- Created by Chris Tanguay, last modified on Dec 09, 2019 15:17
Space Index
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APage: AbstractA brief description of the context and content of materials. Create abstract by summarizing quickly and efficiently, the context and content of material, including a small amount of biographical or historical information about the material represented and
Page: Access Note Text
The text field in the Conditions Governing Access note explains to users why material is restricted and for how long, or indicates that material is open if there are no restrictions. Collection Level Access Notes At the collection level, the access note
Page: Access Restriction Dates
Setting Restriction Dates For any time-bound restrictions applied at the collection, series, or file or item level, add restriction begin and end dates. Dates must be entered in full ISO 8601 format (YYYY-MM-DD). Set the restriction begin date to the crea
Page: Access Restrictions
Table of Contents Overview Some records created by MIT are restricted either because the governing body of MIT (the Corporation) has restricted them, or because federal or state laws impose restrictions. When arranging records it is important to recognize
Page: Accession Record Description Required Fields
Full documentation on accessions is in the Google Team Drive https://drive.google.com/drive/folders/1QucM2vg3E_6rMVwlcud5ZAsyj5fDAiF3. Below is a checklist of fields in the accession record that processing staff should complete when processing a new acces
Page: Accruals
Information about expected additions to the materials. MIT does not routinely use the Accruals note element for administrative collections. This field could be used for records such as Corporation records or faculty records. Example Additional accruals
Page: Additional Resources
Archives Overview Miller, Laura A., Archives: Principles and Practices http://www.worldcat.org/oclc/991528545 (London: Facet Publishing), 2017. Arrangement and Description Roe, Kathleen D., Arranging & Describing Archives & Manuscripts http://www.worldcat
Page: Appendices
Page: Appraisal Appraisal During Processing After initial appraisal is completed, there may be additional weeding to be performed when processing records and personal archives. Indicate content you've weeded in the processing information note https://wikis.mit.edu/conflu
Page: Appraisal Note
An element for documenting decisions and actions related to assessing the archival value and disposition of the materials being described. The appraisal note is statement of the rationale for decisions related to appraisal and disposition of the material
Page: Archives Transfer Tool
The Archives Transfer Tool is currently a Dropbox based app for donors to transfer digital material https://wikis.mit.edu/confluence/display/ARCHIVESPROCESSING/Sending+digital+material#Sendingdigitalmaterial-ArchivesTransferTool(ATT) (often for MIT commun
Page: Arrangement
Introduction The arrangement of a collection should reflect its original order, or the way in which the materials were used by the creator(s). Sometimes, however, there is no original order and the archivist may impose an arrangement to provide better acc
Page: Arrangement Note
This note is used for description of the organization of materials both past and present. Use this note for all collection level descriptions. Include information about original order if known or any arrangement done by the processor. Indicate whether the
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BPage: BibliographyIdentifies works that are based on, about, or of special value when using the materials being described, or works in which a citation to or brief description of the materials occurs. This field could include major publications by the author that are perti
Page: Biographical or Historical Note
Overview Note for information about creator(s) of materials. Generally, MC collections will feature a Biographical Note; while AC collections will have an Historical Note. The function of this description is to provide historical and other descriptive inf
Page: Brasero
Brasero is a tool for easily creating ISO disk images of CD-ROMs and DVDs. Generally it is used when it’s important that the content have playable menus such as with DVD and CD menus deemed worthy of preservation. If you are only concerned about the other
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CPage: CCA toolsCCA tools is our preferred way to perform a logical transfer. It is a set of utilities created by the Canadian Center for Architecture. CCA tools runs a number of tools in addition to transferring the files which will allow us to better understand a trans
Page: Collection Level Description
All collections will need to be described at the collection level for minimum level processing. Assigning a Collection Number Depending on the creator of a collection, the collection will be assigned either an AC or MC series collection number. Always ch
Page: Commonly Used Subdivisions
The following lists contain some common topical and geographic subdivisions useful for describing our archival collections. See H 1151 Pattern Headings: Individual Educational Institutions https://www.loc.gov/aba/publications/FreeSHM/H1151.pdf for a list
Page: Commonly Used Topical Headings
The following list reflects some of the most commonly used topical headings that have been assigned to existing archival collections in ArchivesSpace. Only headings marked (May Subdivide Geographically) may be subdivided geographically. See: Commonly Used
