ArchivesSpace Manual

August 2014
Paromita Biswas, Jason Brady, Elizabeth Skene

WCU ArchivesSpace Manual

About this manual

This manual was written in the summer of 2014 to support the migration of finding aids written in MS
Word into ArchivesSpace. Only manual entry is addressed in this manual no EAD importing. Due to a
variety of limited resources, Hunter Library decided to have the cataloging department do the majority
of the migration. A poster presented at the 2014 DLF Forum is in the appendix and gives a summary of
this project.
This is a first draft of the manual and a work in progress, so use at your own risk. We welcome any and
all feedback. Since the creation of this manual, many more resources have been released for
ArchivesSpace.
There are three sections to the training manual:
1. The map
Our special collections team member took a finding aid template and recorded the
corresponding field in ArchivesSpace.
2. The step by step guide
A how-to for adding data to ArchivesSpace
3. The glossary
The glossary contains 27 entries. It includes common archival terms as well as ArchivesSpace
field names. Each entry has four sections: EAD element name, ArchivesSpace map, definition,
and example. The element name and ArchivesSpace field sections highlight required or optimum
DACS fields. Entries also have a definition and example, many of which are taken from the
Society of American Archivists A Glossary of Archival and Records Terminology.
Using this manual at your institution
Hunter Library made a number of decisions which are reflected in this document and should be taken
into consideration when repurposing these materials.

We decided to enter most folder level information into the first-level components, rather than
creating a second-level component for each folder (page 15).
Special Collections will be reviewing each item before it is made public, so this manual instructs
users to leave all publish boxes unchecked.
Also consider: naming conventions for child/sibling components, consistency of file/series/fonds
level of description

Contact information
Elizabeth Skene, Digital Initiatives Librarian, emskene@wcu.edu
Paromita Biswas, Metadata Librarian, pbiswas@wcu.edu

This work is licensed under a Creative Commons Attribution-NonCommercial 4.0 International License

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WCU ArchivesSpace Manual

CONTENTS
Mapping Special Collections Accession Form Into Archivesspace Fields ......................................................................5
Creating An Accession Record .......................................................................................................................................6
Basic Collection Information .....................................................................................................................................6
Dates .........................................................................................................................................................................6
Extents .......................................................................................................................................................................6
Agent Links ................................................................................................................................................................6
Rights Statements .....................................................................................................................................................7
Publish .......................................................................................................................................................................8
Creating A Resource From An Accession Record ...........................................................................................................9
Spawning A Resource Record ....................................................................................................................................9
Basic Information ......................................................................................................................................................9
Level Of Description ..................................................................................................................................................9
Dates, Exents, Related Accessions, Agent Links ......................................................................................................10
Subjects ...................................................................................................................................................................10
Creating Subject Terms ...........................................................................................................................................11
Common Subject Indexing Terms: ..........................................................................................................................12
Notes .......................................................................................................................................................................12
Finishing The Resource Record ...............................................................................................................................13
Entering Conents Description ......................................................................................................................................13
First- And Second-Level Components .....................................................................................................................14
Creating First-Level Components Individually .........................................................................................................15
Creating First-Level Components Using Rapid Data Entry ......................................................................................15
Adding Details For The Contents Description .........................................................................................................17
Adding Additional Information To The First-Level Component ...........................................................................17

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Creating Second-Level Components ....................................................................................................................19
Creating Links To Digitized Materials On Contentdm ..................................................................................................20
Link To Contentdm Subject .....................................................................................................................................20
Link To Contentdm Search ......................................................................................................................................21
Publishing A Finding Aid ..............................................................................................................................................22
Appendixes ..................................................................................................................................................................23
Glossary And Archivesspace Field Descriptions And Examples ...............................................................................23
DLF Forum 2014 Poster ...........................................................................................................................................34

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WCU ArchivesSpace Manual

MAPPING SPECIAL COLLECTIONS ACCESSION FORM INTO ARCHIVESSPACE FIELDS

SPECIAL COLLECTIONS
ACCESSION FORM

Accession #:

Identifier

Title:

Title

Type: Under Subjects

Personal correspondence:
Diaries & minutes
Financial records
Legal papers
Clippings & scrapbooks
Literary productions &
reports

Other printed material

Iconographic
Audio
Genealogy
Maps
Other

Date received: Accession Date

Date processing completed:

Source: Provenance [typically, donors name]

Method of arrival: Provenance
Terms: Acquisition Type [usually, Gift]
Restrictions: Use Restrictions and Access Restrictions
Materials physical condition: Condition Description
Inclusive date: Dates > Creation
Size of collection: Extents

CONTENT AND SCOPE:

Content Description typically.
Beginning on the page following this Accession Form will be the collection description (typically
a folder-level description), by box number.

