Table of Contents
Workshop Scope and Overview ................................................................................................. 3
Application Overview.................................................................................................................. 5
Staff interface ......................................................................................................................... 6
Record template ..................................................................................................................... 9
Navigation panel ................................................................................................................. 9
Rollover texts .....................................................................................................................10
Records and sub-records ...................................................................................................10
Data entry considerations within the staff interface ................................................................13
Public interface ......................................................................................................................14
General browsing ...............................................................................................................16
Sorting ...............................................................................................................................16
Filtering by text ..................................................................................................................16
Filtering by term .................................................................................................................17
Browsing by classification ..................................................................................................17
Searching...........................................................................................................................18
Functional Overview of the Digital Object Module .....................................................................20
Terminology and concepts.....................................................................................................20
Use cases .............................................................................................................................21
Linking Digital Objects to Accession and/or Resource records, and workflow considerations 23
Data entry and the hierarchical interface ...............................................................................24
Viewing modes ......................................................................................................................25
Build a Simple Digital Object .....................................................................................................29
Basic steps ............................................................................................................................29
Add additional metadata ........................................................................................................29
Exercise 1: Simple Digital Object ...........................................................................................31
Adding Agent Sub-Records .......................................................................................................33
Functional overview ...............................................................................................................33
Creating and managing Agent records ..................................................................................34
Creating Agent records ......................................................................................................36
Exercise 2: Agents.................................................................................................................40
Adding Subject Sub-Records ....................................................................................................41
Functional overview ...............................................................................................................41
Creating and managing Subject records ................................................................................42
1
Creating a Subject record ..................................................................................................42
Exercise 3: Subjects ..............................................................................................................44
Build a Complex Digital Object ..................................................................................................45
Basic steps ............................................................................................................................45
Add additional metadata ........................................................................................................45
Add multiple components using the Rapid Data Entry (RDE) tool ..........................................46
Exercise 4: Complex Digital Object........................................................................................48
Importing Digital Object Metadata .............................................................................................49
Importing records ..................................................................................................................49
Exercise 5: Import .................................................................................................................51
Exporting Digital Object Metadata .............................................................................................52
Exporting records ..................................................................................................................52
Exporting Resource Records with Links to Digital Objects ........................................................54
Exercise 6: Export .................................................................................................................55
Appendix A: Digital Object Data Fields ......................................................................................56
Basic Information ...................................................................................................................56
File Versions..........................................................................................................................56
Dates .....................................................................................................................................57
Extents ..................................................................................................................................58
Notes .....................................................................................................................................58
External Documents ..............................................................................................................59
Rights Statements .................................................................................................................59
Collection Management .........................................................................................................59
User Defined .........................................................................................................................60
Appendix B: Linking from Accession and/or Resource Records to Digital Objects in
ArchivesSpace ..........................................................................................................................62
Appendix C: Linking from Resource Records to Digital Objects in an External System .............64
2
Workshop Scope and Overview
Introductions

Instructors

Participants
Learning objectives
Upon completing this workshop, you’ll have a working knowledge of the following areas:

The functional scope of the ArchivesSpace Digital Objects module

How ArchivesSpace might be used in tandem with external digital asset management
systems

Model, create, and update simple and complex Digital Object records

Link and relate Digital Object records to Resource and Accession records

Generate Digital Object metadata exports in standardized data formats such as METS,
MODS, and Dublin Core

You will also become more familiar with applying a content standard, in this case DACS,
where applicable, to determine the kind and form of data recorded in a Digital Object
record.
What won’t be covered
This workshop will not cover or only cursorily touch on, the following aspects of ArchivesSpace:

Installation, upgrading and repairing the application.

Working with the underlying database application.

The following specific ArchivesSpace functional areas and processes:
o
Repository records
o
User records
o
Location records
3

o
Accession records
o
Resource records
o
Event records
o
Collection Management records
o
Classification records
o
Importing legacy data
o
Rights records
o
Encoding inline tags
o
Multi-part notes
o
Merge/Transfer functions
o
Reports
o
Customizing the application
Future ArchivesSpace development.
As noted, if time permits we may touch lightly on some of the topics listed above as not being
within the scope of the workshop. You will find more information about these topics, and topics
covered in more detail in this workshop, in the ArchivesSpace member services documentation.
NOTE: All screenshots in this workbook are of ArchivesSpace version 1.0.9.
Post-workshop resources
ArchivesSpace Help Center:
https://docs.archivesspace.org/_help_proxy/admin
Downloading, installing, and running the software:
https://github.com/archivesspace/archivesspace/wiki
Follow-up questions:
ArchivesSpaceHome@lyrasis.org
4
Application Overview
ArchivesSpace is:

Designed as an open source, online database application to support basic collection
management, archival processing, and production of access instruments, including
finding aids and catalog records.

A publically accessible interface for searching archival finding aids at an institution.

Governed by a membership community.

An application that promotes data standardization:


o
Informed by DACS, the U.S. national content standard for archival description;
and also informed by international archival descriptive standards -- ISAD(G) and
ISAAR (CPF).
o
Supports the use of data value standards for subject headings, dates, languages,
and other descriptive data.
o
Supports exports into common data structure standards: EAD, MARCXML,
Dublin Core, MODS, METS.
An application that promotes efficiency:
o
Integrates a range of archival functions.
o
Facilitates repurposing of data.
o
Automates encoding and reporting.
An application that lowers local staff training costs.
5
Staff interface
The initial Staff Interface is divided up in four command areas or zones:
1: Repository / Instance Management
3: Creating, Editing, Deleting
Records
1:
4: Misc:
Searching,
Importing,
Reporting
2: User Permissions
& Preferences
Management
Repository / Instance Management: For identifying and selecting repositories,
identifying users, and configuring controlled values lists and preferences at the instance
and repository levels.
6
2:
User Permissions & Preferences Management:
3:
Creating, Editing, Deleting Records:
Accession, Resource, and Digital Object records are known collectively as archival
objects or material description records. Resource and Digital Object records both allow
for multi-level description or the presence of component records.
7
The other records—Subject, Agent, Location, Event, and Classification—are for either
amplifying the description record, indicating the whereabouts of described material(s),
and recording actions done to the described materials.
All of the record types of the Create option can be created independent of any other
record and then later linked to other records. For example, subject and agent records
can be created in advance of their linking to material description records.
Note that Collection Management records only appear as an option on the Browse
record option and not on the Create record option. That is because a Collection
Management record is assumed to be about certain material and, thus, can only be
created in the context of a material description record for the material, i.e., an Accession,
Resource, or Digital Object record.
4:
Misc; Searching, Importing, Reporting: for Searching records in the instance, importing
formatted data into a repository, and reporting information about data recorded for the
repository.
8
Record template
Navigation panel
The navigation panel on the left side of the ArchivesSpace staff interface provides a snapshot of
the major high-level sections of an ArchivesSpace record.
Clicking on any section of the navigation panel takes the staff user directly to the ArchivesSpace
data fields associated with that section, highlighting the selected section, as shown in the
illustration below of the data fields associated with the Collections Management section of an
ArchivesSpace Resource record. An ArchivesSpace record is a linear document, and, while
scrolling through a record, the highlighted section of the navigation panel will change to keep
the staff user oriented to the current position within the record.
9
Rollover texts
Rollover texts are associated with almost all of the labels in the ArchivesSpace records; hover
your mouse over a particular heading or label to see the rollover text. Typically, the rollover
consists of a definition of the element, a reference to the appropriate rule in DACS or to
elements in export data formats, such as MARC, and examples of good practice.
The rollover texts can be completely modified, with the understanding that the resultant
modifications are for all users within one implementation and thus in a multi-repository
installation, cannot be constrained only to the users of one repository versus another. The
rollover feature provides a repository the means to integrate its processing procedures directly
into the application.
Records and sub-records
ArchivesSpace comprises a series of types of records, which are the primary vehicles for
organizing data in the application. There are also sub-records, which are related to one or more
of the primary record types in ArchivesSpace. These records and sub-records serve as the
basis for linking among records in the ArchivesSpace database. The following groupings should
help you to better understand the various record types and how they relate to one another.

