Orbis Cascade Alliance Archives & Manuscripts Collections Service. ArchivesSpace Usage Manual: Agents & Subjects. Introduction to Agents & Subjects

Transcription

1 Orbis Cascade Alliance Archives & Manuscripts Collections Service ArchivesSpace Usage Manual: Agents & Subjects Produced by the Archival Collection Management Working Group of the Content Creation & Dissemination Team Eva Guggemos, Pacific University (chair) Mark Carlson, University of Washington Sarah Shipley, Seattle Municipal Archives Amber d Ambrosio, Willamette University (author of this document) Nathan Georgitis, University of Oregon Jodi Allison-Bunnell, Alliance (ex officio) Version 1.1, February 2017 Agent Records Overview Agent: Person records Agent: Family records Agent: Corporate Entity records Subject Records Overview Introduction to Agents & Subjects Agent and Subject records in ArchivesSpace manage the names and subjects associated with collections in the repository.

2 Agent Records Overview Agent records identify persons, families, corporate entities, or software that have a specified relationship to the archival materials or events related to the archival materials. Agent records are maintained separately from other records in ArchivesSpace. Changing the content of an Agent record affects every descriptive record to which it is linked, so it is important that each person, family, corporate entity, or software have its own, single, Agent record. An Agent record can be linked to relevant Accession, Resource, or Digital Object records as needed. Note: Only users with administrator level accounts can create Agent and Subject Records Three relationship types can be recorded in ArchivesSpace when you link an Agent Record to Accession, Resource, or Digital Object records: Creator : designates that the agent is somehow responsible for intellectual content or existence of the material. A collector would be a creator even if they had not produced the intellectual content of the archival material they collected. Source : describes the agent as the immediate source of acquisition for the archival material Subject : indicates that the agent is topically relevant to the archival material being described Agent: Person records 1. Log in to ArchivesSpace 2. Create a New Agent record From scratch: Create >> Agent >> Person At the top of the screen click on Create, then look for Agent, which will be the fifth option. A sub menu will pop up. Person will be the first option. While making an Accession, Resource, etc. record: If you are in the midst of creating a descriptive record, you can create one by adding an Agent in the Agents section of the record.

3 Put your cursor over the down arrow, then click Create. A sub menu will appear, then click Person. 3. Fill out the fields Step 1: Choose whether or not to Publish the Agent s name. Checking the box will publish the Agent Record. Publishing the Agent record will allow the it to be indexed, searched, and browsed in the public user interface and may affect its publication in the EAD depending on options chosen during export; generally you will want to check publish. Examples of Agent records that you might wish to restrict would be staff members (whose names will appear as Agents when they have a user account in ArchivesSpace) or donors who do not wish to have their names disclosed. Name Forms is where you enter the authorized and/or display name for the individual. If you enter only one name, it automatically is both authorized and display name. If you enter two or more variant name forms, you choose which is authorized and which is display. This is ideal if an Agent goes by a name that is different from their NACO (Library of Congress Name Authority File) name form or if you want to record both a formal name as the Authorized name form but include a commonly used nickname as the Display form. To add additional Name Forms, click on the button to the right of the Name Forms box or on the plus button that appears at the very bottom of the Name Forms box when you hover over that area.

4 Step 2: Enter the Authority ID if known. Authority ID refers to the ID number assigned to authority files created by various organizations (links to common name authority files can be found below). The Authority ID is not required. Please note that the Authority ID may be worth entering into the available field for future reference when terms are taken from a name authority file. It can help cut down on duplication in the database and contribute to future efforts in linked data. This screenshot from the LC Name Authority File (NACO) shows an example of an Authority ID. Step 3: Choose a Source from the drop-down menu. Sources refers to where you found the Agent and includes a pre-populated list from which you can choose. It includes common name authority files as well as a Local Sources option. Step 4: If you chose Local Sources, then the next field, Rules, is required. Choose the Rules used from the drop-down menu. This field also provides a pre-populated drop-down menu. Local rules is an option if you are not creating Agent names according to Resource Description and Access (RDA>. Step 5: At minimum, complete the required fields (those with the red asterisk below) All other fields should be completed as needed to create a name form compliant with the authority file name form or according to the rules being used by your institution (RDA, local rules, etc.). Any information added to the fields in the Name Form section of an Agent Record will be published as part of the Authorized or Display Name in the public interface or exports. A description of the fields follows. Name Order: Indirect is the default setting and should be used Primary Part of Name: The surname or family name for standard name forms

