(WHS Archives) ArchivesSpace -- Resource -- Collection Level Description

Instructions for creating a new resource record

Collection Level Description

Bold items: names of fields

Courier New: what to select or type

Sign into ArchivesSpace: https://archspace.library.wisc.edu 

Select WHS as repository, this is especially important for students who work at multiple locations on campus.

PDF: For review at any point a PDF version can be exported. Note: the PDF is not how the finding aid will display to the public.

Export → Print Resource to PDF
Resource to Print → [Collection] → Include Unpublished → Queue Job
The job has completed → Refresh Page

Files → Download PDF

New resource record

To create a new resource record: Create → Resource
Minimum required fields to save a new Resource Record:

    1. Title
    2. Identifier
    3. Level of Description = Collection
    4. Resource  Type = Papers or Collection
    5. Language [of collection]
    6. Date
    7. Extent
    8. Finding Aid Data -- Finding Aid Status = In Progress
** = Required field (for publishing)

Edits and Additions to existing Finding Aids

  • Minor edits may be either
    • Sent by email to Description Archivist
    • Print up relevant section(s) and mark corrections; make sure the print out has name of collection and call number
  • Major edits and additions to EAD
    • Title
    • Add Identifier
    • Date
    • Extent
    • Add accession number(s) to Immediate Source of Acquisition
    • Finding Aid Data -- Finding Aid Status = Under Revision
    • Other fields as needed
    • Request finding aid to be imported into ASpace by emailing Description Archivist
    • Update collection level metadata
    • Review import for any major errors in contents
Basic Information

**Title: Collection level: Record a devised title in accordance with DACS 2.3.

        Examples:   Gaylord Nelson Papers [245 for Manuscript Collections]

  Madison (Wis.). Treasurer: Tax Rolls [110 + 245 for Local Government Records]

  Wisconsin. Equal Rights Division: Circuit Court Cases [110 + 245 for State Government Records]

       Geographical Surveys West of the 100th Meridian Photographs

**Identifier: Use first box for main collection call number; separate call numbers by format in separate cells, when possible. There are only 4 cells, with a limit of 50 characters each (including spaces). For collections with a long list of call numbers put in as many call numbers up to 50 characters in each cell. Note: ASpace will not inform users of to many characters until export. Add any additional call numbers at the beginning of Abstract.

Separate call numbers with semicolon (;) adding a semicolon to last call number in cell if next cell used.


 Mss 1020; Micro 2098;   Audio 1173A;  PH 3764;  AC 034; AC 407; AC 429-AC 434 

 Milwaukee Mss 104;  Milwaukee Micro 51; Micro 1071;  Disc 180A; Audio 1139A;   PH 3658 

**Level of Description: Collection is the only level used at the top level of description, and is used for all WHS Collections (State, Local, Mss, A/V). All other levels are only used at the contents level of description.

**Resource Type: 

      1. Papers: Collection of personal or family papers
      2. Records: Documentation and materials that were generated as the result of routine activities or transactions, especially those of a State, County or City or of a Corporate Body, Union, Club, or another organization
      3. Collection: Materials assembled by a person, organization, or repository from a variety of sources
      4. Publications: Published works [RARE]

Publish?: Check when resource record is ready to be published.

Restrictions?: Check if restrictions exist (found in Deed of Gift, State Statute, or other related forms). 

Repository Processing Note: Record any information relevant to the processing of the materials. Field not required and does not publish. Use for questions or comments during processing; delete when resolved.


See DACS 4.5 for guidance.
**Language: Must contain at least one. Add additional languages as needed; list predominate language first.
Script: Use if materials are in a script other than Latin Script. If more than one script in a collection, include Latin script as well if represented in collection. [RARE]
Language of Materials Note: Add if more than one language and need clarifying remarks add note [no longer in Notes section]; otherwise add Language for each represented in the collection.


See DACS 2.4 for guidance. Record dates of record keeping activity or dates during which the materials were created and/or collected. To add a new date, click on Add Date and fill in the appropriate fields.       

