Add Event to an Accession Record


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 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 Edit to the right of the chosen Accession Record.

The Accession Record will open.

  1. Click Add Event, which can be found in the top left of the record.
  2. This creates a drop-down menu of all of ArchivesSpace's events.
    • This menu can be created and modified by the repository.
  3. After the desired option has been selected, click Add Event
  4. A New Event page will open.

There are five sections in an Event page:

  • Basic Information

  • Event Date/Time

  • Agent Links

  • Record Links

  • External Documents

In Basic Information, the fields are:

  • Type - This is a required field. It is a categorization of the nature of the event.
  • Outcome - A categorization of the overall result of the event in terms of success, partial success, or failure. This is a dropdown menu with the options of fail, partial pass and pass.
  • Outcome Note - A detailed description of the result or product of the event. This may be used to record all error and warning messages issued by a program involved in the event or to record a pointer to an error log.

In Event Date/Time, the fields are:

  • Date/Time Specifier - This is a required field. Indicates what type of date is associated with this event. The two dropdown options are Date Subrecord and UTC Timestamp.
  • Label - This is a required field. This describes what the type of activity the date signifies. The dropdown menu options are:
    • Agent Relation
    • Broadcast
    • Copyright
    • Creation
    • Deaccession
    • Digitized
    • Event
    • Existence
    • Issued
    • Modified
    • Other
    • Publication
    • Usage
    • Record Keeping

          The dropdown menu options can be modified.

  • Expression - This field is only required if a normalized date is not recorded. It is a natural language expression specifying the date or date range of the materials in the accession.
  • Type - This is a required field. It indicates the type for normalized date information, either a single date or a date range (inclusive or bulk).
  • Certainty - The level of confidence for the information given in a date statement.
  • Era - Period during which years are numbered and dates reckoned, such as B. C. or C. E. This dropdown menu can be modified.
  • Calendar - Can be modified. Gregorian is the default.

In Agent Links, the fields are:

  •  Role - This is a required field. It is an indication of what function (creator, source, or subject) the Agent has in regards to its link to a certain description record. The dropdown menu options are:
    • Authorizer
    • Executing Program
    • Implementer
    • Recipient
    • Transmitter
    • Validator
  • Agents - This is a required field. Begin typing if the agent's name is known. Otherwise, click the arrow to the right of the field and then click Browse to view existing listings or Create to make a new one (see Agent Links for instructions on both methods).

In Record Links, the fields are:

  • Role - This is a required field. It is the role in which the linked record relates to the current record.
  • Record - This is a required field.

The fields are automatically populated with information from the Accession Record, but can be changed if needed. Additional Record Links can also be added.

When adding a new record:

  1. Click the down arrow next to Record.
  2. Click Browse.
  3. The Browse Records form will open. 
    • Search by:
      • Text
      • Record Type
      • Creator
      • Subject
      • Accession Date
      • Published
      • Level
      • Type
    • Choose the record to link, then click Link to Records.

The last section is External Documents. They are links to information in other description or management systems, such as donor files, processing plans, etc.

The fields are:

  • Title - This field is required. The title is manually entered.
  • Location - This field is required. It can be a website, a file path to a document to a shared drive or the machine that ArchivesSpace is on.

If the Publish button is clicked, it will be available on the public interface if used.

The plus sign at the bottom of any section or the Add (Basic Information, Event Date/Time, etc) button in the upper right of the section causes a new form to be created, and the X in the upper right of each section will open a prompt asking to confirm removal of that form.




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