eles First Previous Next Last Cancel OK Double click to set stickiness options Archivists Toolkit Manual Page 44 6 Double click each field that you would like to set default stickiness options for this custom RDE 7 Click OK to complete Archivists Toolkit Manual Page 45 4 Importing and
40. Term is highlighted Archivists Toolkit Manual Page 21 7 OPTIONAL In addition to functions you may further refine information about the entity s relationship to the materials by recording a role for a creator source or subject and by adding a form subdivision to a subject Neither of these two options is required a Role After selecting the Function a Role dropdown will appear In the Role dropdown you can set further details such as Correspondent or Interviewee This may help record important distinctions but is not always needed or required The role dropdown values cannot be edited The content of this field is populated with a controlled list that is drawn from the list of MARC relator codes You may not add other values to the field The roles available for creator and subject are different than the roles available for source b Form Subdivisions For Names with Function Subject you can also set a subdivision This field is for topical geographical chronological or form descriptors singly or in some combination that modify a name assigned as a subject For example you can add the name heading New York University set it as Function Subject and include the form subdivision Faculty The form subdivision dropdown values can be edited contact the EAD Coordinator if you need additional options Note The function role and form fields do not become part of the name record but
41. age 6 5 Once you ve opened the existing resource or created the new resource a data entry screen will pop up The Basic Information Tab will be on top Note the Names amp Subjects and other tabs as well Each Tab is described in sections 1 1 through 1 4 all Archivists Toolkit 2 0 0 update 12 File Import Setup Reports Tools Help Filter search results dies E Resources Resources Title Collection title EW AAA 0001 Collection title Resources Digital Objects Other Level Title Collection title wrap in tag Dates 1900 2000 xi Add Date Remove Date Language English eng x Repository Processing Note Repository netops Change Repository 20 boxes 8 34 Linear feet Add Description Remove Description Instances Instance Type Instance Label Add Instance Remove Instance M Internal Only J Restrictions Apply i f B ica zl Resource Identifie Add Delete a E Manage amp a GR Epor Child es Sibling PAPRA EANIY Component aiio Locations First Previous Next ammm o Save Close Reports Created Nov 28 2011 by custerm Modified Nov 28 2011 by custerm Record Number 1272 1 1 Basic Information Tab How do I create a record For existing records the Basic Description screen will already contain the collection level infor
42. are not representations of the described materials Do not confuse with Digital Archival Object elements which connect the finding aid information to electronic representations of the described materials SI practice requires the href actuate and show attributes with external linking elements Note that if blank in AT the EAD export will fill in default values for actuate and show 1 Type inthe text you want to display e g Marcel Breuer papers and select the text 2 From the Wrap in tag box select extref and a box will open o For actuate select onLoad o For show select embed or new o For href paste in the URI o For title provide the title of the site file you re linking to 3 Click OK Example lt extref actuate onLoad href http library syr edu digital guides b breuer_m htm show embed title Marcel Breuer Papers An inventory of his papers at Syracuse University gt Marcel Breuer papers lt extref gt Archivists Toolkit Manual Page 30 2 3 Digital Object links lt dao gt Use Digital Archival Object elements to connect the finding aid information to electronic representations of the described materials Do not confuse with lt extref gt see section above Digital Archival Objects can include images audio video images of text pages transcriptions etc The objects can be selected examples or digital surrogates for all the materials in an archival collection DAO links can be made at any
43. aterial html 7 Legal status note This note will generally not be used since its contents can often be described in the Conditions governing access note instead If you do need to use it please review the description and examples of this element at the EAD Tag Library first http www loc gov ead tglib elements legalstatus html 8 Location note DACS Reference 4 2 This note will generally not be used but it can be used to record the physical location of materials For instance if you wanted to explain that a portion of the materials were located at an off site facility Box folder and other container information are recorded in Archivists Toolkit by using the add instance button on the Basic Information tab at each sub collection level See the EAD Tag Library http www loc gov ead tglib elements physloc html 9 Material Specific Details note This note can be used to describe data specific qualities about a class of material that doesn t fit anywhere else For example this note could be used to record the scale of cartographic materials See the EAD Tag Library http www loc gov ead tglib elements materialspec html 10 Other Finding Aids note DACS Reference 4 6 This note should only be used when applicable For instance it could be used to link to a donor inventory that has not been converted to EAD such as a MS Excel document See the EAD Tag Library http www loc gov ead tglib elements otherfindaid ht
44. bject module enabling materials to be found quickly and easily Instances can be assigned to any level of the collection x Resources Title Collection title Resource Identifi d AAA 0001 Collection title Basic information Names amp Subjects Notes Etc S d Business records z _ Eb Subseries 1 Level file 7 Persistent ID lrefe Component Unique Identifier litle of folder one Other Level Physical Description Financial records Title Title of folder one Correspondence Wrap in tag Dates Instance Type Mixed materials Box 1 Folder 1 aj Add Date Remove Date Language Code Repository Processing Note gt j af Entry Add Add Rapid Data Enty z Delete sp Manage A Export Export ekg Siting SS bce z Component diii Locations EAD EN MARC E S mE o ola First Previous Next Last Reports Close Save Created Nov 28 2011 by custerm Modified Nov 28 2011 by custerm Record Number 1272 Archivists Toolkit Manual Page 17 It is recommended to wait to add instances until the very end of processing and or data entry when you are sure that the collection order will not be changed To add instances begin on the Basic Description screen 1 Click once on the series subseries or file to which you want to add an instance On the right side of the Basic Description screen you will see a box titled Instances Click the button Add
45. c slot in your container list you will need to enter them individually Creating Component Records with the Rapid Data Entry RDE Feature Follow these instructions to use the rapid data entry interface at any component level 1 Select the component into which you want to add child components RDE always adds the new entries as children If children already exist within the selected component RDE will add your new entries at the end of the pile You can click and drag to modify your hierarchy later but pay attention to where your entries are inserting to avoid time consuming adjustments later 2 Then select which Rapid Data Entry screen you would like to use Further details for customizing al Resources Title Elayne Zorn Papers NMAL MS 022 Ela ts Notes Etc amp Deaccessions Findin 4 Field Research Professional Activities Publications Presentations Level collection v Resource Identifier NMA Accessions linked to this Title Accession Number 2011 011 Elayne zorn Papers J a RDE screen are provided below Archivists Toolkit Manual Page 41 Language Code Repository Processing Note v Add Instance Remove Instance y CO internal Only Restrictions Apply Delete Manage FA Export Export a Enen mi v Rapid Data Entry Add a Add Child Sibling Rapid Data Entry Default
46. chivists Toolkit Manual Page 10 ii The Date Type Era and Calendar dropdowns perform functions that won t generally need to be recorded but they are available for special cases They may also be set to default values such as Gregorian in the case of Calendar If you are unsure of whether or not you have a special case just ask 4 Once you re done entering the date click OK Or if you have multiple date expressions to add at a single level e g 1900 1910 amp 1915 1920 you can take a shortcut by using the 1 button 5 Click SAVE The previous step will add the date values to your resource record but you still need to save those additions before exiting from the resource TO REVIEW Format for exact single dates is as follows 2009 March 23 YYYY Month DD The ISO Date for that same date expression will then be 2009 03 23 Other specific date range examples include 1975 March August and 1975 March 23 August 30 The ISO Dates for those same examples will then be 1975 03 begin amp 1975 08 end and 1975 03 23 begin amp 1975 08 30 end When estimating dates please spell out the word circa and place it in front of each estimated date Example circa 1845 circa 1860 If providing an ISO Date range for this example you would use 1840 as the begin date and 1865 as the end date unless otherwise specified You will generally add and
47. ded in every case c Physical Detail The Physical Detail section is output in EAD as a physfacet tag It generally should not be used unless it s needed at the collection or item level See guidelines for AV description Appendix C AV Description More information about this tag is available at the EAD Tag Library http www loc gov ead tglib elements physfacet html d Dimensions The Dimensions section is output in EAD as a dimensions tag It generally should not be used unless it s needed at the collection or item level See guidelines for AV description Appendix C AV Description More information about this tag is available at the EAD Tag Library http www loc gov ead tglib elements dimensions html 4 Once you re done entering the data click OK Or if you have multiple extents to add at a single level e g 8 34 Linear feet amp 2 Floppy discs you can add more using the 1 button 5 Click SAVE Archivists Toolkit Manual Page 13 FYI Harvard University Archives have classified their extent types into four potential categories 7 e Measurements of space be that shelf space or disk space e Containers generic e Containers of specific types of things e Specific types of things At this time we are not using Harvard s plug in for Archivists Toolkit since we have instead chosen to use BYU s plug in This means that we do not have a separate alternate extent type list