Repository record
Provides information about the repository having custody of the resources being
described. An ArchivesSpace installation can be used by a number of different
repositories, each with its own Repository record. A Repository record includes subrecords that allow for the expression of a repository’s data defaults and basic
characteristics of the physical repository, as well as its holdings and staff users.
10

User record
Allows individual users to have ArchivesSpace accounts with varying levels of
permission to access and make changes in parts of the database. Only System
Administrators and Repository Managers can create, alter, and delete User records.

Accession record
Records information documenting the accession transaction, and can include
information about the accession and basic collection management data.

Resource record
Describes a unit of materials, from an item to a manuscript collection or record group,
being managed according to archival principles. Resource records can be single or
multi-level records as defined in ISAD(G) and DACS. The Resource record can contain
links Digital Object records and material instances (e.g., text, microform, tape).

Digital Object record
The Digital Object record is optimized for recording metadata for digitized facsimiles or
born-digital resources. The Digital Object record can either be single- or multilevel, that
is, it can have sub-components just like a Resource record. Moreover, the record can
represent the structural relationship between the metadata and associated digital files-whether as simple relationships (e.g., a metadata record associated with a scanned
image, and its derivatives) or complex relationships (e.g., a metadata record for a multipaged item; and additionally, a metadata record for each scanned page, and its
derivatives). One or more file versions can be referenced from the Digital Object
metadata record.1 The Digital Object record can be created from within a Resource
record, or created independently and then either linked or not to a Resource record.

Subject record
Describes the principal themes or topical contents of the records being described, as
well as format and genre characteristics or occupations, that are important as access
points. Subject records can be simple or compound hierarchical records, and can be
applied at any level of description for Accessions, Resources, and Digital Objects.

Agent record
Describes persons, families, or corporate entities that have a specified relationship to the
records being described, such as creator, source (i.e., donor), subject, rights owner, or
to an Event. The Agent record is also used for managing relationships among named
entities.

Classification record
Used to create or edit a hierarchy of record groups, subgroups or fonds, at as few or as
many levels as required by a repository. Classifications define a repository’s overall
1
Note that ArchivesSpace does not provide native support for storing and managing files referenced from
Digital Object records. The assumption is that the files will be stored and managed in an external digital
asset management system or network- or web-accessible location.
11
arrangement scheme. ArchivesSpace displays a classification in a tree structure
containing a hierarchy of categories and subcategories. A tree is formed from a root term
(shown in the system by the classification name) and the branches (subgroups) of the
tree are the classification terms. Each classification term can itself contain zero or more
classification terms. The classification tree is formed of classification terms with a
classification name at the root (shown at the top of the structure).

Location record
Describes any storage locations--shelves, drawers, file cabinets, bins, walls, etc.--where
a repository stores archival materials. Location records are designed to track both
temporary locations prior to processing and permanent storage locations. Location
records are intended to represent physical shelving spaces and not web-accessible file
locations. The latter can be represented using URIs recorded as part of Digital Object
records.

Event record
Describes an action involving a selected object in the archival repository (at any level in
a multilevel hierarchy) and an agent. Events represent a specific action that one or more
agents undertook in relation to one or more archival objects at a specific date and time
or a range of dates and times. Events can be used, for example, to document actions
that alter archival records, create new relationships between archival records, or record
validity and integrity checks for born-digital records.
Each ArchivesSpace record has available to it several sub-record types. A sub-record is a
linked record that can only be created and edited through the primary record. Some subrecords are required in some contexts, such as the Extents sub-record for a Resource record.
All sub-records have their own requirements. Sub-records in ArchivesSpace include:

Dates sub-record
For recording types of dates about the material or entity being described, e.g., date of
creation, of broadcast, or publication. Occurs in Accessions, Resource, Resource
component, Digital Object, Digital Object component, and Deaccession records.

Extents sub-record
For recording the extent for the whole or part(s) of the described material. Occurs in
Accessions, Resource, Resource component, Digital Object, Digital Object component,
and Deaccession records.

Notes sub-record
For recording notes providing more detailed description of processed archival materials.
Occurs in Resource, Resource component, Digital Object, and Digital Object component
records.

Rights sub-record
For indicating the rights status of the material being described. Occurs in Accession,
Resource, Resource component, Digital Object, and Digital Object component records.
12

Deaccessions sub-record
For indicating materials that have been removed from an accession or from a processed
collection. Occurs in Accession and Resource records.

Collection Management sub-record
For recording information about the processing of the materials being described. Occurs
in Accession, Resource, and Digital Object records.
Data entry considerations within the staff interface
When multiple users edit a record at the same time
ArchivesSpace is a networked application in which more than one user can access and view the
same record at the same time. A situation may occur where two people attempt to save the
same record at exactly the same time.
ArchivesSpace resolves this potential conflict with the “first to save wins” method. What this
means is that if two people open the same record, both edit it independently then both save it,
the first person to save will be successful, the second person to save will receive an error
message indicating the local copy of the record is now outdated and they must reload the record
and reenter any unsaved changes.
Remember to save frequently when editing records that others may want to edit as well.
Required data fields
ArchivesSpace marks required fields with a red asterisk and bold type. This image shows a
typical form with the required fields indicated.
If a sub-form or field is conditionally required, this is noted in a text box when you hover over the
field (also known as a tool tip). Conditionally required fields are marked with a gray asterisk.
13
Special characters within data fields
Special characters, or text from any international writing system, can be inputted directly as
UTF-8 Unicode.
Punctuation within data fields
ArchivesSpace does not supply any end punctuation after text entered within data fields.
Expanding data fields
Some data fields can be expanded to allow for entering multiple lines of text -- or long narrative
statements. Select and drag the bottom right corner of the data field, to expand it.
Public interface
ArchivesSpace includes a public interface, which is intended to make Resource, Digital Object,
and Accession records entered in the staff interface discoverable by end (i.e. public) users. Use
of the public interface is optional. Instead of using the public interface, some repositories will
choose to export metadata outputs (e.g. EAD, MARCXML, or EAC-CPF files) into other
systems. Under its default configurations, the public interface will be available at port 8081 of
the same server where the staff interface is found: e.g. http://ynhsc.org/archivesspace:8081/
This port location can be customized at or after the time of installation, or can be mapped to a
more user-friendly URL.
14
ArchivesSpace automatically indexes all information entered into the system. Using this index, it
publishes a website containing Resource records and component descriptions (i.e. finding aids),
Digital Object records and component descriptions, and Accession records. It also provides the
ability to browse and sort these record types on various parameters, such as names, subjects,
and classifications, and it includes limited capability to display certain digital object files (i.e.
images) inline in the system.
Display of a particular record (and its children) can be toggled on or off in the public interface,
using the Publish radio button that is available on the staff interface for most public records:
As soon as you enter a record or edit an existing record in the staff interface, it will “go live” on
the public interface, unless Publish is unchecked or turned off.
15
When you are logged in to the staff interface as a staff user, the public interface will contain a
link to the staff-side record (an edit button):
General browsing
In the public interface, you can browse by repository, resource title (under the “Collections”
menu), digital object title, accession title, subject, name, and classification. Three basic methods
can be used to navigate through browse lists and these methods can be combined, giving the
public user power to affect the display of lists.
Sorting
When in a browsing pane, records can be sorted on values specific to a particular record type.
For example, resources can be sorted by title, date created, and date last modified.
Filtering by text
16
Users can filter browse lists to show only records containing a particular string of text or
keywords. These filters can be easily removed after a search has been completed.
Filtering by term
Browse lists can be filtered by clicking on the desired term in the list of subjects in the list on the
left:
Browsing by classification
Once a classification system has been defined and after resources have been linked to a
classification, public users will be able to browse classifications, with related records grouped
under their classifications, as illustrated in these screenshots from a test instance of
ArchivesSpace.
17
This screenshot shows a portion of the records linked to the Admissions & Records ->
Admissions subgroup:
Searching
ArchivesSpace’s Public Interface also includes a search tool, enabling basic “Google-style”
keyword searching plus an advanced search option. This screenshot shows both the basic
search box on the right, with the advanced options expanded below.
18
By default, search results for a keyword search are presented by relevance, and various record
types are intermingled in the result set. Records can be filtered and sorted, as noted in the
browsing section above, and as shown in this screenshot:
The default sort display is by relevance.
19
Functional Overview of the Digital Object Module
Terminology and concepts
ArchivesSpace enables the description of digital objects, such as digitized archival resources or
born-digital materials. A “digital object” can be defined as an entity comprising the following
three items:

