ArchivesSpace Complete Workflow Guide

From accession to digital object creation and publication

Version 4.1.1+ Compatible

🗄️ Access ArchivesSpace Admin (Example Log-In Screen)

📋 Complete Workflow Overview

Follow this sequence for proper archival processing in ArchivesSpace:

1
Create Accession

Initial intake record

2
Create Resource

Collection-level description

3
Bulk Upload

Mass import digital objects

4
Digital Objects

Individual item processing

5
Website Integration

Public access platform

Important: Digital object creation (the detailed workflow originally shown) can only be done AFTER steps 1-3 are completed. Each step builds upon the previous one.

📋 Guide Navigation

  1. Phase 1: Create Accession Record
  2. Phase 2: Create Resource Record
  3. Phase 3: Bulk Upload Digital Objects
  4. Phase 4: Individual Digital Object Processing
  5. Phase 5: Website/Integration & Maintenance

Create Accession Record

The accession is the first step - it documents the initial transfer of materials to the archives before any processing begins.

📥 Accession Creation Workflow

Detailed steps for creating accession records, including:

  • Basic accession information and identifiers
  • Acquisition details and donor information
  • Initial extent and condition assessment
  • Access and use restrictions
  • Processing priorities and notes
This section will provide step-by-step instructions for creating the initial accession record that serves as the foundation for all subsequent processing.

Create Resource Record

The resource record provides a collection-level description and serves as the parent for all digital objects within the collection.

📚 Resource Creation Workflow

Complete instructions for building resource records, covering:

  • Collection-level metadata and identifiers
  • Biographical/historical notes
  • Scope and contents descriptions
  • Series and arrangement information
  • Finding aid publication settings
The resource record must exist before you can attach individual digital objects to the collection.

Bulk Upload Digital Objects

Mass import allows you to create multiple digital object records at once using spreadsheet data.

➤  Bulk Upload — click to expand for step-by-step (using the CSV template)
  1. Open your CSV template and fill the required columns:
    • digital_object_id (stable + unique), e.g., DO-HARC_2025_1_0000
    • title (from spreadsheet)
    • level = item
    • Link target (one): linked_resource_ref or linked_instance_ref (paste staff UI URI like /repositories/1/resources/##### or /repositories/1/archival_objects/#####)
    • Two file versions:
      • Preservation: file_version_1_file_uri = “Digital Preservation Staff System” URL, file_version_1_publish = TRUE
      • Public Access: file_version_2_file_uri = “Electronic Record Access System” URL, file_version_2_publish = TRUE, file_version_2_is_representative = TRUE
    • (Optional but recommended) dates, agents, subjects, and notes per your importer profile.
  2. In ArchivesSpace Staff → Create ▸ Job ▸ Import CSV (or your plugin’s import), upload the CSV, and run.
  3. Open the job log. Fix any warnings/errors and re‑run if needed.
    Tip: If you see duplicate digital_object_id, increment the suffix (-0002, -0003…). If you see 404 on linked_instance_ref, verify the target AO/Resource URI exists and is correct.
  4. Spot‑check a few imported Digital Objects before moving on to Phase 4.
Bulk upload complete! Continue with the post‑import edits below.

Individual Digital Object Processing

This phase begins AFTER accession, resource, and bulk upload are complete. Here you'll enhance the basic digital object records created in the bulk upload with detailed metadata.

Prerequisites Required: You must have completed Phases 1-3 before beginning this detailed digital object processing workflow.
➤  Post‑Import: Edit Each Digital Object (from your spreadsheet)
  1. Search by HARC ID → Copy the HARC ID from your sheet and paste into ArchivesSpace Search.
  2. Open the Digital Object → choose the correct record → click Edit.
  3. Basic Information
    • Copy and paste the Title from the spreadsheet
    • Click Publish
    • Change Level from work to item
    • Language: select English
  4. File Versions
    • Version 1: set the “Digital Preservation Staff System” URL; unpublish (deselect Publish if needed)
    • Version 2: set the “Electronic Record Access System” URL; click Make Representative and Publish
  5. Dates
    • First Date Entry (already present; just edit values):
      • Label: Creation
      • Expression: copy DATE from sheet
      • Type: Single
      • Begin: copy CALENDAR DATE from sheet
    • Click Add Date and enter:
      • Label: Creation
      • Expression: copy the Congress (e.g., 93rd Congress (1973-1975))
      • Type: Inclusive
      • Begin: start of congress (year)
      • End: end of congress (year)
  6. Agent Links
    • Role: Source
    • Agents: type Brennan and select Brennan, Suzanne, 1950- (type last name only; copy‑paste of full name won’t work)
  7. Subjects
    • Copy/paste one subject at a time from the sheet; choose the matching suggestion that appears
  8. Notes
    • Add Note ▸ Note Type: Summary
      • Label: Scope and Contents
      • Copy/paste the Scope and Contents from the spreadsheet
      • Click Publish
    • Add Note ▸ Note Type: General Note
      • Label: Creator(s)
      • Copy/paste from sheet (include creator and recipients)
      • Click Publish
      • If no creators are listed, skip this sub‑step
    • Add Note ▸ Note Type: General Note
      • Label: Custom Note (1):
      • Copy/paste all areas from sheet
      • Click Publish
    • Add Note ▸ Note Type: General Note
      • Label: Custom Note (2)
      • Copy/paste from sheet
      • Click Publish
    • Add Note ▸ Note Type: General Note
      • Label: Custom Note (3):
      • Copy/paste from sheet
      • Click Publish
  9. Save the Digital Object.
QA Tip: Open the public view to verify the representative file displays and that dates, notes, agents, and subjects appear as expected.
4.1

Basic Information Setup

Enhance the basic information for your digital object records.

Required Fields:

  • Title: Copy and paste the Title from the spreadsheet
  • Publish: Check the Publish button ✅
  • Level: Change 'work' to item
  • Language: Select English
Important: Always copy titles exactly as they appear in the spreadsheet to maintain consistency.
4.2

File Versions Configuration

Configure two file versions: one for preservation and one for public access.

First Version - Digital Preservation:

  • Enter the "Digital Preservation Staff System" URL
  • ⚠️ Deselect Publish (this should remain unpublished)

Second Version - Public Access:

  • Enter the "Electronic Record Access System" URL
  • ✅ Click Make Representative
  • ✅ Click Publish
The public access version should be both representative and published for user access.
4.3

Date Entries

Add two date entries: one for the specific creation date and one for the Congressional session.

First Date Entry:

  • Label: Creation
  • Expression: Copy DATE from spreadsheet
  • Type: Single
  • Begin: Copy CALENDAR DATE from spreadsheet

Then click "Add Date" to create the second entry.

Second Date Entry:

  • Label: Creation
  • Expression: Copy the dates from the worksheet
  • Type: Inclusive
  • Begin: Start yeare
  • End: End year
Example:
Expression: January 17, 1977 - January 22, 1978
Begin: 1977-01-17
End: 1978-01-22
Additional Processing Steps: Agent Links, Subject Headings, and detailed Notes sections follow the same pattern established in the original workflow. Each step builds upon the foundation created in the earlier phases.

Website Integration & Maintenance

Final phase connects your ArchivesSpace records to the public-facing Website for researcher access.

Separate Guide Required: Due to the complexity and different platform requirements, Website integration and maintenance procedures are covered in a separate dedicated guide.

🌐 Website Integration Topics

The separate Website guide will cover:

  • Connecting ArchivesSpace to Website
  • Digital link creation and validation
  • Public access interface maintenance
  • Search optimization and metadata enhancement
  • User experience monitoring and improvements
Website Integration Guide ↑ Return to Phase 1