**Label: At collection level select Creation. Some of the labels listed are not appropriate for contents list dates, but rather are used for other areas of description such as for Agents.       

      1. Agent Relation: do not use
      2. Broadcast: Use for Film or Audio which was publicly broadcast at the item level
      3. Copyright: Use for published materials with copyright date and no other date, otherwise use "Publication" [RARE]
      4. Creation: Use at all levels unless other label is appropriate; always select for Collection Level of Description
      5. Deaccssion: do not use in Resource
      6. Digitized: do not use
      7. Event: do not use
      8. Existence: do not use
      9. Issued: do not use, use creation or copyright
      10. Modified: do not use
      11. Other: do not use
      12. Publication: Use for published materials; if Copyright is only date available, use "Copyright"
      13. Record Keeping: do not use
      14. Usage: do not use

**Expression: Use to record natural language expression specifying the date or date range of the materials in the accession



(bulk 1950s-1980s)

Spring 1980 [not at collection level]

FY2011 [not at collection level]

undated [not at collection level]


      1. Bulk: use if most materials fall within a certain date range
      2. Inclusive: use to record the earliest and latest dates
      3. Single: use if content falls within a single year

For bulk and inclusive, record dates in beginning and end fields, only at the collection level. 

      1. Begin: provide beginning year of a range, do not include month or day
      2. End: provide end year of a range, do not include month or day


      1. Approximate (circa)
      2. Inferred (Questionable/conjectural dates, for example dates based on subject matter of materials, birth and death date of creator, not the documents themselves)
      3. Questionable 
      4. y (yes)

**Era: ce

**Calendar: Gregorian


See DACS 2.5 for guidance.


      1. Whole: use for one extent; when collection is still being processed use
      2. Part: use for two or more extents; when there is more than one type of material being described and/or when there is a processed portion of the collection and an unprocessed portion

**Number: numeric value used to indicate the number of units in the extent statement.

**Type: Select appropriate category from drop down menu. Use cubic feet. 

**Container Summary: Record number and type of containers in accession.

        Examples: 10 record cartons, 3 oversize folders, 6 tubes, 1 USB flash drive

Physical Details: Record other physical details of the materials described.

        Examples: black and white negatives; photograph prints; TIFFs; JPEGs; bound volumes; scrapbooks  

Dimensions: do not use

Finding Aid Data

Input by the Cataloging Archivist (or their designee), except for Finding Aid Author and Finding Aid Status.

**EAD ID: uw-whs-[filename]
See Appendix A for file naming conventions 

        Example: uw-whs-ser02501      

 **EAD Location: http://digital.library.wisc.edu/1711.dl/wiarchives.uw-whs-[filename]

 **Finding Aid Title: Finding aid to the [Title of Collection], [Date(s) of Collection]. 

Example: Finding aid to the Gaylord Nelson Papers, 1954-2006 (bulk 1963-1980)

 Finding Aid Subtitle: Leave blank.
Finding Aid Filing Title: Do not use at this time, review use when Finding Aid site updated. [Last name first for personal papers, otherwise in direct order]


Nelson, Gaylord Papers

Wisconsin Department of Transportation Speeches

 **Finding Aid Date: Month and year finding aid was finalized
 **Finding Aid Author(s): last name, first name; last name, first name 
 **Description Rules: Describing Archives: A Content Standard (DACS)
 **Language of Description: English
 **Script of Description: Latin
 Sponsor: include grant funding agencies or contributing authors to content. If none exist, leave blank.
 Edition Statement: Leave blank.
 Series Statement: Leave blank.

**Finding Aid Status: Select appropriate category from drop-down menu

      1. In Progress: Processing Archivist working on new finding aid
      2. Under Revision: Processing Archivist working on imported or updating existing published finding aids
      3. In Review: Processing Archivist marks for Metadata Archivist to review of completed resource record for publishing 
      4. Ready to Publish: Metadata Archivist to export EAD and MARC and submit to test site for further review
      5. Published to UWDCC: Set when finding aid published
      6. Completed: Metadata Archivist will mark a finding aid as completed, if it is decided not to publish finding aid (at this time)
         Note: A decision to not publish may be because of certain restrictions, or a different index supplies the information needed.

