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Scope: Instructions for creating a Finding Aid in the Bulk Importer spreadsheet. For all archival processing staff.
Contact:Fredrika Louise Loew Freddy Leow, Eirva Diamessis
Unit: ATS/RMC
Date last updated: March 2025
Date of next review: March 2026
Contents:
Table of Contents
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Alternatively, you can download the canned version directly from ASpace.
Required fields
EAD ID
This is a collection ID number determined by a collection’s number
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- Example:
call number: 11-5-1565 - EAD ID: RMA01565
Hierarchical Relationship:
This will be a number: 1 for the highest level, 2 for the next level, etc. In general, a Series is level 1, a Subseries is level 2, and the file (or item) is level 3.
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1 | Series |
2 | Sub-Series |
3 | File |
4 | Item |
Description Level:
Series
- Series are groups of similar materials. It is possible that a collection is a box list with no series, in which case all items will be at the hierarchical level 1.
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- Always include the date range for entire series in the dates field.
Subseries (if necessary)
- Sometimes, a Series can be broken into subseries. These will be at the hierarchical level 2.
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- Always include date range for entire subseries in the dates field.
File (folder) level description
1 | Series |
2 | Sub-Series |
3 | File |
Item level description (rare)
1 | Series |
2 | Sub-Series |
3 | File |
4 | Item |
Title
- Use sentence case. If the list came from the donor in title case, leave as is.
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- Avoid the word “Miscellaneous,” do your best to describe the kinds of material in the folder.
Series, Subseries, and title formats
Series is the general title of a group of documents. Sub-series is the relevant sub-group.
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- Example: Series III. Research Material, or IIIb. Programs, Consulting, and Other Collaborations
Examples of numbering series and subseries
Series I. Title of series 1
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Series III. Title of series 3
General rules about titles at folder level (folders):
See separate page
Series Order
The number, order, and name of Series varies widely from collection to collection. We try to maintain consistency across collections whenever possible, and have created lists of the most common Series in the standard order. If a series below is not represented in the collection, it is not used.
Faculty papers
- Biographical material
- Correspondence
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- AV material [only if the AV material does not fit in another series
Department records
- Organization history
- Administrative files [day to day operations of the department. Includes correspondence]
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- AV material [only if the AV material does not fit in another series]
Family/Personal papers
- Biographical [or Personal] material
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*Note: Family Papers frequently have separate series for different family members.
Container Instance Type
The standard is “Mixed Materials”
Top Container Type
From the drop down, choose the top container. Usually this is a box or mapcase folder.
Top Container indicator
The number of the top container.
Component Unique Identifier
- The Unit ID goes here– V-#, F-#, MU-#, etc.
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- If there is a very odd outlier you can add a column for expression and reflect that there. For instance if the contents of the folder are from 1901-1990 but there is only one item from 1901 and the rest of the material is from 1989-1990, then enter 1901 in the Date From, 1990 in the Date To field, and in the expression write “1901, 1989-1990”
Scope and Content field (i.e. Intellectual Description)
- Do not overuse this field.
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- If you wish this information to be separated into different lines in the finding aid, you must enter each in a separate Scope and Content Notes column.
Other fields as needed
Restrictions Apply field
- Select “True” if restrictions apply, otherwise leave blank.
Processing note field
- Can add information about the arrangement of a file or series or any information that would be relevant to researchers (such as “all folder titles were supplied by the Archivist”)
- Example: Arranged chronologically and then by last name of correspondent.
Dimensions (Almost never used)
- Describes the SIZE of an object.
- Useful for oversized items or artwork.
- Enter as: 3” x 4”
Genre/form
- Describes WHAT the object is
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- Example: Posters, videocassettes
Physical Description
- Describes STATE, material, etc.
- Example: Content is very fragile
Other Notes
See Common note types in ASpace
Download Bulk Importer here:
View file name v3_3_1_BulkImportTemplate_2023.xlsx height 250
Simplified Bulk Importer (for donors or basic metadata input)
View file name v3_3_1_BulkImportSimplified_2023.xlsx height 250