Creating a New Accession Record

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  1. Click Select Repository and choose the repository to be viewed.
  2. Click Create.
  3. Select Accession.

  4. The New Accession form will open.

  5. Two fields are required to be filled out in the Basic Information section to save this form.
    • Identifier (Four fields are provided for parsing out an accession identifier into its component parts. Each segment is limited to 50 characters, or 200 characters total for the identifier. At least the first part must be used for a valid access record). This must be unique.
    • AccessionDate - the date the materials were received.  
  6. The Title field, while not required, is highly recommended. The content of this field typically uses the DACS standard.
  7. The other fields (not required) in the Basic Information section are:
    • Content Description - Describe the contents of the collection.
    • Condition Description - Describe the physical condition of the materials.
    • Disposition - How the materials could be assigned to different resources.
    • Inventory - Can be a box list. If an inventory description is already written out elsewhere, it can be copied and pasted into this field. Alternately, it or other external documents can be referenced in the External Document sub-record.
    • Provenance - Where the items came from and what the ownership or custodial history of the items has been.
    • Retention Rule - Generally used for more records management materials.
    • General Note -  Use for information that doesn't fit into any other field.
    • Acquisition Type - A drop-down menu which can be customized by the institution. Denotes how the materials were acquired.
    • Resources Type - A drop-down menu which can be customized by the institution. Denotes what type of material the accession is.
    • Restrictions Apply? - Click the box if there are access or user restrictions. The word "yes" will be present on the completed record.
    • Publish? - Click the box to include the record in the Archives Space public interface.
    • Access Restrictions? - Click the box if this is true.
    • Access Restrictions Note - Additional information on how access is restricted for part or all of the accession.
    • Use Restrictions? - Click the box if this is true.
    • Use Restrictions Note - Additional information on how to use is restricted for part or all of the accession.
  8. The record can be saved at this point. There are three places to do so:
    • Above the New Accession heading.
    • On the left, beneath the quick links (all of which always stays present on the screen).
    • At the bottom of the form.
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