Page: Component List
Overview A component or container list comprises description of series, files, and/or items within a collection. Component lists may be arranged into series or contain only a file level listing as appropriate to the processing level and the contents of th
Page: Component Unique Identifier
The component unique identifier field (CUID) was used in various ways in the past but it currently is not used. Previous uses have included: Series number information in legacy description. A place to enter barcode numbers to serve as filenames for digiti
Page: Computers
If you encounter an entire computer or laptop, consider consulting with the digital archivist about your best course of action. There are a few options: If the computer could connect to the internet and is a modern operating system, install the appropriat
Page: Conditions Governing Access
The Conditions Governing Access note designates any restrictions to access to material due to legal requirements, donor restrictions, or MIT record access policy. The note may also document a lack of restrictions.Do not confuse with the Conditions Governi
Page: Conditions Governing Access - Digital Access Note
This note is used at the collection level to identify when materials from a collection are available digitally. In our current practice, this information should be included in a second Conditions Governing Access note with the label Digital Access Note.
Page: Conditions Governing Use
Use this field to provide information about permissions to copy, quote, or publish from the collection that apply after access has been granted. Use for all resource collection level records. Generally, this note field is labeled as "Intellectual Property
Page: Connecting devices for digital transfer
This documentation describes how to connect devices to a processing computer in order transfer digital collections material so that we have it in an accessible digital format in a storage location managed by the Department of Distinctive Collections. Prel
Page: Content Warning
Use a content warning statement to let users know that there are potentially offensive or disturbing materials contained within the collection. Content warnings are included to empower users in choosing if and how they will approach these materials. Conte
Page: Creating accession records in ArchivesSpace
This is a manual for creating accession records at the MIT Department of Distinctive Collections. Required and optional fields are listed and explained; examples are provided when further guidance may be helpful. Fields not mentioned in this manual should
Page: Custodial History
The Custodial History Note described changes of ownership or custody of the material being described, between the time it left the possession of the creator and when it was acquired by the repository. This note is predominantly used when material came to
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DPage: DARTwork in progress DART (Digital Archivist's Resource Tool) is a tool for creating bags (based on the BagIt specification https://en.wikipedia.org/wiki/BagIt). If you are acquiring material that are confident that material being transferred is very straight
Page: Dates
Dates may be formatted differently depending on where they are used. In all cases, years should be expressed with 4 digits unless part of a proper title. For more guidance Formatting for Narrative Fields Dates in narrative text (i.e., notes) follow a mon
Page: Deaccessioning
Deaccession Requests If you encounter materials that you believe should be deaccessioned, complete the Deaccession Request form https://airtable.com/shrK7B6CCJi4rr0XV (note: you must log in with your Airtable credentials to access the form). You won't get
Page: Describing web archives
Describing web archives has more specific steps than general description. You will need to describe the web archives both in ArchivesSpace and in Archive-It (the main tool we use to capture websites). The steps below in each section follow the guidance in
Page: Description
Introduction Archival description encompasses creating metadata that reflects the collection as a whole, its parts, and the description thereof. Description should include information about the creator(s) or originating offices, the context and era in whi
Page: Description Rules
The convention followed in the creation of the resource record. For newly created resources use DACS description rules. Legacy collections may use other standards. Content References DACS 8.1.4 https://saa-ts-dacs.github.io/dacs/06_part_I/09_chapter_08/01
Page: Dimensions
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Page: Disk image extraction
If you performed physical imaging (in other words, created a disk image), in order to extract the files from the disk images, there are a few tools that we can use. The main tool for extracting disk images is CCA disk processor. HFS Explorer is used as ba
Page: Disk Imaging
There are a number of tools to perform disk imaging and it often depends on the original media. If you need to attach a specific type of physical media to the processing computer, see the appropriate section in Connecting devices https://wikis.mit.edu/con
Page: Disk imaging and logical transfer workflow
