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Vtext to ArchivesSpace Workflow (Digital Objects)

This guide describes how to transfer digital objects from Vtext to ArchivesSpace, ensuring metadata consistency and proper linking. Follow each step carefully for each item.

Goal

Transfer digital objects from Vtext to ArchivesSpace, creating a new resource page for each item and ensuring all metadata is accurately mapped.

Prerequisites

  • Access to ArchivesSpace and Vtext (must be logged in to see all metadata fields)
  • Vtext metadata spreadsheet for reference

Steps

1. Prepare ArchivesSpace and Vtext

  1. Log in to ArchivesSpace and Vtext. Open both in split screen for easy copy/paste.
  2. In ArchivesSpace, select the Community Archives repository.
  3. Find the collection and click Edit.
  4. Select the appropriate series, then choose Add Child or Add Sibling as needed.
  5. For each item in Vtext, create a new resource page.
  6. Use the unique identifier format: ca-002-001-000 (increment the item number for each document; start with 1 and keep in order).

!!! tip Use the Vtext metadata spreadsheet to view all items at once and track progress.

2. Enter Archival Object Metadata

Required Fields

  • Title: Unique ID + dc.title (e.g., CA-002-001-001: Ochlocknee Missionary Baptist Church)
  • Component Unique Identifier: Collection Number, Series Number, and Item Number
  • Level of Description: Item
  • Publish?: Check

Dates

  • Click Add Date
    • Label: Creation
    • Expression: Type out date (e.g., May 31, 2012)
    • Certainty: If estimated, select the best option

Extents

  • Click Add Extent
    • Portion: Whole
    • Number: Enter bytes from dc.description.provenance
    • Container Summary: Made available in Dspace
    • Physical Details: Paste dc.description (e.g., 1 PDF document, 16 scanned images) and dc.format.mimetype (e.g., application/pdf; image/jp2)

Subject Headings

  1. Add dc.subject fields from Vtext.
  2. Add additional subjects as needed (consult Library of Congress Subject Headings or FAST).

  3. Most subject headings will autocomplete; if not, browse or search. If still missing, add manually (see below).

    • LCSH: https://id.loc.gov
    • FAST: https://fast.oclc.org/searchfast/

Notes

  • Scope and Contents
    • Label: Scope and Contents
    • Type: Scope and Contents
    • Publish? Check
    • Content: Paste dc.description.abstract, fix typos, and add descriptive info as needed (names, dates, etc.).
  • Preferred Citation
    • Label: Citation
    • Type: Preferred Citation
    • Content: Paste dc.identifier.citation and append Vtext URL ("Retrieved from https://hdl.handle.net/10428/")
    • Publish? Check
    • Consult DACS manual: https://saa-ts-dacs.github.io/dacs/06_part_I/04_chapter_/01_scope_and_content.html

External Documents

  • Title: Paste Vtext URL (dc.identifier.uri)
  • Location: Paste dc.identifier.uri
  • Publish?: Check

3. Save Archival Object

Save your work so far before proceeding.

4. Add Digital Object Instance

  1. Click Add Digital Object
  2. Check Make Representative
  3. Click Create
    • Title: Use same title as above, but add "[PDF]" (e.g., CA-002-001-001: Ochlocknee Missionary Baptist Church [PDF])
    • Identifier: Use handle number from dc.identifier.uri (e.g., 10428/)
    • Publish?: Check
    • VRA Core Level: Work
    • Digital Object Type: Text (or Mixed Materials)

File Version

  1. Click Add File Version
    • File URI: Copy file URL from Vtext (Right Click > Copy Link Address). Remove any ?sequence=1&isAllowed=y from the end.
    • Publish?: Check
    • Make Representative: Check
    • Use Statement: application-pdf
    • XLink Actuate: onLoad
    • XLink Show: new
    • File Format Name: Portable Document Format
    • File Size (Bytes): Paste bytes from dc.description.provenance (no commas)
    • Checksum: Paste checksum from dc.description.provenance
    • Checksum Method: MD
    • Caption: Copy/paste digital object title
  2. Click Create and Link to Digital Object
  3. Save Archival Object

5. Add Subjects and Agents to ArchivesSpace

Import Subject Headings

  1. In the repository drop-down, select Plug-ins > LCNAF Import
  2. Select LCSH for subject headings
  3. Enter term and search, then select record
  4. Continue entering/selecting terms as needed
  5. Click Import when done

Manually Add Subject Headings

  1. Click Create Subject
  2. Authority ID: Look up in LCSH (https://id.loc.gov/authorities/subjects.html), copy "sh identifier" (e.g., sh990050233)
  3. Term: Enter subject heading
  4. Type: Select type (usually "Topical")
  5. External Documents: Paste LCSH URL in title and location
  6. Save Subject

Add Agents

  1. Click Add Agent Link
  2. Role: Choose Subject/Creator/Source
  3. Under Agents, select Create > Corporate Entity (or most appropriate)
  4. Publish?: Check
  5. Name Forms:
    • Source: Local Sources
    • Rules: Describing Archives: A Content Standard
    • Primary Part of Name: Title of Entity
    • Location: Add City/County/State
    • Add any other relevant data (dates, URLs, historical/biographical info, etc.)