Archival Processing: Folder List (Harvard Plugin)

Bulk Import Template (Harvard Plugin)

After physical processing and arrangement is complete, enter the folder titles into the bulk template spreadsheet. This template can be used to import series/subseries/folder/item level information into an ArchivesSpace Resource File.

Notes to all:

  • Lines 1-5 of this sheet contain codes and information; DO NOT change any of this. Begin entering data on line 6.
  • Many available fields have been hidden in this version of the spreadsheet; if you wish to import more information than is visible to you, speak to the University Archivist to decide how to proceed.
  • View the specific entry information below for more guidance in using this import option.

EAD ID (column B)

The EAD ID must match the EAD ID in the Resource record in ArchivesSpace. Fill this in for each entry in the spreadsheet.

Format: ohs_####-###.xml

Title (column E)

This field is pretty simple. Record the name of the series, subseries, or the folder title here. With series and subseries, it's best to include the series/subseries number (e.g., "I: Personal files", "1a: Correspondence"). 

Encode anything that should be italicized with one of the following formats: 

  • <emph render="italic">Italicized text here</emph>
  • <title render="italic">Title of a work</title> (for the title of a substantial or published work)

Hierarchy & Level (columns G & H)

Hierarchical Relationship (column G)

This field records the hierarchical levels of the components (corresponding to the component levels in EAD code: <c01>, <c02>, etc.). For example:

  • Series = level 1
    • Sub-series = level 2
      • File = level 3
  • Series = level 1
    • File = level 2

Only record the single digit needed. See more about component levels on the EAD Official website.

Description Level (column H)

This field records the component level type (<c level="type">) for the entry. These correspond directly with levels in a finding aid and should be chosen from the drop-down menu (though can be typed upon subsequent uses of the same level). The most used options are:

  • Series
  • Sub-series
  • File
  • Item

Other options exist and can be found in the dropdown list and on the EAD Official website.

Dates (columns U-Z):

Dates can be complicated. This template formats different forms of dates in different ways.

Dates Label (column U)

Labels the kind of date. "Creation" is the most common, and also the default if this field is left blank (so usually leave it blank).

Date Begin and Date end (columns V-W)

These fields record the beginning and ending dates of all the materials in a given component, be that series or folder. 

Dates Type (column X)

Labels the type of date. Options are available in the dropdown list and include: single, inclusive, and bulk. (Unlike earlier spreadsheets we've used, this one won't allow both inclusive and bulk dates for the same component; if you need that, you'll enter it by hand in the Resource Record after import.)

Date expression (column Y)

Use this field for any date that is not a simple year-to-year span, but use this in conjunction with the Date Begin and Date end fields (Begin and End will encapsulate the full span of time from the dates in the Expression field).

Date Certainty (column Z)

This field is only used for approximate dates. Options are: Approximate, Inferred, Questionable.

Examples:

single date (1775)

 

simple span (1724-1790)

image of single date entry   image of simple date span

complicated date (1773-1779, 1785)

 

circa date (circa 1755)

date expression example   image showing a circa date

Container/Instance Levels (columns AS-AX)

These fields are used to record the Container type (box/folder) and numbers for each entry, as well as the type of material in each componnent. Generally the Top Container is used for box information and the Child container is used for folder information, but for small collections that do not constitute an entire box, the Top Container may be a folder or even an item.

Container Instance Type (column AS)

Most often "mixed_materials"

‚ÄčTop Container type (column AT) & Top Container [indicator] (column AU)

Usually the container here is "box", and the indicator will be the box number.

Child type (column AW) & Child indicator (column AX)

Usually the container here is "folder", and the indicator will be the folder number.

Example showing an entry for Box 1, Folder 1 of a collection:

image of container instance example


Below are some other common options for the 'Type' fields. Make sure to use them exactly as listed; dashes/underscores/capitalization all matter.

Instance Type: mixed_materials, text, graphic_materials, digital_object, audio, books, realia

Container Type: box, folder, item, digital-file, flat-file, disk, volume

Less often used fields

Restrictions Apply? (column K)

Change this to TRUE (from the dropdown) if the component contains restricted materials.

Access Restrictions (column DK) & Use Restrictions (column EO) notes

These two fields can be used to record fuller information about the reasons for the restrictions placed on a component. For example:

  • Restricted for patient privacy, per HIPAA.
  • Closed to access, per donor request, until 2025.
  • Use restricted until physical processing is complete.

Processing Note (column L)

This can be used if you need to record a processing note about a specific component.

Digital Objects (BI-BL)

These fields will be used when linking components to online digital objects (not currently used much at OHSU).