48. e to summarize the physical description of an audiovisual component being described in a single simple note rather than broken out into all the fields described above This approach may be appropriate for complex AV components being described in minimally processed collections For FULL description use when an AV record exists in a folder or folder group with paper or other materials Do not confuse with scope and content note Include description of the physical item here include description of intellectual content in a scope and content note Examples FULL Includes 1 videocassette VHS FULL Includes 2 sound cassettes MINIMAL Includes four film reels 16mm workprint four soundtrack film reels 16mm full coat mag two original sound tape reels and duplicates on 6 videocassettes 3 U matic 3 VHS 3 2 3 Physical Characteristics and Technical Requirements note ENHANCED Use to include the technical facets of an audiovisual recording that may be known such as track formation playback or projection speed etc This level of detail is not generally used but if you know something of this nature about the recording and want to include it this is the place 3 2 4 Scope and Content Note ENHANCED At the folder item level use a Scope and Content note for any added description of the content of recordings If you have more than one Scope and Content Note for a single component you can create multiple Scope and Content no
49. e used together to create the note o Chronology To populate the chronology click Add Item and begin adding corresponding dates and events If you have multiple events on the same date you should group those events under that same date entry by adding additional events Otherwise just continue the two step process of adding a new date and event o List definition Use this option only if your list is a true definition list This is akin to a definition list in HTML in which you group terms and their definitions together In EAD they use the terminology of labels and items but these are equivalent to terms and definitions For more information see the lt defitem gt example provided at the EAD Tag Library http www loc gov ead tglib elements defitem html o List ordered For purely textual lists that appear in a single column you should choose this option unless you need to create a separate index see index note below Optionally specify a Numeration to display as an ordered list Numeration types include Arabic lower alpha lower roman upper alpha upper roman Alternatively if you do not specify a Numeration type your list will be rendered as an unordered list with bullets as above in lieu of numbers Archivists Toolkit Manual Page 53 o Text This option covers everything else and simply wraps the text in paragraph tags just as it normally does in Archivists Toolkit Ther
50. efore to start a new paragraph always make sure that you include a full blank line between paragraphs Notes in Detail 1 4 5 Abstract note DACS Reference 3 1 This element is REQUIRED at the collection level Outside of Archivists Toolkit this field will generally be labeled as the Collection Summary and will also be included within search results pages Abstract should be a brief summary of collection contents at the highest level At component levels use lt scopecontent gt rather than lt abstract gt See the EAD Tag Library http www loc gov ead tglib elements abstract html Accruals notes DACS Reference 5 4 This element is OPTIONAL but recommended when appropriate See the EAD Tag Library http www loc gov ead tglib elements accruals html Example Additional donations to the Thomas Craven papers are expected Appraisal note DACS Reference 5 3 This note is often not included If you do need to use it please review the EAD Tag Library first http www loc gov ead tglib elements appraisal html Arrangement note DACS Reference 3 2 For multi level description arrangement notes are REQUIRED at the collection level If single level description arrangement notes are PREFERRED It can be very helpful to record information on how the collection or a portion of the collection has been arranged Example The filing system for the Braman Collection has been kept substantially in its original form
51. el of the component Add Child can be used to add a series subseries file or item level record Add Sibling This button is used to add a new component at the same level as the current level in the hierarchy For example a series is sibling to all other series a subseries is sibling to all other subseries within a particular series etc If you are entering folder level data within a series you can use the Add Sibling button each time you add a new folder Adding Basic Information fields Requirements and recommendations will vary based on the hierarchal level Series subseries and file item best practices are detailed below Generally you will follow the same instructions for adding dates extents and other fields described at the collection level Exceptions and details are outlined below Instructions for adding Instances are included in the next section Depending on your project you may want to wait to add instance data until the very end of processing and or data entry when you are sure that the collection order will not be changed Series Requirements Required e Level series e Component Unique Identifier should state Series and the Arabic number Ex Series 1 e Title e Language Code only if different from collection level e Date Expression and ISO Begin End Preferred e Physical Description o Extent number and Type o Container summary can lis
52. ently have use cases for exporting MARCXML records from AT Once you have your export you can use the EAD file in any way you need In most cases you ll simply upload to the SOVA finding aid portal though you may have other additional uses for the EAD You can request access to the SOVA portal dropbox contact the EAD Coordinator Filter 1 Inthe Resources module click Bs KG Hes E e CN verse RL P Export marc gi on List All and Select the f Names Resources fa Subjects 8315 Record s found for search list all Resources you wish to export Accessions Title Language Last Updated Last Updated By Author Re J Resources Agnes Anne Ab English 1 17 2014 RimelA_ ___ Jayna M Josefs jaa Gertrude Abercr English 4 2 2012 custerm__ __ Cattherine S Gai AA HB Digital Objects The ACA Galleri English 5 23 2012 _ __ UenoR____ Jayna M Hanson AA Adela Akers pap English English AE RimelA Erin Kinhart AA Anni Albers pap English A212 KomistraV Barbara Aikens AZ Archivists Toolkit Manual Page 48 2 Goto Import menu and select Custom import Export o fills Import S e ect Expo rt EAD K Import Accessions Tab delimited Reports Delete lt gt Men Import Accessions XML A Import EAD E i Import MARC Import Digital Object Tab delimited siame Type Bt Custom Import Export d Import Accessions g Import Patron Records i Import MARCXML aaia i Export MARCXML
53. erefore Correspondence is a good series title but don t use Series 1 Correspondence The Series 1 portion will be listed as the Component Unique Identifier e Spell check is available for five languages English French German Italian and Spanish for multiline text fields Note that the spell checker is not available for single line text fields such as note labels If your AT is not spellchecking you may need to re set this by disabling and then re enabling the spellchecker To disable the spell check go to the Setup menu select Spell Check and uncheck Enable You must restart the application to deactivate the spell checker Use the same procedure to re enable the spell checker Be sure to restart between each step You can also press F7 to bring up the spell check dialog box the cursor must be in the content part of the multi line text field for the dialog box to appear The spell check dialog box includes suggestions from the dictionary as well as the option to add new words into the user dictionary New terms added by the user to the spellchecker are saved for later sessions Archivists Toolkit Manual Page 51 Appendix A Extent Types Extent types will likely grow in response to needs of SI processing projects In particular additional extent types may be necessary for special formats like AV Note if any units need to report numbers for any specific extent types that aren t on this list
54. ervice 2 Make your edits a Inthe far right column add your URIs Note Each new line in your file will create a single DO in AT Thus e f no URI to add remove the entire line e Repeat lines if needed to add multiple URI Ex You have an image slideshow and another URI for audio b Save the file as TXT format and close the file Persistent Id Box Folder Image AAA albeanni_ref16 1 http edantest si edu examplel AAA albeanni ref17 2 http edantest si edu example AAA albeanni_ref18 3 http edantest si edu example3 AAA albeanni ref18 3 http edantest si edu example4 I Archivists Toolkit Manual Page 75 3 Import your Work Order file into AT a Open your resource and DO workflow b Set URI source to Read from file Afi Digital Object Workflow 1 1 04 20 2012 Resource Name Anni Albers papers Persistent ID AAA albeanni Export Work Order Box barcode itemlevel file level Select Use Statement v Import Work Order barcode itemlevel filelevel file list Additional Functions Export Digital Object URI List Import Digital Object URI List Unlink Digital Objects Test Only URI Source Configuration ID URI Source Read From File Default URL P Thumbnail URL User ID Password PO Clear Add Title to Export Close c Select Import Work Order If needed check to include item level details i e Container3 d Done Advanced imports Plugin features
55. fic situations review the appendices to choose an appropriate extent type HINT You might notice at this point that the extent types are all plural i e there is an option for film reels but not film reel Don t worry If there s just a single item the style sheet can recognize this and replace the extent type value with an appropriate singular version Container Summary This section is output into EAD as an additional extent element at the same level as the Extent Number and Extent Type Therefore the container summary which is an optional value should always be a summary of the materials that are represented by the Extent Type that directly precedes it Example Archivists Toolkit Manual Page 12 x Physical Description Extent Number fi 35 Cubic feet Container Summary 3 boxes 1 oversize folder 4 Beta Cam SP video cassettes four 14 VHS video cassettes and transcript 58 p xi Physical Detail x Dimensions zl WI ME First Previous Next Last Cancel OK 1 In this particular case the only extent value that would be countable would be 1 35 Cubic feet Nonetheless it is perfectly acceptable to include all of the extent information in a single statement and oftentimes preferable The previous example which adds more structure to the data can often be mapped to another metadata format such as MARC more easily but that level of detail will certainly not be nee
