Copy repeated information in a column:
If doing a range of numbers which could also be confused with a date be cell the cell is set as “Text” in the number field.
If rows need to be moved around this can be done as in any spreadsheet, or may be done after import into ASpace using the “Enable Reorder Mode
When entering a film call number which starts with a zero, such as AF 039, change the cell to be "Text"
Column |
Label |
Required |
Instructions |
---|---|---|---|
A-B |
|
|
IGNORE |
C |
EAD ID |
Y |
|
D |
|
|
IGNORE |
E |
Title |
Y, if no dates |
Title of series, sub-series, Part (sub-fonds), file (folder), or item. This is required unless the date is serving as the title. This field can be empty if there is data in the date fields |
F |
Component Unique Identifier |
N |
Call number or Accession number. Filled out at the beginning of the finding aid and whenever the call number changes. If it changes back enter again. This field can be empty. |
G |
Hierarchical Relationship |
Y |
Where does the row fall within the hierarchy of the finding aid? Part always = 1. Series will = 1 or 2. File [or Heading] may be = 1, 2, 3, 4, etc. For a finding aid with a Part and multiple Series the numbers in this column will likely be 1, 2, 3, 3, 3, … 2, 3, 3, 3, … This field must always have a number |
H |
Description Level |
Y |
Sub-fonds (Part), Series, Sub-series, File. These are the most common levels used for WHS finding aids. Headings will be marked as File. This field must always have a level. |
I |
|
|
IGNORE |
J |
Publish? |
Y, row 6 |
“True” from drop down menu This can be blank after first row |
K |
Restrictions apply? |
Y, row 6 |
true/false from drop down menu This row can be blank after first row |
L-O |
Dates |
|
IGNORE |
P |
Dates Type |
Y, if no title |
Inclusive, bulk, single, [blank]. If blank then there must NOT be any data in columns M-R. |
Q |
Date expression |
Y, if no title |
Dates |
R |
Date certainty |
N |
IGNORE |
S-X |
Extent |
|
IGNORE |
Y |
Container Instance Type |
N |
See contents list section on instances. Most common will be Box. This may be blank for Part, Series, Sub-Series and Headings |
Z |
Top Container type |
N |
See contents list section on instances. Most common will be Box. This may be blank for Part, Series, Sub-Series and Headings |
AA |
Top Container [indicator] |
N |
Number See contents list section on instances. This may be blank for Part, Series, Sub-Series and Headings |
AB |
Barcode |
|
IGNORE (for now) |
AC |
Child type |
N |
See contents list section on instances. Most common will be Folder. This may be blank |
AD |
Child indicator |
N |
Number See contents list section on instances. This may be blank |
AE-AF |
Grandchild |
IGNORE |
|
AG-AI |
Digital Object |
IGNORE |
|
AJ-BA |
Agent Links |
IGNORE |
|
BB-BI |
Subjects |
IGNORE |
|
BJ-CA |
Notes |
Most common for Part level; Rare for other levels; use if needed |
|
BJ |
Abstract |
Use if additional notes needed at folder level or use General note |
|
BK |
Conditions Governing Access |
Use at Part level for Access restrictions (506) |
|
BL |
Immediate Source of Acquisition |
IGNORE (541) |
|
BM |
Arrangement |
Use at Part level, if applicable |
|
BN |
Biographical/Historical |
IGNORE |
|
BO |
Custodial History |
IGNORE (561) |
|
BP |
Dimensions |
IGNORE |
|
BQ |
General |
Use if additional notes needed or use Abstract |
|
BR |
Language of Materials |
Use only if language differs from most of the collection; or if there is no one predominate language to the collection |
|
BS |
Physical Description |
Required at Part level for Extent |
|
BT |
Physical Facet |
IGNORE |
|
BU |
Physical Location |
IGNORE |
|
BV |
Preferred Citation |
IGNORE |
|
BW |
Processing Information |
IGNORE |
|
BX |
Related Materials |
IGNORE |
|
BY |
Scope and Contents |
Required at Part level |
|
BZ |
Separated Materials |
IGNORE |
|
CA |
Conditions Governing Use |
Use at Part level for Use restrictions (540) |
Row 156: ERROR Row 156 will not be processed due to errors: This row is missing BOTH an EAD ID and URI
Row 157: ERROR No Archival Object created
*If a large collection better to do by series or part (accession) as it can take some time to import and if there are any errors it is better to have less than more. Although errors are likely to appear right away. For example, a 1000 rows will take around 5 minutes.
[1] This template is borrowed from Harvard University (https://github.com/harvard-library/aspace-import-excel). Instructions for using Harvard’s template can be found here: https://github.com/harvard-library/aspace-import-excel/blob/master/user_documentation/archival_objects_instructions.md and https://github.com/harvard-library/aspace-import-excel/blob/main/user_documentation/USER_DOCUMENTATION.md
Keywords | ASpace ArchivesSpace Spreadsheet Contents List | Doc ID | 118508 |
---|---|---|---|
Owner | Alison B. | Group | UWLSS |
Created | 2022-05-11 15:08 CDT | Updated | 2022-11-18 13:18 CDT |
Sites | UW Libraries Shared Systems | ||
Feedback | 0 0 Comment Suggest a new document |