Create Agent: Person

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Agent Person records can be created from the Create menu at the top of the page.

They can also be created from within Accession and Resource records.

To do this, select 'Agent Links' from the left hand menu to go to the Agent Links section of the Accession or Resource record.

Click on the plus sign at the bottom of the Agent Links section...

and choose the Source role.

For this example, we want to add Carl Phinney as the source of this accession and know that we don't yet have an agent record for him.  So we are going to create an Agent - Person record.

Click on the down arrow to the right of the 'Agents' line.

Then hover over 'Create >'.

And select 'Person'.

Create Agent Person Form

A blank Create Agent Person Form will open.

Basic Information & Dates of Existence

                                               

We can choose to publish this if we are publishing EACs.

If we add Dates of Existence for this Agent - Peson, Label is a required field on this form and Existence is the only option for that field. For Dates, refer to DACS 2.4 and 2.4.3 for standardization. The Type field is also required and for this example we select Range here. The coach’s birthday is the Begin date and since Coach Phinney is still alive we don’t have an End date.

The Certainty, Era, and Calendar dates are typically used to add additional information to a date range for which we’re not certain. This date subrecord is described in other videos.

Name Forms

Next is the Name Forms section.

If you are using an official authority source for this name form and if you have an Authority ID, type it in here. You can always go back later and put an ID in if you get one from the authority source at a later date.

Two fields, Source and Rules, are conditionally required. We would use Source if we leave the Rules field blank. It indicates the authoritative source from which the name was taken. The repository can modify the controlled value list. The Rules field should be filled in if the Source field is not. This controlled value list may also be modified. In this example, both the Source and Rules field are filled out. The example Source is local sources because there is no authoritative record for this person yet and for Rules we select DACS.

The Name Order is Indirect. We can enter a Prefix for this person, or a Title. The Primary Part of Name field is the last name or surname of the person. For this example it is Phinney. The Rest of Name field would be the first name and possibly the middle name. For this example, we know his middle name is Andrew. We can also add a Suffix and a Fuller Form of the name. For example if the person goes by HD we could write out their full name here so it would be Hilda Doolittle. We can also add a Number that qualifies the name such as roman numerals.

The Dates field is no longer used in ArchivesSpace. It is a feature that will be phased out.

The Qualifier field is where you could enter additional information that further identifies the person that we're talking about. This might be helpful for someone that has a very common name or we don't know dates to describe them. We could know some other descriptor that we could use to further identify this person.

We could add specific dates for when a name was in use. If a person marries and takes their spouse’s last name, we could enter an additional name form for them and use the dates of record to describe when that name was used.

Contact Details

If we have contact information for the Person, it should be entered in the Contact Details section.

Notes

The Note Type is a required field and there is just one option in this field: Biographical/Historical.

Once the Note Type is selected, some additional fields open up. It is more commonplace to leave the Persistent ID and Label fields blank unless that information is necessary for your repository. The Content field is the only required field in this sub record. We use this text box to add any additional information we want stored about this person.

Related Agents

We can also add a Related Agent. In the Relationship Type field there are three options: Associative Relationship, Earlier/Later Relationship, or Parent/Child Relationship. The repositories cannot modify this dropdown. The  Associative Relationship is someone that this person is/was associated with, like a spouse. There is also an Earlier/Later Relationship and this could also possibly be used with different name forms. For example, it might make more sense to use this type with the corporate agents where the corporation might have been known by one name and then later on it changed names. Finally there is a Parent/Child relationship. When we choose that option we have relationship types where the person is either a child of the agent record or a parent.

For this example we know that Carl Phinney’s father was an alumni of our school. I'm going to browse because I know we already have an agent record for him.

We will select Andrew William Phinney and then click on the Link to Agents button.

In the description field we can add additional information about the relationship.

There's also an opportunity to add another date record that further describes this relationship.

External Documents

Finally if we had additional information about Carl Phinney out somewhere on a URI, then we could add an external document here.

This External Document subrecord is the same as the ones you find in Accession and Resource records.

The Rights Statement in the agent record for person is something that will be phased out by ArchivesSpace so you do not have to worry about filling in these fields.

Once we are finished creating the person agent record, click on the Create and Link to Agent button. That will take us back to whichever record we were working in and we can see that the record is now linked to that Person Agent.

 

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