Metadata record: Metadata can range from descriptive information to support discovery
of the resource, to rights information or technical details about the digital files that make
up the object. It can also include structural metadata, defining the logical or physical
relationship(s) of the content files comprising a complex digital object (as discussed
further below). Metadata is represented in the form of a structured data record.

Content file(s): Digital files that range from still to moving images, to audio recordings,
to textual documents such as PDF records. Typically, a digital object may include
multiple content files, sometimes, but not always, of the same type (e.g., an image file
vs. an audio file). For example, with image-based objects, you might have a TIFF
master image, a JPEG service image, and a GIF thumbnail reference image.

A link or digital wrapper that relates the metadata record and content file(s).
This characterization is based on the California Digital Library’s (CDL) definition of digital
objects (http://www.cdlib.org/gateways/technology/glossary.html#d).
When creating a Digital Object record in ArchivesSpace, you’ll be presented with a range of
data field options for constructing a metadata record for a given object. The File Version data
field is used to indicate and link to those content files associated with a given digital object.
The digital object may be a simple object or a complex object:

A simple object is one in which the intellectual content of the object is contained in one
digital content file (and its variants). A digital image of the Golden Gate Bridge is a
simple digital object. So too, is a PDF document comprising Melville’s Moby Dick.
Simple objects are single-level in structure. They comprise a metadata record
(representing a description for the entire item), associated with a content file (and its
variants).

A complex object is one in which the intellectual content is distributed over two or more
digital content files. A digitized version of a 24-page diary would be a complex object if
each page were represented by a different digital image file. Complex digital files require
structural metadata so that the parts of the whole will be presented in the right sequence
to the end user.
20
Complex objects are multi-level in structure. They comprise a parent-level metadata
record (representing a description for the entire item).
Under the parent-level description, they have one or more child-level components
records. Each component is associated with a content file (and its variants).
Components may have metadata as rich as that in the parent-level digital object record - or components may have metadata that consists of little more than a label and a file
version.
When building an object in ArchivesSpace, you have the flexibility to model them as either
simple or complex varieties. For example, a multi-page book could be digitized and formatted
into a single PDF file. In this case, it could be modeled as a simple object. Alternatively, it
could be digitized and formatted into multiple image files (e.g., one image per page). In this
case, it could be modeled as a complex object. Furthermore, the complex object could have a
flat structure – or a hierarchical structure.
Use cases
By using ArchivesSpace to manage Digital Object metadata, you can conveniently and
efficiently manage descriptions of your archival holdings within a single system. Moreover, you
can inter-relate Accession and Resource records (through links) with associated Digital Object
records in the system. You can then publish the Accession or Resource record through the
ArchivesSpace public interface (and you can additionally export the Resource record as an EAD
finding aid). The resulting Accession or Resource records will have links to their associated
digital object records – hence providing users with more comprehensive access to your
holdings.
21
Functionally, ArchivesSpace supports the management of Digital Object metadata – which can
in turn be exported with references to all associated content files, and packaged into a digital
wrapper using the Metadata and Encoding Transmission Standard (METS) format. The METS
files hence contain a complete representation of the digital object, and it can subsequently be
transmitted to a preservation service for long-term storage, and/or to a publication service for
dissemination to end users. Within the Open Archival Information System (OAIS) reference
model, METS files generated from ArchivesSpace can more specifically be viewed as
“Submission Information Packages”.2
It is important to note that ArchivesSpace is optimized for managing metadata records;
ArchivesSpace does not support the direct management of content files. The assumption is
that the files will be stored and managed in a network- or web-accessible location, such as a file
server or a digital asset management system that is capable of managing the files.
That said, the software can be used to support a range of use cases. Two key use cases are
summarized below.
Use case #1: You want to use ArchivesSpace as your primary management and
publication platform for Digital Object records

In this scenario, you use ArchivesSpace as your primary software for creating and
managing Digital Objects for your repository. (Again, this assumes that you have an
external digital asset management system to manage your content files, or that they are
stored on a network or web-accessible location).

Within your Accession and/or Resource records, you’ll include links at the relevant levels
of description to associated Digital Object records. (Or alternatively, you choose to
leave the Digital Objects as “standalone” entities – and not to link your Accession and/or
Resource records to Digital Objects).

You’ll use ArchivesSpace as your primary vehicle to publish your Accession and
Resource records and Digital Object records (leveraging the public interface).

Optionally and additionally, you can also contribute Resource records (e.g., as EAD
finding aids) and Digital Object records (e.g., as METS records) to an external system,
such as a statewide or regional aggregator.
Use case #2: You use a different system to manage digital objects, but you want
Resource records in ArchivesSpace to link to those digital objects

In this scenario, you’re using a different software platform or digital management system
to manage and publish digital objects.
2
For more information about the OAIS reference model, see
http://public.ccsds.org/publications/archive/650x0m2.pdf
22

Within your Accession and/or Resource records, you’ll include links at the relevant levels
of description to associated digital objects.

You’ll use ArchivesSpace as a vehicle to publish your Resource records (leveraging the
public interface).
The main contents of this workbook primarily address use cases #1. For instructions on using
ArchivesSpace for use case #2, see Appendix C.
Linking Digital Objects to Accession and/or Resource records, and workflow
considerations
Digital Object records can be structurally linked to associated Accession and Resource records.
In the case of Resource records, Digital Objects can be linked from the relevant level of
description – such as file- or item-level descriptions.
Within the staff interface, the Digital Objects will be displayed within the context of the
Instances section of the Accession record, Resource record, or Resource component record.
Within the public interface, the Digital Objects will be displayed in a similar manner.
ArchivesSpace supports several workflow options for linking Digital Objects to Accession and/or
Resource records:

Workflow option 1: Create a Digital Object record within the context of an associated
Accession or Resource record (and automatically link the Digital Object record to the
associated Accession or Resource record)

Workflow option 2: Create a Digital Object record directly in the Digital Object module.
Subsequently link to the Digital Object record from an associated Accession or Resource
record.
Alternatively, if the Digital Objects are “standalone” entities that are not associated with
any Accession or Resource record, do not link them together.
The procedures for linking Digital Objects to Accession and/or Resource records are treated
more fully below, in subsequent sections of the workbook.
23
Data entry and the hierarchical interface
The Digital Object data entry screen presents digital objects and its components within a
hierarchical interface, which is displayed near the top of the interface. In the hierarchical view,
the top folder represents the primary digital object record.
Simple objects are single-level in structure. They have a single, top folder comprising the
Digital Object record, as shown in the example below.
Simple object example
Complex objects are multi-level in structure. They have a single, top folder comprising the
parent-level Digital Object record; child-level folders represent component records. To
display the record for any component record, click on the title of the component. This helps
you navigate directly to a given record for editing or review.
24
Complex object example
Viewing modes
When selecting a Digital Object record from a browse or search results view, the default
presentation is the View interface. The following are the command functions:
25

Add Event: This option is for adding Event records. Events represent a specific action
that one or more agents undertook in relation to a given Digital Object, a specific date
and time (or in a range of dates and times). Repository staff may use event records for
several reasons, including: to document actions that modify Digital Objects (e.g., fixity
checking, validation), to document actions that create new relationships between Digital
Objects records, or to document validity and integrity checks.