56. g out the rest of the collection level information including the container list Hint Once you know how to add series you will also know how to add subseries files and items See the following presentation Collaboration and Innovation How Differences in Practice Turned into an AT Enhancement http expertise holbrookhistoricalsociety org Bowers SAA 2011 final pdf 3 Beinecke Rare Book and Manuscript Library Linear Footage Calculator http www library yale edu beinecke manuscript process Iconv htm Archivists Toolkit Manual Page 14 Adding the Hierarchy To add a subordinate level such as a series to a collection level record in AT 1 Click on the collection name in the navigation field on the left It will be highlighted in blue 2 Click the Add Child button A new Basic Description data entry screen will open 3 Enter your data To add another series you can either click Add Sibling from the current series record OR you can return to the collection level record by clicking once on the collection name in the left navigation bar and click Add Child To add subseries files or items follow the same basic steps to add children or siblings Note e Subseries are not always necessary e Usually you will add files to series or subseries however if the collection does not warrant series or subseries you can add files directly to the collection level record as well As you add levels to the collect
57. have regularly included in finding aids because it is so rarely known but if you know it and want to include it put it in a container summary Include the label Duration and write the duration out using numbers and words without abbreviations Be aware that the tape stock length such as a 90 minute sound cassette or a 30 minute videocassette is different from the known duration of the recording on the tape Do not record tape stock lengths as duration Examples MINIMAL Includes transcript FULL Film lab records found in film can ENHANCED Duration 2 hours 35 minutes d Physical detail FULL or ENHANCED e Duplicates FULL If the media is a duplicate make a note here whether made by the creator or by SI Only note copies that have physical media not digital files Sometimes we have duplicates that have no corresponding original recording in the collection The most obvious examples are media in contemporary formats of recordings from an earlier period like a VHS with 1950s home movies or a CD with 1970s interviews Make a note of this in physical detail or in the series scope and content note if it describes an entire series This type of items is considered an archival original because it is the only copy we have but because we cannot verify its faithfulness to the original it can be useful to note its status for researchers Examples Duplicate Copy of motion picture film original Cassette is a cop
58. ill not import all MARC or EAD fields See the official import and export map at http www archiviststoolkit org In addition our customizations mean that you cannot import DAOs via EAD nor can you import internal targets in an index for example General physical description and container summaries may require special handling Contact the coordinator for more details if and when these apply to you Archivists Toolkit Manual Page 47 For DAOs consult with the EAD Coordinator AT will not import DAO embedded in an EAD document but through a 2 step process you can create the EAD and then use XML and plugin tools to attach DAOs after the fact Steps 1 Open the Import menu then the Custom Import Export option and select EAD a Archivists Toolkit Smithsonian Edition 2 0 0 update 15 SI Build File Import Setup Reports Tools Plugins Help Custom Import Export Digital Objects 2 Fill in your Repository there may only be one option here depending on your user level 3 Select your XML file s and click Import e if you select a subdirectory instead of a single EAD file all EAD files in that subdirectory will import in a batch e each EAD file must have a unique collection level lt unitid gt e AT will create a new record for each unique collection level lt unitid gt that it finds in your files Exports Exporting EADs should always occur through the Custom Import Export menu SI does not curr
59. include a scope and contents note to include an intellectual see and see also references to other folders To create a ref tag link 1 You ll need to know the target first o Goto the collection hierarchy on the left hand side and make sure it is expanded so that you can see all the components you have entered so far Find the folder you want to point to and click on it to see the Basic Information tab for that folder Record the folder s Persistent ID number which will be in a box to the right of the level box near the top of the record o Click back to the folder you are making the reference from and click on the Notes Etc Tab 2 Type in the text you want to display e g See also Box 2 F 31 and select the text 3 From the Wrap in tag box select ref and a box will open o For actuate select onLoad Archivists Toolkit Manual Page 29 o For show select embed o For target go into the drop down box and you will see the entire hierarchy of your collection so far with assigned persistent ID numbers Using the number you checked earlier select the component you want to reference and click OK 4 Click OK Example lt ref actuate onLoad show embed target ref11 gt Note Content text lt ref gt 2 2 External links lt extref gt Use the Extended Reference element lt extref gt to refer to electronic objects that are external to the EAD document This element is intended for general hyperlinks that
60. ink 3 SLExample refi7 1 http test si edu link3 http edantest si edu New_Link3 4 SLExample ref17 2 http test si edu link4 http edantest si edu New_Link4 3 Import edits to AT a Open your resource and DO workflow if not already still open b Select Import URI list You can test first by checking the test box Additional Functions Export Digital Object URI List _ Import Digital Object URI List Unlink Digital Objects Test Only
61. ion you will see the series list grow in the navigation pane Resources Title Collection title JO AAA 0001 Collection title Basic information Names amp Subjects Notes Etc Business records Subseries 1 Level file x Persistent ID lrefe Component Unique Identifier e Title of folder one Otier level Physical Description Financial records 3 x Correspondence Title ExtentDisplay Container Summary Title of folder one wrap in tag Dates Mixed materials Box 1 Folder 1 Add Date Remove Date Language Code Repository Processing Note x D Internal Only J Restrictions Apply g Add Add Delete 5 Transfer Manage FA Export Fe Export Child Sibling Component Locations EAD Hait MARC 4 wr Big B E ee First Previous Next Last Reports Close Save Created Nov 28 2011 by custerm Modified Nov 28 2011 by custerm Record Number 1272 Add Child and Add Sibling buttons can both be used when adding subordinate levels Here are some things that will help you understand the database and make data entry much easier Add Child This button is used to add a new component directly below the current level in the hierarchy For example a series is the child of a collection a subseries is the child of a series a file Archivists Toolkit Manual Page 15 or folder is the child of a collection series or subseries etc Depending on the lev
62. ive data Err on the side of not using this note too often but you certainly may need to use it especially if you want to include lists that don t fit into any of the other notes See the EAD Tag Library http www loc gov ead tglib elements odd html General Physical Description note This OPTIONAL note can be used to capture any general physical description notes that do not fit into the Physical Description section of the Basic Information tab See the EAD Tag Library http www loc gov ead tglib elements physdesc html Immediate source of acquisition note DACS Reference 5 2 This note is PREFERRED Include donations transfers purchases and deposits Unit may also keep some acquisition information private for internal use only You can use the internal checkbox to flag as internal but note that you must then remember to Suppress internal information every time you export from the AT or that internal information will be visible to the public See the EAD Tag Library http www loc gov ead tglib elements acqinfo html Index note An index note is OPTIONAL In the web environment some legacy index notes are no longer necessary Consider the costs and benefits carefully Index items can be used to encode a list of key terms and reference pointers The index enables the use of establishing internal links but they are not required To add an index 1 Select Index from your note options 2 Optional create a title
63. jects Notes Resources Meas A Dates Date Type Date Display A 1876 April 25 1878 Septe a Add Date Remove Date _ Restrictions Apply Object Type x Mets Identifier NMAH AC 0776 ref20 1 esource Linked to this Digital Object EAD Dao Acutate EAD Dao Show Resource Identifier Resource Title NMAH AC 0776 E Howard Clock Compan Change Repository File Versions Use Statement URI File Version Id Image Service http amhistory si edu media NMAH Add File Version Add Add Delete Export Export Export port Di Me R R ss AL KI gt in Cancel OK First__ Previous Next Last P Archivists Toolkit Manual Page 35 e Inthe pop up provide the URI and Use Statement typically Image Service e You must provide a fully qualified URI Check your URI by clicking the Open URI in Web Browser This can help identify most URI errors e Do not use special characters like amp or spaces in your URI During EAD export an amp will become amp amp and your URI will no longer work as expected IDS and DAMS slideshows are good choices for your dao URI though you can use any fully qualified URI See http sirismm si edu siris ImageDisplay htm for information about syntax for Image Delivery Service and DAMS dynamic slideshows Digital Objects File Version