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CREATING AN ACCESSION RECORD

BASIC COLLECTION INFORMATION
1. Log into the ArchivesSpace Staff interface
2. From the mail navigation bar, click Create and choose Accession from the drop down menu.
3. Enter the collection information from the finding aid into the following fields:
o Title
o Identifier: Enter the entire identifier in the first box
o
o
o

o
o

Level of description: Collection

Resource type
Basic information language
If the collection is in more than one language, choose Multiple languages from
the drop down menu and a Language of materials note
Publish: Leave unchecked (Finding aid will be published after review by Special
Collections.)
Restrictions: Check if restrictions exist, leave unchecked if no restrictions

DATES
1. Click Add Date.
2. Choose label Creation.
3. Enter the dates (see glossary on best practice for this)
o Full mm/dd/yyyy dates are required:
If only month and year a given, day is the first of the month
If only year is given, date is January 1
4. Choose type of date from the drop down menu (date types are described in the glossary)
5. If inclusive dates are not noted on the finding aid, look at the container list and try and make an
educated estimate
EXTENTS
1.
2.
3.
4.

Click Add Extent

Choose portion from drop down menu (typically Whole)
Enter the number (this will come from the Size of Collection space on the finding aid
Choose the type from the drop down menu (typically Linear feet unless otherwise specified)

AGENT LINKS

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If the collection is named after the person/ corporate body, add him/body in the Creator or Source field.
Otherwise, leave the field blank. If two people are named in the title of the collection, create agent links
for both.
In some cases where the donor is an important person, and users might search by that name, create a
name heading for the donor and choose source in the role field. Otherwise, do not create any agent
links.
1. Choose the role of the agent
Creator they created the materials
Source the materials came from them
Do not create subject agentscreate them under subjects
2. Click the drop down menu for Agents and Browse for existing agents
3. If the agent does not exist:
i.
Choose Create from the drop down menu
ii.
Choose type of agent from the drop down menu
iii.
Under basic information, make sure Publish is checked
iv.
For Dates of Existence, click Add Date and choose Existence. Usually the dates will be a
rangei.e.birth and death dates.
v.
Choose authority file source from the drop-down menu and add authority ID. For NACO
files, the authority ID will be the LCCN no. in the authority record.
vi.
If dates are known for the agent, choose RDA for Rules, otherwise select local
vii.
Insert the data in the required fields. Names will usually be in indirect order.
viii.
Under name order, choose indirect
ix.
Make sure under Sort name that Automatically Generate unchecked; if not, the
display will not show the dates associated with a name.
x.
If the name is not in any authority file, create a locally controlled name in indirect order
following rules of current cataloging standards such as RDA.
xi.
Titles, such as Dr., associated with a name: If the Dr. stands for the profession of a
person (not PhDs who can also use Dr.), use physician within parenthesis. For
example: Brown, Robert (physician). If the usage of Dr. denotes a degree (PhD), do not
use it in creating the name heading. For example, for Dr. Nancy White, Ph. D., create the
heading as White, Nancy. Note: these rules apply only when the heading is not in the
NACO or other authority files.
2. The name terms on the resource page can be arranged in order or importance. Simply place
cursor on the grey lines next to each term and move them up/down.

RIGHTS STATEMENTS

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1. Mark the check box Active

2. Choose Institutional Policy from the Rights Type drop down menu
3. If restrictions exist, copy them from the Restrictions line of the finding aid
PUBLISH
1. Double check all the information you have entered
2. Click Save Accession

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WCU ArchivesSpace Manual

CREATING A RESOURCE FROM AN ACCESSION RECORD

SPAWNING A RESOURCE RECORD
1. Log into ArchivesSpace staff interface
2. From the main menu, find the accession record that is associated with the resource you want to
create
3. Click View for that accession
4. Click Spawn from the menu above the basic information and choose Resource

