Ref ID and Level

Collection or series (or even subseries) ID that encompasses all of the objects that exist within the spreadsheet. It will be different depending on if you are uploading for a full collection or an individual series or subseries. This will be carried over from your asinventory download output file. 

ArchivesSpace ID

Individual item/record ID number (the ref ID number for the digital object) in ArchivesSpace. This will be carried over from your asinventory download output file. 

Title

Described title as decided during arrangement and processing. This will be carried over from your asinventory download output file. 

Date(s)

Up to five possible descriptions date. Make sure to include both the normal and description date. This will be carried over from your asinventory download output file. 

File Paths

• A relative path within the package’s masters or derivatives directory.

• Will use prioritize the derivatives path.

  • Make sure to re-run “List Files” function to ensure that you have updated k

• Must be a folder of images (jpg or png)

Input Formats

This is the format of the file that is going to be uploaded into ArcLight and linked to ArchivesSpace. If the original file format was not jpg or png, then a derivative file was created to convert it into the correct file format and iIt is this derivative format that will be indicated in the “input format” column. 

Original File Paths

If you are using the original files (if they are indeed jpgs or pngs) then you can leave the original file paths blank. If you are using the derivative file version, you must enter the file path to the original file location. 

• For both the derivatives and masters folder paths, you do not have to include anything before the folder names:

  •  This: 

    • C:\Users\MS242586\projects\flask_processing_app_testing\backlog\apap401\apap401_cswsxQmzcyiBCdHeCrdRKr\masters\American Law Institute

      • Yellow highlighted portion is unneeded 

  • Becomes this:

    • American Law Institute/Capital Punishment_web.pdf

Resource Types

Resource types delineate what “it” is you are uploading. You must declare the resource type, as it is a facet that website users can use to narrow their search results.

The options are:

• Audio

  • Something that has sound but no image, an example would be an .mp3 file

• Bound Volume

  • Yearbooks are an example

• Dataset

  • We do not often work with data sets in our archive.

• Document

  • Most objects you upload will fall into this category (especially born digital objects) and can account for Word Documents and PDFs 

• Email

After emails have gone through the mailbagit process, the resulting materials (typically pdf or txt) will be uploaded, but still should be defined as Resource Type “Email”

• Image

  • Photographs or other files that are .jpg or .png

• Map 

  • Both born-digital and physical maps should be labeled as maps. 

• Mixed Materials 

  • All physical materials are uploaded as mixed materials. If you were to upload in larger aggregates, like by folder (or by the disk like a full thumb drive) you would label it as mixed materials.

• Pamphlet

  • This is especially important for our political pamphlets. 

• Periodical 

  • Most commonly, periodicals are newspapers or newsletters

• Slides

  • While physical slides with a projector are no longer popular, powerpoint presentations are still defined as slides!

• Video

  • Something that has audio and visual (or just moving visual) should be defined as a Video, an example would be a .mov

• Other

  • We do not recommend using the other field, you should try to define the material by the above list, but if after talking to an Archivist you are still unsure, define as other. 

License/Rights

Licenses 

This is where the license and rights statements come into play. Licensing, in our use: two variations of “Creative Commons”, Public Domain, and unknown, inform the user of the level of permissions that they need to obtain to use the digital object in their work.  

• Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International (CC-BY-NC-SA) 

Open

• Creative Commons Attribution 4.0 International (CC-BY)

Open

• Public Domain

  • The public domain consists of works that are not subject to copyright. This is a vast, ever-growing pool of material on which new creativity and knowledge may be built without concern for copyright.

• Unknown

  • If the license is unknown, because we do not own the rights and are unable to get a license, we must then apply a rights statement. 

Note: if the “License” field is left blank, a rights statement will be automatically added. 

Rights Statement

 A rights statement is only required when the license is set to “unknown”. From there you must set the rights to “In Copyright- Educational Use Permitted”. Users cannot publish these materials, even with citation, and must seek the original license holder for permission. If they are simply using the information for teaching a class, or writing a paper for a class (and any other area that fits into educational use but does not have an element of financial gain) they can use the materials. 

It is not up to you to make this determination, and you should not guess the license or rights statement of the collection you are processing. Ask the archivist that assigns you whether or not we have the rights to a collection, and what level of license you would like the digital objects to have. You may have to make some judgement calls on an item by item basis because of the ownership of the item. I.e. if a collection contains scans of a newspaper that the donor did not have ownership of, the license should be set to “Unknown” and the rights statement to “In Copyright”. The same collection may have personal journals or notes that, if the archive has the license to these items, may be set to “CC-BY”. 

Behavior

• Behavior describes how each of the individual images is displayed in the IIIF viewer. The options are:

  • Paged

    • Resources are displayed as pages, like a book. 

      • This is a good behavior type for items that naturally open in the middle, like yearbooks or magazines. Just be aware that the order of the pages is supremely important. 

  • Individuals (default)

    • Each resource is displayed individually.

  • Continuous 

    • Resources are displayed in a continuous sequence, like a scroll.

      • This is a good behavior type for excel sheets, as long as the height of the excel sheet does not extend past one page. 

ArchivesSpace Notes (optional) 

• This space is intended for any possible notes that need to be added at the item level. By changing the label of the note (to match one of the note labels in ArchivesSpace), you will be able to add notes (processing, content warning, conditions governing access, etc.) in bulk. 

• This is not a required field and should only be used when necessary.