To add a new accession record:
To edit an accession record:
If an accession record is not already linked to an archival description you’ll see the option to Add Archival Description at the Full Display of the accession record.
If other child archival descriptions are created, the link to the accession record is automatically inherited by the children.
Accession title
Assign a number and date, and a collective title for the records being described.
Deposit details
Select Type from the dropdown. A note can be added regarding any conditions, e.g. loan period. If you’re issuing a receipt for materials then add the number and date.
The deposit types are set up in the ADTT lookup table, and can be maintained using the Table Manager.
Purchase price
Price details for any archival materials which have been purchased.
Received from
You can record the name of the person who deposited the materials in the Received from fields. Select the Type of donor from the dropdown.
Click Search to display the Name Details Search page, find the name you want, and then click Select Record at the Full Display.
Click Add if you want to add more names.
Adding and editing name details
The donor types are set up in the ADVR lookup table, and can be maintained using the Table Manager.
Extent and medium
The extent as a number of units — e.g. 6 boxes — or as a unit of measurement — e.g. 3 metres. The medium on which the information is recorded, e.g. black and white photographs, cassette tapes or video recordings. Physical description and dimensions may be added. Click Add to add more than one type of medium.
Display dates
Select the type of date from the Type dropdown menu options and enter the date as text, e.g. June 2012.
The date types are set up in the DDTC lookup table, and can be maintained using the Table Manager.
Search dates
Use the calendar to indicate a start and end date. Archives will use this date for facets and indexing. You can click the calendar icon to pop up a calendar and then click to select a date. You can click in the area in front of the month to display the calendar for that month in that year. Click in the space again to display a list of years to choose from. You can also use the forward and back arrows. Click in the space again and it will display a date range of years to choose from. Choose the year, the month and the day for the Start date and then do the same for the End date.
Scope and content
A summary of the contents, forms, time periods and subject matter.
Archival history
Record any successive transfers of ownership, responsibility or custody, and any history of arrangement, finding aids or re-use of records.
Storage location
Click Search to find and select a storage location.
You can only select a storage location type which is classified as an area or container for physical items.
Access restrictions code
Select from the dropdown.
The access restriction codes are set up in the RACC lookup table, and can be maintained using the Table Manager.
Conditions governing access
General conditions of access for the unit of description. Each level of description may have different conditions applied.
Use restrictions code
Select from the dropdown.
The use restriction codes are set up in the RUCC lookup table, and can be maintained using the Table Manager.
Conditions governing use and reproduction
General conditions of use for the unit of description, e.g. legal status, regulations, periods of closure or dates when the material will be released. Each level of description may have different conditions applied.
Custodial notes
The responsibility for the care of documents based on their physical possession. Custody does not always include legal ownership or the right to control access to records.
Conservation notes
Information regarding conservation conditions, preservation requirements or repair.
Former identifiers
Any previous record numbers or codes, and a note about this identifier. You can search for the note using the "Anywhere" option in ACN, ARC, NAME or PHY searches.
Variant identifiers
Any previous names, numbers etc.