BASIC INFORMATION
The majority of the information you entered into the accession will be populated in the resource record
except for Identifier use the same number as the accession (ex. MSS 09-05). Make sure Publish is left
unchecked.
LEVEL OF DESCRIPTION
1. You will need to enter the Level of description for the collection.
i.
Subgroup: A body of related records within a record group or a collection, each
corresponding to an administrative subdivision in the originating organization.
ii.
Series: Files or documents arranged in accordance with a filing system or maintained as
a unit because they relate to a particular subject or function, result from the same
activity, have a particular form, or because of some the relationship acting out of their
creation, receipt, or use.
iii.
File: An organized group of documents gathered together because they relate to the
same subject, activity, or transaction. Files should not be confused with folders, which
are physical units. A file may contain several folders or one folder
iv.
Item: A single item or document
v.
Collection: There is no description of the contents of the collection
Examples:
Description in finding aid

Level of description in ArchivesSpace

MSS 05-08.1
Folder 1 1822-1824.
Folder 2 1830-1835.

File

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Folder 3 1836.
Folder 4 1837.
CONTENT AND SCOPE:
One hundred and twenty (120) slides of the Western Carolina
Teachers College / Western Carolina College (now Western
Carolina University) campus and students that date from 19481952.
Folder 1 - Correspondence, 1984, 1985 & 1986.
Folder 2 - Correspondence, 1987.
Folder 3 - Correspondence, 1988.
Records concerning the Jackson County Arts Council of Jackson
County, North Carolina, including, but not limited to, minutes,
financial reports, and Arts Council activities.
Folder 1 - Jackson County. Historical information concerning
Jackson County, including political districting, names and
positions of public officials, school superintendents, brief
history of Southwestern Technical College (now Southwestern
Community College), brief history of Western Carolina
University, and election return results from Jackson County.
N.d.
Folder 2 - Notebooks.Two spiral-bound green notebooks
containing notes and citations concerning the Dooleys' chapter
in The History of Jackson County. N.d.
Content and Scope
BLANK

Item

Series

Sub-group

Series

Collection

DATES, EXENTS, RELATED ACCESSIONS, AGENT LINKS

This information is supplied from the accession record
SUBJECTS
General Rule
The Scope and Contents note in the finding aid is the main source of information for establishing
subject terms.
The level of specificity should be high. So, for example, index correspondence as Hennessey, Flossie -Correspondence instead of just correspondence. This will be useful for more precise retrieval in
aggregated environments and also within our own repository.
Minimum no. of subject terms to be added: 4

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Maximum no. of subject terms to be added: 10

(If there are exceptions to this, please discuss with other team members)
CREATING SUBJECT TERMS
1. Click Add Subject
2. Use Browse if the term has already been added to the list.
3. If the term does not exist, click Create.
i.
In the pop-up box choose the source of subject term. Mostly it will be LCSH. Sometimes
it might be AAT or local (for locally created).
Note: The sources for controlled vocabularies for subjects can be multiplefor exampleArt and
Architecture Thesaurus or LCSH or Getty Geographic Names. AAT might be more useful for genre terms
for photographs or other special formats. Whichever list you choose, make sure you select it in the
source box.
ii.
iii.
iv.
v.
vi.

vii.

Add the subject term.

Choose the kind of term it is from the drop down menu. Most times, it will be either
topical/genre.
If there are subdivisions, click Add term/subdivision
Add the term and choose the type.
Repeat this process as many times as needed. Sometimes it might be twice (for example
when you are adding geographic subdivisionsNorth Carolina might be one subdivision
and Macon County another)
Once done, click Create and Link to Subject.

If you want to edit anything after the term has been created, go to the concerned subject term and click
on the blue edit button at the top.
If you want to delete any section, or the whole term, click on X on the right hand corner and click on
confirm removal.
The subject terms on the resource page can be arranged in order or importance. Simply place cursor on
the grey lines next to each term and move them up/down.
Important:
Avoid using locally created subject terms unless its for personal names and/or it is absolutely
necessary, that is, you think users will want to search a collection by that term and the term is
not included in LCSH or any other controlled vocabulary list
Adding Authority ID is ideal. The authority ID is the LCCN no. in the authority record. The
authority ID for subject terms is currently not working?

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WCU ArchivesSpace Manual

COMMON SUBJECT INDEXING TERMS:

Names included in the finding aid go in the subject field. Subdivide names by correspondence,
and other subdivisions, as necessary.

For very large collections, where there might be the possibility of having to index large number
of names, ensure that the items related to the persons name constitute at least 25% of the
collection. Limit subject headings to a maximum of 10 per finding aid.