Publish all: Use this button to indicate that metadata for the entire Digital Object record
(include metadata associated with any components) should be published through the
ArchivesSpace public interface.

Export: Use this button to export metadata for a given Digital Object.

Merge: Use this function to combine the content of one digital object record into another
digital object record, for example, to make a complex digital object from several simple
digital objects.

Transfer: Use this function to change the repository context of a digital object record,
that is, to change its repository context from Repository A to Repository B.

Suppress: Use this button to suppress from staff view a digital object record or
component or a digital object that has been removed from the repository’s collection.
The record remains in the repository as a trace that the repository owned the digital
object and chose to de-accession it. The record can be included in staff views or
removed from them, and recalled as needed.

Delete: Use this button to delete a selected record or component; unlike “Suppress”, the
“Delete” option will permanently remove the data from the ArchivesSpace database.
Select the Edit button to toggle to the Edit interface, which is used to create or modify Digital
Object records. The following are the command functions:
26

Left/Right Arrows: The left pointing and right pointing arrows enable navigation up (left)
or down (right), one component at a time.

Add Child: This button will open a new component record that is hierarchically
subordinate to the context record (the record from which you use the Add Child button).
Each Child record represents a level of hierarchy. ArchivesSpace will support an
unlimited hierarchy.

Add Sibling: This button will open a new component record that is at the same level as
the context record and that follows the context record within the component sequence.
ArchivesSpace places no limit on the number of sibling records.

Cut/Paste: When selecting a given component record, using the Cut button will “copy”
the component record; you can then use the Paste button to add the copied record to a
different place in the digital object structure.

Move: You can rearrange a multi-level description using this option or by dragging and
dropping. You can:
o
Move a component to a new position within the same level,
o
Promote a component, i.e., move it higher in the hierarchy, or
27
o
Demote a component, i.e., move it lower in the hierarchy.
Bear in mind that all components that are children of a component that is moved will
move with their parent component.

Rapid Data Entry: This option is for entering a series of components at the same level
that have very similar metadata, e.g., date, rights statement, etc. The Rapid Data Entry
option is discussed in greater detail below.

Add Event: (Same function as described in the View interface).

Suppress: (Same function as described in the View interface)

Delete: (Same function as described in the View interface)
28
Build a Simple Digital Object
Basic steps
1. Choose your workflow option for creating a new Digital Object:
Workflow option 1: Create a Digital Object record within the context of an associated
Accession or Resource record (and automatically link the Digital Object record to the
associated Accession or Resource record)

In this scenario, launch the associated Resource record (from the toolbar, select
Browse->Resources or Create->Resources)

At the specific level of description (e.g., file, item) where you’d like to add a
Digital Object, navigate to the Instances and specify “Add Digital Object”

Choose “Create”

You will be presented with the Digital Object data entry screen
Workflow option 2: Create a Digital Object record directly in the Digital Object module.
Subsequently link to the Digital Object record from an associated Accession or Resource
record (as described in Appendix B of this workbook). Or alternatively, if the Digital
Objects are “standalone” entities that are not associated with any Accession or
Resource record, do not link them together.

In this scenario, create a new Digital Object record (from the toolbar, select
Create->Digital Objects)

You will be presented with the Digital Object data entry screen
2. Enter a Title, comprising a descriptive or transcribed title for the resource.
3. Enter an Identifier, comprising a unique identifier for the digital object as a whole.
Examples include an ARK, HANDLE, a URI, or any string that uniquely identifies the digital
object within the context of the repository
3. Save the record by pressing the button at the bottom right corner of the window. If you are
entering multiple records, the button will save the record you are working in and open a new
record
Add additional metadata
Title and Identifier are the only two data elements ArchivesSpace requires for a valid digital
object record.
29
After the required data has been entered, you can continue to describe the Digital Object using
the sub-records available in the left navigation bar. When you add a sub-record, depending on
the type of record, specific fields may be required. If any required information is missing, you will
be prompted to add the required information. In particular, the following sub-records can be
used for a more comprehensive description of the Digital Object, as well as to support discovery
and use:

File Versions

Dates

Agents

Subjects

Notes

Rights Statement
For information about additional sub-record fields, see Appendix A.
30
Exercise 1: Simple Digital Object
Pre-Exercise Steps
Before creating your first Digital Object record, you will need to establish a Repository and User
record in your ArchivesSpace instance:
Login as a System Administrator / update your Repository record
1. Sign into ArchivesSpace as a System Administrator (user name “admin”, password
“admin”).
2. Select the YNHSC Repository record.
3. Complete the repository record for the Your Name Here Special Collections department
by adding the following data:

Organization/Agency Code: ma-cdu

Parent Institution Name: Carpe Diem University

Country: United States

Home Page URL: http://library.carpediem.edu/ynhsc
Create a Simple Digital Object
Context
YNHSC conducted preservation scanning of two watercolors from the “Jedediah Horcrux
Congreave fly fishing correspondence and photographs” (YNHSC.MS.292) collection. The
watercolors were scanned as high-resolution master TIFF and service JPEG images.
The Exercise
31
1. Download the Exercise Samples file at http://tinyurl.com/aspace-do-samples,
and save it to your workstation. Refer to the section “Exercise 1a-1b” in that
document, to build your simple Digital Object records.
2. Create two simple Digital Object records – one for each watercolor:

Create each Digital Object record directly within the context of the “Jedediah
Horcrux Congreave” Resource record (workflow option 1). Declare them as
Instances linked from the “Correspondence, 1925-1935” file.

Be sure to add all notes (Immediate Source of Acquisition, Conditions Governing
Use, Scope and Content note, etc.) in a preferred sequence.

Also add File Version sub-records for a master TIFF and service JPEG images.
32
Adding Agent Sub-Records
Functional overview
Agent records identify persons, families, or corporate entities that have a specified relationship
(such as source, creator, topic, rights owner) to Digital Object records or to an event. The Agent
record is also used for managing relationships among names.
Agents are established and controlled separately from Digital Object records in ArchivesSpace
and are associated with material descriptions by linking.
Agent records can be associated with Digital Objects through one of three primary relational
modes:

Creator: designates the primary responsibility for the digital object’s content. The
Creator can be a person, family, or corporate entity responsible for the archival
provenance of the material being described, or for the intellectual content of that same
material.

Source: Designates the immediate source of acquisition of the material being described.

