HARC ArchivesSpace Workflow Guide
Complete workflow from accession to digital object creation and publication
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Version 4.1.1+ Compatible Last Updated: October 2025

📋 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
Publication

Public access & maintenance

Important: Digital object creation can only be done AFTER steps 1-3 are completed. Each step builds upon the previous one.
Phase 1

Create Accession Record

The accession record documents the initial receipt of materials and serves as the foundation for all subsequent processing. This is the required first step in the ArchivesSpace workflow.

You cannot create resource records or digital objects without first creating an accession.
Required Accession Fields
  • Accession ID: Unique identifier (auto-generated or manual)
  • Title: Brief descriptive title of the materials
  • Accession Date: Date materials were received
  • Content Description: Summary of the materials
  • Condition Description: Physical state of materials
  • Extent: Quantity and type of materials
Recommended Fields
  • Provenance: Source or donor information
  • General Note: Additional context
  • Access Restrictions: Any limitations
  • Use Restrictions: Copyright or usage notes
  • Related Resources: Links to existing collections
Next Step: Once the accession record is created and saved, proceed to Phase 2 to create the resource record.
Phase 2

Create Resource Record

The resource record provides collection-level description and organization. This becomes the finding aid for researchers.

The resource record must be created and saved before you can attach digital objects or perform bulk uploads. This record should be linked to your accession.
Essential Resource Fields
These fields form the core of your collection record:
  • Title: Collection title
  • Identifier: Collection identifier (often matches accession)
  • Level: Usually "collection" or "series"
  • Language: Primary language of materials
  • Dates: Date range of collection materials
  • Extents: Total size and scope
  • Finding Aid Data: Publication settings and EAD ID
Recommended Components
Enhance discoverability and provide context:
  • Biographical/Historical Note: Context about creator or collection
  • Scope and Contents: Detailed description of materials
  • Arrangement: How materials are organized
  • Agent Links: Creators, sources, and subjects
  • Access Restrictions: Any limitations on use
  • Related Materials: Links to other collections
Creating Series and Subseries Structure

If your collection has multiple series or subseries, create them as child components of the resource record:

  1. From the resource record, click Add Child
  2. Set the Level to "series" or "subseries"
  3. Provide a descriptive title
  4. Add scope and arrangement notes
  5. Continue adding components to build your hierarchy
Tip: Plan your series structure before creating components. Refer to the HARC Series & ID Guide for standardized series definitions.
Next Step: After the resource record is complete, proceed to bulk upload digital objects or create individual digital object records.
Phase 3

Bulk Upload Digital Objects

Mass import allows you to create multiple digital object records at once using spreadsheet data. This is the most efficient method for processing large numbers of digital items.

Prerequisites: You must have completed Phases 1 (Accession) and 2 (Resource) before bulk uploading. The resource URI must exist to link digital objects.
Step-by-Step: Bulk Upload Using CSV Template
  1. Prepare Your CSV File

    Open your CSV template and fill the required columns:

    • digital_object_id — Stable & unique identifier, e.g., DO-HARC_2025_1_0000
    • title — Descriptive title from your inventory spreadsheet
    • level — Set to item
    • linked_resource_ref OR linked_instance_ref — Link to your resource/component
    • File Version 1 (Preservation): file_version_1_file_uri — URL to preservation master
    • File Version 2 (Public Access): file_version_2_file_uri — URL for public access (mark as representative)
    • Optional but recommended: dates, agents, subjects, notes
  2. Upload to ArchivesSpace

    In the ArchivesSpace Staff Interface:

    • Navigate to Create ▸ Job ▸ Import CSV
    • Upload your CSV file
    • Click Start Job to run the import
  3. Review Job Log

    Open the job log to check for warnings or errors:

    Common Issues:
    • Duplicate digital_object_id: Increment the suffix to make unique
    • 404 on linked_instance_ref: Verify the target URI exists in your resource record
    • Invalid date format: Use ISO 8601 format (YYYY-MM-DD)
  4. Spot-Check Imported Records

    Review a sample of imported digital objects before proceeding to Phase 4.

Bulk Upload Complete! Continue with post-import edits in Phase 4.
Phase 4

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
  1. Search for the Digital Object

    Copy the HARC ID from your inventory spreadsheet and paste into ArchivesSpace search.

