This document provides an overview of creating and customizing resource records, components, digital objects, and finding aid data in Archivists' Toolkit. It discusses the required and optional fields for basic description, names and subjects, notes, and instances. It also summarizes how to search, report on, export, and print resource records as well as best practices for linking related records.

1. Archivists’ Toolkit Training Resource Records, Digital Object Records, Reports, & Common Customizations

2. Creating Resource Records from Scratch Some fields will have default text which can be altered Tabs Basic Description Names & Subjects Notes Etc. & Deaccessions Finding Aid Data

3. Basic Description Required Fields Level Title Date (Expression or Begin/End) Language Resource Identifier (Ms or RG number) Adding a work of art or artifact? The Resource Identifier should begin with Art or Artifact, respectively Extent Number/Type

4. Basic Description Optional Fields Linked Accession Record This can only be done from the Accession Content Summary Restrictions Apply checkbox What’s this “Wrap in tag…” thing? For <title>, <emph>, <extref>, and dates, and names or subjects not linked to the collection via the Names & Subjects tab Use title AND href attributes in <extref>

5. Names & Subjects Not required by AT butplease link AT LEAST one creator, if possible Any Local subjects Do NOT link any names as “Source” The same name may be linked with multiple functions (i.e. a creator can also be a subject)

6. Notes Etc. & Deaccessions AT allows the use of 29 different notes For Spec purposes 9are required Another 9 are used to varying degrees of frequency Can use any of the other 11 you want Should be ordered in the Resource Record before export to save time and sanity! Deaccession notes can be added for processed collections that are removed from Spec

7. Notes Etc. & Deaccessions Some notes will have default text used in our finding aid format, including note labels I.e. Access Restrictions contains “This collection is open for research.” This text can be altered as needed Only note not pre-labeled is the Biog/Hist, since this is determined on a case-by-case basis To create paragraphs in a note, hit the Enter key twice AT lists (multi-part notes) are not compatible with VH—please use paragraphs instead

8. Commonly Used Note Order Location Language(s) Abstract Access Restriction Use Restriction Preferred Citation Acquisition Information Alternative Form Available Accruals Processing Information Biographical/Historical Information Scope and Content Arrangement Bibliography Existence and Location of Originals Other Finding Aids Related Materials Separated Materials

9. Creating Resource Records from Accession Records Certain fields will be automatically populated Can edit text in any populated field—this will only affect the Resource Record Be sure to remove any names linked as “Source” Fill in other fields

10. Creating Resource Records from Accession Records Directly mapped fields Title Extent Number Extent Measurement Container Summary Date (Expression, Begin, End, Bulk Begin, Bulk End) Names & Subjects Restrictions Apply (Checkbox) Repository

11. Creating Resource Records from Accession Records Indirectly mapped fields DescriptionScope and Content Condition NoteGeneral Physical Description Access Restriction NoteConditions Governing Access Note (Access Restrictions) Use Restriction NoteConditions Governing Use Note (Use Restrictions) Accession NumberAccession Number Linked TitleAccession Linked

12. Components <c0#> Made up of two parts: Information about the resource (box, folder, item, etc.), aka the <unittitle> and <unitdate> tags Information about the housing , aka the <container> tag Called an “instance” in AT

13. Components <c0#> If you only have a few components to add, this can be done one at a time Can be rearranged via drop & drag Required Fields Component Level Component Date (Expression or Begin/End) OR Component Title—Use both whenever possible Instance (we’ll come back to this)

14. Components <c0#> Optional fields Everything else, including Names, Subjects, and Notes! HOWEVER Do not duplicate Names or Subjects already linked to the top-level record—otherwise they appear multiple times in exported files Do not add restrictions at the component level—if a series, folder, item, etc., is restricted, note it at the collection level

15. Instances <container> Contain information about the housing of a component (Box, Box-folder, Folder, etc.) Contain information about the numbered part of the component organization (5, 13-6, etc.) Can be tied to locations individually

16. Analog Instances <container> Select component; add instance Select type; select container type 1 Enter container 1 indicator Add container 2 info if needed Save or +1

17. Digital Instances <container> Select “digital object link” Filter for DO and link If you need to create the DO Record, select “digital object” Opens a new Digital Object Record Automatically links to Resource Record when completed

18. Rapid Data Entry For when you have multiple components and instances at one or more levels Allows you to add component and instance information at the same time Is customizable for different levels i.e. use one configuration to add multiple series, use a second configuration for the folder list in each series, etc.

19. Rapid Data Entry Select configuration OR go to Setup/Configure Rapid Data Entry You may use an existing one and not fill in all fields Required fields Level Title OR Date (use both whenever possible) Use +1 button to continue adding components. Use “OK” button when you are done

20. Rapid Data Entry A few notes If component has a title and date, add a comma after the title If the component has a title only, add a period after the title 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) 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 If you hard code an <extref> use href AND title attributes

21. Linking Instances and Locations Ties each individual instance to its own location Can easily link multiple instances to a single location Can easily change links from one location to another

22. Linking Instances and Locations Link Location Manage locations Select container(s) and filter for location “Add location link” Repeat Change Location Select container(s) and filter for new location “Add location link” Remove Location Link

23. Finding Aid Data Last tab to complete before exporting EAD, MARC, or other records Required Fields EAD FA Unique Identifier EAD FA Location Finding Aid Title Finding Aid Subtitle Finding Aid Filing Title Finding Aid Date Author Language of Finding Aid Finding Aid Status

24. Finding Aid Data Can also return to a collection and record revisions made Default text cannot be set for these fields, so refer to the manual for Finding Aid Title/Subtitle/Date text

25. Searching Resource Records Filtering Basic Searching Searches fields listed in drop-down Dates must be in correct format Search by Linked Record Choose whether or not to search components Name Subject Location Deaccession Accession Number Note Text (free text in any note field) Instance Type

26. Resource Record Reports and Exports EAD MARC Finding Aid Other Resource Record reports Resources and linked names/subjects Resources and linked digital objects Resources with restrictions Resources and locations

27. Printing/Saving Resource Records Resource Record Print/Preview OR Select Output/Save Finding Aid Internal only? Include DAOs? Do NOT “Use Digital Object ID as href” Select PDF or HTML May take several minutes, depending on size of collection Samples on desktop (but files were overwritten so these aren’t customized)

28. Finished with a Resource Record? Go to the related Accession Record(s) Change the status to “processed” Check the processed checkbox Put the date in the “Processed Date” field If not already done, link the Accession(s) to the new Resource Record Tell Kira! (I’m the temporary XLST that gets your finding aid from AT to Virginia Heritage)

29. Digital Object Records Required Fields Title Digital Object ID (this is for the WHOLE Digital Object, not a single part of it) Select Object Type Digital Object ID MS number if single item MS number+identifier (date or number) if multiple items

30. Digital Object Records Do NOT add Names & Subjects that are already tied to the Resource Record For single item, add file version Link to location in URI field Select appropriate Use Statement Leave actuate and show empty—set at top-level For multiple items, treat each item as a component

31. Common Customizations Configuring the Font Configuring Rapid Data Entry Screens Editing Lookup Lists