(WHS Archives) Electronic Records -- Cataloging and ArchivesSpace

Electronic Records

Bibliographic

Born Digital 

Add and/or edit the following fields as needed

• 300 __ [number] ǂf gigabytes [or largest byte size possible] (# files)
                       Note: A single 300 field for electronic records is fine, if known add # of files in parenthesis; however, if specifying by type, have multiple 300s including type in parenthesis (3 digital video files)
  
• 506 __ RESTRICTED [(accession number)]: See Archives Reference Staff for access to electronic records onsite.
                  Note: Add only for records which can only be seen onsite. Otherwise remove old 506s for electronic records access.
• 500 __ These records have been assigned Series ####
                 Note: Series numbers may be added to an old collection (same goes for manuscripts and local government records)
• 541 1_ ǂ8 #.1\a ǂe [accession #] ǂ3 [description of records] Quantity: [number] gigabytes
                   Note: Qty in 541 should equal 583 Accession(s) minus 583 Deaccession(s)
• 583 1_ ǂ8 #.2\a ǂa Accessioned ǂn [number] ǂo gigabytes ǂc yyyymmdd ǂk [initials]
• 583 1_ ǂ8 #.3\a ǂa Deaccessioned-unprocessed ǂn [number] ǂo gigabytes ǂc yyyymmdd ǂk [initials]
• 655 _7 Electronic records (digital records) $2 aat
                  Note: change Machine-readable to the new form
• 856 40 ǂu [Preservica url] ǂz Electronic files available through Preservica.
                   Note: Only one born digital needed in a record.
  

Digital Copies available online

• 530 __ Digital reproductions available online. 
  or
  530 __ ǂ3 [Specific portion of collection] ǂa available online.
                 Example: 530 __ ǂ3 Selection of photographs ǂa available online.
• 856 41 ǂu [Permalink url] ǂz [Title of landing page or unique title.]
                 Note: Multiple 856 41 ok if copies are available in multiple locations there is not a collection landing page. [Is this still true? (20260701 aeb)]
                   Example:
  856 41 ǂu http://www.wisconsinhistory.org/turningpoints/search.asp?id=1670 ǂz Speeches and other documents on environmental issues, 1962-1971, are also available online.
• Permalinks [where are they found in the OrangeDAM] use if available.

Holdings for Born Digital

• 852 8_ $$b WHSARCHIVE $$c elc $$h [accession number] $$j MAD Available online via Preservica. $$z [Description from bib 541 $3]
                 Note: 1 holdings for each format; if electronic records holdings are still part of the papers holdings add new holdings.

Items

• not applicable

• Search ASpace for existing record.
  • If none, search for finding aid to import. If none in either place, then see New.
  • If in ASpace and/or online finding aid, then see Existing collection.
• New: Import MARC record into ASpace.
  For instructions see: 
  (WHS Archives) ArchivesSpace -- Resource -- MARC Import
  
• Existing collection: Search for Resource Record.
  The record may be a brief record from a MARC import. If so search for finding aid, import EAD, and Merge records in ASpace.
  For instructions see: 
  (WHS Archives) ArchivesSpace -- Resource -- EAD Import
  (WHS Archives) ArchivesSpace -- Resource -- Merge
• Add or update collection level data
  • Identifier: add accession number in order, if fields are full, add number to beginning of Abstract
  • Date: adjust for collection
  • Extent: adjust if there are already electronic records
  • Immediate Source of Acquisition: Add accession number in accession number order
  • Finding aid data > Finding aid status = Under revision
  • Other fields as needed
    
    • Access restriction (match 506 in MARC record; however remove general restriction if collection in Preservica)
• Add Part for top level information on accession
  • Title: Part # ([accession#]): Additions
  • Date: date range of accession
  • Note > Physical Description: extent for accession
  • Note > Scope and Content: description for accession, matches Alma holdings 856 __ $$z 
    
• Available online: Import from spreadsheet. Accession/Folder level is fine. Go for amount of detailed deemed necessary for access.
     * Note: if materials are restricted, or are not available online, and need mediation for viewing even when in reading room, see RESTRICTED below
  
  • Title = title of folder or file; if title of folder is a date, leave blank and enter in date field
    
  • Date = if available, follow Year Month Day format, for example: 2023 November 15
    
  • Level of Description = File or Item
    
  • Instance > Add Digital Object > Create
    
    • • Title = "Electronic folder"
      • Identifier = File URI > link to online file, even if only available onsite
        
  • Note > Physical Description (optional)

    • Content = "[#] digital file(s)" or include file format "[#] digital [format] file(s)"
      
• RESTRICTED: additional field to add
  
  • Note > Access Restriction
    • Contents = "See Archives Reference Staff for access onsite."
• DONE: Mark Finding aid as "In Review" at the Collection Level > Finding aid data.
• When finding aid is reviewed and exported, it will go onto test site and links will be checked there.

Digital Copies available online

• Collection level
  
  • Notes > Add Note > Existence and Location of Copies (<altformavail>):
    Portions of <extref role="handle" href="[link]">[title of collection]</extref> also available online.
    or
    <extref role="handle" href="[need new url]">Wisconsin Jewish Archives Oral Histories</extref> available online.
    
  • Others as needed but do not add/edit Extent or Date as these are copies not originals (born digital)
• Series, Box, Folder and/or Item level
  • Notes > Add Note > Existence and Location of Copies (<altformavail>):
    <extref role="handle" href="[link]">Also available online.</extref>