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- Add new extent by clicking the “Add Extent” button.
The guidance below follows similar guidance as the Extent section in the processing manual.
Portion (required)
- Select “Whole” if the accession is entirely analog or entirely digital. If it’s a hybrid accession or you want to describe extents of specific types of material, select “Part” and enter analog and digital extents separately. If feasible at this stage, record separate extents for the number and the type of carrier for legacy physical digital and audio-visual material (e.g. things like floppy disks or cassette tapes)
Number (required)
- For analog materials, a numeric value for the number of cubic feet (for single items or anything less than one manuscript box in extent, use numeric value 0.1) or by container or carrier type. For digital materials, a numeric value for the storage space in megabytes, gigabytes, or terabytes.
Type (required)
- Choose one of the following from the drop down menu:
- Cubic Feet
- Megabytes
- Gigabytes
- Terabytes
- See Guide to Extent Types for more information.
Container Summary (required)
- For analog materials, used to describe the containers that the materials were initially housed in when they arrived at DDC. For digital materials, used to describe the size of the accession in digital files; also use to call out specific digital or audio-visual formats that may require special accessioning procedures. Text in the Container Summary field should be in parentheses. Examples:
- (2 record cartons and 1 legal manuscript box)
- (5 audiocassettes)
- (1 manila folder)
- (12,345 digital files)
- (2,429 digital files; 253,374 emails) (3 record cartons, including 30 floppy disks) See Guide to Extent Types for suggested vocabulary.
- See examples in the Extent section in the processing manual.
Dimension (required depending on Extent Type)
- Required when indicated in the Guide to Extent Types as necessary for that extent type.
Agent Links Section (CAAIS 2.1)
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- Connects the accession to its related resource by linking to an existing resource record or creating a new resource record. This step is especially important for new collections because ArchivesSpace serves as the master list source of record for collection IDs. Accession records can also be linked to multiple resource records, e.g. if materials are placed into several different assembled collections.
- Link to an existing resource record if a transfer or accrual: Click Add Related Resource and use the search function to find the existing resource record by collection IDs or collection title
- To create a new resource record if one does not already exist, spawn a resource record from the current accession record.
- Go to the top of the accession record, save the record, and then click Spawn and choose Resource.
- Complete the required fields to create a minimal resource record. See the Description section in the processing manual for guidance on how to enter the field below
- Collection identifier (collection ID) - find the next one sequentially (either AC or MC collection) by browsing Resources in ArchivesSpace
- Level of description: collection
- Title
- Language
- Extent
- Dates
- Add top containers instances at the box level (can be placeholders without barcodes)
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