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(WHS Archives) ArchivesSpace -- Resource -- Contents List -- Load a Spreadsheet

Instructions for inputting and importing a contents list via an Excel Spreadsheet Template.

Template for contents list in Excel for import into ASpace

Creating Spreadsheet from Template

  1. Find the Excel spreadsheet template[1] for import at:
    L:\\LIBARC\LIBARC SHARED\Archives Cataloging and EAD\EAD\EAD Procedures\ASpace\ASpace contents list template for import
  2. “Save as” with call number or accession number. If creating more than one spreadsheet for same collection (for example each series or part is being imported separately) add a distinguishing identifier.
  3. Not all columns of the template require data, however, DO NOT delete any columns. Any columns not required to have any data have been reduced in width to only display columns in which data may be required.
  4. Row 1: Replace with title of collection (and series or Part if applicable).
  5. Row 2-5: DO NOT edit or delete, there are identifying information and instructions in these rows.
  6. Row 6: Start input of information. See instructions for each column

General instructions for working in Excel

Copy repeated information in a column:

  • Put cursor in lower right-hand corner of the cell until you see a solid plus sign +
  • Hold down left mouse button and drag down until last cell needed
  • Multiple columns may be dragged down together by highlighting both cells, which will occur most often with columns C, G, H, P, Y, Z, AA, and AC.
  • If copying numbers sometimes it will auto-fill instead of copying the number. For example, instead of ‘1’ in all the cells it will fill in as ‘1, 2, 3, 4, …’. Sometimes this is acceptable, otherwise to fix there should be a square box in the lowest right corner of last cell (Auto fill options), click on the list and select “Copy Cells”.

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 instructions

Column

Label

Required

Instructions

A-B

 

 

IGNORE

C

EAD ID

Y

  • File name of EAD: uw-whs-[unique file name]
  • Repeat field for every row of data
         BEWARE Excel might decide to “Fill in Series” rather than copy cells
  • For existing finding aids see:
    • ASpace > Collection level > Finding aid data > EAD ID
    • Or in existing F.A. at the end of the “URL to cite …” on the Summary Information page
  • For new EAD and the id is not in ASpace assign one:
  • Add EAD ID in ASpace > Collection level > Finding Aid Data > EAD ID, if not already there

    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)

     

    Import spreadsheet into ASpace:

    1. Once spreadsheet is filled out (this can be by whole collection or each series*) open ASpace
    2. Look for Resource Record in ASpace; if none then create new Resource Record. See ArchivesSpace – Resource – Collection Level Description
    3. While on collection level page (top of hierarchal list, highlighted light blue), select Load via Spreadsheet which is above the hierarchal list between “Add Child” and “Rapid Data Entry”
    4. + Select File; Import Archival Objects is highlighted blue
    5. Name of file should appear next to “+Select File”
    6. Import from SpreadSheet
    7. New tab will open while it runs a “bulk_import_job”
    8. Log will fill with green text for each row; if there is an error it will appear here
    9. “The job has completed” should appear in the left column in green above “Refresh Page”
      1. If the job failed (whole or in part) the Log will report the Row and error. Only the rows which did not fail will appear in ASpace. For example:

    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

    1. Refresh Page
    2. Close window and return to original ASpace window (the Load Spreadsheet box may still be there, just close this window.)
    3. The spreadsheet should add at the end of the contents list.

    *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.





    Keywords:ASpace ArchivesSpace Spreadsheet Contents List   Doc ID:118508
    Owner:Alison B.Group:UW Libraries Shared Systems
    Created:2022-05-11 15:08 CDTUpdated:2022-07-19 11:44 CDT
    Sites:UW Libraries Shared Systems
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