Electronic Records

Bibliographic

Born Digital

• 300 __ [number] ǂf gigabytes [or largest byte size possible]
• 500 __ These records have been assigned Series ####
• 541 1_ ǂ8 #.1\a ǂe [accession #] ǂ3 [description of records] Qty: [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-unprocssed ǂn [number] ǂo gigabytes ǂc yyyymmdd ǂk [initials]
• 655 _7 Machine-readable. $2 aat [change to Electronic records (digital records) (20181026 aeb); keep as is for now, global change needed (20230103 aeb)]
• 856 40 ǂu [Preservica url] ǂz Electronic files available through Preservica.
       Only one born digital 856 40 in a record.
  

Digital Copies available online

• 530 __ Digital reproductions available online. Digital reproductions available online.
  or
  530 __ ǂ3 [Specific portion of collection] ǂa available online.
  530 __ ǂ3 Selection of photographs ǂa available online.
• 856 41 ǂu [Permalink url] ǂz [Title of landing page or unique title.]
       Multiple 856 41 ok if digital copies are available in multiple locations and do not have a collection landing page.
  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 sometimes these are given by the digital collections folks or may be found on landing page; otherwise use url in address line

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]
  

Items

• not applicable

• 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 import EAD and Merge; 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 accession number order, unless fields are full, then add to beginning of Abstract
  • Date
  • Extent
  • Immediate Source of Acquisition: Add accession number in accession number order
  • Finding aid data > Finding aid status = Under revision
  • Other fields as needed
    
• Add Part for top level information on accession; for instructions see: (WHS Archives) ArchivesSpace -- Resource -- Contents List
  
• Available online: Add Child for each folder/distinct entity
     * 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

    • Content = "[#] digital file(s)" or include file format "[#] digital [format] file(s)"
      
• RESTRICTED: Add Child for each folder/distinct entity
  
  • Title = title of folder or file; if title of folder/file 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 Container Instance
      * Note: Create a new container for each instance, even though the Indicator will be the same
    • • Title = Electronic
      • Top Container > Create
      • Container type = othertype
      • Indicator = Folder
  • Note > Physical Description

    • Content = "[#] digital file(s)" or include file format "[#] digital [format] file(s)"
      
  • Note > Access Restriction
    • Contents = "See Archives Reference Staff for access onsite."

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=" http://whs.aviaryplatform.com/collections/4">Wisconsin Jewish Archives Oral Histories</extref> on Aviary.
    
  • 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>