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Archivists’ Toolkit Training,[object Object],Resource Records, Digital Object Records, Reports, & Common Customizations,[object Object]
Creating Resource Records from Scratch,[object Object],Some fields will have default text which can be altered,[object Object],Tabs,[object Object],Basic Description,[object Object],Names & Subjects,[object Object],Notes Etc. & Deaccessions,[object Object],Finding Aid Data,[object Object]
Basic Description,[object Object],Required Fields,[object Object],Level,[object Object],Title,[object Object],Date (Expression or Begin/End),[object Object],Language,[object Object],Resource Identifier (Ms or RG number),[object Object],Adding a work of art or artifact? The Resource Identifier should begin with Art or Artifact, respectively,[object Object],Extent Number/Type,[object Object]
Basic Description,[object Object],Optional Fields,[object Object],Linked Accession Record ,[object Object],This can only be done from the Accession,[object Object],Content Summary,[object Object],Restrictions Apply checkbox,[object Object],What’s this “Wrap in tag…” thing?,[object Object],For <title>, <emph>, <extref>, and dates, and names or subjects not linked to the collection via the Names & Subjects tab,[object Object],Use title AND href attributes in <extref>,[object Object]
Names & Subjects,[object Object],Not required by AT butplease link,[object Object],AT LEAST one creator, if possible,[object Object],Any Local subjects ,[object Object],Do NOT link any names as “Source”,[object Object],The same name may be linked with multiple functions (i.e. a creator can also be a subject),[object Object]
Notes Etc. & Deaccessions,[object Object],AT allows the use of 29 different notes,[object Object],For Spec purposes,[object Object],9are required ,[object Object],Another 9 are used to varying degrees of frequency,[object Object],Can use any of the other 11 you want,[object Object],Should be ordered in the Resource Record before export to save time and sanity!,[object Object],Deaccession notes can be added for processed collections that are removed from Spec,[object Object]
Notes Etc. & Deaccessions,[object Object],Some notes will have default text used in our finding aid format, including note labels,[object Object],I.e. Access Restrictions contains “This collection is open for research.”,[object Object],This text can be altered as needed,[object Object],Only note not pre-labeled is the Biog/Hist, since this is determined on a case-by-case basis,[object Object],To create paragraphs in a note, hit the Enter key twice,[object Object],AT lists (multi-part notes) are not compatible with VH—please use paragraphs instead ,[object Object]
Commonly Used Note Order,[object Object],Location,[object Object],Language(s),[object Object],Abstract,[object Object],Access Restriction,[object Object],Use Restriction,[object Object],Preferred Citation,[object Object],Acquisition Information,[object Object],Alternative Form Available,[object Object],Accruals,[object Object],Processing Information,[object Object],Biographical/Historical Information,[object Object],Scope and Content,[object Object],Arrangement,[object Object],Bibliography,[object Object],Existence and Location of Originals,[object Object],Other Finding Aids,[object Object],Related Materials,[object Object],Separated Materials,[object Object]
Creating Resource Records from Accession Records,[object Object],Certain fields will be automatically populated,[object Object],Can edit text in any populated field—this will only affect the Resource Record,[object Object],Be sure to remove any names linked as “Source”,[object Object],Fill in other fields ,[object Object]
Creating Resource Records from Accession Records,[object Object],Directly mapped fields,[object Object],Title,[object Object],Extent Number,[object Object],Extent Measurement,[object Object],Container Summary,[object Object],Date (Expression, Begin, End, Bulk Begin, Bulk End),[object Object],Names & Subjects,[object Object],Restrictions Apply (Checkbox) ,[object Object],Repository,[object Object]
Creating Resource Records from Accession Records,[object Object],Indirectly mapped fields,[object Object],DescriptionScope and Content,[object Object],Condition NoteGeneral Physical Description,[object Object],Access Restriction NoteConditions Governing Access Note (Access Restrictions),[object Object],Use Restriction NoteConditions Governing Use Note (Use Restrictions),[object Object],Accession NumberAccession Number Linked,[object Object],TitleAccession Linked,[object Object]
Components <c0#>,[object Object],Made up of two parts:,[object Object],Information about the resource (box, folder, item, etc.), aka the <unittitle> and <unitdate> tags,[object Object],Information about the housing , aka the <container> tag,[object Object],Called an “instance” in AT,[object Object]
Components <c0#>,[object Object],If you only have a few components to add, this can be done one at a time,[object Object],Can be rearranged via drop & drag,[object Object],Required Fields,[object Object],Component Level,[object Object],Component Date (Expression or Begin/End) OR Component Title—Use both whenever possible,[object Object],Instance (we’ll come back to this),[object Object]
Components <c0#>,[object Object],Optional fields,[object Object],Everything else, including Names, Subjects, and Notes!,[object Object],HOWEVER,[object Object],Do not duplicate Names or Subjects already linked to the top-level record—otherwise they appear multiple times in exported files,[object Object],Do not add restrictions at the component level—if a series, folder, item, etc., is restricted, note it at the collection level,[object Object]
Instances <container>,[object Object],Contain information about the housing of a component (Box, Box-folder, Folder, etc.),[object Object],Contain information about the numbered part of the component organization (5, 13-6, etc.),[object Object],Can be tied to locations individually,[object Object]
Analog Instances <container>,[object Object],Select component; add instance,[object Object],Select type; select container type 1,[object Object],Enter container 1 indicator,[object Object],Add container 2 info if needed,[object Object],Save or +1,[object Object]