5 The most commonly used optional fields will be Rest of Name: use for any given names or initials Dates: birth and death dates--only those that are part of the name authority record go here Reminder: These fields should be filled out to comply with the name authority file being used or according to the rules being followed. Additional information that you don t wish to have published as part of the Authorized and/or Display name can be added using the other sections of the Agent Record. For most additional sections, you can choose whether or not to have that information published to the public user interface or include it simply for backend use. For example, for some Agents you may wish to publish biographical information that you included in the Notes for researchers to access via the public user interface. The information added to sections beyond Name Forms will not be published to the EAD finding aid regardless of whether or not you select Publish. Additional information fields of interest include Dates of Existence: Use when birth and death dates are known but not part of the authorized form of the name from an authority file. Note that these will not publish in the EAD export. Date(s) of Name Use: Use when a name had a limited timeframe. For example, Prince and all of his varied names had timeframes when they were used and then discontinued. Contact Details: Use for donors Notes: The only note option is Biographical/Historical with optional Sub Notes to record citation information. The note can be published to the ArchivesSpace public user interface if desired or kept private for internal use only. Related Agents: This allows Agent Records to be linked to each other to show they have a relationship (parent/child, associative, or earlier/later) Agent: Family records 1. Log in to ArchivesSpace 2. Create a New Agent record From scratch: Create >> Agent >> Family

6 At the top of the screen click on Create, then look for Agent, which will be the fifth option. A sub menu will pop up. Family will be the second option. 3. While making an Accession, Resource, etc. record: If you are in the midst of creating a descriptive record, you can create one by adding an Agent in the Agents section of the record. Put your cursor over the down arrow, then click Create. A sub menu will appear, then click Family. 3. Fill out the fields Step 1: Choose whether or not to Publish the Agent s name. Checking the box will publish the Agent Record. Publishing the Agent Record will allow it to be indexed, searched, and browsed in the public user interface and may affect its publication in exports depending on options chosen during export. Name Forms is where you enter the authorized and/or display name for the family. If you enter only one name, it automatically is both authorized and display name. If you enter two or more variant name forms, you choose which is authorized and which is display. This is ideal if an agent goes by a name that is different from their NACO (Library of Congress Name Authority File) name form or if you want to record both a formal name as the Authorized name form but include a commonly used nickname as the display form. To add additional Name Forms, click on the button to the right of the Name Forms box or on the plus button that appears at the very bottom of the Name Forms box when you hover over that area. Step 2: Enter the Authority ID if known. Authority ID refers to the ID number assigned to authority files created by various organizations (links to common name authority files can be found below). The Authority ID is not required. Please note that the Authority ID may be worth entering into the available field for future

