In ArchivesSpace, the Archival Object represents any component of an archival collection (or Resource), at any level of arrangement and description within that Resource. While all Archival Objects contain the same set of sub-forms and data properties, the properties to which a user should assign values vary depending on the level of description. Consult the general guidelines for arrangement and description when completing the Archival Object forms for the collection on which you are working.
Required fields will appear in bold.
| Title | |
| Description | The name of the archival object being described. |
| Local Rules | |
| Examples | |
| ArchivesSpace Key | archival_object.title |
| Component Unique Identifier | |
| Description | The unique, Special Collections and Archives-provided call number representing the archival object in sequence within the collection containing it. |
| Local Rules | See the arrangement guidelines for instructions on how to generate archival call numbers. |
| Examples | |
| ArchivesSpace Key | archival_object.component_id |
| Level of Description | |
| Description | The hierarchical level of the archival object being described. |
| Local Rules | Select from the drop-down list. Boxes and folders are both classified as "files." Sub-items are classified as "items." |
| Examples | |
| ArchivesSpace Key | archival_object.level |
| Language | |
| Description | The language in which the materials are expressed. |
| Local Rules | Not required for visual resources where no text is present. Languages are drawn from the ISO 639-2 Language Code List. If the described materials are expressed in more than one language, select 'Multiple Languages' from the list and add a 'Language of Materials' note to indicate the specific languages found in the materials. |
| Examples | |
| ArchivesSpace Key | archival_object.language |
| Publish | |
| Description | Switch for publishing the record in the public user interface |
| Local Rules | Ensure this box is checked if you wish for the record to appear in the public user interface |
| Examples | |
| ArchivesSpace Key | archival_object.publish |
| Restrictions Apply | |
| Description | Switch for indicating whether access or use restrictions apply to the archival materials being described |
| Local Rules | Ensure this box is checked if you wish for the public user interface to indicate that restrictions apply to the materials, so that a user may contact the Special Collections and Archives reference desk for further details. |
| Examples | |
| ArchivesSpace Key | archival_object.restrictions_apply |
| Repository Processing Note | |
| Description | Details about the processing, cataloging, digitization, or other curation activity being undertaken with relation to the archival materials being described. |
| Local Rules | Use this note field to provide information about the curation of archival materials that you wish for other archivists to be aware of, but that should not be made available in the public user interface. We run reports on this field to identify problem records in the archives requiring additional curation attention. |
| Examples | |
| ArchivesSpace Key | archival_object.repository_processing_note |
| Dates | |
| Description | Dates related to the archival materials being described. |
| Local Rules | Consult the guidelines on entering Dates in ArchivesSpace. |
| Examples | |
| ArchivesSpace Key | archival_object.dates |
| Extents | |
| Description | The amount of archival materials being described, in the specified unit of measurement (items, linear feet, etc.) |
| Local Rules | Consult the guidelines on entering Extents in ArchivesSpace. |
| Examples | |
| ArchivesSpace Key | archival_object.extents |
| Agent Links | |
| Description | Links to people, organizations, and families whose records are managed in the ArchivesSpace authority file and who are creators, subjects, and/or sources of the archival materials being described. |
| Local Rules | Link to any people, organizations, or families related to the archival materials using the Agent Links sub-form. You may link to as many agents as required to fully describe the archival materials. Note that the role selected in this section affects how the metadata is represented in MARC and MODS; if, for example, the same agent is both creator and subject of the archival materials being described, you may link to that agent twice -- once for each role. |
| Examples | |
| ArchivesSpace Key | archival_object.linked_agents |
| Agent Links: Role | |
| Description | The high-level role played by the linked agent in the creation or manifestation of the archival materials being described. |
| Local Rules | Select from the drop-down list:
|
| Examples | |
| ArchivesSpace Key | linked_agents.role |
| Agent Links: Relator | |
| Description | The specific role played by the linked agent in the creation or manifestation of the archival materials being described. |
| Local Rules | Enter a term in the field. This field is populated by the MARC Relator Terms; as you enter a term in the field, ArchivesSpace will look up and attempt to predict the term you are entering. |
| Examples | |
| ArchivesSpace Key | linked_agents.relator |
| Agent Links: Agents | |
| Description | The agent responsible for the creation or manifestation of the archival materials being described. |
| Local Rules | Enter the name of the agent you wish to link, browse for the agent in the provided modal pane, or enter a new agent according to local guidelines. |
| Examples | |
| ArchivesSpace Key | linked_agents.ref |
| Subjects | |
| Description | The topical, genre, uniform title, or geographic headings that describe or provide coverage for the archival materials being described. |
| Local Rules | Enter the terms you wish to link to the archival materials. This field is repeatable. The linker provides first term types for each term that appears, to aid in disambiguation between identical terms whose types are different. |
| Examples | |
| ArchivesSpace Key | archival_object.subjects.ref |
| Notes | |
| Description | Contextual, organizational, or other details about the archival materials being described. |
| Local Rules | Provide as many notes as seems necessary to fully describe the archival materials, in line with the local guidelines for description of archival materials. |
| Examples | ArchivesSpace Notes guidelines |
| ArchivesSpace Key | archival_object.notes |
| External Documents: Title | |
| Description | The label applied to a link outside of ArchivesSpace to material providing additional context about the archival materials being described. |
| Local Rules | External Documents are used in ArchivesSpace to provide links to outside resource which may be helpful to a user in learning more about that resource. |
| Examples | |
| ArchivesSpace Key | archival_object.external_document.title |
| External Documents: Location | |
| Description | The place where an external document may be found. Generally this is a URL for a website. |
| Local Rules | |
| Examples | |
| ArchivesSpace Key | archival_object.external_document.location |
| Instances | |
| Description | Carriers of the information represented within the archival materials being described, whether physical or digital in nature. |
| Local Rules | For physical containers of archival material that have a barcode and circulate using the library management system, see Top Containers. For digital manifestations of digitized or born-digital materials, see Digital Objects. |
| Examples | |
| ArchivesSpace Key | archival_object.instances |