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                  Adding your collections

                  Adding your catalogues to Your Scottish Archives

                  Here are some tips on adding catalogue descriptions to Your Scottish Archives. This overview provides information for archive holders who already have catalogues for their collections, whether within an archival cataloguing system such as AtoM, on a spreadsheet or word document.

                  If you do not yet have a catalogue or list of material for your collection, or if your collection is catalogued according to Museum or Library standards, our Guide to Cataloguing gives tips on where to start and how to adapt your information.

                  Your Scottish Archives works in partnership with Archives Hub. To include your collection catalogues on Your Scottish Archives, you will first upload them to Archives Hub. How you add information about your collections to Archives Hub depends on whether you already have catalogues or lists of your material, and what form these catalogues take. This can include

                  • Catalogues in systems such as CALM, AdLib, Collections, AtoM or Modes
                  • Catalogues or box lists in spreadsheets
                  • Catalogues or lists in Word documents

                  Want to start a catalogue?

                  If you do not yet have a catalogue for your collection, our guide to cataloguing provides information on where to begin.

                  Guide to Cataloguing

                  Archive Systems Exports

                  Exporting catalogues from Archive Cataloguing Systems

                  Archives Hub is able to process exports of catalogue data in EAD XML (encoded archival description XML) format from many archival cataloguing systems.

                  Detailed information is provided on Archives Hub’s pages on system export.

                  The following fields are required at top level: Country Code, Repository Code, Reference Number, Level of Cataloguing, Title, Dates, Languages, Extent, Scope and Content, Conditions of Access. For detailed information on data requirements, see our outline of descriptive fields

                  Your catalogue data import pipeline can be amended to work with unique aspects of your catalogue and your repository’s requirements. This can include adjustments such as:

                  • excluding descriptions marked as ‘draft’ or ‘closed’
                  • using the ‘alternative reference’ as primary reference number
                  • filling in empty required fields with boilerplate text e.g. entering ‘Contact the Archive Service to arrange access’ under the field ‘Access Conditions’.

                  If you would like information on specific requirements relating to your catalogue data, please get in touch with Archives Hub: contributors.hub@jisc.ac.uk

                  Cataloguing systems from which Archives Hub currently exports

                  These are some of the main systems from which Archives Hub currently exports data. If you do not see your system listed, please contact Archives Hub to discuss export options. Archives Hub are always happy to look at exporting from new systems where possible.

                  Axiell Calm

                  • Export is through running a report (file – report) using the Archives Hub EAD XML template. This template is uploaded to your Calm system, and becomes available to select as a report in your ‘report’ menu. This report allows you to export your catalogues in EAD XML format, one collection at a time. This exported EAD XML file can then be uploaded to Archives Hub
                  • If your Calm system is networked, the administrator with control of the primary instance will need to upload the template; this is likely to be your IT department
                  • If your Calm system is hosted by Axiell, you will need to ask the Axiell team to add the template
                  • Note that in some cases, you may need to add information or fields to your catalogue in order to export. Please get in touch for information on bulk addition of fields, such as ‘country code’ or ‘archon code’ to your Calm system.
                  • Note that only standard (i.e. not local or custom) fields will be exported through the EAD XML template; if you regularly use a customised local field, please contact Archives Hub.
                  • Archives Hub provides the template for download and a full guide to exporting from Calm

                  Axiell AdLib and Axiell Collections

                  • Export is through running a report using the Archives Hub EAD XML template. This template is uploaded to your AdLib or Collections system, and becomes available to select as a report in your ‘report’ menu
                  • If your system is networked, the administrator with control of the primary instance will need to upload the template; this is likely to be your IT department
                  • If your system is hosted by Axiell, you will need to ask the Axiell team to add the template
                  • Archives Hub provides the template for download and a full guide to exporting from AdLib or Axiell Collections

                  ICA AtoM

                  • Catalogue data in EAD XML format can be harvested remotely by Archives Hub through an OAI-PMH endpoint, if:
                  • See: the Archives Hub Guide to harvesting from ICA AtoM

                  Epexio

                  • Epexio can provide an OAI-PMH endpoint, which enables remove harvest of catalogue data
                  • See the Archives Hub Guide to Exporting from Epexio

                  Modes

                  • Modes provides an EAD export report option which produces EAD XML which can be imported to Archives Hub
                  • See the Archives Hub Guide to Modes

                  Archives Space

                  • The system can enable a direct harvest of catalogue data in EAD XML format through a URL endpoint
                  • Contact Archives Hub for further details: contributors.hub@jisc.ac.uk

                  Other cataloguing systems

                  Archives Hub has also worked with the following cataloguing systems, which do not allow export in EAD XML, however will export in CSV/spreadsheet format.

