Common note types in ASpace (LTS Procedure #138)

Scope: The bulk of archival description lives in the notes section. Rules for how to fill out content in some note types in ASpace. Important: Not all possible note options in ASpace are represented here. Also follow links to separate pages, when applicable. For all archival processing staff.

Contact:  Katerina Dimitriadou-Shuster

 Unit: ATS/RMC

Date last updated: March 2025

Date of next review:  March 2026

Table of Contents:

Basic information

A sub-record is repeatable for each note. Access-related notes have specialized fields. Fields in common to all notes:

Note Type (required): Choose from controlled vocabulary.

Persistent ID (do not use): this is assigned by ASpace.

Label (optional): use ONLY with the “General” note type.

Type (do not use): Use the “Note Type” field to correct a note type.

Publish? (do not use): check box

Text content (required): information appropriate to the note goes here. HTML encoding is allowed, but please be judicious. Do not use color or emphasis to encode meaning.

Frequently used notes at Resource level

Abstract (required):

a condensed version of Scope/Content.

Arrangement (optional)

describe arrangement of collection when processed.

In order for a Series List to display with clickable links, the following must happen:

• Add “Series list” to the label field
• In Content field, encode the ref links to the series titles using the following pattern:

<ref actuate="onrequest" show="replace" target=“s1”>Series 1. Title</ref>

<ref target=“s1ss1”>Sub-series 1. Title</ref>

<ref actuate="onrequest" show="replace" target="s2">Series 2. Title</ref>

Biographical / Historical (optional)

describe the biographical or historical context of collection.

Conditions Governing Access (required if needed)

See separate page

Custodial Notes/Collection History 

Tracing the provenance of a collection and being transparent about acquisitions is an important element of archival practice. The Custodial Note should be added to provide a background history of the collection and to note any new additions. Note: there may be some overlap with other notes, mainly processing, but should still be included in both places. Examples are: 

“The papers from the Division of Biological Sciences were stored in Stimson until 2020, when they were removed by department staff and archivists, appraised, and transferred to RMC.” 

“Between 1990 and 2010, Brothers would donate an additional 1-2 cubic feet of material per year. After her death in 2013, her family donated 20 filing cabinets and 15 boxes of material. The material was processed in 2022.”

Dimensions (do not use)

do not use at the collection level.

Existence and Location of Originals (optional)

If we hold only surrogates in RMC, detail where the originals reside.

Existence and Location of Copies (optional)

If we hold the originals, detail if another institution holds copies.

General (optional)

Only use if the information cannot go in any other field. Generally reserved for “Odd” notes (ex: previous numbering scheme described).

Language of materials (optional)

Only use if there is more than one language represented in the collection.

Other Finding Aids (optional)

When we need to link to PDF finding aids.

Physical Characteristics and Technical Requirements (optional)

Generally, not used at collection level unless collection is a single item.

Physical Description (optional)

Describe the physical nature of the described material. Generally, not used at collection level unless collection is a single item.

Preferred Citation (required)

Detail the preferred citation for the collection.

Processing Information (required)

Describe what actions RMC has performed during processing that significantly impact the collection. Use to record information for the public (e.g. when materials are reorganized within the same collection; what was done during initial processing.) It is important to record when additions have been made and when it was processed/reprocessed, both internally and for researchers, to maintain transparency and a better understanding of the collection.

A Processing Note should be added to the resource when a collection has received any level of processing. The notes should include a date and what actions were taken. Some processing notes may include information about Titles, refoldering, or any other processing information that is helpful for the researcher and for understanding the collection. 

 Example: “The first 50 boxes of the collection were processed at a folder/box level in the 1990s. The entire collection was reprocessed in 2019-2022 by the project archivist.” 

 A Processing Event should be created each time a collection is processed/reprocessed, even if the processing was minimal or just a portion. The “Outcome Note” should include information on which boxes and to what level, as well as other important information. The event should be added to the resource if the entire collection was processed or to the accession, if it is known. 

Related Materials (optional)

Use when there are other collections held by RMC that may be related. If the related material (not collection material) is publicly available online and you want to link to it, code the link as follows:

<a target="_blank" href="http://google.com">http://google.com</a>

N.B. whenever possible, use a stable link such as a handle or uuid.

Scope and Content (required)

Describe the scope and contents of the collection.

Separated Materials (optional)

Describe materials that have been separated from the collection and cataloged individually in a bibliographic manner, but the material is still available in RMC/CUL. See also Separated material in archival collections

Do Not Use

RMC generally no longer uses these notes. They may exist in legacy data.

• Accruals
• Appraisal
• Bibliography
• Custodial history (we sometimes do use this recently)
• File plan
• Immediate source of acquisition
• Index
• Language of Materials
• Materials specified
• Physical facet
• Physical location

Frequently used notes at Archival Object level

RMC uses the following smaller subset of notes on Archival Objects as opposed to Resources.

Do not use

• Abstract
• Existence and Location of Copies
• Existence and Location of Originals
• Language of Materials
• Other Finding Aids
• Preferred Citation
• Related Materials
• Separated Materials