This documentation describes the various means to transfer digital collections material so that we have it in an accessible digital format in a storage location managed by the Department of Distinctive Collections (DDC). In order to accession your files i
Page: Disposal of Weeded Materials
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Home page: Distinctive Collections Processing Manual
Introduction Processing is a task requiring intellectual work and craftsmanship. It is often more of an art than a science. The processor serves as an intermediary between the creators of the papers and their users. To process a collection means to arrang
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EPage: EAD IDA unique identifier used as an ID for the EAD record generated by ArchivesSpace. Use the collection number as the unique identifier (EAD ID). Use leading zeros—collection numbers should have 4 digits after the dash and accession numbers should have 3 digi
Page: EAD Location
The URL for the EAD instance itself (as opposed to HTML or other derivatives). Use the URL for the published finding aid. Content Reference EAD: @instanceurl http://www.loc.gov/ead/EAD3taglib/index.html#attr-instanceurl
Page: EDISJ Style Guidelines
EDISJ Style Guidelines || Style Guidelines || Formatting and Stylistic Conventions || Reading Level Guidelines || Referencing Published Materials Table of Contents Statement of Purpose When a record is first created, language and terms are used to title,
Page: ePADD
ePADD is a tool for transferring and processing email collections. Start, save, closing ePADD In order to run ePADD, go to the tools folder in the processing computer shared drive and click on epadd.exe. ePADD will open in a browser window. To save your w
Page: Exactly
Exactly is a tool for creating bags (based on the BagIt specification https://en.wikipedia.org/wiki/BagIt). If you are acquiring material that cannot be sent remotely or are confident that material being transferred is very straightforward and doesn’t nee
Page: Existence and Location of Copies
An element for documenting the existence and location of copies available in additional formats, such as microfilm or digital surrogates. Example: Correspondence in Boxes 1-5 was digitized by the University of Illinois Library as part of its Cybernetics
Page: Existence and Location of Originals
An element for documenting the existence and location of originals in cases where the materials being described are copies. Example: The research files in Series 2 include photocopies of portions of the Albert Einstein papers at the Library of Congress.
Page: Extent
Overview Extent should be recorded at both the collection and file level. At the collection level, it is recorded using cubic feet for physical materials or in megabytes, gigabytes, or terabytes for digital materials. In addition to calculating the total
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FPage: File PlanMIT Practice Not currently in use.
Page: Finding Aid Author
Name(s) of the individual(s) responsible for the creation of the finding aid. Authors are added to the finding aid when they contribute a considerable amount of data to the resource record. Include the names of all who contributed to processing. Add new
Page: Finding Aid Data
Overview When completing the description of a collection, it is important to also describe the finding aid itself. Cite the authors of the description, any sponsors, and date of creation. Also capture the rules of description used (e.g. DACS) and the lang
Page: Finding Aid Date
The date when collection level description is initially completed. Use month and year if known, if legacy or unknown use year alone or approximate date. This date will not be added to or changed upon subsequent edits to the finding aid. Examples 2014 Janu
Page: Finding Aid Title
A title for the resource record finding aid and not for the collection. With the exception of legacy collection description, the Finding Aid title is formatted as "Guide to" + Collection Title. Examples Guide to Emily Wick papers Guide to Gerald J. Sussma
Page: Floppy disk drives
3.5 inch floppy drives USB floppy drive The first choice when imaging a 3.5” floppy disk is the external 3.5” floppy drive that can be connected to via USB to any USB port on the processing computer. Make sure the disk write protect tab on the bottom of
Page: Formats and Material Types
The following terms can be used as titles, form/genre subjects*, digital object types, and in narrative notes. This list should be consulted when writing any descriptive information about our collections. Any term expressing either genre, technique, or ph
Page: Formatting and Stylistic Conventions
EDISJ Style Guidelines || Style Guidelines || Formatting and Stylistic Conventions || Reading Level Guidelines || Referencing Published Materials Table of Contents Abbreviations Omit periods in abbreviations of academic degrees: BS, MS, PhD, ScD (use bach
Page: FTKImager
FTK imager is a similar general purpose imaging tool as Guymager but it is our second choice for imaging imaging hard drives, memory cards, Zip disks, 3.5” floppy disks via USB, and CDs/DVDs due to the inability to alter the metadata elements entered when
Page: Full Processing List
The following is a list of all the tasks you might do if you were fully processing a collection from start to finish. I. Pre-Processing Appraise records Appraisal pre-processing Physical transfer Initial site visit Pack materials Digital transfer
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GPage: General...