Agent Links

Note: At this time only add for creator(s); Archivist (or their designee) in charge of Metadata/Description, will add subject headings as needed

Add Agent Links for creators, donors or subject headings (persons, corporate bodies, and families). To determine if an agent record already exists in AS,  browse all agents by choosing Browse→Agents in the home bar, or search AS using Search All Records at the top of the screen.

To add Agent Links click the Add Agent Link button.

**Role: Select role for the Agent from the drop-down menu. Select Creator (for creators) or Source (for donors). If donor and creator are the same, just add a Creator Agent Link.

      1. Creator: Creator(s) for collection
      2. Source: Donor(s) of collection
      3. Subject: Persons or Corporations as subjects

Relator: Select appropriate option from drop-down menu, if applicable

**Agents: Browse to select an existing agent begin by entering the name; if no agent appears create a new agent. 

To create a new agent:

    1. Agents -- Create
      • Person
      • Family
      • Corporate Entity
      • Software = do not use
    2. Basic Information =  Publish  
    3. Search Library of Congress Authorities under Name Authority Headings
    4. Dates of Existence: Add only for Person, use same dates as NACO heading, and only if dates are known
    5. Authority ID: leave blank
    6. Source = NACO Authority File (even when heading does not appear in authority file)
    7. Rules = Resource Description and Access (RDA)
    8. Name Order
      • Indirect = Person, (in most cases)
      • Direct = Family, Corporations
    9. Prefix = rarely used
    10. Title = rarely used
    11. Primary part of name = For Person or Family use last name or surname; for Corporations use highest governing body  
    12. Rest of Name = For Person enter first name field; for Corporations enter rest of  corporate name such as department or division
    13. Suffix = use for Sr., Jr., etc.
    14. Fuller Form = use for a Person when full name is known when initials are used in rest of name
    15. Number = rarely used
    16. Dates = birth and/or death dates for Person
    17. Qualifier = used to qualify a Corporation to distinguish a corporation by the same name
    18. Do not use = Contact Details, Notes, Related Agents, or External Documents
    19. Create and Link to Agent


Note: At this time the Archivist (or their designee) in charge of Metadata/Description will add subject headings via the imported MARC record into ASpace. The Processing Archivist will add subject headings to the exported MARC record in OCLC.
Use to add subject headings to resource record, using primarily Library of Congress Subject HeadingsArt & Architecture Thesaurusor Local Sources. Create at least one but no more than five subject headings per resource record. To add a subject heading click Add Subject. Note, if importing a MARC record to create a new resource record, subject headings will automatically populate but edits may be required.
      1. To search for an existing subject heading, begin typing the name of the heading in the search box and select from the populated list which one you want to add. To add another subject, select Add Subject or click on the plus (+) button.

      2. To browse for existing subject headings select Browse from the drop down menu. A new window will appear and you can search for a subject in the upper left corner search box. Once you locate the subject heading in the results list, check the button next to the record and click Link to Subjects at the bottom of the page.

      3. To create a new subject heading select Create from the drop down menu. A new window will appear and you will populate the form accordingly.

        • Source: select Library of Congress Subject Headings OR Local Sources

        • Term:  Use this field to indicate the subject heading or controlled vocabulary term or phrase. 

        • Type: Choose from a drop-down list to indicate the type of term being recorded.
  • Genre/Form (MARC 655):A term indicating the form, genre, and/or physical characteristics of the materials being described. Genre terms for textual materials designate specific kinds of materials distinguished by the style or technique of their intellectual content (for example: biographies, catechisms, essays, hymns, or reviews)

  • Geographic (MARC 651): Use the following for geographic names: archaeological sites, geographic regions (continents, land masses, planets, etc.), natural features (bays, capes, deserts, mountains), parks or other geographic entities NOT capable of authorship, and political jurisdictions.