Subject: Designates that the digital object is topically about the named person, family, or
corporate entity in some respect.
Agent records can be one of four types in ArchivesSpace:

Person

Family

Corporate Entity

Software
Agent records in ArchivesSpace are designed to conform with the International Council on
Archives’ International Standard Archival Authority Record for Corporate Bodies, Persons, and
Families, 2nd edition (ISAAR(CPF)). They are also designed to support output in the Encoded
Archival Context--Corporate Bodies, Persons, and Families (EAC-CPF) data structure and
interchange standard. If an authority record cannot be located and copied from an authorities
database, agent records can be created according to data content rules established in
standards such as the Anglo-American Cataloging Rules, 2nd edition (AACR2) and DACS.
ArchivesSpace users are encouraged to use the DACS rules for forms of names when creating
Agent records in ArchivesSpace
Agents can be linked as creators or subjects in Digital Object (and component) records. Agents
can also be linked as sources in Digital Object records only. (This information can be captured
33
in an “Immediate source of acquisition” note at any level of a digital object description,
however).
Note: Agent records linked to Digital Object component records will not be exported to
MARCXML records. The same is true for Subject records.
Creating and managing Agent records
The following fields are required for the four types of Agent records:
Person

Primary Part of Name (DACS references 9.8, 11.5, 12.1-12.11)

Source (DACS reference 11.26) or Rules (DACS reference 11.20)

Sort Name (automated if selected)

Name Order (default value of “indirect” provided; you may change to “direct”)
Family

Family Name (DACS references 9.8, 11.5, 12.29)

Source (DACS reference 11.26) or Rules (DACS reference 11.20)

Sort Name (automated if selected)
Corporate Entity

Primary Part of Name (DACS references 9.8, 11.5, 14)

Source (DACS reference 11.26) or Rules (DACS reference 11.20)

Sort Name (automated if selected)
Software

Software Name

Source (DACS reference 11.26) or Rules (DACS reference 11.20)

Sort Name (automated if selected)
34
For personal names, the Primary Part of Name field serves to separate the principal sorting
element of the name from the remainder of the name, the latter of which is generally input into
the Rest of Name field. Guidance on when to use the additional fields that are available for an
Agent record should come from the subfields in an authority record for the name found in a
national database such as the NACO Authority File or from a content standard such as DACS or
AACR2.
For Family names, the Family Name field serves to hold the family name. Subfields in an
existing authority record or rules in a content standard should guide you in inputting information
into the Agent record's available fields.
For corporate entities, the Primary Part of Name field holds the principal name by which the
corporate entity is known. Your content standard of choice, or the subfields in the authority
record for names already found in an authority file, will provide guidance to help you determine
how and when to enter a corporate name subordinately using the Subordinate Name fields in
the Agent record.
For software, the Software Name field serves to hold the name of the software.
Source
Source is the data field used to indicate that a name has been found in a standard authority file.
Five default values are provided in a drop-down menu:

Local sources: Designates an authority file created and maintained at your repository.

NACO Authority File3

NAD / ARK II Name Authority Database: Designates the National Archives Database
of Sweden.4

Union List of Artist Names5

Unspecified ingested source: If names are imported in Accession or Resource
records, the Source field will contain this value to flag the record for review to assure it
is the authoritative form of the name.
3
Name Authority Cooperative Program. Additional information is available online at
http://www.loc.gov/aba/pcc/naco/index.html/ .
4 Additional information about this ISAAR(CPF)- and EAC-based resource is available online at
http://sok.riksarkivet.se/nad .
5 Additional information about this resource is available online at
http://www.getty.edu/research/tools/vocabularies/ulan/index.html .
35
This list may be customized and additional values added by the repository, or in the process of
importing legacy data.
Rules
Rules is the data field used to indicate the data content standard used to formulate the name
entry. You should only use the Rules field when you have not found the name in an existing
authority file, in which case you should use the Source field instead.
Four default values are provided in a drop-down menu:

Anglo-American Cataloging Rules6

Describing Archives: a Content Standard

Local rules: Designates a data content standard created and maintained by your
repository

Resource Description and Access
This list may be customized and additional values added by the repository, or in the process of
importing legacy data.
Sort Name
Sort Name is the data field that contains the complete, concatenated version of the name
containing all individual elements. This is the form of the name that will be shown within
ArchivesSpace displays and is exported in reports and standardized outputs such as
MARCXML and EAD.
Creating Agent records
If you are starting from ArchivesSpace home:
1. On the main toolbar, click Create, select Agent, and select the type of agent you want to
create: Person, Family, Corporate Entity, or Software.
2. Enter the Source of the name, if found in an authority file; if not found in an authority file,
indicate the Rules used to construct the name.
3. Enter the authoritative form of the name in Primary Part of Name (for a personal or
corporate name) or the Family Name or Software Name.
6
Additional information about this resource is available online at http://www.aacr2.org/ .
36
4. Save the Agent record by pressing the Save Person | Family | Corporate Entity |
Software command button at the bottom of the record. If entering more than one Agent
record, save the record by pressing the +1 command button. This will save the current
record and open a new Agent record screen so a subsequent record can be entered.
If you are already working in a Digital Object record:
1. On the left navigation bar, click Agent Links and then click Add Agent Link.
2. Next to Role, click the drop-down list button, and select the role of the agent in relation
to the accession or resource you are linking it to: Creator, Source, or Subject.
3. Add a value for Relator, if you want.
4. Next to Agent, either start typing to see if the desired agent already exists, or click on the
drop-down list and select Browse to browse existing Agent records. If you know there is
no record for your agent, or you cannot find one when you type or browse, click on
Create, and select Person, Family, Corporate Entity, or Software, depending on what
type of Agent record you wish to create.
37
5. Enter the Source of the name, if found in an authority file; if not found in an authority file
indicate the Rules used to construct the name.
6. Enter the authoritative form of the name in Primary Part of Name (for a personal or
corporate name) or the Family Name or Software Name.
7. Save the Agent record by pressing the Save Person | Family | Corporate Entity |
Software command button at the bottom of the record. If entering more than one Agent
record, save the record by pressing the +1 command button. This will save the current
record and open a new Agent record for the same type of agent.
The following sub-records are available in all Agent records:

Dates of Existence: If you decide to include dates, you will need to select either Range
or Single from the Type (of date) menu and either provide dates or describe the date or
date range in the Expression field.

Other name forms: Used to capture non-authoritative forms of the name, or if you wish
to use a different form of the name for display purposes. They are added by clicking on
Add Name Form.

Dates of name use: If you wish to identify the era in which an agent was known by a
particular name. You will need to select either Range or Single from the Type (of date)
menu and either provide dates or describe the date or date range in the Expression field.

Contact details: Useful for holding contact information for sources of collections in
particular. If a contact is added, the Contact Name is the only required field.

Notes: A place to put additional descriptive information about an agent, such as a
biographical note or an administrative history. This field will be included in EAC exports.

Related agents: A way of specifying how different agents relate to each other. Select
Associative Relationship, Earlier/Later Relationship, or Parent/Child Relationship from
the drop-down menu.

External documents: This sub-record contains any links to external documentation, e.g.
biographical files, reference works, etc. about this agent. The document may be of any
38
form or content. A web accessible file, a network accessible file, a file on the same
computer as the application, etc. Both Title and Location (ideally a resolvable URI ) are
required fields.
39
Exercise 2: Agents
The Exercise
1. Refer to the Exercise Samples file (“Exercise 2”) that you previously downloaded at
http://tinyurl.com/aspace-do-samples, for some initial Agent headings to add to the
simple Digital Object record that you created.
2. Add a few additional relevant Agent headings. Be sure to indicate the relevant Source
or Rules for each Agent record that you create. The following online resources may
also be helpful:

The NACO (Library of Congress) Name Authority File, available at
http://authorities.loc.gov/ or http://id.loc.gov

Virtual International Authority File (VIAF), available at http://viaf.org/
40
Adding Subject Sub-Records
Functional overview
Subject records are used to control information about topics, geographic names, genre and form
terms, occupations, functions, and uniform titles that serve as important access points to
facilitate discovery of the materials being described. These records are established and
controlled separately from resource descriptions in ArchivesSpace and are associated with
accession, resource, and digital object descriptions by linking.
The terms that serve as access points for collection materials function most effectively when
derived from broadly shared standard thesauri or controlled vocabularies such as the Library of
Congress Subject Headings (LCSH)7 or the Art and Architecture Thesaurus (AAT).8 The output
formats (e.g., EAD, MARCXML) that you generate from your resource descriptions in
ArchivesSpace will be much more effective if you utilize standard thesauri or controlled
vocabularies to select terms, and document your usage locally so that you can apply common
terms, as appropriate, in a consistent manner across all of your resource descriptions.
Subjects can be one of 10 types in ArchivesSpace:

