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  • Type: Use the instance type appropriate for the instance (Textual Materials for email correspondence, etc.). If there is a mix, use Mixed Materials.
  • Top Container: Click the down arrow at the end of the input field and select “create”
    • Container type: choose “archivalstore”
    • Indicator: choose the package name that was created in the digital transfer steps (for instance 2017_082acc)
    • Click “Add location” and choose the location where the files are stored at present:
      • DIG, Submission [directory: unspecified] - general submission area
      • DIG, Submission [directory: Transfer] - the Archivematica transfer folder within the submission folder
      • DIG, Ingest [directory: amTransferBacklog] - the folder where files are stored when in the Archivematica Transfer Backlog
      • DIG, AIPStoreA [directory: unspecified] - the digital preservation storage area where the files will be stored once processed through Archivematica
    • Click “Create and Link to Top Container
  •  As you move through the digital processing workflow, you should update the location of the container.   
    • When updating the location once the material is stored in digital preservation storage (i.e. AIPStoreA), change the indicator field to match the name of its base folder in storage, this will be a combination of [AIP name]-[UUID]. The UUID can be found by looking at the archival storage tab in Archivematica or by going to the folder in AIPStoreA.
      • For example: 2020_030acc-be76a2c3-52aa-4bd1-a232-081a1dc83d65
    • For materials that were processed as an Archival Information Collection (AIC), you will need to do two things:
      • edit your original container to reflect information about the AIC using the guidance described above (this container should only be linked to the accession record).
        • One slight change is that in front of the information in the indicator field you should also add, “AIC#” with no spaces for example: AIC#2020_036acc-e919211d-af15-4d6c-972e-343274b25c11
      • Add containers for each AIP within the AIC, this should follow the guidance above. For instance one of the container indicators should be something like “2020_036_001-8a39848f-4d8d-4b8c-ab62-baa3d0e605a5” and so on.

Deaccessions Section

 This section is only required if materials from the accession were returned to a donor, transferred to another institution, or destroyed/recycled after they went through the accessioning procedures, requiring the alteration of finding aids or other public description. This section is not required if materials are weeded or found to be out of scope during accessioning; these separations can be noted in the Disposition Note (fix link) in the Basic Information section. Multiple deaccessions can be recorded for a single accession record.

  •  Add new deaccession by clicking the Add Deaccession button
    • Portion: Select “Whole” if the entire accession is being deaccessioned; otherwise, choose “Part”
    • Description: Description of the content and type of materials being deaccessioned
    • Reason: Explanation for why the materials are being deaccessioned, e.g. Requested by donor
    • Disposition: Description indicating what was done with the deaccessioned materials, e.g. Returned to donor
    • Notification Given?: When applicable, check this box if notification has been given to the donor or the institution where the records are being transferred
    • Deaccession Date
      • Label: This is set to Deaccession by default
      • Type: Select Single
      • Begin: Use the calendar feature to select the exact date (in YYYY-MM-DD format) when the materials were deaccessioned
    • Extents
      • Portion: Select “Whole” if the entire accession is being deaccessioned; otherwise, choose “Part”
      • Number: Numeric value in approximate cubic feet or in megabytes, gigabytes, or terabytes
      • Type: Select Cubic Feet or Megabytes/Gigabytes/Terabytes
      • Container Summary: For analog materials, used to describe the types of containers, e.g. 1 manuscript box. For digital materials, used to describe the number of digital files.

Collection Management Section

This section is for internal information about how the accession will be or has been processed.

 Processing Plan 

  • If desired, can be used to document steps for processing the accession in cases where a full processing plan/survey is not necessary, e.g. Add description as new series to AC-0123; label and barcode boxes; add to HD manifest.

Processors (required; DACS 8.1.5)

  • Name of all staff members who processed the accession. This is especially important if multiple staff members are involved, as may be the case with accessions in both analog and digital formats.