7 reference when terms are taken from a name authority file. It can help cut down on duplication in the database and contribute to future efforts in linked data. This screenshot from the LC Name Authority File (NACO) shows an example of an Authority ID. Step 3: Choose a Source from the drop-down menu. Sources refers to where you found the Agent and includes a pre-populated list from which you can choose. It includes common name authority files as well as a Local Sources option. This list can be manipulated by ArchivesSpace administrative users by using System >> Manage Controlled Value Lists >> Name Source, which is available in the top right-hand corner of the screen. Step 4: If you chose Local Sources, then the next field, Rules, is required. Choose the Rules used from the drop-down menu. This also provides a pre-populated drop-down menu. Local rules is an option if you are not creating Agent names according to Describing Archives a Content Standards (DACS) or one of the cataloging standards provided. The Archives West preference is for Agent names created according to RDA cataloging principles. This list can also be manipulated by administrative users through System >> Manage Controlled Value Lists >> Name Rule. Step 5: Complete the required Family Name field. This typically includes a surname followed by the qualifier family. All other fields should be completed as needed to create a name form compliant with the authority file name form or according to the rules being used by your institution (RDA, DACS, local rules, etc.). Any information added to the fields in the Name Form section of an Agent Record will be published as part of the Authorized or Display Name in the public interface or EAD finding aid. A description of the fields follows. Additional information that you don t wish to have published as part of the Authorized and/or Display name can be added using the other sections of the Agent Record. For most additional sections, you can choose whether or not to have that information published to the public user interface or include it simply for backend use. For example, for some Agents you may wish to publish biographical information that you included in the Notes for researchers to access via the public user interface. The information added to sections beyond Name Forms will not be published to the EAD finding aid regardless of whether or not you select Publish. Additional information fields of interest include Dates of Existence: Use when birth and death dates are known but not part of the authorized form of the name from an authority file Date(s) of Name Use: Use when a name had a limited timeframe. For example, Prince and all of his varied names had timeframes when they were used and then discontinued. Contact Details: Use for donors

8 Notes: The only note option is Biographical/Historical with optional Sub Notes to record citation information. The note can be published to the ArchivesSpace public user interface if desired or kept private for internal use only. Related Agents: This allows Agent Records to be linked to each other to show they have a relationship (parent/child, associative, or earlier/later) Agent: Corporate Entity records 1. Log in to ArchivesSpace 2. Create a New Agent record From scratch: Create >> Agent >> Corporate Entity At the top of the screen click on Create, then look for Agent, which will be the fifth option. A sub menu will pop up. Corporate Entity will be the third option. 3. While making an Accession, Resource, etc. record: If you are in the midst of creating a descriptive record, you can create one by adding an Agent in the Agents section of the record. Put your cursor over the down arrow, then click Create. A sub menu will appear, then click Corporate Entity. 3. Fill out the fields Step 1: Choose whether or not to Publish the Agent s name. Checking the box will publish the Agent Record.

9 Publishing the Agent Record will allow the it to be indexed, searched, and browsed in the public user interface and may affect its publication in the EAD depending on options chosen during export. Name Forms is where you enter the authorized and/or display Name for the individual. If you enter only one name, it automatically is both authorized and display Name. If you enter two or more variant name forms, you choose which is authorized and which is display. This is ideal if an agent goes by a name that is different from their NACO (Library of Congress Name Authority File) name form or if you want to record both a formal name as the Authorized name form but include a commonly used nickname as the display form. To add additional Name Forms, click on the button to the right of the Name Forms box or on the plus button that appears at the very bottom of the Name Forms box when you hover over that area. Step 2: Enter the Authority ID if known. Authority ID refers to the ID number assigned to authority files created by various organizations (links to common name authority files can be found below). The Authority ID is not required. Please note that the Authority ID may be worth entering into the available field for future reference when terms are taken from a name authority file. It can help cut down on duplication in the database and contribute to future efforts in linked data. This screenshot from the LC Name Authority File (NACO) shows an example of an Authority ID. Step 3: Choose a Source from the drop-down menu. Sources refers to where you found the Agent and includes a pre-populated list from which you can choose. It includes common name authority files as well as a Local Sources option. Step 4: If you chose Local Sources, then the next field, Rules, is required. Choose the Rules used from the drop-down menu. This also provides a pre-populated drop-down menu. Local rules is an option if you are not creating Agent names according to Resource Description and Access (RDA), but may limit how re-usable your metadata is. Step 5: At minimum, complete the required field Primary Part of Name.