If collection refers to multiple family members, add a subject heading for the family name.
Follow the spelling of the family name as found in the authority file even if the spelling is a
variation of the spelling recorded in the finding aid. But, make sure that the recorded spelling in
the finding aid is a 4xx for the authorized name for the family.
For example, finding aid for the Jacob Siler collection has records of Jacob Siler and D. W. Siler
concerning materials of family interest. Add a subject heading for the Siler family. Note that the
authorized heading in LCSH is Seiler family with the 4xx Siler family. You need to use the
authorized heading. If the collections consists records primarily of Jacob Siler, you can also add
the subject heading Siler, Jacob Family.

Location mentioned in the finding aid will be added as a subject term. For example, Macon
County (N.C.)

When creating name subjects which are not in any authority file: create a locally controlled
name subject and choose source of vocabulary as local. In creating names, always follow rules of
current cataloging standards such as RDA.

NOTES
1. Click Add note
2. Choose the Note type
3. Enter the information from the finding aid into the corresponding field
o Arrangement
o Biographical/historical (History administrative, History biographical))
o Conditions governing access
o Conditions governing use
4. If there are cited sources in the finding aid, be sure to provide a full citation or URL (eg.
Wikipedia pages)
5. If the finding aid mentions other materials

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WCU ArchivesSpace Manual

FINISHING THE RESOURCE RECORD

1. Double check all the information is correct
2. Double check that Publish in the Basic Information section is unchecked
3. Click save
ENTERING CONENTS DESCRIPTION
You will first need to determine how the collection is organized based on the information in the finding
aid:
How is it grouped? Letters, decades, notebooks, etc.
How much detail exists? Is everything described item by item, or by box?
The goal is to have the collection organized into groups or series. You want enough detail to make the
collection easy to browse but not too much that its very complicated.
Examples of typical arrangements:
Biographical
Correspondence (or other types of communication)
Financial/Medical Information
Writings (or other "Creations")
Roles, Occupations, Activities
Research Files/Subject Files/Field Notes/
Topical Files/Miscellaneous
Format - Photographs/AV/Size
(Chronological Arrangement May Also Work)
Examples:

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WCU ArchivesSpace Manual

FIRST- AND SECOND-LEVEL COMPONENTS

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These series will be part of the Resource record and are referred to as first-level and second-level of
description components. Each resource will have a first-level of description and these will be referred to
as first-level components.
There are two ways to create first-level components: individually or by using the rapid data entry
method. You may want to enter items individually if each group or series is distinctly different, but if you
have multiple folders, boxes, notebooks, etc., then use the rapid data entry method.
Note about child/sibling: When viewing resources, the add child/sibling buttons work in relation to
which resource is highlighted. For example, if a first-level component was highlighted and you clicked
add sibling it would add another first-level component and clicking add child would create a secondlevel component nested under the highlighted first-level component.
CREATING FIRST-LEVEL COMPONENTS INDIVIDUALLY
1. Open the resource record by going to Browse -> Resources -> and click blue Edit button next to
the collection.
2. The top of the record will show a grey area where the first-level component will be added.
3. Click Add child

4. This will add a new Archival Object to the record

5. Add a descriptive title to the record. Include what type of group the first-level component is, as
well as information about it. eg. Notebook 1: Journal, 1935-1937, Folder 1: Concert Tickets,
Series 1: Tax Records, 1973, MSS 05-09.1, MSS 05-09.2, etc.
6. Enter the Level of Description, this will be the same as the Level of Description you entered for
the Resource. For more details, refer to page 9.
7. Only enter date information for the series/folder, do not use the dates of the entire collection
8. For each component, follow the directions for adding details for the contents description on
page 17.
CREATING FIRST-LEVEL COMPONENTS USING RAPID DATA ENTRY
Open the resource record by going to Browse -> Resources -> and click blue Edit button next to the
collection.

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1. The top of the record will show a grey area where the first-level component records will be
added.
2. Click Rapid Data Entry

3. This will bring up the Rapid Data Entry Screen. You can add as many rows as you need by clicking
Add Rows. Important: one row is already created, so subtract one from the total you need and
enter that number. For example, if you need 10 rows, you will only need to add 9.
4. You can enter information individually for each row, but use the Fill Column option when
entering information that is the same for every row.
5. To do this, click Fill Column, choose the column, and then enter the information.
6. Click Apply fill to fill each column.