64. l Printed materials include one scrapbook clippings and exhibition catalogs There is documentation of Aach s work translating and editing lt emph render italic gt Goethe s Color Theory lt emph one 55 minute videocassette entitled lt emph render italic gt Herbert Aach lt emph gt by Albright Knox Gallery and photographs of Aach and his artwork Archivists Toolkit Manual Page 50 e Punctuation You should establish how you would like to use punctuation at the beginning of data entry and be sure to do so consistently throughout Do not add trailing punctuation or spaces at the end of a title field Example Correspondence is a good title but don t use Correspondence e Unnecessary Spacing Be sure you do not add extra spaces before or after titles or dates as you enter data This can affect the display of your data when you export it e Do not abbreviate the following common terms undated circa days of the week months state names form genre terms cubic linear feet and inches e Avoid special characters in identifier fields like the resource ID filenames URI etc e Everything in its Right Place Be sure to record the descriptive data in the most appropriate place within the resource record If it is not immediately clear where the data should go please ask For example you should generally not need to record any sort of identifier information within the title field Th
65. l Description section of the Basic Information tab due to SI s use of the BYU plug in for multiple dates and extents See the EAD Tag Library http www loc gov ead tglib elements dimensions html Existence and location of copies note DACS Reference 6 2 5 This note is RECOMMENDED when appropriate e g when archives have made access copies See the EAD Tag Library http www loc gov ead tglib elements altformavail html Existence and location of originals note DACS Reference 6 1 This note is RECOMMENDED when appropriate It is used to record information about the location and or existence of the original materials that are described for instance if the original materials are still in the custody of the donor if they have been destroyed if the original materials were migrated from another physical source as may be the case of electronic records etc See the EAD Tag Library http www loc gov ead tglib elements originalsloc html File plan note This note will generally not be used If you do need to use it please review the description of this element at the EAD Tag Library first http www loc gov ead tglib elements fileplan html General note DACS Reference 7 1 This OPTIONAL note may be used to record data that does not fit anywhere else This is an odd one In fact it maps to the EAD element known as lt odd gt which is an acronym for other Archivists Toolkit Manual Page 56 15 16 17 descript
66. lkit org or the EAD Tag Library http www loc gov ead index html Creating Digital Objects in AT Before you begin e For in depth information about AT s Digital objects refer to the official AT manual e f you have large quantities of Digital Objects to add there are plugins that can automate the creation and linking of digital objects to resource components NYU s batchDO Plugin is available to you via the Rapid Data Entry dropbox Brief instructions for the plugin are included in Appendix D For help with these options contact the EAD Coordinator In general To add a digital object directly within AT begin in the Resource Module You ll add a digital object in much the same way you add a Box or Folder instance 1 Open your Resource record and navigate to the relevant node usually a component but you can also create digital objects at the collection level just like you can create a Box instance at any level at ti ti a lee Resources Title E Howard Clock Company Records Resource Identifier NMAH AC 0776 E Howard Clock Company Re Basic Information Names amp Subjects Notes Etc E Stockholders and Directors Meeting Minutes H Watches Level file Persistent ID ref20 Component Unique Identifier E Watches N Sizes z oe re Watches J Size Other Level Physical Description J Watches L Size Title Extent Display Container Summary Gla Watche
67. llection Level and subordinate levels 1 1 3 Series Subseries and File Item In addition to Basic Information requirements SI will require specific fields in the Names Notes and Finding Aid Data tabs see sections 1 2 1 4 1 1 2 Collection Level At the collection level the following are required Enter these 6 fields before adding any subordinate levels and before adding Notes Names or Finding Aid Data Level Level is required data for all AT components Choose the appropriate intellectual category from the dropdown At the collection level this should be set to collection Resource Identifier This is the lt unitid gt field At the collection level it is called the Resource Identifier The identifier must be unique within the context of your unit s repository Each unit should establish and follow a naming protocol Tips e Include a prefix to designate your unit followed by the collection code e Avoid spaces and special characters Use alphanumeric characters full stops hyphens or underscores e lf you change a resource identifier the EAD collection level lt unitid gt will change This may impact your ability to upload your changes to the SOVA finding aid portal Consult with EAD Coordinator for help Four elements are provided for the resource identifier However the entire identifier may be included in the first element provided the identifier is less than 20 characters in length In exports the elemen
68. log SIA IHD To Make Public gt SIA Photo gt SIA Photo SI FEB 2014 snow images gt SIA Photo_2014 Lead Belly disks gt SIA Photo_Biogenomics Launch Y SIA XMLS Complete Y SIA FBR_XMLS gt SIA_Argentina Scrapbook gt SIA_fa_13 295_B01_F05 Figure 1 Media Manager view Folder path Tips for creating dynamic slideshows URI e Include a leading for your folder path e Choose to include the final Include if you want images from only that specific folder Or omit if you want to include all assets from both that folder and from any subfolders Truncating the path will display all assets at or below a specific folder http edan si edu slideshow slideshowViewer htm all assets at or below S2 damspath Public_Sets NMAH NMAH AC AC0124 S2 http edan si edu slideshow slideshowViewer htm damspath CollectionsOnline sagekay Box_O001hol Box_0001hol http edan si edu slideshow slideshowViewer htm all assets at or below sagekay damspath CollectionsOnline sagekay Archivists Toolkit Manual Page 38 Tips for creating DAMS dynamic folders e More information is available via DAMS training resources There are many training opportunities including online and in person Online training is here https si vmerplms si edu moodle course index php categoryid 703 with a three part course on DAMS folders e Slideshows only include DAMS assets where PUBLIC_USE Yes and IS_RESTRICTED No or IS
69. mation Check this data for accuracy For new records you must enter collection level data into the blank Basic Information screen AT requires certain fields before it will allow you to save the record These include level resource identifier title language code dates and extent How do I build out a hierarchy Once you have the basic collection level data set up you can add series subseries folder and even item level data thereby providing increasingly detailed information about the contents of the collection and establishing its hierarchical arrangement The collection s hierarchy will become more apparent as you add information to the database You will see the hierarchy develop in the navigation field on the left hand side of the resource record Most data entry can occur directly into the AT fields described here Alternatively if you find it easier to develop this hierarchy within Microsoft Excel you can use another method to Archivists Toolkit Manual Page 7 transfer that information into EAD and attach it to the appropriate resource record Consult with the EAD Coordinator for help with this process What do I need to record and where Note that requirements will vary depending on whether you are describing at the collection level or at a lower subordinate level such as a series subseries or file In the following sections best practices are broken out in terms of higher level description 1 1 2 Co
70. ml 11 Physical Characteristics and Technical Requirements note DACS Reference 4 2 4 3 Archivists Toolkit Manual Page 60 This note should only be used when applicable AV materials may need this kind of note See AVA guidelines and the EAD Tag Library http www loc gov ead tglib elements phystech html 12 Physical Facet note This information is often better suited in the Physical Description section of the Basic Information tab due to SI s use of the BYU plug in for multiple dates and extents See the EAD Tag Library http www loc gov ead tglib elements physfacet html 13 Preferred Citation note DACS Reference 7 1 5 This note is REQUIRED for collection level descriptions For consistency follow a citation pattern established in your SI repository See the EAD Tag Library http www loc gov ead tglib elements prefercite html 14 Processing Information note DACS Reference 8 1 5 This note is REQUIRED for collection level descriptions Include names and dates if known Attributing work to archives staff is acceptable when names are unknown Example Processed by John Doe in 2000 Processed by Archives Center staff in 2000 See the EAD Tag Library http www loc gov ead tglib elements processinfo html 15 Related Archival Materials note DACS Reference 6 3 This OPTIONAL note should be used when appropriate Do not confuse with Separated Materials notes Related Materials notes refer to other archival collections o
71. n addition to English there are a significant amount of materials found in this collection in Chinese German Japanese and Korean Wrap in tag DEE B First Previous Next Last Example of a language note to be used for indexing BO O Resources Notes Record 1of6 M Internal Only Persistent ID ref 1 Type Language of Materials note Note Label lracet Note Content English Korean Chinese German Japanese Wrap in tag lt ER ER gt IR gt First Previous Next Last Archivists Toolkit Manual Page 59 This second case will be used only when there are multiple languages If you have multiple languages that could be used as facets in an online environment you must a Set the Basic Tab language code to Multiple Languages mul b Create of Language of Materials note with the Note Label set to facet The value for each language should generally be the language name that you can find online at http www loc gov marc languages language name html Separate each language name with a semi colon Note this second method is a work around since there is no option to add the Language tag in the Wrap in tag dropdown Otherwise we could easily and safely accomplish these two goals in a single note See the EAD Tag Library for more information but keep in mind the above requirements for our infrastructure http www loc gov ead tglib elements langm