Cultural context

Function

Genre/form

Geographic

Occupation

Style/period

Technique

Temporal

Topical

Uniform title
Personal, family, and corporate names that are used as subjects are managed as Agent records
in ArchivesSpace; therefore a name type is not an option within Subject records.
7
Additional information about this resource is available online at http://authorities.loc.gov/.
Additional information about this resource is available online at
http://www.getty.edu/research/tools/vocabularies/aat/index.html.
8
41
Subject records can be linked to Digital Object (and component) records in order to provide
subject and other types of controlled vocabulary access to those materials at all appropriate
levels of granularity and at whatever points in local repository workflows this type of description
is done.
Note: as with Agent records, Subject records linked to Digital Object component records will not
be exported to MARCXML records.
You or someone at your repository should be familiar with the rules for using the specific
thesaurus, authority file, or controlled vocabulary (data value standards) from which you derive
subject and controlled vocabulary records. Appendix B, on pages 141-145 in DACS, provides a
helpful list of the primary data value standards used by US archivists in doing archival
description.
Creating and managing Subject records
ArchivesSpace requires two elements in a Subject or other controlled vocabulary record:

Term: Open text field. Use this field to indicate the subject heading or controlled
vocabulary term or phrase describing the content, coverage, or resource type of the
materials.

Subject Type: Choose from a drop-down list. This indicates the type of term being
recorded (e.g., function, genre/form, geographic name, occupation, topic, uniform title).
Creating a Subject record
1. If you are already working in a Digital Object record: on the left navigation bar, click
Subjects, and then click Add Subject. Click the drop-down list button, and then click
Create.
If you are starting from ArchivesSpace home: on the main toolbar, click Create and
select Subject.
2. Enter the required Term and Subject Type information.
3. If the Subject record includes a term subdivision, click Add Term/Subdivision and enter
information for the Term and Subject Type for the subdivision. You can add additional
subdivisions as needed.
4. Click Save Subject. If any required element is missing, you will be prompted to add the
information.
42
Below is a summary of selected additional, optional key data fields that you might consider
using to record additional information for the Subject record:
Basic Information

Authority ID: Open text field. The unique identifier for the record within the source from
which it was acquired, (i.e. an LCSH number). The identifier may be represented as an
URI.

Source: Choose from drop-down list. Use this field to identify the thesaurus or controlled
vocabulary from which the term was taken. The content of this field is selected from a
drop-down list derived from what was at the time the Library of Congress MARC Code
List Part IV: Term, Name, and Title Sources.9 Items may be added or deleted from the
list to meet the needs of the repository. The option Local is available for cases when the
term used has not been derived from one of the thesauri or controlled vocabularies
provided in the list, and is maintained in a local list of preferred terms.

Scope Note: Open text field. A note that explains and clarifies what is meant and what is
not meant in the definition of the term and in its use as a subject heading. This is
typically used for a term with a local source.
External Documents sub-records
This sub-record allows links to external documentation that discusses how a particular Subject
record is to be used.
9

Title: Open text field. The title of an external document. The document may be of any
form or content. A web accessible file, a network accessible file, a file on the same
computer as the application, etc.

Location: Open text field. The location of the file, ideally a resolvable URI. Example:
http://www.archivesspace.org/membershipfile:///c:/path/to/the%20file.txt

Publish: Select or clear the check box. A selected check box indicates that this External
Document will be published to the public interface.
Additional information about this resource is available online at http://www.loc.gov/marc/sourcelist/
43
Exercise 3: Subjects
The Exercise
1. Refer to the Exercise Samples file (“Exercise 3”) that you previously downloaded at
http://tinyurl.com/aspace-do-samples, for some initial subject headings to add to the
simple Digital Object record that you created.
2. Add a few additional relevant Subject headings. Be sure to indicate the relevant Source
for each Subject record that you create. The following online resources may be helpful
in this exercise:

The Library of Congress Subject Headings, available at
http://authorities.loc.gov/ or http://id.loc.gov

The Getty Art and Architecture Thesaurus, available at
http://www.getty.edu/research/tools/vocabularies/aat/index.html

The Getty Thesaurus of Geographic Names, available at
http://www.getty.edu/research/tools/vocabularies/tgn/index.html

The Library of Congress Thesaurus of Graphic Materials, Part I: Subject Terms,
available at http://www.loc.gov/rr/print/tgm1/toc.html

The Library of Congress Thesaurus of Graphic Materials, Part II: Genre &
Physical Characteristic Terms, available at
http://www.loc.gov/rr/print/tgm2/toc.html
44
Build a Complex Digital Object
Basic steps
1. Follow the process for creating a simple digital object, as outlined in the previous section
of this workbook.
2. After the parent-level Digital Object record has been created, add component records
using the hierarchical navigation bar.

Select the parent-level Digital Object record in the hierarchical navigation bar, to set
it as the context record.

Use the following command functions to build the component hierarchy:
o
Add Child: This button will open a new component record that is
hierarchically subordinate to the context record (the record from which you
use the Add Child button).
Each Child record represents a level of hierarchy. ArchivesSpace will support
an unlimited hierarchy.
o
Add Sibling: This button will open a new component record that is at the
same level as the context record and that follows the context record within
the component sequence.
ArchivesSpace places no limit on the number of sibling records.

For each component record, ArchivesSpace requires at least one of the following
metadata elements in a Digital Object record: Label, Title, or Date.
Add additional metadata
After the required data has been entered, you can continue to describe the component using the
sub-records available in the left navigation bar. When you add a sub-record, depending on the
type of record, specific fields may be required. If any required information is missing, you will be
prompted to add the required information. We suggest indicating File Versions at each of the
lowest child-level component records, in a given hierarchy.
For information about additional sub-record fields, see Appendix A.
45
Add multiple components using the Rapid Data Entry (RDE) tool
The Rapid Data Entry (RDE) tool supports repeated entry of Digital Object component records
at the same level, thus requiring fewer mouse clicks than when adding individual component
records using the Add Child or Add Sibling buttons. Through the use of “sticky values” and
other mechanisms, the RDE tool provides a more efficient interface for entering components,
where multiple components of the same level and same basic content are entered one after
another.
To create component records using the RDE:
1. Select a component record in the hierarchical navigation bar, to set it as the context
record. Component records added through the RDE will be hierarchically subordinate to
this context record.
2. Select Rapid Data Entry at the top of the multi-level description.
3. Within the first row of the table, enter the desired metadata for a given component. A
Label, Title, or Date element is required for each component.
4. Select Add Row to add another row, or use Shift + Return to add another row using all
the data in the previous row.
5. Select Validate Rows to check that all rows are properly encoded.
6. Select Save Rows to save the row(s) to the Digital Object record.
You can do the following to the RDE tool during a given session:

Remove columns from view using the Columns: ## visible display configuration option.

Turn sticky values on and off by clicking on the label for a data column.

Reorder the left-to-right sequence of the data columns using the Reorder Columns
option.

Designate a value to fill all occurrences within a data column using the Fill Column
option.
46
47
Exercise 4: Complex Digital Object
Context
YNHSC conducted preservation scanning of two pieces of correspondence from the “Jedediah
Horcrux Congreave fly fishing correspondence and photographs” (YNHSC.MS.292) collection.
The first item comprises a letter from Julia Child to Congreave. The second item comprises a
letter from Congreave to his father, with attached photographs. All items were scanned as highresolution master TIFF and service JPEG images.
The Exercise
1. Refer to the Exercise Samples file (“Exercise 4a-4b”) that you previously downloaded at
http://tinyurl.com/aspace-do-samples, to build your complex Digital Object records.
2. Create two complex Digital Object records, directly in the Digital Object module
(workflow option 2).