7. Click Save Rows to save this data.

You can use this feature to add the level of description, dates, and other information that is the
same for every component.
o Only enter date information for the series/folder, if provided, do not use the dates of the
entire collection
This feature can be used for titles if the description is the same. For example, you can enter
Notebook: or MSS 05-09. to the Title column, then add each date or number.
To add another row at this level, choose Add Sibling.
In this example, the Rapid Data Entry method was used to enter the title MSS 05-09. to the
column, then the number and description were added individually:

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WCU ArchivesSpace Manual

ADDING DETAILS FOR THE CONTENTS DESCRIPTION

There are two ways to add addition information about the collection after you have entered the firstlevel components:
1. Adding the details into the first-level component using the notes field
2. Creating a second, more detailed level of description these nest under the first-level
components and are called second-level components.

ADDING ADDITIONAL INFORMATION TO THE FIRST-LEVEL COMPONENT

1. Edit the resource you want to describe and click on the first-level component you want to add
details to

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2. Enter the level of detail:

If each item is described individually, chose Item
If the details are given as groups, choose Sub-series
If the details are given as folders, choose File
3. Enter the Language of the materials
If the collection is in more than one language, choose Multiple languages from the
drop down menu and a Language of materials note
4. Make sure the Publish option is unchecked
5. If there are Restrictions, be sure to note them
6. Go to the Notes section and click Add Note
7. Choose the note type (typically Arrangement) and give the note a label, for instance
Contents
8. Here you can copy and paste details from the finding aid. For example:

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9. When published, the above example will look like:

10. Click Save Resource

11. You preview your work, you can check the publish box in the Basic Information area, then click
View Publish, located above the title. Make sure to uncheck Publish when youre done.

CREATING SECOND-LEVEL COMPONENTS

For collections that get a lot of use or are described in great detail, you can add a second level of
description below the first-level which will be referred to as second-level components. This information
will be displayed below the first-level, as shown below:

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To create a second-level component:

1. Open and edit the resource record, select the first-level component, and click Add child

2. Follow the instructions on entering information for a first-level component on page 17.
CREATING LINKS TO DIGITIZED MATERIALS ON CONTENTDM
1. Some of the collections have related, digital materials in the librarys digital collections in
CONTENTdm. To promote find-ability and accessibility, we want to link from ArchivesSpace to
these collections. There are two ways to do this.

LINK TO CONTENTDM SUBJECT

1. The first, and preferred method, is to link to an existing subject or collection within
CONTENTdm.
For example: If you were entering the Slagle collection, after searching CONTENTdm and viewing
an item returned in the search, you would see there are two links you could use in the Slagle
collection description in ArchivesSpace Slagle, A. H. (Mrs.) Correspondence or C. W. Slagle
Collection. Use your discretion on which is best to use.

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2. In ArchivesSpace, create a new note (in the accession, resource, first-, and second-level
components). The note type will be Related Materials labeled Digital Materials. Copy and
paste the URL from CONTENTdm and enter it into the note field. Make sure Publish is
unchecked for both the title and note text.

LINK TO CONTENTDM SEARCH

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1. The second method is to link a search within CONTENTdm. Try to make the search as specific as
possible, using Boolean operators as needed.

.
2. Follow the directions on page 18 for adding the link to ArchivesSpace.
PUBLISHING A FINDING AID
1. When you have entered all the information from the finding aid and metadata, send an email to
Jason Brady (jbrady@wcu.edu) and George Frizzell (frizzellg@wuc.edu).
2. Special Collections will review the finding aid and then publish both the accession record and
resource record.

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APPENDIXES
GLOSSARY AND ARCHIVESSPACE FIELD DESCRIPTIONS AND EXAMPLES
**Denotes required fields
*Denotes optimum fields
AS denotes ArchivesSpace specific fields

Elements

ArchivesSpace map

Access
points**

Subjects

Acquisition
type
AS

Acquisition type

Agent links

Agent links

Definition
A name, term, phrase, or
code used as a heading in a
catalog, especially to group
related information under
that heading. Common
access points within
catalogs include author,
title, and subject
Typically gift or purchase.
Transfer would be from
another institution, such as
a local historical society.
Describes the nature of the
relationship between the
entit(ies) named in the
creator element and the
materials being described
(e.g., creator, author,
subject, custodian, copyright
owner, controller, or
owner).