  • Topical (MARC 650): Use the following for topical entries: general terms, names of deities/fictitious characters/mythological figures NOT capable of authorship, names of events and holidays, names or terms applied to individual objects or classes of objects (universities and colleges), and systematic names of families/genera/species, etc. 

  • Persons/Families/Corporate Entities (MARC 600 or 610): Create Agent Links and select Subject as the role. 
    • Additional Terms and Types are required if applicable for Subjects with subdivisions. See below for entry of a term with two subdivisions (Agricultural laws and legislation -- United States)

    • Click Create and Link to Subject when finished
Add Note: Select from Note Type menu. Check the Publish box for each note. Add text in the Content field.
**Abstract Succinct description of the collection or records in 1 paragraph.
Accruals (DACS 5.4)Informs the user of anticipated additions to the unit, required if applicable. (rare)
Appraisal: do not use
Arrangement (DACS 3.2; MARC 351): How the collection is arranged, use if applicable.


Arranged chronologically

Arranged alphabetically

Organized into three series: I. Correspondence, II. Financial Records, III. Photographs.


This collection was received in multiple parts from the donor(s) and is organized into [##] major parts. These materials have not been physically interfiled and researchers might need to consult more than one part to locate similar materials.
Ordered List: Title blank;


      <ref linktype="simple" target="aspace_[Ref ID from Part*]" show="replace"        
"onrequest">Part # ([call #]): Original Collection [Additions], [dates]</ref>


*Ref ID: This is a long string of numbers which is automatically provided to every section in ASpace. It is found in Basic Information under the Title.

Bibliographydo not use

Biographical/Historical (DACS 2.7; MARC 545): A brief description of the context in which the materials were created, assembled, accumulated, and/or maintained. This should include, but is not limited to, birth and death dates of central figures mentioned in the collection, their educational information, any local connections, and/or significant contributions or writings. Use if applicable.

         For state government records with Agency Histories:
                 See Agency History in the catalog: <extref linktype="simple" href="[link to catalog record]">[name of agency in history]
    **Conditions Governing Access (DACS 4.1; MARC 506): Record any access restrictions due to the nature of the material, donor requests or repository requirements. Access restrictions pertaining to physical conditions, technical requirements or governing reproduction belong in separate notes.  Required, if applicable.
    When applied also add a General note: There is an access restriction to this material; see the Administrative/Restriction Information portion of this finding aid for details.
    [IF there is also a Use restriction combine the note into one.]
      **Conditions Governing Use (DACS 4.4; MARC 540): Identifies restrictions on reproduction due to copyright or other reasons, as well as restrictions on further use of the materials, such as publication after access has been provided. Required, if applicable.
      When applied also add a General note: There is a use restriction to this material; see the Administrative/Restriction Information portion of this finding aid for details.
      [IF there is also an Access restriction combine the note into one.]
        Custodial history (DACS 5.4; MARC 561): do not use. See Immediate source of acquisition.
        Dimensions: do not use

        Existence and Location of Copies (<altformavail>):

        • Add at the collection level when there is an online collection of digital surrogates with a collection landing page.
        • Use title and date as they appear in the digital copy collection and enclose with <extref> tag.
        • Add links at the file/item level within contents list if not over 25 links [or deemed necessary].
        • Portfolios to the collection can also be added to the catalog in Alma (usually at the highest level possible)
        • Do not confuse with born-digital which goes elsewhere (such as Preservica)
        <extref linktype="simple" href="[permalink]">[Title of collection and date as it appears in online resource]</extref>
        <extref linktype="simple" href="https://wisconsinhistory.org/Records/Article/CS15283">Senator William Proxmire Collection</extref>

        Existence and Location of Originals (DACS 6.1): Indicates the existence, location, and availability of originals when the materials being described consist of copies and the originals are not held by the repository (rare).

