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                  Quiz: how can we add our collection to Your Scottish Archives?

                  We hope as many archival collections as possible can be included in Your Scottish Archives.

                  Answer the questions below to see whether your archives would qualify, and how you can start adding your catalogues to Your Scottish Archives – choose YES or NO for each question, and go to the question number specified.

                  If you are still unsure whether your archival collection can be included in the Your Scottish Archives portal, or have any questions, please do get in touch: your@scottisharchives.org.uk

                  Quiz

                  1. Do you look after a collection of original archival material? Note 1: this should be original records, rather than solely or primarily copies, such as photocopies or scans. Note 2: your collection should be primarily archival materials, such as documents, correspondence, photographs, manuscript materials or original digital documents or materials. It should not be primarily printed works, e.g. published books, or objects, such as pottery or sculpture

                  Y= go to Q2;  

                  N: if you do not look after a collection of original archival material, your collection may not be included in Your Scottish Archives. Get in touch if you look after historical or archive related resources which you would like us to highlight in other ways. 

                  1. Do you permit consistent public access to your collection on a regular basis? This can include infrequent opening, such as once per month, if this is made clear to researchers.

                  Y= go to Q3 

                  N= Unfortunately, catalogues for collections which are not directly open to public researchers cannot be included in the Your Scottish Archives database. Please get in touch to see if we can highlight your collections in other ways. 

                  1. Does your repository have an archon code? 

                  Y= go to Q4;  

                  N= No archon? Apply to the National Archives, using an online form. The process is simple and cost free. Note: an archon code is a unique identity code for archives provides by the National Archives. This ensures archival materials belonging to different repositories can be clearly identified by researchers and other archive services.

                  1. Does your collection / do your collections have a catalogue? 

                  Y = go to Q5;  

                  N = Your collection must be catalogued to some extent to be able to be added to Your Scottish Archives; please see our Guide to cataloguing 

                  5.  Is your Collection catalogued using …

                  – a professional cataloguing system which permits export of catalogues in EAD XML [Calm, AdLib, Collections]?  

                  Y= Go to 6a 

                  – in a professional cataloguing system which allows harvest of catalogue data in EAD XML format? [AtoM, Epexio, Modes, ArchivesSpace] 

                  Y= Go to 6b 

                  – in a system which allows export in CSV/spreadsheet, OR is catalogued using a spreadsheet? [such systems include: EMU, Access, PastPerfect, Vernon, e-Hive] 

                  Y= Go to 6c 

                  – in a Word document or other computer based text document?

                  Y= Go to 6d 

                  – on hard copy documents, such as an index card file or type-written document  

                  Y= Go to 6e 

                  6a: You will need to: 

                  • Upload the Archives Hub EAD XML template to your system 
                  • Export catalogues for each of the collections you wish to share, one by one 
                  • Submit these catalogues in EAD XML format to Archives Hub
                  • You may need to add or amend data in line with Archives Hub’s requirements, which are aligned to standard ISAD(G)
                  • See our guide to exporting from Archives Systems 

                  6b: You will need to: 

                  • Provide the URL endpoint for your catalogue to Archives Hub 
                  • Ensure your system is configured to export in EAD XML 
                  • Ensure your OAI-PMH plugin is activated [AtoM] 
                  • The Archives Hub team will be able to harvest catalogue data from your system 
                  • You may need to add or amend data in line with Archives Hub’s requirements, which are aligned to standard ISAD(G) 
                  • See our guide to exporting from Archives Systems 

                  6c: You will need to: 

                  • Export catalogues for your collections, one per spreadsheet 
                  • Ensure prior to export that your descriptions are ordered by reference number 
                  • Ensure your catalogue includes the required fields/information, adding this information in where required 
                  • Provide your spreadsheet to Your Scottish Archives to submit to Archives Hub
                  • See our guide to contributing using spreadsheets and guide to preparing spreadsheet catalogues

                  6d: You will need to: 

                  The required process will depend on your catalogue structure and complexity. You will either need to: 

                  • input this catalogue into an Excel spreadsheet, either in full or as a fonds/collection summary 
                  • it may be possible to convert your Word catalogue into a spreadsheet; the Archives Hub team will then be able to bulk upload multiple item descriptions as a single spreadsheet. 
                  • See our guide to using the Archives Hub spreadsheet template

                  6e: You will need to: 

                  In some cases, it may be possible to digitise / scan hard copy catalogues or lists, then convert the scanned text into editable digital documents, which can be added to Archives Hub using a spreadsheet template. 

                  In other cases it may be necessary to manually re-type information into the Archives Hub Spreadsheet Template; in this instance, you may choose to provide a top-level (summary) of what is in your collection, and any highlights of the collection. You can help to make a summary description more discoverable for researchers by using index terms for associated people, places or topics – these act like ‘tags’. 

                  1. ALL ARCHIVE HOLDERS – Does the way you create your catalogues:

                  – follow archival standard ISAD(G)?

                  Y= Go to 8a 

                  – follow other standards, such as material specific cataloguing standards (e.g. moving image), Museum or Library standards? 

                  Y= Go to 8b 

                  8a Archives Hub follows the ISAD(G) guidelines in their cataloguing requirements.  

                  It is likely that you will be able to upload your collections with minimal adjustments.

                  See our guide to field requirements 

                  8b You may need to adapt your existing catalogue to be able to include it on Archives Hub. 

                  As Archives Hub is centered on archival collections, its systems are designed around archival approaches to creating a catalogue, using reference numbers, and capturing metadata.

                  This differs from approaches across other heritage professions, such as museum or library approaches.

                  See our guide to field requirements and our guide to adapting your catalogue for further information