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Example

Gift, Purchase, Transfer

Creator they created the

materials
Source the materials came from
them
Subject the materials are about
them

WCU ArchivesSpace Manual

Elements

ArchivesSpace map

Definition

Example
Arranged in 5 series:
1. Subject files concerning
refugee issues,
1978-1997.
2. Project Ngoc organizational
files, 1987-1997.
3. Visual and audiovisual
materials, 1985-1997.
4. Artwork, 1987-

Arrangement

Notes - arrangement

Describes the current

organization of the
collection.

1997.
5. Newspaper clippings, 19801998.

Resources arranged
alphabetically by subject,
personal name, or corporate
name.

Condition
description
AS

Condition description

The condition of the

materials.

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This collection is arranged

alphabetically by the geographic
location of the photograph and
then by the item number
assigned by the photographer.
Excellent
Good
Fair
Poor

WCU ArchivesSpace Manual

Elements

Conditions
Governing
Access**
4.1

Conditions
Governing Use

Content
description
AS
Date
accession
AS

ArchivesSpace map

Access restrictions

Use restrictions

Definition

Access restrictions may be

defined by a period of time
or by a class of individual
allowed or denied access.
They may be designed to
protect national security
(classification3), personal
privacy, or to preserve
materials.

Use restrictions may limit

what can be done with
materials, or they may place
qualifications on use. For
example, an individual may
be allowed access to
materials but may not have
permission or right to copy,
quote, or publish those
materials, or conditions may
be imposed on such use. In
addition to legal use
restrictions, such as privacy
and copyright, donor
agreements often contain
use restrictions.

See Scope and

Content
Accession date

When the collection was

brought into Special
Collections

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Example
Records are closed, per
agreement with the creating
office, for fifteen years after the
date of their creation unless
otherwise stated.

Researchers must receive prior

written permission to use the
collection from the Trustees of
the Kenneth Winslow Charitable
Remainder Unitrust.

The audio cassettes are located

in cold vault storage and must be
acclimated before delivery to the
research room.

Forty-eight hours advance notice

is required for access because
materials are stored offsite.

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Elements

ArchivesSpace map

Definition

Example

When the dates pertaining

to the majority of the
documents in the unit
Date, bulk**
2.4

Date type

being described differ

significantly from the
inclusive dates, provide bulk

1987-1997

dates. Never provide bulk

dates without also providing
inclusive dates.
approximately 1952-1978
circa 1870-1879
1906 March 17 (yyyy-mm-dd)
probably 1867
Date,
estimated*
2.4

Date type

Indicate the estimated dates

in a clear and consistent
fashion

approximately 1925
before 1867
after 1867 January 5
1892 or 1893
1890s
circa August 1975

Date,
inclusive*
2.4

Date type

The earliest and latest dates

of the materials or activity in
question.

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1980-2001

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Elements

ArchivesSpace map

Definition

Example

if the unit being described

bears no
Date, none*
2.4

Date, with
gaps*
2.4

Extent**
2.5

Date type

Date type

Extents

date and the institution

does not wish to or it may
be misleading to record an
estimated date, use
undated. Do not use the
abbreviations n.d. or
s.d.
If there is a significant gap in
the chronological sequence
of the documents in the unit
being described, where
providing predominant/bulk
dates would be misleading,
record the anomalous
date(s) separated by
commas.

Explain significant
chronological gaps in the
materials in the Scope and
Content Element.
This element indicates the
physical nature of the
materials being described.
This has two parts: the
quantity and the extent
expressed either as the
items, containers or
carriers, or storage space
occupied.

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Undated

1827, 1952-1978
1975, 2002

45 linear feet
5,321 items
16 boxes
2 film reels
10 boxes of textual materials
1,000 photographs
50 technical drawings

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Elements

History
administrative
*
2.7

ArchivesSpace map

Notes
biographical/historical

Definition
Information relevant to the
understanding of the
creators functions,
activities, and relations with
other corporate bodies

Include name, dates of

existence, main functions or
activities, and geographic
location.
A brief summary of the most
relevant aspects of a
persons or familys life.
Include name, dates,
profession, and geographic
location.

History biographical*
2.7

Notes
biographical/historical

Record the full name,

title(s), married name(s),
alias(es), pseudonym(s), and
common or popular name(s)
of persons.

For families, record

information about the origin
of the family and the names
of persons forming it,
including the facts of
marriages, and the names of
children.