  2. Open and Edit

    Select the correct record and click Edit.

  3. Update Basic Information
    • Verify or update the Title from your spreadsheet
    • Check Publish to make visible to public
    • Confirm Level is set to item
    • Set Language to English (or appropriate language)
  4. Configure File Versions
    • Version 1 (Preservation): Add URL to preservation master; uncheck Publish (internal use only)
    • Version 2 (Public Access): Add URL for public access file; click Make Representative and check Publish
  5. Add or Edit Dates
    • Date Type: Select creation, publication, or other appropriate type
    • Date Expression: Human-readable format (e.g., "circa 1950s")
    • Date Begin/End: Structured dates for searching (YYYY-MM-DD format)
  6. Link Agents

    Add creators, contributors, or subjects:

    • Search for existing agents or create new ones
    • Assign appropriate roles (creator, source, subject)
    • Multiple agents can be added to a single object
  7. Add Subject Headings
    • Search existing subject terms or create new controlled vocabulary
    • Add one subject at a time
    • Multiple subjects are allowed and encouraged for better discoverability
  8. Create Descriptive Notes
    • Abstract/Summary: Brief description of the item
    • General Note: Additional context or details
    • Conditions Governing Access: Restrictions, if any
    • Check Publish for each note to make it visible to the public
  9. Save the Digital Object

    Click Save Digital Object at the bottom of the form.

QA Tip: After saving, open the public interface at https://harc.libraryhost.com/ to verify the representative file displays correctly and all metadata appears as expected.
💡 Batch Editing Tips
For similar items, use ArchivesSpace's batch editing features:
  • Select multiple digital objects using checkboxes
  • Choose Batch Edit from the actions menu
  • Apply common metadata (agents, subjects, notes) to all selected items
  • Saves significant time for collections with similar materials
✅ Quality Control Checklist
  • Title is descriptive and accurate
  • Representative file is designated and published
  • Dates are formatted consistently
  • At least one agent link is present
  • Relevant subjects are added
  • Notes are published (if public-facing)
  • Test public view to confirm display
Phase 5

Publication & Maintenance

Final phase ensures your records are accessible to researchers through the public interface and establishes ongoing maintenance procedures.

📋 Publication Checklist
Complete these steps before making collections public:
  • Resource Published: Verify collection record has "Publish" checked
  • Digital Objects Published: Each item should be marked "Publish"
  • Representative Files: Public access files are designated as representative
  • Finding Aid: Export and review EAD finding aid if applicable
  • Public Interface Test: Access at harc.libraryhost.com
  • Broken Links: Verify all file URIs are accessible
🔄 Ongoing Maintenance
Establish regular maintenance routines:
  • Regular Reviews: Monthly check of public interface for issues
  • Metadata Updates: Enhance descriptions based on researcher feedback
  • New Additions: Follow complete workflow for new materials
  • Staff Training: Keep team updated on workflow changes
  • Backup Procedures: Coordinate with IT for system backups
  • Usage Analytics: Monitor access logs to identify high-demand items

🔗 Access Your ArchivesSpace Instance

Staff Interface (Admin):
https://harc.libraryhost.com/admin

For cataloging, processing, and administrative functions. Requires staff login credentials.

Public Access Page:
https://harc.libraryhost.com/

Public-facing interface for researchers to browse and access your digital collections.

Best Practices for Long-Term Success

📝 Document Everything

Keep detailed processing notes about decisions made during workflow, especially for materials that don't fit neatly into standard patterns.

🔄 Maintain Consistency

Use controlled vocabularies and standardized formats for dates, subjects, and agent names to improve discoverability.

👥 Engage Stakeholders

Work with congregation leadership on sensitive materials, access decisions, and collection development priorities.

Quick Reference Summary

Use this summary as a checklist for the complete ArchivesSpace workflow.

⏱️ Estimated Time Requirements

Phase 1 (Accession): 15-30 minutes per collection

Phase 2 (Resource): 1-2 hours per collection (includes series structure)

Phase 3 (Bulk Upload): 30-60 minutes for CSV preparation + import time

Phase 4 (Digital Objects): 3-5 minutes per item (manual enhancement)

Phase 5 (Publication): 30 minutes for QA and publication setup

Need Help? Refer to the official ArchivesSpace Documentation or contact your ArchivesSpace administrator for technical support.