Digital Instances <container>,[object Object],Select “digital object link”,[object Object],Filter for DO and link,[object Object],If you need to create the DO Record, select “digital object”,[object Object],Opens a new Digital Object Record,[object Object],Automatically links to Resource Record when completed,[object Object]
Rapid Data Entry,[object Object],For when you have multiple components and instances at one or more levels,[object Object],Allows you to add component and instance information at the same time,[object Object],Is customizable for different levels,[object Object],i.e. use one configuration to add multiple series, ,[object Object],use a second configuration for the folder list in each series, etc. ,[object Object]
Rapid Data Entry,[object Object],Select configuration OR go to Setup/Configure Rapid Data Entry,[object Object],You may use an existing one and not fill in all fields,[object Object],Required fields,[object Object],Level,[object Object],Title OR Date (use both whenever possible),[object Object],Use +1 button to continue adding components. Use “OK” button when you are done,[object Object]
Rapid Data Entry,[object Object],A few notes,[object Object],If component has a title and date, add a comma after the title,[object Object],If the component has a title only, add a period after the title,[object Object],If adding a series of components that have shared characteristics, you can make fields “stick”  (ctrl + click on field name—field name text will turn red),[object Object],Cannot use “Wrap in tag…” so you either have to hard code <title>, <emph>, <extref>, etc., data OR go back to components after you’ve finished with Rapid Data Entry,[object Object],If you hard code an <extref> use href AND title attributes,[object Object]
Linking Instances and Locations,[object Object],Ties each individual instance to its own location,[object Object],Can easily link multiple instances to a single location,[object Object],Can easily change links from one location to another,[object Object]
Linking Instances and Locations,[object Object],Link Location,[object Object],Manage locations,[object Object],Select container(s) and filter for location,[object Object],“Add location link” ,[object Object],Repeat,[object Object],Change Location,[object Object],Select container(s) and filter for new location,[object Object],“Add location link”,[object Object],Remove Location Link,[object Object]
Finding Aid Data,[object Object],Last tab to complete before exporting EAD, MARC, or other records,[object Object],Required Fields,[object Object],EAD FA Unique Identifier,[object Object],EAD FA Location ,[object Object],Finding Aid Title,[object Object],Finding Aid Subtitle,[object Object],Finding Aid Filing Title,[object Object],Finding Aid Date,[object Object],Author,[object Object],Language of Finding Aid,[object Object],Finding Aid Status,[object Object]
Finding Aid Data,[object Object],Can also return to a collection and record revisions made,[object Object],Default text cannot be set for these fields, so refer to the manual for Finding Aid Title/Subtitle/Date text,[object Object]
Searching Resource Records,[object Object],Filtering,[object Object],Basic Searching,[object Object],Searches fields listed in drop-down,[object Object],Dates must be in correct format,[object Object],Search by Linked Record,[object Object],Choose whether or not to search components,[object Object],Name,[object Object],Subject,[object Object],Location,[object Object],Deaccession,[object Object],Accession Number,[object Object],Note Text (free text in any note field),[object Object],Instance Type,[object Object]
Resource Record Reports and Exports,[object Object],EAD,[object Object],MARC,[object Object],Finding Aid,[object Object],Other Resource Record reports,[object Object],Resources and linked names/subjects,[object Object],Resources and linked digital objects,[object Object],Resources with restrictions,[object Object],Resources and locations,[object Object]
Printing/Saving Resource Records,[object Object],Resource Record,[object Object],Print/Preview OR Select Output/Save,[object Object],Finding Aid,[object Object],Internal only?,[object Object],Include DAOs?,[object Object],Do NOT “Use Digital Object ID as href”,[object Object],Select PDF or HTML,[object Object],May take several minutes, depending on size of collection,[object Object],Samples on desktop (but files were overwritten so these aren’t customized),[object Object]
Finished with a Resource Record?,[object Object],Go to the related Accession Record(s),[object Object],Change the status to “processed”,[object Object],Check the  processed checkbox,[object Object],Put the date in the “Processed Date” field,[object Object],If not already done, link the Accession(s) to the new Resource Record,[object Object],Tell Kira! (I’m the temporary XLST that gets your finding aid from AT to Virginia Heritage),[object Object]
Digital Object Records,[object Object],Required Fields,[object Object],Title,[object Object],Digital Object ID (this is for the WHOLE Digital Object, not a single part of it),[object Object],Select Object Type,[object Object],Digital Object ID,[object Object],MS number if single item,[object Object],MS number+identifier (date or number) if multiple items,[object Object]
Digital Object Records,[object Object],Do NOT add Names & Subjects that are already tied to the Resource Record,[object Object],For single item, add file version,[object Object],Link to location in URI field,[object Object],Select appropriate Use Statement,[object Object],Leave actuate and show empty—set at top-level,[object Object],For multiple items, treat each item as a component,[object Object]
Common Customizations,[object Object],Configuring the Font,[object Object],Configuring Rapid Data Entry Screens,[object Object],Editing Lookup Lists,[object Object]

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Archivists' Toolkit Training-Resources, Digital Objects, and Reports

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