ArchivesSpace at HARC — User Manual

ArchivesSpace has two interfaces—the staff interface and the public user interface (PUI). Staff log in to access the staff interface; different staff members may have different permission levels.

1. Main toolbar: System (manage repositories, settings, users), Create (any record type), Browse (any record type), Plug-ins (extended features)
2. Repository drop-down: Navigate to all repositories available to the logged-in user
3. Create menu: Accession, Resource, Digital Object, Subject, Agent, Location, Event, Assessment, Classification
4. Search: Keyword search and Advanced Search functionality

• Repository record: Information about the repository having custody. Each HARC congregation maintains its own repository record
• Accession record: Documents the accession transaction including physical, intellectual, and legal control
• Resource record: Describes a unit of materials managed according to archival principles (single or multi-level)
• Digital Object record: Technical and administrative metadata about digital objects
• Agent record: Persons, families, or corporate entities with a relationship to the materials
• Subject record: Principal themes or topical contents of described records
• Location record: Storage locations for archival materials
• Event record: An action involving a selected object in the repository
• Classification record: Hierarchy of record groups, subgroups, or fonds

Each record has available sub-records: Dates, Extents, Notes, Rights, Deaccessions, and Collection Management.

• Concurrent editing: ArchivesSpace uses “first to save wins”—save frequently
• Required fields: Marked with a red asterisk and bold type
• EAD tagging: Type “<” in Notes fields to invoke auto-complete for EAD tags
• Special characters: Input directly as UTF-8 Unicode
• Punctuation: ArchivesSpace does not supply end punctuation—include it in your data
• Browsers: Use current Firefox, Chrome, Safari, or Edge

A repository record stores information for output and demarcates one repository’s data from another’s. Each HARC congregation maintains its own repository record.

A user record is created for each ArchivesSpace user. Permissions are managed by the archivists.

• Access is primarily limited to users with HARC or Saint Mary’s credentials
• External users may be granted access on a case-by-case basis
• The Lead Archivist has system administrator permissions
• Accounts are never deleted; inactive accounts are deactivated
• Accounts are reviewed annually

Location records describe storage locations—shelves, drawers, file cabinets—where archival materials are stored. They use a coordinate system with labels and indicators.

Single location: Create → Location → Single Location. Enter Building Name (required), Coordinate Label 1 and Indicator 1 (or Barcode), then Save.

Batch locations: Create → Location → Create Batch Locations. Enter Building Name, Coordinate Range values, Preview, then Create Locations.

“Manage Top Containers” is available under the gear menu for the repository. Search by keyword, barcode, resource, accession, container profile, location, or unassociated containers.

• Update Container Profiles: Set container profile information in bulk
• Update Locations: Change locations singularly or en masse
• Rapid Barcode Entry: Enter barcodes for a group of containers at once
• Delete Top Containers: Remove containers (breaks links but doesn’t affect resource records)

Container profiles describe the physical container dimensions. They are shared across all repositories—search existing profiles before creating new ones.

• flat box (21d 1.5h 25w)
• archive half legal (5d 2.5h 16w)
• record carton (15d 10h 12w)

Required elements: Identifier and Accession Date (auto-filled with current date).

1. Click Create → Accession
2. Enter Accession Date and Identifier
3. Click Save Accession

• Dates: Label (required), Expression, Type (single/inclusive/bulk), Begin/End in YYYY-MM-DD
• Extents: Portion (Whole/Part), Number, Type (linear feet, gigabytes, etc.), Container Summary
• Deaccessions: For permanently removed materials—Portion, Description, Date
• Material Types: Boolean fields for Books, Maps, Photographs, AV, Computer Files, Manuscripts, etc.

Click Spawn at the top of the Accession record, select Accession (for a related accession) or Resource (to create the collection-level record). Copied sections include: Basic Information (except identifier/date), Dates, Extents, Agent Links, Subjects, User Defined.

Create directly via Create → Resource, or spawn from an Accession record.

ArchivesSpace supports 29 note types. Key notes for HARC collections:

• Abstract — Brief summary
• Arrangement Note — How materials are organized
• Biographical/Historical Note — Context about the creator
• Conditions Governing Access — With machine-actionable restriction types
• Conditions Governing Use — Copyright and reproduction terms
• Custodial History — Chain of custody
• Preferred Citation — How researchers should cite the collection
• Processing Information — Who processed and when
• Scope and Contents — What the collection documents

• Donor/Congregation imposed: Time-delimited restrictions by law, donors, or policy
• Repository permission required: Curatorial approval needed
• Preservation restriction: Fragile or damaged materials needing special handling
• Unprocessed materials: Not yet arranged and described

Multi-level descriptions contain a resource record with hierarchical arrangement below it, shown in the resource record tree.

1. Click Add Child (below selected record) or Add Sibling (same level)
2. Complete required fields: Level of Description, plus Title or Dates
3. Add Instance (container) information if applicable
4. Save Resource

Instances link descriptive records to physical containers or digital objects. Click Add Container Instance (physical) or Add Digital Object (digital). Select Type (usually “Mixed Materials”), link to existing container or create a new Top Container, and add child container info (e.g., folder number).

For repeated entry of component records at the same level. Select Rapid Data Entry at the top of the multi-level description, enter data, add rows (Shift+Return to duplicate), Validate Rows, then Save Rows.

Agent records identify persons, families, corporate entities, or software with a relationship to archival materials (Creator, Source, or Subject).

Before creating, search the LC Linked Data Service for authorized records. Use that data to populate fields. For HARC staff agents, include a Biography/Historical note with affiliation and dates of service.

Subject records control topical, geographic, genre/form, occupation, function, and temporal access points. Use LCSH or AAT as standard thesauri. Subject records are shared across all repositories.

Assessment records capture quantitative and qualitative condition data. Required elements: link to record(s) being assessed, Surveyed By (agent), Survey Begin Date.

• Documentation Quality • Housing Quality • Intellectual Access
• Interest • Physical Access • Physical Condition • Reformatting Readiness

Mold, Pest damage, Water damage, Fire damage, Acidic paper, Metal fasteners, Newspaper clippings

Linking to Agents: Agent Links → Add Agent Link → select Role (Creator, Source, Subject) → optionally select Relator → find or create agent → Save.

Linking to Subjects: Subjects → Add Subject → find or create subject → Save.

Linking to Locations: From Top Container → Add Location → select Status (“Current”) → enter Start Date → find or create location → Save.

• Agent records: EAC-CPF XML
• Resource records: EAD XML, MARCXML, PDF

Find the record → click View → select export option (EAD with/without unpublished, with <dao> tags, print to PDF, or MARCXML).

Create → Import Jobs → select file type → Add File → Queue Import Job → review summary and errors.

Preferences can be configured at global, repository, or individual user level. To change: log in → User Preference Defaults → adjust settings for display, publication status, pre-population, columns, note order, material types → Save.

1. Click Repository Preferences
2. Activate Pre-populate Records option → Save
3. Open browse list for the record type → Edit Default Values
4. Enter default values → Save

Individual user preferences override repository-wide settings. Changes to defaults don’t affect previously created records.

DACS (Describing Archives: A Content Standard) is the U.S. national content standard. HARC follows DACS requirements. Minimum required elements:

• Reference Code Element (in repository record)
• Title
• Date
• Extent
• Name of Creator
• Scope and Content
• Conditions Governing Access