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Example

WCU ArchivesSpace Manual

Elements

Languages and
Scripts of the
Material**
4.5

ArchivesSpace map

Definition

Basic information language

The language(s), script(s),

and symbol systems
employed in the materials
being described, particularly
as they may affect its use.

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Example
Materials entirely in English.

Collection is predominantly in
Vietnamese; materials in English
are indicated at the file level.

WCU ArchivesSpace Manual

Elements

ArchivesSpace map

Definition
Subgroup: A body of related
records within a record
group or a collection, each
corresponding to an
administrative subdivision in
the originating organization.
Series: Files or documents
arranged in accordance with
a filing system or
maintained as a unit
because they relate to a
particular subject or
function, result from the
same activity, have a
particular form, or because
of some the relationship
acting out of their creation,
receipt, or use.

Level of
Description
AS

File: An organized group of

documents gathered
together because they
relate to the same subject,
activity, or transaction. Files
should not be confused with
folders, which are physical
units. A file may contain
several folders or one folder
Item: A single item or
document
Folder: Refers to the
physical arrangement of the
collection
Name and
Location of
Repository
Element**
2.2

??

The name and location of

the repository that holds the
materials being described.

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Example

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Elements

Name of
Creator(s)
(if known)**
2.6

ArchivesSpace map

Agent links - Creator

Definition

Example

The corporate bodies,

persons, and families
associated with the
creation, assembly,
accumulation, and/or
maintenance and use of the
materials.

Record the name(s) of the

creator(s) identified in the name
element in the devised title of
the materials using standardized
vocabularies (e.g., Library of
Congress Authorities) or with
rules for formulating
standardized names, such as
those found in AACR2,
ISAAR(CPF), or RDA.
This collection was donated by
the Michigan Organization for
Human Rights in May 1983;
material was added in February
and September 1994. The Robert
Lundy files were added in 1998.
Donor no. 6933.

MSS 09-27

Provenance
AS

Provenance

This identifies the source

from which the repository
directly acquired the
materials being described
and other relevant
information.

Reference
code**
2.1

Identifier

A unique identifier for the

unit being described.

Resource type
AS

Resource type

Rights
statement
AS

Rights statement

Collection materials collected

newspapers, ephemera, etc
Papers materials created
letters, photographs, etc
Publications published
materials
Records usually business
records, personnel, etc
Use standard WCU rights
statement

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WCU ArchivesSpace Manual

Elements

Scope and
Content*
3.1

ArchivesSpace map

Notes Scope and

Contents

Definition
Information about the
nature of the materials and
activities
reflected in the unit being
described to enable users to
judge its potential
relevance. The Scope and
Content Element may
include information about
any or all of the following, as
appropriate:
The function(s),
activity(ies), transaction(s),
and process(es) that
generated the materials
being described
The documentary form(s)
or intellectual
characteristics of the
records being described
(e.g., minutes, diaries,
reports, watercolors,
documentaries)
The content dates, that is,
the time period(s) covered
by the intellectual content
or subject of the unit being
described
Geographic area(s) and
places to which the records
pertain
Subject matter to which
the records pertain, such as
topics, events, people, and
organizations
Any other information that
assists the user in evaluating
the relevance of the
materials, such as
completeness, changes in
location, ownership and
custody
while still in the possession
of the creator, and so on
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Example

Series comprises primarily letters

to or from the secretary
treasurer of the North Carolina
Folklore Society and the editor of
North Carolina Folklore. Arthur
Palmer Hudson and Daniel W.
Patterson were secretarytreasurers until 1966; most of the
early correspondence is to or
from one of them and concerns
subscriptions, dues, and annual
meetings (especially the 1964
meeting). Most of the later
correspondence is directed to
Richard Walser as editor of North
Carolina Folklore. Included as an
attachment is a story dictated by
North Carolina Governor Robert
W. Scott in 1970, The Governor
Fowles Ghost Story.

WCU ArchivesSpace Manual

Elements

Title*
2.3

ArchivesSpace map

Title

Definition
A formal title is one that
appears prominently on or
in the materials being
described and is most
commonly found in material
that has been published or
distributed.
Devised titles generally have
two parts: the name of the
creator(s) or collector(s) and
the nature of the materials
being described.

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Example

Joseph Cathey and Cathey Family

Papers; George Job Huntley
Papers; Duke Energy Company
Records

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DLF FORUM 2014 POSTER

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