The first object will comprise the letter from Julia Child to Congreave. This first
object will have a flat structure.

The second object will comprise for the letter from Congreave to his father. This
second object will have a hierarchical structure.

Add relevant Agent and Subject headings.

Be sure to add all notes (Immediate Source of Acquisition, Conditions Governing
Use, Scope and Content note, etc.) in a preferred sequence.

Also add File Version sub-records for a master TIFF and service JPEG images.
3. Link each complex Digital Object record to the “Correspondence, 1952-1992” file, within
the “Jedediah Horcrux Congreave” Resource record.
48
Importing Digital Object Metadata
ArchivesSpace supports the importing of metadata – specifically formatted into commaseparated value spreadsheets – to generate new Digital Object records within the application.
An example of where this feature might be used is when you want to migrate digital object
metadata from an external system to centralize the management of that information within
ArchivesSpace.
Metadata (to be imported) must be formatted and normalized according to ArchivesSpace CSV
import mapping specifications. See the ArchivesSpace website (ArchivesSpace Application >
Technical Documentation > Data Import and Export Maps) for CSV import mappings -- and in
particular, for a template that can be used to format accession data.
Importing records
1. Format the metadata (to be imported) based on the ArchivesSpace CSV import mapping
specifications. Save the file as a comma-separated value file.
2. On the main toolbar, click Import Jobs.
3. Click Create Import Job.
4. Select the type of file: “Digital Object CSV”.
49
5. Click Add File and select the file(s) to import; note that you can select multiple files.
Alternatively, drag-and-drop the file(s) into the designated area of your browser window.
6. Click Queue Import Job.
7. When import is complete the page will indicate an import summary, including a report
with any errors.
8. The imported data will subsequently be available as new Digital Object records.
50
Exercise 5: Import
1. Download the files in the Import Samples folder at http://tinyurl.com/aspace-doimport, and save them to your workstation.
2. Using the file named “do_import.csv”, import the Digital Object metadata from that file
into ArchivesSpace.
3. Link the imported Digital Object records to the appropriate location in the related
Resource record for the “Jedediah Horcrux Congreave fly fishing correspondence and
photographs” (YNHSC.MS.292) collection.
4. See also the sample images in the same folder, if you’d like to add additional notes after
importing the metadata.
51
Exporting Digital Object Metadata
ArchivesSpace can be used to export metadata for either an “unbound” or “bound” digital object.
An unbound digital object is one in which the metadata record simply references the digital
content file. A Dublin Core record that references a content file is an example of an unbound
digital object. A bound digital object is one which the metadata and the digital content files are
bound together through the use of a digital binder or wrapper. The Metadata Encoding and
Transmission Standard (METS) is the digital wrapper probably best known in library
environments. METS not only binds the metadata and digital content files, but supports
expression of the structural relationship(s) existing among the content files.
The following exports can be generated for any given Digital Object record:

MODS record: A Metadata Object Description Schema (MODS) XML record, comprising
the Digital Object’s metadata -- and additionally any component level metadata.

METS record: A Metadata Encoding and Transmission Standard (METS) XML file,
comprising the Digital Object’s metadata -- and additionally any component level
metadata – as well as references to any associated content files (noted in the File
Version section of the records). The Digital Object’s metadata is itself formatted using
the MODS standard.

Dublin Core record: A Dublin Core XML metadata record, comprising the Digital
Object’s metadata. For complex objects, only the parent-level metadata is reflected in
the Dublin Core XML record.
The ArchivesSpace website (ArchivesSpace Application > Technical Documentation > Data
Import and Export Maps) provides a summary of export mappings from the ArchivesSpace
database fields that underlie the Digital Object record data entry fields, to the export formats.
Exporting records
9. Find the Digital Object record you want to export. You can browse or search.

To browse, on the main toolbar, click Browse and select Digital Objects. A listing
of all the records in the repository will display.

To search, type your search query into the Search box on the main toolbar.
10. Next to the record you want to export, click View or Edit.
11. Click the Export button and select an export option:

Download MODS
52

Download METS

Download DC
12. The data will download to your computer as a XML file. ArchivesSpace will use the
Identifier as the file name. Depending on your browser’s settings, the file will be saved
to your Downloads folder or you may be prompted to choose a location for saving the
file.
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Exporting Resource Records with Links to Digital Objects
ArchivesSpace supports exporting of Resource records as EAD files (XML-encoded documents
compliant with the EAD 2002 schema), with links to associated Digital Object records.
The EAD file will contain URL links at the specific levels of description, where the Digital Object
records have been declared as Instances. The URL links are formatted within HREF attribute,
within the Digital Archival Object <dao> tag
(http://www.loc.gov/ead/tglib/elements/dao.html).
To generate an EAD export of a Resource record, with links to Digital Objects:
1. Find the Resource record you want to export. You can browse or search.

To browse, on the main toolbar, click Browse and select Resources. A listing of
all the records in the repository will display.

To search, type your search query into the Search box on the main toolbar.
2. Next to the record you want to export, click View.
3. Click the Export button, and choose Download EAD -> Include <dao> tags
4. The data will download into an EAD XML file. The file name will include the date of
download. Depending on your browser’s settings, the file will be saved to your
Downloads folder or you may be prompted to choose a location for saving the file.
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Exercise 6: Export
1. Export the simple and complex Digital Object records that you created as METS files.
2. Export the Resource record for the “Jedediah Horcrux Congreave fly fishing
correspondence and photographs” (YNHSC.MS.292) collection, as an EAD file with
<dao> links.
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Appendix A: Digital Object Data Fields
Basic Information

Publish: Select or clear the check box. A selected check box indicates that this Digital
Object or Component will be published to public (patron) interfaces.

VRA Core Level: Choose from drop-down list. Primarily for use in multi-level VRA Core
compliant records to indicate that a description is about a collection, a work, or an
image.

Type: Choose from drop-down list. A generic term indicating the basic content type of
the digital object. The default options correspond to the MODS <typeOfResource>
element.

Language: Choose from drop-down list. Indicate the language term and code for the
content represented by the Digital Object.

Restrictions: Select or clear the check box. A selected check box indicates that
restrictions apply to the material. Additional description of the restriction should be
provided in appropriate Notes or Rights Statements for the record where the restriction
occurs.
File Versions
This sub-record links a digital object or digital object component to an associated content file.
The required field File URI.

File URI: Open text field. Supply an identifier for a file associated with a digital object,
accessible on the web or in a file directory.

Publish: Select or clear the check box. A selected check box indicates that this File
Version will be published to public (patron) interfaces.

Use Statement: Choose from drop-down list. Indicate the use for which the digital file is
intended (e.g., a thumbnail).

XLink Actuate Attribute: Choose from drop-down list. This attribute is used during
export to indicate how the digital object should display (e.g. whether the link occurs
automatically or must be requested by the user). It is used in conjunction with the XLink
Show attribute.
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
XLink Show Attribute: Choose from drop-down list. This attribute is used during export
to indicate how the target of a link should be displayed. It is used in conjunction with the
XLink Actuate attribute.

File Format Name: Choose from drop-down list. Choose the name of the format for the
file type.

File Format Version: Open text field. Enter the version of the format for the file type.

File Size (Bytes): Open text field. Enter the size (in bytes) of the digital file.

Checksum: Open text field. Enter a digital signature for monitoring the integrity and
authenticity of a digital file

Checksum Method: Choose from drop-down list. Choose the algorithm used for
generating checksums.
Dates
This sub-record identifies and records the date(s) that pertain to the creation, assembly,
accumulation, and/or maintenance and use of the materials being described.
The required fields are Label and Type.

