The Spreadsheet:https://docs.google.com/spreadsheets/d/1mdar2w5P-y597O2wujMoPGiXZKiHWwtEZOUmnqjxSac/edit?usp=sharing

Columns: 

• Collection Name

• Collection ID

• Published?

  • This column is pre-populated and should always read “Yes”

• Restricted?

  • This column is pre-populated and should always read “No”

• Is the collection processed?

• Citation

• Wikipedia Page

• Wikipedia Page URL

• Optional: Other Wikipedia Page

• Optional: Other Wikipedia Page URL

Step 1: Locate the finding aid for the collection you are working on

Example: apap001, “American Association of University Professors, Albany Chapter Records, 1944-1974”

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You can either do this by searching the website using the collection ID:

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OR use the “A-Z Complete List of Collections” and search by title

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The list will be in alphabetical order by title so you will either need to search the page (ctrl +f), or scroll until you find the right name.

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Step 2: Check to see if the collection is processed

First check to see if there is a processing note:

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You can also look to see if the finding aid looks complete. Things to look for: 

• Is there a comprehensive scope and content note? A biographical/historical note? 

• Is there an inventory list? A list of contents within the collection? There might be just three folders and no series or there could be ten series with many folders within each series.

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If the finding aid is complete and there is a processing note, mark Column E “Is the collection  processed?” in the spreadsheet  “Yes” and move forward to Step 3. 

If the finding aid is incomplete, and the collection looks to be unprocessed, mark it as unprocessed by writing “No”  in Column E of the spreadsheet, and move on to the next collection.

Step 3: Copy citation

You will be adding the citation and link to the collection to the Wikipedia page. I recommend copying the citation and pasting it onto a Word or Notepad document on your side screen to save it for the next step.

The citation can be found:

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As we are referencing the whole collection, we do not need “Identification of specific item, series, box, folder,” so the citation you copy will read “American Association of University Professors, Albany Chapter Records, 1944-1974. M.E. Grenander Department of Special Collections and Archives, University Libraries, University at Albany, State University of New York (hereafter referred to as AAUP, Albany Chapter Records).” 

Copy the link to the webpage: https://archives.albany.edu/description/catalog/apap001

You will need to hyperlink the collection page to the citation so it looks like “American Association of University Professors, Albany Chapter Records, 1944-1974. M.E. Grenander Department of Special Collections and Archives, University Libraries, University at Albany, State University of New York (hereafter referred to as AAUP, Albany Chapter Records).”

Copy and Paste the citation into Column F “Citation” of the spreadsheet.

Step 4: Search for appropriate Wikipedia article(s)

Use your preferred search engine to look for Wikipedia articles connected to the collection. Try using searches like “the name of the collection wikipedia”

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Add the name of the Wikipedia Page to the Column G “Wikipedia Page”

Step 5: Edit Wikipedia article(s)

You will need to be logged into the Archive’s Wikipedia account to edit the webpages. You will be given credentials separately. 

Step 5A: Click the edit button

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This is what the “Visual Editor” editing interface looks like. It is a WYSIWYG (What You See is What You Get), a common interface where what you see on the screen is what the final product will look like.

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There is an alternate interface called “Source Editing” which allows you to edit in the more typical markup language called “Wikitext”

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Step 5B: Add the citation to the “General References” section. If this section does not exist, you will need to add it.

At this point, we are just looking to add our finding aid as a point of general reference instead of a citation of a specific point of information within the article. “General References” will/should be added below the “References” section. 

If adding, “General References” will need to be formatted as a Heading, which can be done in the formatting dropdown or by typing Ctrl+2

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The citation itself will be in the Paragraph format, as a bulleted list.

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Once the citation has been added, with the finding aid linked, you will need to publish the webpage.

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You will be asked to include a summary of what you changed as well as declare your conflict of interest for being a paid employee of the archive. For this collection, I wrote, “As a paid employee of M.E. Grenander Department of Special Collections and Archives, I added the General References section as well as a citation for the AAUP's Archival Records at the University at Albany”. You may be asked to complete a CAPTCHA to prove you are not an A.I. or a robot. Click the second publish button to push the changes through.

Step 6: Add Wikipedia link to spreadsheet

Once the Wikipedia page has been updated, add the Wikipedia URL to Column H Wikipedia page URL 

If, through reading the Wiki Article, you see other articles that should be linked to the collection, repeat Steps 4-6. Otherwise, move on to the next collection!