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Archival Collections Management

Program documentation on archival technical services at New York University.

Required Elements for Archival Description

Required Elements for Archival Description is our local descriptive content standard for archival materials. All resource records created must be compliant with these requirements. This standard is based on Describing Archives: A Content Standard, and informed by our departmental values of access and transparency. These requirements are also available in our local ArchivesSpace manual (Google Doc).

Required Fields

Always use these fields when creating descriptions. Multilevel descriptions should include all of the elements used at higher levels, unless the information is the same as that of a higher level or if it is desirable to provide more specific information. 

Required Fields
Name DACS Rule EAD Tag
Collection Number 2.1 <unitid>
Name and Location of Repository 2.2 <repository>
Title 2.3 <unittitle>
Date 2.4 <unitdate>
Extent 2.5 <physdesc>
Name(s) of Creator(s) 2.6 <origination label="creator">
Access Points n/a <controlaccess>
Abstract n/a <abstract>
Arrangement Note 3.2 <arrangement>
Biographical/Historical Note 2.7 <bioghist>
Conditions Governing Access Note 4.1 <accessrestrict>
Conditions Governing Use Note 4.4 <userestrict>
Immediate Source of Acquisition Note 5.2 <acqinfo>
Language of Materials Note 4.5 <langmaterial>
Preferred Citation Note 7.1.5 <prefercite>
Processing Information Note 7.1.8 <processinfo>
Scope and Content Note 3.1 <scopecontent>

Required if Applicable Fields

These fields are required as appropriate to the collection; conditions that require these notes are outlined in the ACM ArchivesSpace Manual (Google Doc) under Required if Applicable Notes.

Required if Applicable Fields
Name DACS Rule EAD Tag
Accruals Note 5.4 <accruals>
Appraisal Note 5.3 <appraisal>
Custodial History Note 5.1 <custodhist>
Existence and Location of Copies Note 6.2 <altformavail>
Existence and Location of Originals Note 6.1 <originalsloc>
Location Note 4.2.6 <physloc>
Other Finding Aids Note 4.6 n/a
Physical Requirements and Technical Requirements Note 4.2, 4.3 <phystech>
Related Archival Materials Note 6.3 <relatedmaterial>
Separated Materials Note 6.3 <separatedmaterial>

Rarely Used Fields

These elements should be used sparingly and only in exceptional cases. Consult with your supervisor if you believe use of one of these elements is warranted.

Rarely Used Fields
Name DACS Rule EAD Tag
Bibliography 6.4 <bibliography>
Dimensions Note 2.5 <dimensions>
File Plan Note n/a <fileplan>
General Note 7 <odd>
General Physical Description Note n/a <physdesc>
Index n/a <index>
Legal Status Note 4.1 <legalstatus>
Physical Facet Note 4.2, 4.3 <physfacet>

Required Elements for Accessioning

The Required Elements for Accessioning identify the fields that constitute a complete accession record. These requirements are also available in our local ArchivesSpace manual (Google Doc).

Required Elements for Accessioning
Element Name DACS Rule EAD Tag Requirement

Accession Identifier

n/a n/a Required
Name and Location of Repository 2.2 <repository> Required
Title 2.3 <unittitle> Required
Resource Type 2.3.19 <unittitle> Required
Date(s) 2.4 <unitdate> Required
Extent(s) 2.4 <physdesc> Required
Container Summary 2.5 <physdesc> Required
Name(s) of Creator(s) 2.6 <origination label="creator"> Required
Name(s) of Donor(s) n/a n/a Required
Access Points n/a <controlaccess> Required
Content Description 3.1 <scopecontent> Required
Disposition n/a n/a Required
Access Restrictions Note 4.1 <accessrestrict> Required
Use Restrictions Note 4.4 <userestrict> Required
Provenance 5.1, 5.2 <acqinfo>, <custodhist> Required
Related Resources 2.1 <unitid> Required
Acquisition Type n/a n/a Required if applicable
Retention Rule n/a n/a Required if applicable
Inventory n/a n/a Required if applicable
External Documents n/a n/a Required if applicable