72. or subtract five 5 years to any date that s described as circa DO NOT USE ABBREVIATIONS FOR THE MONTHS ALWAYS SPELL OUT If no dates are known use undated in the Date Expression field Do not use the abbreviation n d If the level of description does not contain any other date expressions i e it has a single date that is defined as undated consider adding the overall collection ISO begin and end date values to the undated expression The ISO begin and end values will not display online but they will be used for information retrieval purposes Physical Description Add at least one extent This extent should be measurable i e linear feet not boxes 1 To add an extent click on the Add Description button 2 A Physical Description pop up window will then appear Archivists Toolkit Manual 3 Physical Description Extent Number 1 Linear feet Container Summary Physical Detail Dimensions Hi it AZ First Previous Next Last Cancel OK Enter your data d Extent number and Type Page 11 Usually you will only need to fill out the top row Provide the Extent Number and Extent Type Example you would enter 1 35 into the Extent Number field and then select Cubic feet from the Extent Type dropdown field Do not use 0 for single extent types e g 1 linear feet not 1 0 linear feet For AV or other format speci
73. ormation tab rather than in the Notes tab Archivists are encouraged to adopt these AT recommendations based on the needs of the specific AV collection and research value In terms of general SI practice the objective is not to record every bit of technical metadata possible for AV media but to provide enough information to enable intellectual and physical access Users should know what the content of the recording is Meanwhile users and reference staff should also know how to access the material Additional information about condition and other technical aspects may be kept elsewhere for collection management purposes and need not be a part of collection description Minimal Full and Enhanced AV description AV collections may be processed and described at minimal full or enhanced levels depending on research value and a unit s priorities This guide provides advice for each of these levels of description It is fine to include descriptive information labeled FULL or ENHANCED even when processing to a MINIMAL level Archivists can use their judgment as to the effort involved and benefit to the researcher Summary Recommendations Minimum description In addition to any general AT requirements SI recommends the following when describing AV materials Collection level e Conditions Governing Access Note e If archives have made access copies Existence and Location of Copies Note Describing Archives A Content Standard is currentl
74. ow for the creation and linking of digital objects to resource components Though tailored to NYU needs this plugin can meet many of our needs as well Consider using the BatchDO plugin to save time when working with large AT collections Each project will have different needs there can also be strong cases for creating the digital objects one by one from within the Resources module Use plugin to create batches of new Digital Objects Use case You have a collection with analog instances and you want to add URIs to link to digitized versions AT s plugin can match the component ID aka the Persistent ID and box folder to help you add long lists of DO 1 Create a list of the existing URIs a Open your resource and in the Rapid Data Entry dropdown select DO Workflow b Click on Export Work Order c Copy the results and Paste into Excel or any other program that can edit save TXT files Note Export Work Order creates a Persistent Id Box Folder Image list of Box Folder for each component A4A4 albeanni_refi6 1 AAA albeanni_refl7 No analog instances Use file level AAA albeanni ref18 option Your list will include components with level file Persistent Id Series Subseries Title Use Statement Filename 1 AAA albeanni_refi6 Printed Material Reviews and Articles Image Service AAA albeanni_refl7 Printed Material Magazines Image Service AAA albeanni_refis Printed Material Clipping and Monograph Image S
75. pa 1 Cancel OK 4 Press the OK button or to enter another component press the OK 1 button Archivists Toolkit Manual Page 42 NOTE When you first open the RDE screen it will automatically make your entries the child of whatever you have highlighted in the collection hierarchy regardless of whatever intellectual category you have selected for the Level When entering multiple components with the Rapid Data Entry interface you can change the Level element for each but the components are all entered into the same area of the hierarchy For example if your first component is set at the series level and the second component is set at the file level the Toolkit will not automatically make the file a child of the series The hierarchy can be modified later Customizing the Rapid Data Entry Screen 1 Click on Setup in the top main menu bar all Archivists Toolkit 2 0 0 update 12 Fil Import Setup Reports Tools Help ae List All ag Record a Reports T cs Feasources ames 121 Record s found for sear Subjects Title Reverend James Osborne Artl Flora Edouwaye Kaplan coll Museum of the American Indi Museum of the American Indi E Accessions mFesources Digital Objects 2 Select Configure Rapid Data Entry Screen all Archivists Toolkit 2 0 0 update 12 File Import Setup Reports Tools Help a Users Searc Fd teports E q Configure
76. pecified folder path or structural path in the DAMS This is a practical self serve option that allows units to create and update slideshows Once the EAD dao is set to the DAMS folder path a unit can assign a new asset to an existing DAMS folder and have the slideshow update overnight without needing to change or reload the EAD To use a dynamic slideshow provide a URI to a specific DAMS folder path most common Alternatively you can choose to provide a URI pointing to the DAMS Structural section Component ID also known as the DAMS STRUCTURAL_PATH metadata field if available for your unit In your EAD the href URI should begin http edantest si edu slideshow slideshowViewer htm damspath followed by either Archivists Toolkit Manual Page 37 e the Folder Path you ve created in the DAMS beginning at Public Sets Notice that your URI must include an underscore in Public_Sets all other Folder path names should match EXACTLY and should NOT use space or special characters Examples e Public_Sets NMAH NMAH AC AC0124 S2 B3 F1 e Public_Sets NMAH NMAH AC AC1191 e OR the Structural_ Path metadata field if available Examples e CollectionsOnline sagekay Box_0001hol Folder_001 OPENTEXT Media Management 8 muu Sidebar Palette Type Set Folder Model Folder Path ME Public Folders Public Sets SIA SIA XMLS Complete SIA FBR_XMLS SIA fbr item MODSIT49 Y SIA gt HOC SIA B
77. ption popup window Information about extent and other physical details can be broken out here Alternatively see General Physical Description Note for guidelines on describing materials in a simple single note a Extent Number MINIMAL Type the number of pieces of media being described in the component You can only count a single type of media in each physical description If there are multiple types of media present in the unit being described use multiple physical descriptions Also if there are physical pieces of media that are duplicates or access copies create a separate physical description for them b Extent type MINIMAL Archivists Toolkit Manual Page 68 This is the drop down list to the right of the extent number field Choose the appropriate term from the list See Appendix A See your unit s AV archivist for help identifying formats For motion picture film or video reels the gauge e g 16 mm will be noted in the dimensions section of the physical description see section e below c Container summary varies Use only to describe a facet of the extent other than number or format such as duration or some non media record that s filed with the media such as a transcript transcripts or other related paper records for transcripts include note at MINIMAL level other types of records only include note at FULL level Duration ENHANCED Duration is not a type of metadata that we
78. r Motion Picture Films Use when the series contains a variety of content 2 2 Notes etc 2 2 1 Arrangement MINIMAL If there are a large number of audiovisual recordings in the series make reference to their archival arrangement in a series level Arrangement note Archivists Toolkit Manual Page 66 Example Sound recordings are arranged in rough alphabetical order by interviewee Cross references are provided for subjects occurring out of order 2 2 2 Existence and Location of Copies MINIMAL If archives made access copies exist for any of the audiovisual items in the series include information about it in a series level Existence and Location of Copies note Example All of the sound recordings have been digitized for research access 2 2 3 Scope and Content MINIMAL Include the format and quantity of any media in the series as part of the narrative Example This series contains 124 interviews with artists conducted by Colette Roberts as well as scattered lectures broadcast recordings and other miscellaneous sound recordings created and collected by Roberts Recordings are on 149 sound tape reels 1 4 in and 2 sound cassettes Interviews are listed by individual recording below 3 Folder Item level Description 3 1 Basic Information 3 1 1 Level MINIMAL From the AT drop down list select file for folder or folder grouping Select item for AV item Note that AV items are intellect
79. r almost all dates you will only be required to fill out the Date Expression and the ISO Date Begin and ISO Date End values the bulk dates are required only if they are listed by the processor circa 1880 1986 is the primary date expression and is also encoded with an ISO 8601 standardized start and end date Always type circa into the Date Expression field 1935 1977 is the bulk date range The bulk date range is optional but you cannot use a bulk date range without first specifying an inclusive date range You should never add the bulk date range to the Date Expression value since this expression will be output separately to achieve a consistency in display This assumes however that there will be a maximum of one bulk date range at any one level of description If that s not the case please contact the EAD Coordinator c The remaining input boxes generally won t be used The certainty checkbox is used by BYU to indicate that a particular date is a circa date However this checkbox will not be used here at the Smithsonian and you will always need to type circa into the Date Expression box if that is to be added in the outputted display For example you may need to record a date expression such as 1900 circa 1950 In this case you could then record the ISO Date Begin as 1900 and the ISO Date End as 1955 but you won t need to click the certainty check box Ar
