Spawning an Accession Record

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Navigate to the Accession Record to be worked in using one of two ways:

  1. Click Select Repository and choose the one that contains the Accession Record to be worked on.
    1. Click the Search All Records search box.
    2. Type in the term(s) for the Accession Record to be worked on.
    3. Limit by Accession.
    4. Find the record in the search results and click View or Edit.
  2.  Click Select Repository and choose the one that contains the Accession Record to be worked on.
    1. Click Browse and select Accessions from the drop-down menu.
    2. Click the Filter by text search box on the left of the screen and type in the term(s) for the Accession Record(s) to be worked on.
    3. Click View or Edit to the right of the chosen Accession Record.
    4. Click the Filter by text search box on the left of the screen and type in the term(s) for the Accession Record(s) to be worked on.
    5. Click View or Edit to the right of the chosen Accession Record

Once in the Accession Record, the Spawn button can be found in the top middle of the record, to the right of Add Event and to the left of Transfer.

When clicked, the option appears to spawn the record to another Accession or a Resource.

If Accession is chosen, a new record will open with a notification stating where the document was spawned from.

A new unique identifier will need to be created for this record.

No other changes are required. However, several sections from the original Accession Record do not transfer to the new record. They will need to be manually entered into the new record in order to be included.

When all changes have been made, click Save Accession to create the new record.

If Resource is chosen, a similar screen will open. There is a notification and a unique identifier must be created.

In addition, Level of Description is a required field. The drop-down menu has options of:

  • Class
  • Collection
  • File
  • Fonds
  • Item
  • Other Level
  • Record Group
  • Series
  • Sub-Fonds
  • Sub-Group
  • Sub-Series
  • other level

When all changes have been made, click Save Accession to create the new record.

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