10 All other fields should be completed as needed to create a name form compliant with the authority file name form or according to the rules being used by your institution (RDA, DACS, local rules, etc.). Any information added to the fields in the Name Form section of an Agent Record will be published as part of the Authorized or Display Name in the public interface or EAD finding aid. A description of the fields follows. Step 6: Complete Subordinate Name fields as needed to create the authorized form of the name from the authority file or according to the rules followed by your institution. Please note that if you add Subordinate Names, the system will structure them like a NACO (Library of Congress Authority File) corporate name. This means that a period will follow the Primary Part of the Name and any Subordinate Names that are followed by another Subordinate Name. Example: Primary University. Office of Student Activities. Department of Greek Life Additional information that you don t wish to have published as part of the Authorized and/or Display name can be added using the other sections of the Agent Record. For most additional sections, you can choose whether or not to have that information published to the public user interface or include it simply for backend use. For example, for some Agents you may wish to publish biographical information that you included in the Notes for researchers to access via the public user interface. The information added to sections beyond Name Forms will not be published to the any exports regardless of whether or not you select Publish. Additional information fields of interest include Dates of Existence: Use when birth and death dates are known but not part of the authorized form of the name from an authority file Date(s) of Name Use: Use when a name had a limited timeframe. For example, Prince and all of his varied names had timeframes when they were used and then discontinued. Contact Details: Use for donors Notes: The only note option is Biographical/Historical with optional Sub Notes to record citation information. The note can be published to the ArchivesSpace public user interface if desired or kept private for internal use only. Related Agents: This allows Agent Records to be linked to each other to show they have a relationship (parent/child, associative, or earlier/later) Agent: Software records 1. Log in to ArchivesSpace 2. Create a New Agent record From scratch: Create >> Agent >> Software

11 At the top of the screen click on Create, then look for Agent, which will be the fifth option. A sub menu will pop up. Software will be the fourth option. 3. While making an Accession, Resource, etc. record: If you are in the midst of creating a descriptive record, you can create one by adding an Agent in the Agents section of the record. Put your cursor over the down arrow, then click Create. A sub menu will appear, then click Software. 3. Fill out the fields Step 1: Choose whether or not to Publish the Agent s name. Checking the box will publish the Agent Record. Publishing the Agent Record will allow the it to be indexed, searched, and browsed in the public user interface and may affect its publication in the EAD depending on options chosen during export. Examples of Agent Records that you might wish to restrict would be staff members (whose names will appear as Agents when they have a user account in ArchivesSpace) or donors who do not wish to have their names disclosed. Name Forms is where you enter the Authorized and/or Display Name for the individual. If you enter only one name, it automatically is both Authorized and Display Name. If you enter two or more variant name forms, you choose which is Authorized and which is Display. This is ideal if an Agent goes by a name that is different from their NACO (Library of Congress Name Authority File) name form or if you want to record both a formal name as the Authorized name form but include a commonly used nickname as the Display form. To add additional Name Forms, click on the button to the right of the Name Forms box or on the plus button that appears at the very bottom of the Name Forms box when you hover over that area.

12 Step 2: Enter the Authority ID if known. Authority ID refers to the ID number assigned to authority files created by various organizations (links to common name authority files can be found below). The Authority ID is not required. Please note that the Authority ID may be worth entering into the available field for future reference when terms are taken from a name authority file. It can help cut down on duplication in the database and contribute to future efforts in linked data. This screenshot from the LC Name Authority File (NACO) shows an example of an Authority ID. Step 3: Choose a Source from the drop-down menu. Sources refers to where you found the Agent and includes a pre-populated list from which you can choose. It includes common name authority files as well as a Local Sources option. Step 4: If you chose Local Sources, then the next field, Rules, is required. Choose the Rules used from the drop-down menu. This also provides a pre-populated drop-down menu. Local rules is an option if you are not creating Agent names according to Resource Description and Access (RDA), but will affect the extent to which your name records can be re-used in other forms. Step 5: At minimum, complete the required field Software Name All other fields should be completed as needed to create a name form compliant with the authority file name form or according to the rules being used by your institution (RDA, DACS, local rules, etc.). Any information added to the fields in the Name Form section of an Agent Record will be published as part of the Authorized or Display Name in the public interface or EAD finding aid. A description of the fields follows. Step 6: Complete Version, Manufacturer, and Dates fields as needed to create the authorized form of the name from the authority file or according to the rules followed by your institution. Additional information that you don t wish to have published as part of the Authorized and/or Display name can be added using the other sections of the Agent Record. For most additional sections, you can choose whether or not to have that information published to the public user interface or include it simply

