[Archivesspace_Users_Group] Accession Records Notes Field

Callahan, Maureen maureen.callahan at yale.edu
Wed Apr 22 11:52:18 EDT 2015

Just to piggyback onto Christine's second paragraph (and since you asked), the practice I've followed everywhere I've worked has been to create a new accession record for each accrual. This way, you have lots of good data about when it came in, what you did to it, whether it's governed by the same deed of gift, etc. It can be really helpful to have this for when donors have questions about what they sent and when they sent it!

And I really like that ArchivesSpace has a more structured way of linking accessions to each other - very helpful!


Maureen Callahan
Archivist, Metadata Specialist
Manuscripts & Archives
Yale University Library
maureen.callahan at yale.edu<mailto:maureen.callahan at yale.edu>

Webpage: web.library.yale.edu/mssa
Collections: drs.library.yale.edu

From: archivesspace_users_group-bounces at lyralists.lyrasis.org [mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org] On Behalf Of Christine Di Bella
Sent: Tuesday, April 21, 2015 9:05 AM
To: Archivesspace Users Group
Subject: Re: [Archivesspace_Users_Group] Accession Records Notes Field

Hi Lindsay,

Hopefully others will jump in to give you some ideas of how they're recording accruals in ArchivesSpace, but I wanted to point out that, by default, accession records in ArchivesSpace include a General Note field. The contents only display on the finished record if there is something in the field, but it is available at any time during the creation and editing process. If you create a new accession record or edit an existing record, you'll see it after Retention Rule and before Acquisition Type. Is this what you had in mind, or are you looking for something else?

(On your other question, in my previous life as the manager of a small archival repository using Archivists' Toolkit, typically I would create a new accession record for each accrual and link them to a single Resource record. New to ArchivesSpace, there is also the possibility of linking accessions together using the Related Accessions area, as well as the ability to spawn a new Accession from an existing Accession to save time if much of the information is repeated.)


Christine Di Bella
Community Outreach and Support Manager
christine.dibella at lyrasis.org<mailto:christine.dibella at lyrasis.org>
800.999.8558 x2905
cdibella13 (Skype)
[cid:image003.png at 01CE734E.FD759D30]

From: archivesspace_users_group-bounces at lyralists.lyrasis.org<mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org> [mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org] On Behalf Of Morecraft, Lindsay M
Sent: Friday, April 17, 2015 5:12 PM
To: 'Archivesspace Users Group'
Subject: [Archivesspace_Users_Group] Accession Records Notes Field

Hi everyone,

We are just starting to explore the accession records module in ArchivesSpace, and we noticed that there is no notes field in this section. We think that this section could really benefit from the notes field, especially with dealing with accruals. Ideally, we would like to add accruals to a single accession record rather than make each accrual its own record.

Has anyone else been creating accrual records or has any thoughts on this matter?

Thank you!

Lindsay Moen (Morecraft)
Processing Librarian
Special Collections and University Archives
The University of Iowa

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