Page: Genre/Form Terms
Introduction Use Genre/Form terms to indicate types of materials that are predominant within collections. These subjects are generally indicated at the collection or series level. All collections containing digital materials should have a genre/form term
Page: Geographic Headings
Geographic Headings as Main Entry Local history materials can be assigned under a geographic main entry. However, some geographic headings may be too broad to stand alone, particularly when they relate to areas affiliated with MIT. The following geograp
Page: Guide to Extent Types
Introduction The following definition list was created by the MIT ArchivesSpace Working Group on Extent Types in Summer 2019. The types are meant to provide a broad description of the container or carrier type. More specific information about the containe
Page: Guide to Instance Media Types
Value Definition Standard Artifacts Object, typically an item of cultural or historical interest. Local Audio Used when musical or nonmusical sound recordings occurs in a resource. LCSH MODS guidelines https://www.loc.gov/standards/mods/userguide/typeofre
Page: Guymager
Guymager is an all purpose software tool with a user interface for creating disk images. In general, it is your first choice for imaging hard drives, memory cards, Zip disks, 3.5” floppy disks via USB, and data on optical discs. Connect your device as out
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HPage: Hard drives and storage devicesThe sections below should cover the most-commonly encountered hard drives and storage devices. We have adapters for some other types of drives not listed below, contact the digital archivist if what you need does not appear on this list. Before connecting
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IPage: IdentifierThe identification number assigned to each discrete Resource within a Repository. Use collection number as the unique identifier. Collection number consists of either AC (MIT records) or MC (manuscript collections) and a four digit number. Content Refere
Page: Identifying media formats
Distinguishing between film, open-reel audio tape, and open-reel video tape If you look closely at film, you can see images in each frame that are readable to the human eye (though tiny). Information recorded on audio and video tape is not human-readable.
Page: ImgBurn
ImgBurn is a tool we use for creating disk images of optical discs. It is used primarily in conjunction with the Nimbie autoloader device https://wikis.mit.edu/confluence/x/tBiuC on Windows. With the Nimbie connected and turned on, click on the ImgBurn de
Page: Immediate Source of Acquisition
Describes the source from which the DDC directly acquired the materials being described, the date of acquisition, and any other relevant information. This note is required at the collection level. For digital material, give a brief description of the tool
Page: In-House Preservation
Overview In-house preservation procedures are still being finalized and are subject to change. This section specifies the boxes and folders commonly used, and examples of specific formats and actions that may need extra preservation attention. These are
Page: Index
MIT Practice Not currently in use. Legacy description may contain indices of correspondence using the Index note.
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JPage: Jaz disk drivesWe have a SCSI connected Iomega Jaz drive but have not set it up for use. Contact the digital archivist if you encounter any Jaz disks believed to be of high value.