80. r materials that do not share provenance For example an SI finding aid for Marcel Breuer materials may want to refer users to the related materials found at Syracuse University Or an AAA finding aid could refer users to related materials held at NMAH ACAH Related Materials notes can optionally include an external reference i e a link to the other materials Additional blueprints and drawings by Breuer are located within the lt extref actuate onLoad href http library syr edu digital guides b breuer_m htm show embed title Marcel Breuer Papers An inventory of his papers at Syracuse University gt Marcel Breuer papers lt extref gt at Syracuse University Archivists Toolkit Manual Page 61 See the EAD Tag Library http www loc gov ead tglib elements relatedmaterial html 16 Scope and Contents note DACS Reference 3 1 This element is REQUIRED at the collection level It is PREFERRED at the series level and OPTIONAL at any lower levels At the collection level it may be substituted with an abstract note but having both notes is optimal for a fully processed collection At the component level scope and content element notes are not required if the title is sufficient See the EAD Tag Library http www loc gov ead tglib elements scopecontent html 17 Separated Materials note DACS Reference 6 3 This OPTIONAL note should be used when appropriate Do not confuse with Related Materials Separated materials
81. r than film gauge e Physical Characteristics and Technical Requirements Note e Scope and Content Note SI AV Recommendations Guidance is organized in three parts collection level description series level description and folder item level description Each part has sections for one or two of the main tabbed sections of the AT interface Basic Information and Notes etc Each field includes details about MINIMAL FULL or ENHANCED recommendations gt See General Physical Description Note May use this note rather than broken out container summary physical detail and dimensions notes This approach may be appropriate for complex AV components being described within minimally processed collections Archivists Toolkit Manual Page 65 An overview of mappings of AT fields to EAD tags is available in Appendix B of this guide as well as via the Archivists Toolkit website http archiviststoolkit org sites default files ATexports 2008 10 08 xls At the collection and series level AV description guidelines have not changed substantially from the descriptive practices in place at SI prior to our adoption of AT For folder and item level description AT provides an opportunity for more granular encoding of metadata and the added structure and detail should make it easier to accurately and consistently describe AV media in our collections 1 Collection level Description 1 1 Notes etc 1 1 1 Conditions governing access note
82. rchivists Toolkit is altered slightly 1 Start by clicking on the Add Date button 2 A Dates pop up window will then appear 1 In the process of implementing AT at the SI we evaluated two plug ins developed by the user community 1 Brigham Young University s Multiple Date and Extent Plug in and 2 Harvard University s Alternate Extent Type plug in Both of these plug ins offer improved functionality beyond what is provided from a default installation of Archivists Toolkit Since these plug ins are currently mutually exclusive i e you cannot run the software from both within the same installation of Archivists Toolkit we have opted to use the software from BYU s plug in but we are also taking advantage of the spirit and the work done by Harvard since we have borrowed from their alternate extent type list Archivists Toolkit Manual Page 9 Dates Record 1 of 1 Date Expression circa 1880 1986 Inclusive Dates ISO Date Begin 1875 ISO Date End 1986 Bulk Dates ISO Bulk Date Begin 1935 ISO Bulk Date End 1977 C circa Date Type Era Calendar JON First Previous ce za eregorian 3 Enter your date information d Due to additional features of the plug in you can also encode more granular levels of date ranges For instance if you have a date expression of 1930 July then the following value would be added for both the ISO Date Begin and the ISO Date End 1930 07 Fo
83. rmation about Image Delivery Service see http sirismm si edu siris ImageDisplay htm You can also link to objects on sirismm your SI unit s servers or other web accessible locations URI examples http ids si edu ids deliveryService id NMAH ACO008 0000002 http ids si edu ids deliveryService id http sirismm si edu sackler photo FSA_A2 jpg http anthropology si edu johnmarshall images hsfa_83_ 11 4 32a mp3 http siarchives si edu sites default files video collections 000395 SIA000395_VO004CM wmv Note for SOVA web display you can let SOVA control the size of your image OCIO recommends not adding size parameters such as amp max 150 to your IDS call Use DAO to link to slideshows Use a single lt dao gt to link to a static or dynamic slideshow Slideshows can be used to group objects together at any level of description This is an especially practical option if linking from the collection level or major subdivision to a group of objects represented by that level of description STATIC SLIDESHOWS Provide a fully qualified URI to an existing static slideshow Note that as of 4 2015 OCIO no longer creates static slideshows but you can continue to link to slideshows you ve created For example http collections si edu search slideshow_embedded xml http sirismm si edu archivcenter viewer viewer_AC0854 B6F13 xml DYNAMIC SLIDESHOWS Dynamic slideshows update on a regular basis to include any assets assigned to the s
84. rt MARC Filter search results fF Names stal 33 Resources Be Subjects 0 Record s Accessions Title Language Last Updated Last Updated By Author Resource Identifier Finding Aid Status Bias Resources z HE Digital Objects 3 Double click on Resources which is located on the primary navigation bar on the left All existing collection level records managed by your Smithsonian archival unit will populate the large gray area seen in the image above Hint You can also click once on Resources and then click on the List All button which is located on the top of the page 4 You can either select the collection or resource that you would like to work on by double clicking on the collection title from the existing list OR you can add a new collection record a To add a new collection record click New Record from the menu along the top of the screen b Alternatively if a MARC record has already been created for a new collection you can copy a MARC record from SIRIS into the Archivists Toolkit For units that adhere to MARC first workflows this would be the preferred method to add new collections into the AT If you decide to import MARC records into the AT please contact the EAD Coordinator first Note Regardless of option a or b you will also need to supply the Horizon BIB BIB numbers should be recorded in the Finding Aid Note field see 1 4 Finding Aid Data Tab Archivists Toolkit Manual P
85. s First Previous Next Oo aa La Created Nov 28 2011 by custerm Modified Nov 28 2011 by custerm Record Number 1272 Note The Content preview will appear blank if you have added a multipart note To view the content double click on the note to open it Multipart notes are found in the Arrangement Note for example When required you may also see these in the Biographical note or Index More information about Multipart notes can be found in 2 3 2 and Appendix B Notes 1 4 Finding Aid Data Tab At this point all of your data entry should be complete You are almost ready export your data in order to create the collection s finding aid Before you do that however fill out the Finding Aid Data Archivists Toolkit Manual Page 26 1 Click once on the collection title on the left navigation bar 2 Click on the Finding Aid Data tab located on the top navigation bar to the right of Notes etc amp Deaccessions and a new data entry screen will open 3 The following are required to meet SI EAD best practices a EAD FA Unique Identifier This should be the EAD filename filename xml b EAD FA Location Provide URI for location of online finding aid http www aaa si edu collections findingaids xml filename xml c Finding aid title formulated according to your unit s established protocol E g A Collection Guide to the John Smith papers A Finding Aid to the John Henry Bradley Storrs Papers 1790 2007 bulk
86. s G Size 1 volumes AC 0776 07 03 El Clock Orders Volume 3 07 03 gt Volume Volume o TEE H Volume 4 m Volume 5 Wrap in tag T Add Description Remove Description Volume 6 Dates Volume 6 addendum Date Type Date Display gt Volume 7 Addendum Clock Orders Volume 9 1876 April 25 1878 Se a Volume 11 includes time locks H Volume 12 H Volume 13 iee Volume New York Office Add Date Remove Date E Clocks and Watchmans J UR jy Tower Clocks Language Code X H Customer Lists for Clocks Repository Processing Note Internal Only Restrictions Apply q Lil Add Add Delete Manage FA Export Export Bra La v a amp E O A B Close First Previous Next Last Reports Save Archivists Toolkit Manual Page 32 2 On the Basic Information Tab select Add Instance a l Resources Title E Howard Clock Company Records J NMAH AC 0776 E Howard Clock Company Re El Stockholders and Directors Meeting Minutes Watches Watches N Sizes Watches J Size Ej Watches L Size El Watches G Size B Clock Orders H Volume Volume H E H Volume 4 H Volume gt Volume 6 Volume 6 addendum Volume 7 Addendum Clock Orders gt Volume 9 Volume 11 includes time locks Volume 12 gt Volume 13 Volume New York Office
