Description is the process of creating data about an archival collection. At OU Libraries, we use finding aids in ArchivesSpace and bibliographic records in our public catalog as archival descriptions. Our standards for description conform to Describing Archives: A Content Standard (DACS). For writing style, use the Chicago Manual of Style.

Finding Aids
Finding aids for most collections are first created in a Word table or Excel spreadsheet, then ingested to ArchivesSpace using the Harvard Import Tool. Direct entry to ArchivesSpace is also an option.

The basic elements of our finding aids in ArchivesSpace are as follows. In all cases, use DACS guidelines available at the links provided. For instructions on how to create a new resource record in ArchivesSpace, see the Create a New Resource Record section of this LibGuide.

• Basic Information
  • Title
    • A DACS-compliant title consists of a name segment and the nature of the archival unit, with optional topic of the archival unit. Example: Smith Family Papers. See more about collection titles.
  • Identifier
    • University Libraries uses a 3-part code to meet the “local identifier” part this DACS requirement. The code consists of the library’s abbreviation; the letter “M” for “manuscripts”; and a sequential number. Example: WHC-M-352. See more about collection identifiers.
  • Level of Description
    • The level of description for a resource record is "collection."
  • Resource Type
    • Select the appropriate type from the drop down menu. Most archival collections are "Papers", or if it is an artificial assemblage of materials, "Collection".
  • Publish?
    • Tick the box to publish the finding aid; leave it unticked if it should not be visible to the public.
  • Restrictions Apply?
    • Tick the box if there are restrictions on who can access (view) the collection, or how it can be used (published, quoted, etc.).
    • If there are restrictions, record this information in the Notes section of the finding aid, in either a Conditions Governing Access note, or a Conditions Governing Use note. Access restrictions are for who can view a collection, and Use restrictions are for what users can do with it.
• Languages
  • Language
    • Select the language of the materials the collection. If there are multiple languages, select the most prevalent one.
  • Script
    • Select the script of the language in the materials. For standard English, select Latin.
• Dates
  • Label
    • For most archival collections, select "Creation". Creation dates refer to the date of production for the item in hand. If describing a 1975 copy of an 1885 document, the date recorded is 1975. Refer to the earlier date in an added date field and a file-level scope note. Exceptions for copy-centered collections are documented in the collection scope note.
  • Expression
    • Enter the date range of materials in the format: yyyy-yyyy (1975-1980); for single dates, use yyyy month day format (1975 March 5). If dates are unknown use "Undated" (not n.d.). For approximate dates use "Approximately [insert date(s)]". See DACS for further guidance on date expressions.
  • Type
    • Select Bulk Dates, Inclusive Dates (for a range), or Single
  • Begin / End
    • These fields are for dates in machine-readable format: yyyy-mm-dd. OU Libraries uses an ArchivesSpace plug-in that automatically supplies the information for these fields, so leave them blank and let the plug-in do this work.
• Extents
  • Portion
    • For resource records, select "Whole" since this is the total amount of the materials in the whole collection.
  • Number
    • Record the number of cubic feet in the collection. Give multiple (separate) extent statements if it is helpful, for example: 1.0 cubic feet / 593 photographs, with cubic feet being the primary measurement.
  • Type
    • Cubic feet is our standard measurement for archival containers. For help estimating cubic feet, see Processing Estimates in this LibGuide.
• Finding Aid Data
  • EAD ID
    • Enter the collection identifier in this format, with an ".xml" extension: WHC.M.1234.xml . This EAD ID is what our import tool and batch processes use to match up with the correct collection.
  • Finding Aid Date
    • Enter the date of completion for the finding aid in the format: year, month (spelled out), day. Example: 2024 June 1
  • Finding Aid Author
  • Language of Description
    • This is the language of the finding aid. In most cases this is English.
  • Script of Description
    • This is the script of the language used in the finding aid. For English, this is Latin.
  • Finding Aid Status Published?
• Revision Statements
  • Record additions to collections or other significant revision work to the finding aid in this field. Use the date format: year, month (spelled out), day. Example: 2023 November 3
• Agent Links
  • Role
    • For most archival collections select "Creator." This is the name(s) of the persons, families, corporations, or organizations responsible for creating, assembling, or maintaining the archives being described. 
  • Relator
    • For most collections this is left blank. Select "Collector" if the creator of the collection was merely the person who collected the materials, such as a collection of travel postcards collected as a hobby. This is just added clarification that the collection was just assembled by this person. The Role still remains as "Creator."
  • Agents
    • For each resource record, enter at least one agent to represent the creator of the collection.
    • Start typing the name in this field to select from a drop down menu. If not found, click the Browse button in the top task bar and select Agents to search for the desired agent name.
    • If the name is not in our list of agents yet, check the Library of Congress Name Authority File to select the correct form of the name. The LCNAF import plug-in under the Settings gear wheel is used to import NAF records to our ArchivesSpace instance. Contact the Processing Coordinator for help using this tool.
    • If no additional agent names (other than Creator) are added to the ArchivesSpace finding aid, the Processing Coordinator will add them during the cataloging process.
• Subjects
  • Subject Headings: 
    • ArchivesSpace permits use of subject headings from a variety of sources. University Libraries’ standard is Library of Congress Subject Headings.
    • To apply a subject heading, click the Add Subject button, then click the down arrow on the right side of this field to select Browse. The subject list can be narrowed using the filters at left side.
    • Do not Create a new subject heading unless you have received training from Description & Access.