Processing Status (required)

  •  Choose the appropriate option from the drop down menu and update as you work on the accession
    • New: Indicates that this is just a placeholder accession record and no work has yet begun on the accession
    • In Progress: Processing of the accession is underway
    • Ready for Review: Processing is complete and the accession record is ready for the Processing Team manager to review
    • Completed: All accessioning procedures are done and any suggested revisions have been made to the accession record

Events

 

To create an Event that is automatically attached to an accession record, you must first save the accession record and then go back to view/edit the record. There will be an option in the top right corner of the accession record to add an Event and choose the Event type. You can also create Events directly from the main Create drop down menu, but then you will need to link the Event to the relevant accession record in the Record Links section. (link)

Agreement Received

For collections that require a deed of gift, use to indicate that DDC has received two signed copies of the deed of gift from the donor(s)

  • Outcome: Pass if signed copies of the deed of gift have been received; Pending if the deed of gift has been sent to the donor(s) but signed copies have not yet been received (update when deed of gift is received)
  • Outcome Note: Use to briefly explain circumstances that may be delaying receipt of the signed deed of gift if known, e.g. Donor traveling internationally
  • Date/Time
    • Date Specifier: Date Subrecord
    • Label: Event
    • Date Type: Single; use the calendar feature to select the exact date (in YYYY-MM-DD format) when the deed of gift was signed by the donor(s); if the signed copies have not yet been received, use date when the deed of gift was sent (update when deed of gift is received)
  • Agent Links
    • Role: Authorizer
    • Agent: Use the Agent search box to link the Agent Record for the donor to the event. See Appendix  (fix link) for instructions on creating an Agent Record if you haven’t already done so. You can add another Agent Record if more than one person signed the deed of gift by clicking on the Add Agent Link button.

Rights Transferred

For collections that require a deed of gift, use to indicate that DDC has received the countersigned deed of gift from the Office of the Recording Secretary

  • Outcome: Pass if countersigned deed of gift received; Pending if deed of gift has been sent to the Office of the Recording Secretary but has not yet been returned (update when deed of gift is returned)
  •  Date/Time
    • Date Specifier: Date Subrecord
    • Label: Event
    • Date Type: Single; use the calendar feature to select the exact date (in YYYY-MM-DD format) when the deed of gift was signed by the donor(s); if the signed copies have not yet been received, use date when the deed of gift was sent (update when deed of gift is received)
  • Agent Links: Role is Authorizer, then use the Agent search box to link to the Agent Record for current RSO - Vitale, Kathy D.  or other, see Deed

Transfer

This is for digital material. This will record when and with what tool you performed a digital transfer, if you also performed a disk image of one or more media in the accession, see the imaging event below. There can be multiple events if you have multiple items. All items that were transferred using the same tool and also had the same outcome can be grouped together as one event.

  • Outcome: Pass if the files were successfully transferred; Fail if you were unable to transfer the files or they were damaged in the transfer and are unable to transfer them successfully at this time.
  • Outcome note: Describe here if this event pertains to multiple parts of the accession, such as “files transferred for 2020_059_001, 2020_059_002, 2020_059_003”.
  • Date/Time: 
    • Date: Specifier: Date Subrecord.
    • Label: Event
    • Expression: Leave blank
    • Type: Single if describing one day, Range if describing multiple days
    • Certainty/Era/Calendar: Leave blank 
  • Agent Links: There should be two agents:
    1. Role: Implementer, Agent: Your Name
    2. Role: Executing Program, Agent: choose the tool (with the correct version number) you used to do the transfer, such as, Exactly 0.1.5

Imaging

This is for digital material. This will record when and with what tool you performed a disk image, if you also performed a logical transfer for one or more media or group of files in the accession, see the Transfer event above. There can be multiple events if you have multiple items. All items that were transferred using the same tool and also had the same outcome can be grouped together as one event.

  • Outcome: Pass if the device(s) were successfully imaged; Fail if you were unable to image the device(s) or they were damaged in the process
  • Outcome note: Describe here if this event pertains to multiple parts of the accession, such as “disk images for 2020_059_001, 2020_059_002, 2020_059_003”.
  • Date/Time:
    • Date Specifier: Date Subrecord
    • Label: Event
    • Expression: Leave blank
    • Type: Single if describing one day, Range if describing multiple days
    • Certainty/Era/Calendar: Leave blank
  • Agent Links: There should be two agents:
    1. Role: Implementer, Agent: Your Name
    2. Role: Executing Program, Agent: choose the tool (with the correct version number) you used to do the transfer, such as, Guymager 0.8.8-1

Ingestion

For digital material, this will indicate that you have moved the accessioned material through Archivematica and into digital preservation storage.

