This document serves as a checklist for the Alliance, and for institutions, to know what each should do to set up their instance of ArchivesSpace.

Transcription

1 Appendix A AS Setup Checklist For Repositories Using Alliance Hosting with LibraryHost 2017 Feb 6 This document serves as a checklist for the Alliance, and for institutions, to know what each should do to set up their instance of ArchivesSpace. Objectives: Save institutions work setting up their instance Set default, etc., to make outputs as compliant with EAD Best Practices as possible and to allow the AS2AW script to work correctly. Avoid long interactions about institution-specific settings (e.g. what type of boxes they have) and requests for maintenance that institutions are capable of doing. Give institutions the ability to customize their settings and defaults, understanding that they should not modify pre-sets in ways that will make the output non-compliant with the Alliance s EAD Best Practices or DACS 2nd edition. Repository Repository information will migrate for those using AT currently, but I will have to setup basic information (short institution name, full institution name, MARC code) in order to do the other setup. Institutions not migrating from AT can complete their own repository record but have to have a skeleton record to start with. For all instances, the Alliance will create a repository record with: Short institution name Full institution name (match to AW repository registry) MARC code for the institution (verify at LOC site) Country (United States of America) The institution should fill out the remaining fields in the repository record using the Configuration documentation. Institutions creating multiple repositories should set those up, noting that each repository should have its own MARC code if they want to be able to represent the different repositories in Archives West; otherwise, it s fine to use the same MARC code for the different repositories within the same instance.

2 Users The Alliance will create one user account for each institution: Login: [acronym for institution] admin Full name: [one-word institution name or acronym] AS Administrator Password: record in secure space Grant system administrator permissions The Alliance will add notes to the Admin and jodiab accounts to indicate that the institution should not delete or modify them. The AS administrator for the institution should create all the other user accounts. Groups Assign the institution s AS administrator to the Managers group. My Preferences The Alliance will set Global and Repository Preferences according to the recommendations in the Preferences and Default Values documentation and to produce required outputs, as follows: General Settings: Show Suppressed: leave unchecked General Settings: Publish?: leave unchecked General Settings: Pre-Populate Records: check Accession Browse Columns 1-5: Include identifier and accession date Resource Browse Columns 1-5: Include identifier Digital Object Browse Columns 1-5: Include identifier Note Order (available in v. 1.5+): this order will be set: Abstract Biographical/ Historical Note Scope and Contents Conditions Governing Access Language of Material The institution can modify Repository and User preferences, but should do so only if they do not conflict with needed outputs. If an institution sets up more than one Repository, they will need to do the settings for that Repository according to this documentation.

3 Controlled Values The Alliance will set the following: Date type: Suppress Range; move Inclusive to position 0, bulk to position 1, single to position 2 Job type: Move Reports to Position 1 Language ISO: Set to eng Name person name order: Set to inverted Resource finding aid description rules: Set to DACS Add archiveswest to Subject terms source and set to position 0 The repository will need to set the following values, using the instructions in the Configuration Settings and Default Values documentation. Archival record level Container type Date label Date calendar Date era Event Type Extent Type Instance Type Resource Type User-defined enum 1-4 Default Values The Alliance will set these according to the recommendations in the Configuration Settings and Default Values documentation, as follows: Accession : Title: [Title here] Accession : Content Description: [description here] Accession : Publish?: Leave unchecked Accession : Date Label: Select Creation Accession : Date Expression: [dates in YYYY-YYYY format] Accession : Date Type: Select Inclusive Dates Accession : Extents Portion: Select Whole Accession : Container Summary: [describe boxes, items, etc. here] Resource : Level of Description: Select Collection Resource : Language: English Resource : Dates Label: Select Creation Resource : Date Expression: [dates in YYYY-YYYY format]

4 Resource : Date Type: Select Inclusive Dates Resource : Extents Portion: Select Whole: [enter OCLC code for institution] Resource : Finding Aid Data : EAD ID: 80444/xv[XXXXX] Resource : Finding Aid Data : EAD Location: Resource : Finding Aid Data : Description Rules: Select Describing Archives: A Content Standard Resource : Finding Aid Data : Language of Description: Finding aid written in English Resource: Notes Abstract Default content: [Brief overview of collection, generally one sentence from the biographical/historical note and one from the scope and content note] Biographical/ Historical Default content: [Note to be added here] Scope and Contents Default content: [Note to be added here] Conditions Governing Access Default text: Collection is open for research. Institutions can add more notes that they use regularly. Institutions should not fill out the Label field ; labels are supplied by the stylesheet. Institutions should modify the above preferences only if they do not conflict with needed outputs. Institutions should set the following according to the recommendations in the Configuration Settings and Default Values documentation, as follows: General note about Default Values for Resource Records: These defaults will only appear in new Resource Records that are created from scratch. If you spawn a Resource Record from an Accession, AS will use entries from the Accession Record to pre-populate the fields, rather than these entries. Accession : Identifier: [Fill out with standard local prefix(es), e.g. ACC ] Accession : Acquisition Type: [Optional, select the most common type, e.g. Gift] Accession : Resource Type: [Optional, select Collection or other entry as the default] Accession : Use Restrictions Note: [If your institution has a standard default copyright notice that is used for most of your accessions, you may enter it here.] Accession : User Defined Fields: If desired, enter placeholder text in fields that are required at your local institution Resource : Finding Aid Data : Finding Aid Date: [Optionally, enter the current year, e.g Note that you ll have to update this entry each year.] Subjects The Alliance will add the Archives West browsing terms:

5 Import the browsing_terms_ file as EAD Check import to ensure that it was successful: this should result in a resource record titled AW browsing terms--do not delete with 121 subjects.