    • Staff trained in the use of the ArchivesSpace LCNAF Import plug-in can use it to import full subject and agent heading records from the Library of Congress Subject Headings.
    • If no subject headings are added to the ArchivesSpace finding aid, the Processing Coordinator will add them during the cataloging process.
  • Genre and Form Headings
    • Genre and Form Headings indicate the type(s) of materials predominantly found in an archival collection.
    • University Libraries uses Library of Congress Genre/Form Terms and the Art & Architecture Thesaurus for these terms.
    • To add a term, click the Add Subject button, then click the down arrow on the right side of this field to select Browse. Narrow the results by Term Type (First)>Genre/Form. Use only terms from LCGFT and AAT. Select the desired term, and click the Link button at the bottom of the window.
    • Do not Create a new Genre/Form term unless you have received training from Description & Access or the Processing Coordinator.
    • If no genre and form terms are added to the finding aid by the processor, they will be added by the cataloger when the collection is cataloged.
• Notes
  • Scope and Contents (for the collection as a whole)
    • A collection-level scope and content note is required for every processed collection. It is a brief overview of the main persons, activities, subjects, and material types in the collection. The focus is on what is represented in the bulk of collection materials. Writing style is concise and factual to help users determine if a collection is relevant to their research. Limit the note to a single paragraph that is a bird's-eye view of the collection in general. See an example in the Notes Worksheet.
    • Series-level scope and contents notes for each series and subseries present in a collection is also preferred. The note is a brief overview, with date range, of materials users will find in the series or subseries. See an example in the Notes Worksheet.
  • Conditions Governing Access
    • Enter “Open for public research” or “Restricted”.
    • If restricted, state the nature of the restriction in this note, with contact information for further guidance if appropriate.
    • If restricted, make sure the "Restrictions Apply?" box is ticked in the Basic Information section of the finding aid.
  • Preferred Citation
    • Enter the preferred citation in this format: Collection Title. Collection Identifier. Repository Name, Special Research Collections, University of Oklahoma Libraries, Norman, Oklahoma.
    • Example: Adrian C. Louis Papers. WHC M2888. Western History Collections, Special Research Collections, University of Oklahoma Libraries, Norman, Oklahoma.
  • Biographical / Historical Note (optional)
    • Enter a brief, fact-based biographical note about the persons or families responsible for creating the collection, or a historical note if a company or organization is the creator. Provide citations to source information if available.
  • Processing Note (optional)
    • Information about the archivist’s processing actions or conventions that may affect how the user understands the materials.
    • Example: Materials in this folder were originally found in a large 3-ring binder. Each section of the binder has been placed in a separate folder in Box 5 Folders 2, 3, and 4.
  • Language Note (optional)
    • The primary language(s) found in the collection materials.
    • Example: Audio recordings in French with typescript translations in English.
  • Arrangement Note (optional)
    • A description of the arrangement system for the collection, including any series present. This refers to the creator’s arrangement system If materials are in original order, or the order imposed on materials if the archivist rearranged them to facilitate their use.
• Box and File List
  • The box and file list portion of the finding aid describes what users will find in the boxes and folders within a collection.
  • DACS does not provide specific guidance for composing the box- and file-level description of a collection’s contents but the general rules of DACS apply.
  • In ArchivesSpace, these elements within a resource record (collection) are called Archival Object records (aka component records). For instructions on creating these in ArchivesSpace, see the Create Archival Objects section of this LibGuide (coming soon!).
  • University Libraries’ standard is to take the file title from the creator’s original files when it is present and sufficiently describes the file’s contents.
  • If an original title is inaccurate, insufficient, or not present, the archivist may devise a brief title using relevant creator names, subjects, and material types. (Example: Correspondence from Mary Jones about farming in Pontotoc County). Original titles adjusted by the archivist may be recorded in the scope and content note for the file for clarity. 
  • For offensive or outdated language in original creator’s file titles, the archivist has the option to replace the term or place it in quotation marks, depending on the need for context to understand the records. Both approaches are documented in a scope and content note for transparency. If terms are replaced, preferred terms are chosen from Library of Congress Subject Headings in consultation with Description & Access, and the curator of the collection. Titles of works with offensive language may also be placed in quotes to signify that they are published titles. 
     

Catalog Records

Archival collections with finding aids ingested to ArchivesSpace are then cataloged to enable discovery via WorldCat and the public catalog. These collection-level records are created in MARC format for WorldCat, then imported to our catalog. University Libraries’ standard is to use a combination of MARC, DACS, RDA, LCNAF, LCSH, LCGFT, and the Art & Architecture Thesaurus to create these records. A list of boxes in the collection is added to the holdings record to facilitate box requests through the catalog. The information for the catalog record is derived from the finding aid in ArchivesSpace. Of the finding aid elements listed above, it utilizes:

• Identifier
• Title
• Agent (Creator)
• Dates
• Extent
• Conditions Governing Access Note
• Scope and Content Note
• Language Note
• Preferred Citation
• Agent Headings (in addition to Creator)
• Subject Headings
• Genre and Form Headings

The catalog record also provides a link to the ArchivesSpace finding aid for the collection.

Email Special Research Collections Processing to request catalog records for completed archival collections