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KPage: Kryoflux softwareBeyond being a controller card that allows USB access to legacy floppy drives, the Kryoflux software it is also a software tool for imaging these floppy disks. We use the Kryoflux software for all 5.25 and 8 inch disks and 3.5 inch disks that don’t image
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LPage: Labels and BarcodesLabel and Barcode Instructions for DDC Accessions Table of Contents Creating Labels Box labels should contain the following information: Collection Name Series Number (if applicable) Box Number Collection ID Department of Distinctive Collections MIT Libr
Page: Language of Description
Language of the description of finding aid. Optional. Language and script of the collection description can be selected from drop down menus in ArchivesSpace in the Finding Aid Data section. While the field is optional in ArchivesSpace and EAD, language
Page: Language of Materials
Purpose To recognize the MIT and AKDC archives as a global resource that exists in many languages, to extend and uphold equity, diversity, and inclusion values. In ArchivesSpace (both staff and public view) one can see all the languages represented at the
Page: Legal Status
MIT Practice Currently not in use.
Page: Level of Description
Level of Description is the hierarchical level of the component being described. It a controlled value list in ArchivesSpace, based on EAD, and is a required field. Level Definition Usage Collection A set of archival or (more commonly) manuscript material
Page: Local Access Restriction Types
Select the appropriate local access restriction type(s) at the applicable levels of description. Multiple restriction types can be selected if more than one type applies. Hold down CTRL (Windows) / Command (Mac) to select multiple options or deselect an o
Page: Logical transfer
We use logical transfers for content where recovering additional information from drives or media such as deleted files or the full content of a drive is deemed unnecessary based on appraisal done by the archivist. See the disk imaging and logical transfe
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MPage: Materials Specific DetailsMIT Practice Not currently in use.
Page: Memory card readers
We have a USB multi-card reader and one integrated into the FRED that has a number of slots for memory cards. The FRED media card reader is above the UltaBay write blocker. Make sure the small switch labeled "RO/RW" is in the default read-only (RO) posit
Page: Merging Collections in ArchivesSpace
Merging Collections Ideally the intellectual (description) merge and the physical box updates should happen as close together as possible in order for the description to be accurate. It may be easier to work on the intellectual merging first and then upda
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NPage: Name AuthoritiesName authorities (agent records in ArchivesSpace) uniquely identify persons, families, corporate entities, or software that have a specified relationship to archival materials. Agent records can be used to show relationships among agents and to record var
Page: Notes
Notes can be used at the collection, series, file, or item level. The following notes are required at the collection level for minimum level description. Type of Note Overview DACS Chapter Abstract https://wikis.mit.edu/confluence/display/ARCHIVESPROCE
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OPage: On-Demand Restrictions Review with AeonStep 1: Checking the queue If you see the Needs Staff Review queue under the Reading Room Requests heading, that means there are requests awaiting your review. Double click the queue name to see all of the pending requests. Queues do not appear in Aeon un
Page: Online access in Dome
Dome is a DSpace repository the Libraries uses for Distinctive Collections content. It is the main way that DDC provides access to digital content that can be made freely open online. The resulting links will be put into ArchivesSpace as digital objects.
Page: Optical disc drives
Our processing computers have an optical disk drive for CDs and DVDs (the FRED can also handle Blu-ray discs). If you are using a different computer without an optical disc drive, or the internal drive is not recognized, use the USB connected disc drive.
