Dalhousie Libraries - Documentation Wiki

Publish archival descriptions

Owned by Creighton Barrett
Last updated: Dec 05, 2024
2 min read

Introduction

This page provides instructions on how to review and publish archival descriptions in the Archives Catalogue.

  1. Use the publishing checklist to review draft archival descriptions. Consider exporting your descriptions as CSV data in addition to reviewing the descriptions in the Archives Catalogue.

  2. Change the publication status from “Draft” to “Published.”

Publishing checklist

All levels of description

Descriptions reflect archival arrangement (RAD Principle P5.0).

Information provided at each level of description is appropriate to that level (RAD Principle P5.3).

Descriptions have all metadata elements outlined in the mandatory metadata elements for each level of description.

The URL (slug) of each description matches the title proper.

Control area indicates date of creation or revision and name of user.

Fonds-level descriptions

Fonds-level description is linked to the appropriate repository.

Fonds-level description is linked to one or more archival authority records.

File- and item-level descriptions

Descriptions have correct reference codes (not applicable for born-digital archival material).

Accession number is recorded in “Immediate source of acquisition” field.

Descriptions of physical archival material are linked to physical storage locations.

Descriptions of born-digital archival material have digital object metadata (object UUID and AIP UUID).

Controlled vocabularies

List of subject headings does not include new erroneous or duplicate terms.

List of genre terms does not include new erroneous or duplicate terms.

List of geographic place names does not include new erroneous or duplicate terms.

Update the publication status of one or more draft archival descriptions

Navigate to the archival description you want to publish. Scroll to the Button Block at the bottom of the page and click on the “More” button. Select “Update publication status” from the menu.

The Catalogue Catalogue will load a Publication Status configuration page. Select “Published” in the Publication Status drop-down menu.

Check the “Update descendants” box if you want to publish all lower-level descriptions. Click on the Update button to save your changes.

The Archives Catalogue will redirect you back to the archival description.

Dalhousie Libraries - Documentation Wiki