87. s Notes Etc amp Dea AE Finding Aid Data Edo Business records sain gk se _ Eb Subseries 1 e Title of folder one te CG Financial records Correspondence add note etc hg Remove Note etc Extent Measurement Arrangement note Bibliography Biographical Historical note Conditions Governing Access note Add Deaccession Remove Deaccession Y Add T Delete Manage Aiii RNS T child a Sibling Rapid Data Entry Componen JE b Transfer Eacan amp 2 Bi oie gt BD A mal Close Save First Previous Next Reports Created Nov 28 2011 by custerm Modified Nov 28 2011 by custerm Record Number 1272 3 Click on the drop down menu titled Add note etc 4 From the drop down menu select the type of note you wish to add 5 Anew data entry screen will pop up with the title of your note For example if adding an abstract the screen will look like the figure below Notice on the left navigation bar the collection name is highlighted in blue The abstract will be linked to collection level Title eae title Resource Identif Le oT 0001 Collec at yn title D ames amp Subjects Notes Etc amp Deaccessions Finding Aid Data Boshiess records a J Subseries 1 Title of folder one Financial records Correspondence al x Resources Notes I Internal Only Persistent ID ref7 Type Abstract Note Label
88. s a compromise so that you can keep track of records that you want used on SOVA even if you don t consider them Complete EAD authoring is done and the finding aid is ready to publish Ata minimum these should be DACS compliant and meet SI best practice Each unit may also establish and document additional local rules for using this status Archivists Toolkit Manual Page 28 5 If applicable you may also need to add a Sponsor Note If applicable You should give credit to special funders here Example Funding for the processing of this collection was provided by the Terra Foundation for American Art b Series If applicable rare List all series names and dates if applicable This is only necessary if you plan to create a MARC record for the collection as this information will be exported in a MARC record only c Revision Date and Note If applicable Include this for major revisions only Include in reverse chronological order 6 Click Save 2 Linking Elements ref extref and dao Linking elements are optional but may help you link internally to other sections of the Finding Aid for an index e g or externally to resources hosted elsewhere These elements are often used within Notes see Appendix B Notes in Detail for more information 2 1 Internal links lt ref gt You may include an internal reference to another point within a finding aid Please use these notes sparingly You may however need to
89. sound cassettes o note do not use Audiocassettes e sound cassettes DAT e sound cassettes microcassette e sound tape reels e sound tape reels NAGRA SN e sound wire reels e sound discs e sound discs lacquer e sound discs vinyl e sound discs aluminum e sound discs CD e sound discs Minidisc e sound cartridges e sound cartridges Fidelipac e sound cartridges 8 track e sound cylinders e sound track film reels videocassettes e videocassettes VHS e videocassettes VHS C e videocassettes S VHS e videocassettes U matic e videocassettes Betacam e videocassettes BetacamSP videocassettes Betamax videocassettes Video 8 videocassettes Hi8 videocassettes Digital Betacam videocassettes MiniDV videocassettes D 1 videocassettes D 2 videocassettes HDCAM videocassettes DVCAM videocassettes DVCPro videocartridges videodiscs videodiscs DVD videodiscs Blue Ray videodiscs laser videoreels 2 inch videoreels 1 inch videoreels 1 2 inch film reels O put gauge in dimensions and type of element in physical detail film cartridges film cassettes film loops Archivists Toolkit Manual Page 74 Appendix D Digital Object automation The AT community has developed a variety of plugins to help with Digital Object workflows SI units may want to consider incorporating the BatchDO2 1 plugin developed at NYU to automate the workfl
90. ssing and production of access instruments promote data standardization promote efficiency and lower training costs Currently the application supports accessioning and describing archival materials establishing names and subjects associated with archival materials including the names of donors managing locations for the materials and exporting EAD finding aids MARCXML records and METS MODS and Dublin Core records The AT project is a collaboration of the University of California San Diego Libraries the New York University Libraries and the Five Colleges Inc Libraries and is generously funded by The Andrew W Mellon Foundation Archivists Toolkit website http archiviststoolkit org The Archivists Toolkit is used at the Smithsonian Institution for authoring EAD finding aids It is important to note that the AT is a work in progress It is however a powerful archival collections management tool that is designed to be flexible in order to accommodate many collection and repository needs While the program may seem daunting at first keep in mind that there are actually only a few basic actions to learn Those same actions will be applied in various ways to accomplish different levels of data entry A big part of what makes AT such a great tool is that it manages collection data hierarchically mimicking the way in which archivists manage collections intellectually In fact only when you link records to instances or
91. t box numbers and extents Box 10 OV 42 1 5 linear feet If needed e Instances only at the lowest level of the hierarchy Generally used at file and item levels Subseries Requirements Required e Level subseries e Component Unique Identifier 1 2 e g e Title e Language Code if differs from collection level e Date Expression ISO preferred but not required If needed e Physical Description e g for AV Archivists Toolkit Manual Page 16 e Instances only at the lowest level of the hierarchy Generally used at file and item levels Files and Items Requirements Required e Level file e Title e Language Code if differs from collection level e Date Expression ISO preferred but not required e Instances include at the lowest level Generally used at file and item levels If needed e Component Unique Identifier if needed for unit s inventory system e Physical Description for AV Adding Instances Add Instance is used at subordinate levels to record box or folder numbers e g You will usually add instances at the lowest level which can be the series subseries or file levels In the AT Instance refers to the physical or electronic location of the materials within the collection Basically it s how you assign box and or folder numbers or information needed to locate and access an electronic resource if linked to the digital o
92. t description from a higher level of description For example in a series called Interviews a name of the subject of the interview would be sufficient as a component title Note that motion picture film that is unlabeled can often be identified or at least dated by looking at the first few frames of the film sometimes after a blank or stock leader Consult your unit s AV Archivist for help playing identifying poorly labeled media 3 1 3 Date MINIMAL Include a known or estimated date for the unit being described If the unit being described is from radio or television and the date is a broadcast date you may choose the date type broadcast under Date Type You can also indicate the type of dates for a series in the series Scope and content note 3 1 4 Physical description Physical Descriptions Physical Descriptions Extent Number sound tape reels Container Summary Extent Number 1 sound tape reels Container Summary Paper note found with original box Physical Detail Physical Detail Additional label on original box from Eleanor Dickinson with residential address Dimensions AN A Be mame ole First Previous Next Last Cancel Created Jun 28 2012 by McSheaM Modified Jul 19 2012 b Created Jul 19 2012 by McSheaM Modified Jul 19 2012 by McSheaM Record Click on Add Description to open a physical descri
93. tasks Learn more at the MarcEdit site http marcedit reeset net Consider transforming your MARCXML to EAD prior to import if you have large quantities to import or if you need to manipulate any of your data prior to import Steps 1 Open the Import menu then the Custom Import Export option and select MARCXML Af Archivists Toolkit Smithsonian Edition 2 0 0 update 15 SI Build 22 Fie Import Setup Reports Tools Plugins Help Import Digital Object Tab delimited Import Digital Objects NYU 2 1 E Digital Objects 2 Fill in your repository Resource Level i e collection Resource Identifier Archivists Toolkit Manual Page 46 3 Select your Import option a Entire MARC record Will create a new record does not overwrite You must provide a unique Resource Identifier for each MARC import b Subject headings only Will add Names and Subjects to an existing AT record Specify which record in the Resource Identifier field s The four Resource ID fields must match exactly oven x Look in E marcxml F emn Select a Repository S 9 1 2015 1 0 PEER 1040 xml 6 15KB XML File 9 1 2015 1 0 af 1051 xml 5 90 KB XML File 9 1 2015 1 0 Resource Level 1052 xml 7 84KB XML File 9 1 2015 1 0 lecti E 1055 xmi 4 82KB XML File 9 1 2015 1 0 are 1056 xml 6 03KB XML File 9 1 2015 1 0 Resource Identifier E 1059 xml 6 07KB XML File 9 1 2015 1 0 1063 xml 5 08K
94. tem button and go from there Each item equates to a single bibliographic reference 6 Biographical Historical note DACS Reference 10 This note is REQUIRED at the collection level You can change the Note label to whatever is appropriate Biographical sketch Historical note Administrative history etc See the EAD Tag Library http www loc gov ead tglib elements bioghist html 7 Conditions governing access note DACS Reference 4 1 This note is REQUIRED at the collection level Follow your unit s guidelines for phrasing Do not confuse with Conditions governing use For help see the EAD Tag Library http www loc gov ead tglib elements accessrestrict html Archivists Toolkit Manual Page 55 8 10 11 12 13 14 Conditions governing use note DACS Reference 4 4 This note is REQUIRED at the collection level Follow your unit s guidelines for phrasing Do not confuse with Conditions governing access For help see the EAD Tag Library http www loc gov ead tglib elements userestrict html Custodial history note DACS Reference 5 1 This note is RECOMMENDED when appropriate and is the best place to record the chain of ownership information about materials if known prior to their immediate source of acquisition See the EAD Tag Library http www loc gov ead tglib elements custodhist html Dimensions note DACS Reference 2 5 This information is often better suited in the Physica