Page: Other Finding Aids
This note references additional and/or external finding aids available to facilitate access to materials. Use when needed (eg, card index or other index is not included in finding aid itself). Example An item level index to material in box X is available
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PPage: Packing instructions for physical materialsBefore You Begin Disclaimer Below are general guidelines for packing collection materials. However, packers can and should modify guidelines due to time, space, the unique needs of the collection, and other logistical constraints. Use your best judgment
Page: Physical Characteristics and Technical Requirements
Overview The Physical Characteristics and Technical Requirements note is a combination of the Physical Access (4.2) and Technical Access (4.3) DACS fields which deal with either physical or technical barriers that might restrict or otherwise affect access
Page: Physical Description
Use at the folder or item level to describe information about the appearance or construction of the materials, such as their dimensions, a count of their quantity or statement about the space they occupy, and terms describing their genre, form, or functio
Page: Physical Facet
An element for documenting aspects of the appearance of the materials being described, particularly those aspects which may affect or limit use. Aspects may include the materials' color, style, markings, composition, and techniques and methods of creation
Page: Physical Location
Natural language expression of location, particularly where location affects access to the materials. Use for all off-site collections, whether stored at HD or ASC. For collections partially or wholly comprised of digital materials, refer to the Digital A
Page: Pre-Processing
Below are documentation for pre-processing steps that should be undertaken prior to the processing steps later in this manual. Packing instructions for physical material https://wikis.mit.edu/confluence/x/gh25C Connecting devices for digital transfer http
Page: Preferred Citation
The Preferred Citation note specifies how researchers should cite the collection. Put preferred form of citation into every collection description. Citations follow the same basic format: collection name, collection number, box reference, and departmental
Page: Preparing for Archivematica
Once you have the collection material transferred to digital archival storage, you will need to make sure it is ready for processing in Archivematica. Initial steps If you created disk images and plan to fully process their contents in Archivematica (not
Page: Preparing Materials for Storage
Preparing Physical Materials HD requirements For information on HD box and enclosure requirements consult the HD web page "Transferring Materials to HD" https://projects.iq.harvard.edu/hdep/transferring-materials-hd. Label and Barcode Labeling and barcodi
Page: Preservation & Conservation
Preservation and conservation procedures are still being finalized and are subject to change. Overview Much of the routine work done during arrangement https://wikis.mit.edu/confluence/display/ARCHIVESPROCESSING/Arrangement of materials is considered pre
Page: Processing Information
This note provides information about actions of the archivist, custodians, or creators of the records or conventions in the finding aid that may have an impact on a researcher’s interpretation of the records or understanding of the information provided in
Page: Processing Levels
INTRODUCTION Every day archivists must make decisions about how much physical and intellectual control collections need on a case by case (or collection by collection) basis. Processing levels allow us to expand on the notion of what a "processed" collect
Page: Processing Manual Index
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Page: Processing Rates
Processing times may vary based on the condition of materials being processed. This guide to processing rates by level is subject to revision. Processing Levels Hours/Cubic Foot Level 1. Minimum 0. 5 – 2 Processing Rates Level 2. Baseline 2 – 8 Processing
Page: Providing access
Most analog content is provided through the reading room using the Reference team's procedures. Delivery of digital material to users is often handled by the reference team but it often needs to be made available by the processing team first. Before under
Page: Publish
The publish checkbox determines what does and does not appear on the public user interface. Resource records should be published upon completion of description. Child elements of unpublished components will not be published regardless of their individual
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RPage: RcloneRclone is a tool for managing material in cloud services. In DDC, it is primarily a way of transferring content out of a donor's cloud storage into DDC's digital storage. Setting up Rclone Rclone should already be installed in BitCurator but if you are tr
Page: Reading Level Guidelines
EDISJ Style Guidelines || Style Guidelines || Formatting and Stylistic Conventions || Reading Level Guidelines || Referencing Published Materials Table of Contents About the Guidelines These guidelines were created during the Spring 2021 Reading Levels Pr
Page: Records and donation transmittal
This section documents procedures for preparing and transmitting records and personal archives to the archives from creators, both digital and physical.