Label: Choose from a drop-down list. Describe the type of activity that the date signifies.

Expression: Open text field. You must first select Type in the drop-down list. A natural
language expression specifying the date or date range of the materials in the accession.
Required when a normalized date is not recorded. Some examples: 1968;19791993;1785-1960;bulk 1916-1958;1827; circa 1870-1879;1906 March 1; undated.

Type: Choose from a drop-down list. Indicate the type for normalized date information,
either a single date or a date range (inclusive or bulk).

Certainty: Choose from a drop-down list. Indicate the level of confidence for the in
formation given in a date statement. This information is optional and should only be
added when you are qualifying date information as potentially uncertain based upon the
description or cataloging rules in use.

Era: Choose from a drop-down list. Period during which years are numbered and dates
reckoned, such as B.C. or C.E. The value "ce" is the default.

Calendar: Choose from a drop-down list. System of reckoning time, such as the
Gregorian calendar or Julian calendar. The value "Gregorian" is the default.
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Extents
This sub-record is used for recording the size of the described materials.
The required fields are Portion, Number, and Type.

Portion: Choose from a drop-down list. Used to specify whether an extent statement
relates to the whole or part of a given described aggregation or object. Only one extent
statement may refer to the whole object. All additional extent statements must refer to
parts.

Number: Open text field. Enter a numeric value indicating the number of units in the
extent statement, e.g, 5, 11.5, 245. Used in conjunction with Extent Type to provide a
structured extent statement.

Type: Choose from a drop-down list. Choose a term to indicate the type of unit used to
measure the extent of materials described.

Container Summary: Open text field. A list of container and container types housing the
materials described in the component record.

Physical Details: Open text field. Enter other physical details of the materials described,
e.g., analog, black and white, negatives.

Dimensions: Open text field. Enter the dimensions of the materials described.
Notes
The Notes sub-record contains additional descriptive information about the materials described,
usually in the form of text or structured lists.
The required fields are Note Type and Content.

Note Type: Choose from drop-down list. Note types are used to guide the export of note
contents to certain elements in specific data formats. Depending on the type of note you
choose, a single part note or a multipart note form will open containing some or all of the
following fields:
o
Label: Open text field. Enter a label or heading for the specific note. If a label is
not used, the note type will be used as the label wherever required.
o
Type: Choose from drop-down list. In a multipart note, you can choose a type
for this field that is different from the upper level Note Type.
o
Publish: Select or clear the check box. A selected check box indicates that the
note will be published to public (patron) interfaces.
58
o
Content: Open text field. Enter the content of the note.
External Documents
This sub-record allows links to information in other description or management systems, such
as donor files or processing plans.
The required fields are Title and Location.

Title: Open text field. Enter the title of an external document. The document may be of
any form or content. A web accessible file, a network accessible file, a file on the same
computer as the application, etc.

Location: Open text field. Enter the location of the file, ideally a resolvable URI.
Example: http://www.archivesspace.org/membershipfile:///c:/path/to/the%20file.txt

Publish: Select or clear the check box. A selected check box indicates that this External
Document will be published to public (patron) interfaces.
Rights Statements
This sub-record contains information about the rights status of the materials described and
whether there are specific restrictions or permissions that have been indicated.
The required field is Rights Type.

Identifier: Uniquely identifies the rights statement within the repository domain. Rights
Statement identifiers are usually auto-generated by the application.

Active: Select or clear check box. A selected check box indicates that the rights record
is active.

Rights Type: Choose from drop-down list. Choose the basis for the rights statement
being made.Four bases are allowed: intellectual property, license, such as donor
agreement, legal statutes such as Fair Use or FERPA, and institutional policy.
Collection Management
This sub-record is used to add internal-only information about how the materials will be
processed or have been processed.
Optional Fields:
59

Cataloged Note: Open text field. A note about cataloging of the archival unit (accession,
resource, digital object), including provision of catalog record identifiers.

Processing Hours Estimate: Open text field. The time a repository estimates that is
required to process a unit of archival materials (e.g. a linear foot or an item in the case of
digital objects). The estimate may factor in, or not, the production of finding aids, catalog
records, and other access products.

Processing Total Extent: Open text field. A numerical expression for the total extent
(cubic feet, linear feet, items, etc) processed.

Extent Type: Choose from drop-down list. A term indicating the type of unit used to
measure the extent of materials described.

Total Processing Hours: Open text field. The numerical result of multiplying
"Processing hours per foot estimate" by "Processing total extent"

Processing Plan: Open text field. For recording a plan for processing of the archival
unit. The plan may include an outline of the arrangement for the archival unit, as well as
instructions for how to treat particular objects in the archival unit. The plan might also
specify different assignments for different repository staff.

Priority: Choose from drop-down list. Indicates the priority assigned to processing of an
archival unit.

Processing Status: Choose from drop-down list. For indicating the current status of
processing for an archival unit (accession, resource, or digital object).

Funding Source: Open text field. Used to indicate the source of funding the processing
of the described materials

Processors: Open text field. For listing staff to whom processing of the archival unit
(accession, resource, or digital objects) has been assigned

Rights Determined: Select or clear check box. A selected check box indicates that the
rights for an archival unit (accession, resource, or digital object) have been determined
and there is a rights record created and linked to the archival unit.
User Defined
This sub-record allows for creation of user defined fields for recording additional information not
captured in other sections of the application.
Types of fields available:
60

Boolean

Integer

Real

Date

String

Text
61
Appendix B: Linking from Accession and/or Resource Records to
Digital Objects in ArchivesSpace
These instructions can be used to link from an Accession and/or Resource record to an existing
Digital Object record in ArchivesSpace. Linking is handled through the Instances section of the
Accession and/or Resource record.
1. Browse or search for the Accession or Resource record; edit the record.
2. If linking from an Accession Record, navigate to the Instances section.
If linking from a Resource record, select the particular component level description (from
where you’d like to add a link to a digital object). For example, select an item- or file-level
description. Within the particular component level description, navigate to the Instances
section.
3. Select the Add Digital Object button. Select the option to Browse existing Digital
Object records.
4. You’ll now be presented with an option to browse Digital Object records. Use the radio
button to select the Digital Object record, and click Link to Digital Object.
62
5. In the Identifier field, enter the complete URL to the digital object, as displayed and
accessible in the external system. Save the record once the URL is added.
63
Appendix C: Linking from Resource Records to Digital Objects in an
External System
These instructions can be used for the following use case:

You’re using a different software platform or digital management system to manage and
publish digital objects.

Within your Resource records, you’d like to include links at the relevant levels of
description to associated digital objects.

You want to use ArchivesSpace as a vehicle to publish your Resource records
(leveraging the public interface).
Under this scenario, you can use the Digital Object module simply as a vehicle to instantiate
links (in the Resource record) to the externally-hosted digital objects.
The following steps are based on a workflow where you create Digital Object links from within
the context of a Resource record:
1. Browse or search for the Resource record; edit the record.
2. Within the Resource record, select the particular component level description (from
where you’d like to add a link to a digital object). For example, select an item- or file-level
description.
3. Within the particular component level description, navigate to the Instances section.
4. Select the Add Digital Object button. Select the option to Create a new Digital Object.
64
5. You’ll now be presented with a new Digital Object record. Add a Title, to briefly
characterize the Digital Object.
6. In the Identifier field, enter the complete URL to the digital object, as displayed and
accessible in the external system. Save the record once the URL is added.
7. Enable the Publish checkbox option.
8. Repeat steps #1-5 for any other digital objects that you’d like to link to, from the
Resource record.
Once you've completed these steps, export the Resource record with <dao> links (see the
Exporting Resource Records with Links to Digital Objects section of this workbook).
65