(WHS Archives) ArchivesSpace -- Resource -- Workflow
Workflow to Creating and Editing Resource Records in ArchivesSpace for EAD Finding Aids
General Workflow for Resource Records
New Resource Record
- If MARC record has not been imported into ASpace, Collection Archivist*, or their designee, creates New Resource Record in ASpace with at least minimal fields required for saving
- Under Finding Aid Data set Finding Aid Status to In Progress (new EAD) or Under Revision (existing EAD) - Collection Archivist or assistant add Contents
- Collection Archivist reviews (export PDF), edits and adds other fields under collection description, as needed
- Collection Archivist or assistant adds or updates and reviews MARC Bibliographic [Cataloging Archivist can export MARC if needed]
- Review in OCLC, add 541s/583s, subjects and other fields as needed
- Replace record in OCLC
- Export record to Alma
- Add holdings and item records in Alma - Collection Archivist submits to Cataloging Archivist for review
- Print off OCLC record and first page of Finding Aid and put in Cataloging workflow
- Under Finding Aid Data, set Finding Aid Status to In Review - Cataloging Archivist MARC review
- Review in OCLC, replacing in OCLC and Alma, as needed
- Review holding and items in Alma
- Export MARC from Alma to import in ASpace if subject headings added [not including FAST headings]
- Merge MARC record with EAD record in ASpace, if needed - Cataloging Archivist or EAD Assistant Archivist ASpace review
- Dates, Extent, Subjects, Notes, Contents list
- Under Finding Aid Data, set Finding Aid Status to Ready to Publish - Cataloging Archivist or EAD Assistant Archivist export EAD
- EAD edits for import to UWDCC test site
- Review finding aid on test site
- Make changes to ASpace record and EAD as needed, for big changes may want to edit only in ASpace and reexport; or go back to Collection Archivist to have them make changes
- Send link to finding aid on test site to Collection Archivist, as needed
- Finding aids published the first week of every month
- Under Finding Aid Data, set Finding Aid Status to Published to UWDCC
Edits and Additions to Collections
- Collection Archivist searches for collection in ASpace Resource Records
- If record is not in ASpace, email Cataloging Archivist to import into ASpace, or start new Resource record in ASpace, for EAD import later, otherwise skip to step 3
- If change is minor, such as a spelling error or date change, print off page with error from F.A. website and write correction on sheet for Cataloging Archivist to fix, or email Cataloging Archivist with needed edit(s)
- Cataloging Archivist import to ASpace
- Import MARC record
- Import EAD, if available
- Merge MARC and EAD, as needed
- Under Finding Aid Data set Finding Aid Status to Under Revision
- Reply to Archivist's email
- Collection Archivist or assistant add Contents
- Collection Archivist reviews and updates Collection Level data
- Collection Archivist exports PDF for review
- Collection Archivist reviews and updates MARC
- Review in OCLC
- Replace in OCLC, if needed
- Export to Alma, as needed
- Add holdings and item records, as needed
- Collection Archivist submits to Cataloging Archivist for review
- Print off first page of Finding Aid and MARC record, and put in Cataloging workflow
- Under Finding Aid Data, set Finding Aid Status to In Review
- Cataloging Archivist reviews MARC
- Replace in OCLC and Alma, as needed
- Review holdings and items in Alma
- Import MARC to ASpace and merge, as needed; otherwise make corrections directly in ASpace
- MARC and Finding aid printouts put in Review ArchivesSpace in EAD Workflow
- Cataloging Archivist or EAD Assistant Archivist export EAD
- Under Finding Aid Data, set Finding Aid Status to Ready to Publish
- EAD review for import to UWDCC test site
- Review finding aid on test site
- Make changes to ASpace record and EAD as needed
- Send link to finding aid on test site to Archivist, as needed
- Finding aids published the first week of every month
- Under Finding Aid Data, set Finding Aid Status to Published to UWDCC
* Collection Archivist = Archivists in charge of State, Local, Manuscript Accessioner, Manuscript, Visual Materials, Project, or WCFTR collections
(rev. 20230104 aeb)