Page: Referencing Published Materials
EDISJ Style Guidelines || Style Guidelines || Formatting and Stylistic Conventions || Reading Level Guidelines || Referencing Published Materials Table of Contents Use title case for published materials – capitalize book, journal, and article titles. Bibl
Page: Related Materials
Use for information about related collections, either within or outside MIT Archives. For books about the collection itself, use the bibliography field. Examples In MIT Archives & Special Collections: MC collections: The Jay W. Forrester papers, collectio
Page: Resource Record Fields
...and how to use them Basic Information Title https://wikis.mit.edu/confluence/display/ARCHIVESPROCESSING/Title Collection Level Series Level Folder Level Item Level Identifier and Component Unique Identifier Level of Description Resource Types Language
Page: Resource Types
.Resource type is a controlled value list in ArchivesSpace. It is based on the nature of the archival unit being described. (See DACS 2.3.19 https://saa-ts-dacs.github.io/dacs/06_part_I/03_chapter_02/03_title.html#nature-of-the-archival-unit) Type When to
Page: Restriction Categories
75 Year Restrictions Student Information / Education Records Under FERPA, "education records" include all records, in all tangible formats (print, electronic, visual, etc.) that are directly related to currently or formerly enrolled students and are maint
Page: Restrictions
Restrictions to the access of materials are indicated using the Conditions Governing Access note. Access restrictions should be noted at all levels of description. See Access Restrictions for more information about determining appropriate access. Specific
Page: Reviewing for Restrictions
Overview Screening practices are used: To implement MIT’s policies on access to Institute records To comply with federal and state laws for records of individuals Separate screening protocols for determining researcher access to collections are detailed i
Page: Reviewing for Restrictions in Digital Material
In reviewing for restrictions in digital material you should take a similar approach as the general review guidelines https://wikis.mit.edu/confluence/x/fQ7hBw except there is software that we use to search the files for restrictions as well. It is import
Page: Revision Statements
A sub-record for recording edits to a finding aid due to processing or description changes. Multiple Revision Statements can be added to reflect changes made to a finding aid over time. Examples Revision Date: 2019 December 15 2007 2018 April Revision D
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SPage: Sample Series TitlesThe following are common series titles in suggested order. These series are examples, and do not need to be followed when creating collections series. Institute Records (AC Collections) Proposals and History Annual Reports Administrative Records (Files) B
Page: Scope and Contents
Scope and Contents notes give a narrative overview of the materials being described. This note should include information about the date range of materials, the types of materials included (format(s): broad categories and/or digital file formats), topics,
Page: Sending digital material
This page provides documentation about sending digital material to Distinctive Collections (DDC) from the creators or donors of the material. For more information, see the donate digital material page https://libraries.mit.edu/distinctive-collections/dona
Page: Separated Materials
Materials related by provenance that have been physically separated or removed. This note documents materials that were moved to other collections or institutions. Material that has been weeded, discarded, or returned to the donor would be mentioned in th
Page: Sponsor
Denotes funding sources. Use if a gift or grant was given to process or preserve collection. Examples The processing and preservation of the collection was funded by a gift from Esther Edgerton. The processing of the collection was funded by the National
Page: Style Guidelines
When creating or editing archival description, refer to the style guidelines below for information on preferred language, terminology, syntax, and citations.
Page: Subject and Name Authorities
Guidelines for Formulating Authorities for Archival Collections* A More Product, Less Process Approach Guidelines for Department of Distinctive Collections staff using ArchivesSpace to add Library of Congress Subject Headings, Form/Genre terms, and Agen
Page: Surveying
The first step in the process of providing access to a collection is to survey the collection and gather background information about it. A survey is a broad look at a set of materials, collecting both physical and intellectual attributes of the materials
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TPage: Temporary online access for reference requestsIf an item is not or cannot be made publicly available online and if it is larger than 2GB, create a temporary online access copy using the following steps. Otherwise, the items can be sent through Aeon. Go to the Dropbox folder listed in this document ht
Page: Title
As archival material is “unpublished,” most collections lack formal titles and therefore archives staff will usually supply the title. Main source of information: materials themselves, accession, and donor records. Most resource records for MIT are at a “
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WPage: Work PlanOverview As you become more familiar with processing work, and depending on a variety of factors, your work plan may need to be more or less formal. If it is a large project that has high research value and donor importance we may want to process to a hig
Page: Wunsch Conservation Lab
Preservation and conservation procedures are still being finalized and are subject to change. The MIT Libraries’ Wunsch Conservation Lab provides comprehensive care for materials held by the Department of Distinctive Collections. The staff is equipped to
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ZPage: Zip disk drivesWe have an external Iomega 750 zip drive which can read Zip 100, 250, and 750 disks. Connect the drive’s USB connector to the write blocker and then connect the write blocker to the processing computer (see the USB hard drives section under hard drives an
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