ArchivesSpace Guide

Complete Workflow Overview

Follow this sequence for correct archival processing in ArchivesSpace.

1 - Create Accession

Initial intake record

2 - Create Resource

Collection-level description

3 - Bulk Upload

Mass import digital objects

4 - Digital Objects

Item-level processing

Important: Detailed digital object editing and publication occur after steps 1–3 are validated.

Step 1 Create Accession Record - See Accession Guide

The accession documents the initial transfer of materials and captures acquisition metadata prior to processing. Accession records set the foundation for processing and digital object linking later.

Accession Creation Workflow

Basic accession metadata and identifier
Donor/acquisition details
Extent and condition assessment
Initial access/restriction notes
Processing priorities and disposition

Step 2 Create Resource Record - See Resource Guide

The resource record is the collection-level description and parent for archival & digital objects.

Resource Creation Workflow

Collection-level metadata and identifiers
Biog/hist notes
Scope & contents
Arrangement and series
Finding aid publication settings

Step 3 Bulk Upload Digital Objects

Use a CSV template to import many digital object records at once. Validate the job log after import.

Bulk Upload — ▶click to expand (CSV template)

Populate required columns: digital_object_id, title, level=item, linked target URI, two file versions, etc.
Run import via ArchivesSpace Staff → Create ▸ Job ▸ Import CSV (or plugin).
Check job log; fix warnings/errors (duplicate IDs, missing linked_instance_ref) and re-run as needed.
Spot-check a sample of imported DOs before continuing to Phase 4.

Bulk upload complete — proceed to post-import edits.

Step 4 Individual Digital Object Processing - ▶ click each to expand

Begin after Phases 1–3. Edit digital object records to add dates, agents, subjects, notes and publish the representative file.

Post-Import: Edit Each Digital Object

Open each imported digital object record and perform the checks below. Save early and often.

Basic Information Setup

Key fields to confirm and publish.

Required Fields

Title: Paste exact Title from spreadsheet.
Publish: Toggle Publish ✅.
Level: Set to item.
Language: Select English.

Important: Copy titles exactly to maintain cross-system consistency.

File Versions Configuration

Configure and verify preservation + access versions. Ensure one public representative file is published.

Preservation (Version 1)

File role/type: Preservation master (keep offline or restricted).
URL / Storage: Enter Preservation file URL or internal storage pointer.
Publish: Leave unchecked (do not publish preservation masters).
Notes: Add checksum, file format, and technical metadata if available.

Public Access (Version 2)

File role/type: Access/derivative file (PDF/MP4/thumbnail as appropriate).
URL / Storage: Enter public access URL or point to the access derivative.
Representative: Mark this file as Representative.
Publish: Toggle Publish so researchers can view the object.
Quality check: Confirm playback/view loads and captions/transcripts (if required).

Other versions (optional)

Thumbnail / Preview — small image used in thumbnails.
Streaming/preview derivative — optimized for web streaming.
Intermediate preservation derivative — archived but not public.

Ensure the public access file is representative & published for researcher access.

Date Entries

Add a precise creation date and an inclusive congregation/date range when applicable.

First Date Entry (Creation)

Label: Creation
Expression: Copy DATE from spreadsheet.
Type: Single
Begin: Calendar date (YYYY-MM-DD).

Second Date Entry (Additional Dates / Range)

Label: Creation (or appropriate label)
Expression: Copy DATE or range from spreadsheet.
Type: Inclusive
Begin / End: Start and end date (YYYY-MM-DD).

Example Expression: January 17, 1977 - January 22, 1978
Begin: 1977-01-17 — End: 1978-01-22

Step 5 Omeka-S / Website Integration & Maintenance

Connect ArchivesSpace records to Omeka-S or your public website for researcher access. This requires a separate integration guide.

Note: Omeka-S mapping, import, and theme steps are covered in the dedicated integration guide.

Integration Topics

Mapping ArchivesSpace → Omeka-S
Digital link validation
Search optimization
Public interface testing & QA