                  For details on how to adapt a spreadsheet catalogue, exported from a catalogue system or database, to Archives Hub’s requirements, see the ‘Adapt a catalogue’ tab in our Guide to Cataloguing

                  Archive systems which may require export through a CSV file or spreadsheet include:

                  • Microsoft Access database
                  • MySQL database
                  • Community Chest
                  • e-Hive
                  • Vernon
                  • Axiell EMU
                  • Koha
                  • Spydus
                  • PastPerfect

                  Spreadsheets

                  Using Excel Spreadsheets to add your collections to Archives Hub

                  Catalogues listed within spreadsheets may also be added to Archives Hub by the Archives Hub team.

                  Archives Hub provides a spreadsheet template for cataloguing, which can be downloaded here: Download the Archives Hub spreadsheet template.

                  You may use also your own pre-existing spreadsheet or the Manage Your Collections (MYC) spreadsheet for the National Archives Discovery system. Archives Hub provides a guide to creating and uploading spreadsheet catalogues.

                  Overview: How does cataloguing using a spreadsheet work?

                  1. Fill in an Excel spreadsheet with descriptions of your collection; this should be one collection per spreadsheet, and description per row, starting with your top-level description.
                  2. Send your completed spreadsheet to Your Scottish Archives.
                  3. Archives Hub upload your spreadsheet to their test system, and can send you a report of any errors identified within your catalogue, as well as showing you how your catalogue will look when published.
                  4. Once you are satisfied, Archives Hub can publish your catalogue on your behalf.

                  Good to know:

                  • Include one collection or fonds per spreadsheet.
                  • Your spreadsheet catalogue will need to include the following information about your collections: unique reference code; level; title; start date; end date; language; extent; scope and content; conditions governing access, and one or more creator fields. For more information on this, look at our guidance on catalogue fields
                  • If you are using the Archives Hub template spreadsheet, information in columns marked in red is required, in amber is recommended and all other information is optional.
                  • The Your Scottish Archives Guide to Cataloguing gives detailed information on preparing or adapting spreadsheet records

                  Cataloguing requirements

                  Overview of Your Scottish Archives catalogue requirements

                  There are some types of information you will need to record about your collection to take part in Your Scottish Archives and to add collection catalogues to Archives Hub. These requirements are based on the archival cataloguing standard ISAD(G).

                  If you are new to archival cataloguing, or for further help on understanding these items, and levels within a catalogue, our Guide to Cataloguing offers more detailed explanations on cataloguing approaches, levels of description and the required and optional catalogue fields.

                  Required information for top-level descriptions:

                  For top-level descriptions, such as descriptions providing a summary of a whole collection, you need to include:

                  • Reference: a unique reference code that identifies your collection (see: Reference)
                  • Title: a concise title that describes your collection or item (see: Title )
                  • Dates of creation: the date or date span between which the items in your collection were produced (see: Dates of creation )
                  • Start Date: the date of the oldest item in the archival group you are describing.
                  • End Date: the date of the most recent item in the archival group you are describing
                  • Level of description: does your description relate to a whole collection, a series, file or item? (see: Level of description)
                  • Extent: how much stuff is in your collection? This could be 2 shelves, 1 meter, 3 boxes, 10 pages (see: Extent )
                  • Repository: the name of the organisation who holds the collection (Repository)
                  • Scope and content: a description of the main types of item, information and themes within the collection (Scope & content)
                  • Conditions governing access: are there requirements or restrictions for researcher to see and use this material (Conditions governing access)
                  • Language: which languages appear within the material held in this collection (Language)

                  The following information is recommended

                  • Name of creator: the name of the individual or organisation who produced or collected the items (Name of creator)
                  • Administrative/biographical history: background information on the history of the collection or the history or biography of the individual or organisation which produced the items (Administrative or biographical history)
                  • Finding aids: further catalogues, lists or guidance documents relating to the collection (Finding aids)
                  • Archivist’s note: who created the catalogue description and when  (Archivist’s note )
                  • Index terms: key themes, locations or places, and individuals strongly associated with the material in the collection (Index terms)

                  Lower level entries

                  Lower level entries only need a level value, a reference and title, although it is recommended to add dates if possible.