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Digital Objects Workflow

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Digital Objects Vtext to ArchivesSpace Workflow — Version 1.0

Purpose: This guide standardizes the process of creating and linking digital object records between your institutional repository (e.g., DSpace, CONTENTdm) and your archival management system (e.g., ArchivesSpace). It is designed for clarity online and print readability.

!!! note "Remote Work Friendly" This entire workflow can be completed online or remotely. All you need is browser access to ArchivesSpace and your digital repository—no physical materials or on-site equipment required.

⚙️ Setup and Preparation

Step Action Tool/Location
1 Log in to your ArchivesSpace instance Browser
2 Open your Digital Repository (e.g., DSpace, Vtext) Browser
3 Arrange both systems side-by-side for reference Split screen

🗂 Step 1: Add Resource Record

  1. Navigate to the correct series or collection in ArchivesSpace.
  2. Click Edit and select Add Child to create a new Resource Record.
  3. For each digital item in your repository, create a corresponding archival object.

  4. Use a consistent identifier format — e.g., collection-series-item (ca-001-001-001).

  5. Maintain sequential numbering.

  6. Use a metadata spreadsheet to track items.

🧾 Step 2: Enter Archival Object Metadata

💡 Tip: Keep ArchivesSpace and your digital repository open together to streamline copy-paste.

Core Fields

Field Example / Notes
Title / Unique ID From the repository title field (update for clarity)
Component Unique Identifier Collection + Series + Item number
Level of Description Item
Publish? ✅ Checked

Dates

  • Add a Date field.

  • Label: Creation

  • Expression: e.g., May 31, 2012 or 1999–2023
  • Type: Single / Inclusive / Bulk
  • Certainty: Mark if estimated

Extents

Field Example / Source
Portion Whole
Number File size (bytes) from provenance metadata
Type Bytes
Container Summary File provenance statement
Physical Details e.g., 1 PDF document, 16 scanned images; application/pdf; image/jp2
  • Role: Source or Creator
  • Relator: Donor or Contributor
  • Agent: Add or create source organization or person
  • Include metadata such as location and relevant dates.

Subjects

  • Add subject terms from metadata fields or controlled vocabularies (LCSH, FAST).
  • If missing, manually import or create (see below).

Notes

Scope and Contents

Preferred Citation

  • Label: Citation
  • Type: Preferred Citation
  • Format: Identifier. Retrieved from [Repository Handle URL].

External Documents

Field Description
Title Persistent URL / handle
Location Same as title
Publish? ✅
  1. Click Add Digital Object → Refer to your Digital Object Workflow guide if available.
  2. Make Representative: ✅

  3. Digital Object → Create:

  4. Title: Same as item title, append format type [PDF]

  5. Identifier: Handle or repository ID
  6. Publish?: ✅
  7. VRA Core Level: Work
  8. Type: Text / Image / Audio / Mixed Materials

File Version Details

Field Example / Instruction
File URI Repository file URL (cleaned of query strings)
Publish? ✅
Make Representative ✅
Use Statement e.g. application/pdf
XLink Actuate onLoad
XLink Show new
File Format Name Portable Document Format
File Size Enter bytes (no commas)
Checksum Copy from provenance metadata
Checksum Method MD5 or SHA256
Caption Same as title

✅ When complete, click Create and Link to Digital Object → then Save Archival Object.

🧾 Example Description Template

Old Description:

[Original metadata from source repository]

Revised Description:

[Expanded, contextualized summary including provenance, file details, and historical context. Example: Government report with attached maps and data tables. 1 PDF document, 17 pages.]

🏷 Step 4: Add Subject Headings

Importing from LCSH

  1. Navigate to Plug-ins → LCNAF Import.
  2. Select LCSH and search for desired term.
  3. Import record and refresh page.

Manual Creation

Field Example
Authority ID Copy from https://id.loc.gov/authorities/subjects.html (e.g., sh99005023)
Term Exact authorized heading
Type Topical
External Documents Add URL as Title and Location
Publish? ✅

👥 Step 5: Add Agent Record

  1. Click Agent Links → Add Agent Link.
  2. Role: Subject / Creator / Source.
  3. Create → Corporate Entity / Person / Family.
  4. Publish: ✅

  5. Name Forms:

  6. Source: Local Sources

  7. Rules: Describing Archives: A Content Standard (DACS)
  8. Primary Part of Name: Entity name

  9. Location: City, County, State

  10. Add supplemental info such as lifespan, URLs, and brief history/biography.

📚 References

🖨 Print Tip: This page is optimized for single-page print layout. Enable a print stylesheet in your MkDocs theme if available for best results.