        File plan: do not use

        General: do not use [Not available in EAD3] except for the case of the following:

                 These records have been assigned Series ####.
                 There is a restriction on [access/use] to this material; see the Administrative/Restriction Information portion of this finding aid for
          **Immediate source of acquisition (DACS 5.2; MARC 541): Identifies the source from which the repository directly acquired the materials, as well as the date and method of acquisition. Include accession numbers at end of statement enclosed in <num> tag


          Manuscript Collections:    
          Presented by David R. Obey, Washington, D.C., 1992, 2013. <num type="accession">M92-136, M2013-092</num>

          State and Local Records:
          <num type="accession">
          1990/144, 1992/077, 1998/009, 1999/039, 2001/122, 2003/047, 2005/032, 2006/134, 2008/019, 2016/068</num>

          Index: do not use
            Legal status: do not use
              Materials specific details: do not use
                Other finding aids (DACS 4.6): Identifies any other finding aids to the materials being described, particularly if they are available to the user, and provides information about the form and content of those finding aids (use if applicable).
                  Physical characteristics and technical requirements (DACS 4.2 and 4.3): Provides information about restrictions due to any technical requirements that restrict or otherwise affect access/use to the materials being described, such as equipment or specific hardware/software required for use (use if applicable).
                    Physical description: do not use

                    Physical facet: do not use
                      ** Physical Location: Use to add link to catalog:
                      <extref href="https://search.library.wisc.edu/search/catalog?q=[oclc #]" role="handle">COLLECTION MAY BE STORED OFF-SITE: see catalog entry to request materials and for additional information.</extref>
                              Add second Physical Location note to add Map in finding aid, with text: whi [the style sheet turns this into a map link]
                      Uncheck "Publish?"
                        Preferred Citation (DACS 7.1.5; MARC 524): Not in use at this time for WHS. [University has the following: Include this link for all finding aids https://www.library.wisc.edu/archives/archives/use-the-archivevs/citing-archives-resources/ ]
                          Processing Information: List archivist who processed collection.
                          Processed by Alison E. Bridger and SLIS 875-002 class, October 2014.
                            Related Materials (DACS 6.3; MARC 544): Indicates the existence and location of archival materials that are closely related to the materials being described by provenance, sphere of activity, or subject matter, either in the same repository, in other repositories, or elsewhere. Link to online description and include call number when available.
                            Within WHS:
                            Outside WHS:
                            J.H. Thompson Diary. Milwaukee County Historical Society.

                              Scope and Contents (DACS 3.1; MARC 520): Provide information about the nature of the materials and activities reflected in the unit being described to enable users to judge its potential relevance. For ease of creation, may want to enter into a Word document first. Include:
                              • Function(s), activity(ies), etc. that generated materials being described;
                              • The documentary form(s) or intellectual characteristics of the records being described (e.g., minutes, diaries, reports, etc.) in accordance to series (if present);
                              • The physical formats of the records being described (e.g. papers, photographs, audiovisual recordings);
                              • The content dates (time periods) covered by the intellectual content or subject of the unit;
                              • Geographic area(s) and places to which the records pertain;
                              • Subject matter to which the records pertain, such as topics, events, people, and organizations;
                              • Any other information that assists the user in evaluating the relevance of the materials, such as completeness, changes in location, detailed organizational structure, ownership and custody while still in possession of the creator, etc;
                              • Information about significant gaps in time (unless resulting from an appraisal decision)
                              Separated Materials (DACS 6.3; MARC 544): If materials are separated include information detailing the separation (use if applicable).This does not apply to deaccessions. 

                              External Documents
                              Currently not in use
                              Rights Statements
                              Currently not in use
                              Currently not in use
                              Collection Management
                              Currently not in use
                              Currently not in use
                              User Defined
                              Currently not in use

                              KeywordsArchivesSpace Resource New   Doc ID90008
                              OwnerAlison B.GroupUWLSS
                              Created2019-02-26 10:06:15Updated2023-11-30 16:28:58
                              SitesUW Libraries Shared Systems
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