13 for backend use. For example, for some Agents you may wish to publish biographical information that you included in the Notes for researchers to access via the public user interface. The information added to sections beyond Name Forms will not be published to the EAD finding aid regardless of whether or not you select Publish. Additional information fields of interest include Dates of Existence: Use when birth and death dates are known but not part of the authorized form of the name from an authority file Date(s) of Name Use: Use when a name had a limited timeframe. For example, Prince and all of his varied names had timeframes when they were used and then discontinued. Contact Details: Use for donors Notes: The only note option is Biographical/Historical with optional Sub Notes to record citation information. The note can be published to the ArchivesSpace public user interface if desired or kept private for internal use only. Related Agents: This allows Agent Records to be linked to each other to show they have a relationship (parent/child, associative, or earlier/later) Name Authority Files NACO (Library of Congress) Name Authority File ( ) Getty Union List of Artist Names ( ) If the agents you are creating are not in an authority file, create Agent records based on local sources using Resource Description and Access ( )

14 Subject Records Overview Subject records identify cultural context, function, style or period, technique, temporal, geographic locations, genre and form terms, topical terms, occupations, and uniform titles. Persons who are the subject of archival material are handled through Agent records rather than through Subject records. 1. Log in to ArchivesSpace 2. Create a New Subject record From scratch: Create >> Subject At the top of the screen click on Create, then look for Subject, which will be the fourth option. 3. While making an Accession, Resource, etc. record: If you are in the midst of creating a descriptive record, you can create one by adding a Subject in the Subjects section of the record. Put your cursor over the down arrow, then click Create.

15 Step 1: Enter the Authority ID if known. Authority ID refers to the ID number assigned to vocabulary terms created by various organizations (links to common subject heading authority files can be found below). The Authority ID is not required. Please note that the Authority ID may be worth entering into the available field for future reference when terms are taken from a subject heading vocabularies. It can help cut down on duplication in the database and contribute to future efforts in linked data. See the screenshot below from the Art and Architecture Thesaurus for an example. Step 2: Choose a Source from the drop-down menu. Sources is required and refers to where you found the Subject and includes a pre-populated list from which you can choose. It includes common subject heading vocabularies as well as a Local Sources option. Step 3: Copy and paste the Scope Note or Note if one exists in the authority file/vocabulary. Some subject heading vocabularies contain a Scope Note that explains more about the intent of the vocabulary creators when they assigned that subject heading. This is especially common in the Getty vocabularies. It may be worth copying a vocabulary s scope note to clarify its definition and use and maintain consistency in how it s applied to finding aids. Step 4: Enter Terms and Subdivisions as needed to create the Subject Record according to the authority file/vocabulary. The first Term is required and is the word or phrase that is the subject. Subdivision are optional.

16 If your subject heading is complex (as is often the case with Library of Congress Subject Headings), you can add a Subdivision by clicking on the button in the upper right hand corner of this section that says Add Term/Subdivision. It will format your Term and Subdivision(s) in the manner of complex Library of Congress Subject Headings. Step 5: Select Type from the dropdown menu. Type is required and has a pre-populated drop down menu from which you can select the nature of the subject term: cultural context, function, style or period, technique, temporal, geographic locations, genre and form terms, topical terms, occupations, and uniform titles. Sometimes the vocabulary will provide you with the Type, but it doesn t always conform to the list available in ArchivesSpace. Subject Heading Vocabularies Library of Congress Subject Headings ( ) Getty Art & Architecture Thesaurus ( ) Getty Thesaurus of Geographic Names ( ) Library of Congress Thesaurus of Graphic Materials, Part I: Subject Terms ( ) Library of Congress Thesaurus of Graphic Materials, Part II: Genre & Physical ( ) For more detailed information about the Agent and Subject records and an explanation of how they relate to cataloging needs, please see the following user manuals ArchivesSpace at Yale: User Manual ArchivesSpace Manual for Local Usage at NYU eading=h.3yo8tto19w8k