  • Outcome: Pass if the ingest was successful. If outcome is otherwise, we will not record failures and will try again until successful
  • Date/Time specifier: UTC Timestamp
  • UTC Timestamp: You can find this under the “Archival Storage” tab in the Archivematica dashboard. The details of the relevant AIP will have a “Date stored” column, copy that into ArchivesSpace
  • Agent Links: There should be two agents
    1. Role: Implementer, Agent: Your Name
    2. Role: Executing Program, Agent: Archivematica [version number]. If there is a new version of Archivematica, create a new software agent (see creating agent records below) (link). The version number can be found in the Archivematica dashboard under the Administration tab and then by clicking on the Version section on the left-hand side of the screen.

Appendix

Creating Agent Records

Agent Records can be created for individual people, corporate entities, including the offices of administrators, or software. For example, there could be a person Agent Record for “Bourg, Chris,” but the Agent Record for “Massachusetts Institute of Technology. Libraries. Office of the Director” is a corporate entity. 

Person

For established names, use the U.S. version of the name in VIAF indicated by the presence of the U.S. flag icon as shown in the screenshot below. If there is no U.S. established version of the name, use the version from the person’s country of origin. For local names, follow DACS Part II.

Image Added

  • Dates of Existence: Complete if known. See Dates Section (fix link) for further instructions.
  • Authority ID: For established names, this should be the VIAF permalink. Leave blank if it’s a local name.
  • Source (required): If the name is established, select “Virtual International Authority File (VIAF).” If the name is not established, select “Local sources.”
  • Rules (required): If the name is established, select “Resource Description and Access.” If the name is local, select “Describing Archives: A Content Standard.”
  • Name Order (required): This is set to Indirect by default
  • Primary Part of Name (required): Person’s last name or surname
  • Rest of Name (required): Forename and additional names
  • Qualifier: For alumni, enter class year, e.g. Class of 1987
  • Contact Details (required for sources): This section is required if you are creating an agent record for a Source (a donor or the person responsible for a transfer of records). The contact name (full name in natural order), mailing address, and email are required; phone number(s) should be added if known.

Corporate Entity

  • Dates of Existence: Complete if known. See Dates Section (fix link) for further instructions.
  • Authority ID: For established entities, this should be the VIAF permalink. Leave blank if it’s a local entity.
  • Source (required): If the entity is established, select “Virtual International Authority File (VIAF).” If the entity is not established, select “Local sources.”
  • Rules (required): If the entity is established, select “Resource Description and Access.” If the entity is not established, select “Describing Archives: A Content Standard.”
  • Primary Part of Name (required): The foremost part of an entity’s name. For MIT administrative offices, academic programs, and research labs and centers, the primary part of name is “Massachusetts Institute of Technology.”
  • Subordinate Name 1 (required): A hierarchical unit within the corporate entity named in the Primary Part of Name field, e.g. School of Engineering
  • Subordinate Name 2: A hierarchical unit within the corporate entity named in the Subordinate Name 1 field, e.g. Biological Engineering Department
  • For established entities, these formatting rules override the established formatting in VIAF. For example, the MIT Sloan School of Management should be formatted as shown in the ArchivesSpace screenshot below, even though this differs from the established version in VIAF. However, the VIAF permalink should still be included as the Authority ID for established entities, unless the VIAF formatting is so different from DDC’s standard formatting that it’s uncertain if they represent the same entity.
    Image Added

Software

  • Authority ID (optional): For established entities, this should be the VIAF permalink. Leave blank if it’s a local entity. (Software is unlikely to be in VIAF).
  • Source (required): If the entity is established, select “Virtual International Authority File (VIAF).” If the entity is not established, select “Local sources.”
  • Rules (required): If the entity is established, select “Resource Description and Access.” If the entity is not established, select “Describing Archives: A Content Standard.”
  • Software Name (required): The name the software is generally known by, such as Archivematica
  • Version (required if available): Version number of the software if you can find it, for instance 1.10
  • External Documents (optional): Click add external document and provide a link to the source code if available, Title: Source Code, Location: link to source code