95. tes In most cases there is no need to include this type of information but if you have discovered something about the content of a specific recording during processing and want a place to put it Scope and Content is usually a good place for it Use for e Unexpected content is found in a recording such as fragments that are partially taped over Example Reel begins with a 70 minute fragment of a circa 1977 interview with Robert Irwin Archivists Toolkit Manual Page 72 Content that does not match the label on the media Example Original label on reel reads Josh Young tape 2 side 1 but there is no recording of Josh Young on the reel Blanks or unrelated content particularly at the beginning of a recording Example First 37 minutes of recording is popular music Or Interview begins 10 minutes into recording When sequence of multiple pieces of media needs to be explained Example Sequence of original recordings unclear but appears to be cassette marked afternoon tape first cassette marked eve one second and reel marked tape at house third When creating a dummy component for a cross reference such as when a separate recording is found on the same physical tape can include intellectual see and see also references E g n the component that refers to the physical tape note the additional recording Reel also includes circa 43 minute interview with Bruce Conner October 1974
96. tions governing use Required e Immediate Source of Acquisition Preferred e Language of the materials May require two notes if multiple languages e Preferred Citation Required e Processing Information Required e Scope and content Required Additional notes may be needed when applicable for your collection e Separated materials note if applicable e Related archival materials note if known At subordinate levels e Scope and Contents Preferred at series level optional at subseries or file levels e All other notes are optional at these levels Add notes to lower levels as needed Often scope and content notes or related materials notes are also added to lower levels to provide additional details about the contents of specific sections of the collection Instructions The same steps are used to add any type of note to any level of the collection 1 On the left navigation field click once on the collection title series subseries or file name to which you want to add a note It will become highlighted in blue Hint make sure you have selected the correct level of description to which you want to add a note 2 Click on the Notes Etc amp Deaccessions tab located at the top of the Basic Description screen and a new data entry screen will open Archivists Toolkit Manual Page 24 BE Resources Title Collection title Resource Identifie y AAA 0001 Collection title Basic information amp Subject
97. ts are separated by full stops e g S1 1234 tc amp Deaccessions Finding Aid Data Resource Identifier 51 1234 Accessions linked to this Resource ID a _ Resource Identifier 51 1234 Accessions linked to this Resource ID Accession Number Accession Title Archivists Toolkit Manual Page 8 Collection Title The title field should be used for every component in AT Include a DACS compliant title Do not include trailing punctuation such as commas Language Code A language code is required at the collection level e Select English eng from the drop down menu if the collection is in English e Select Multiple Languages mul if the collection contains a significant amount of material in other languages You will also need to add a note about the languages represented later under the Notes amp Deaccessions Tab e You can also select Undetermined und or No linguistic content as needed Language code information is inherited to all lower levels Only include a language code entry at lower levels if the language differs from the rest of the collection Date SI s AT implementation uses the Brigham Young University s Multiple Date and Extent Plug in BYU s plug in is relatively simple it permits the addition of multiple dates and multiple extent values at every level of archival description To permit these improvements the standard interface of A
98. ual items and may be comprised of multiple pieces of media or multiple copies of a single intellectual item There can also be multiple items on a single piece of media Describe each intellectual item in a single component and record the number of pieces and existence of copies in the physical description see Physical Description folder and item level 3 1 2 Title MINIMAL For folder and item titles transcribe a formal title if one exists or derive a title from a combination of creator name genre subject and or location or some other logical description within the context of the series For minimally processed collections and for media that we do not have the capacity to play in house it is acceptable to describe an unlabeled or ambiguously labeled recording as unidentified In these cases include its general material designation e g Unidentified Sound Recording Do not use the media format as a title Format must be recorded in a physical description For fully processed collections all poorly identified recordings should be played if possible to describe their content in the finding aid At the minimum the Title lt unittitle gt for media without a formal title should include at least two of the following creator name subject name topical subject location or genre Depending on the content other types of descriptors may be Archivists Toolkit Manual Page 67 appropriate Media items may also inheri
99. unctuation problems for example any trailing whitespace or extra commas Record 2 of 26204 Pound Ezra 1885 1972 Details Non Preferred Forms Accessions Resources amp Digital Objects Contact Info Name Identity Record Person Prefix Dates 1885 1972 Primary Name Pound Qualifier Rest of Name Ezra Fuller Form Title Source NACO Authority File naf Rules _ Direct Order Sort Name Pound Ezra 1885 1972 Create Sort Name Automatically Doce DA First Previous Next Last Reports Close Save Created Mar 8 2012 by custerm Modified Mar 8 2012 by custerm Record Number 8340711 6 With the Name selected in the Names Lookup List choose a Function from the dropdown menu Do not confuse the Names function of Subject with Subject terms a Creator means the Name will appear in lt origination gt as a Creator of the collection b Subject means the Name will appear in lt controlaccess gt c Source will not export in the EAD finding aid Source may be used and exported as part of an Accession record Resources Name Type Bartram William 1739 Person N Davragan Edward Ferson ingest Ellwood John H Ferson ingest Keep America Out of W Corporate Body ingest National Council for Pre Corporate Body ingest Stevens Howard Person ingest Waterbury Council for P Corporate Body ingest Double click on a Name to add it to the record Or hit enter if a
100. y available in pdf format from the Society of American Archivists website http files archivists org pubs DACS 2007 pdf Archivists Toolkit Manual Page 64 Series level e Title of Series e Scope and Content Note e If there is a large number of recordings in the series Arrangement Note e If archives have made access copies Existence and Location of Copies Note Folder Item level e Level e g the intellectual level e Title of folder item e Date of folder item e Physical description o Extent Number and Type o Container summary at this level to note transcripts only o Dimensions at this level to note film gauge if known only e Instances e g use to record details about physical housing e If archives have made access copies Existence and Location of Copies Note e f appropriate General Physical Description Note Full description Include all of the above plus Folder Item level e Physical description o Container summary at this level to note additional details other than transcripts o Physical detail at this level to note duplicates e General Physical Description Note e g if an AV record exists in a folder with other material Enhanced description Include all of the above plus Folder Item level e Physical description o Container summary e g to note duration when known o Physical detail e g to note Quality of recording Media labels or Type of production o Dimensions e g to note dimensions othe
101. y ingest National Council for Prey Corporate Body ingest 4 Select the name If the name exists Select the Name This should match the authorized form in the collection s corresponding Horizon record Skip to Step 6 b Ifthe Name does not exist in AT select Create Name a Resources Name Lookup Filter W Or hit enter if a Term is highlighted Function 7 ine este nane_ ose nn 5 After clicking Create Name AT will ask which type you need Choose Person Corp or Family AT will open the relevant Names screen a The following fields are always required i Primary Name Person or Corporate type OR Family Name if Family type ii Provide Source Additionally you can provide the Rules Include any additional fields as needed for example Rest of Name or Dates so that your entry matches the authorized form in Horizon Hit OK to save your name record You ll be returned to the Name Lookup list If you made a mistake and need to edit the Name you will need to close the Resource and open the Names module to make changes Your Name should match the authorized form in Horizon Coordinate any changes with your b C i unit s catalogers Archivists Toolkit Manual Page 20 HINT AT WILL ALLOW YOU TO PREVIEW THE NAME ENTRY Glance at the Sort Name preview to make sure that you have entered the correct Primary and Rest of name You ll also be able to see if there are any p
102. y of an original audio reel Location of original is unknown Archivists Toolkit Manual Page 69 e Quality of recording ENHANCED Examples Poor sound quality Sound is distorted at the beginning of the recording e Media labels ENHANCED Transcribe labels on the media if they add to the description or are important to understanding its content or the context of its creation Examples Handwritten note on original box Iceberg Handwritten note on original cassette Telephone conversation for article e Type of production element ENHANCED Particularly relevant for motion picture film and video when you have multiple versions or types of elements that make up an item Although there are many terms used to describe parts of a film typical types of elements include camera original color negative black and white full coat sound on film magnetic original reversal soundtrack original negative workprint composite print trims and outs optical soundtrack outtakes This type of description can also be put in a Title for a component when listing multiple parts of a film project See the AV archivist for help sorting out media from productions e Dimensions film gauge MINIMAL other dimensions ENHANCED Use this section of the physical description window to note the gauge of film reels usually 16 mm 8 mm or Super8 mm You can also record other dimensions like diameter for a sound tape reel e g 7 inch or 3

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