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  • More search tips here

                  List of contributors

                  Aberdeenshire and Aberdeen City Archives (Aberdeen)

                  Abderdeenshire and Aberdeen City Archives (Aberdeenshire)

                  Aberdeenshire Museums Service

                  Abrdn (Standard Life/Aberdeen Asset Management) archives

                  Alford Heritage Museum

                  Bernera Museum

                  Biggar and Upper Clydesdale Museum

                  Carsphairn Community Archives

                  Centre for Contemporary Arts (Glasgow)

                  Centre for the Study of World Christianity, University of Edinburgh

                  Cockburn Association

                  Cramond Heritage Trust

                  Dumfries and Galloway Heritage Service

                  Dundee Local History Centre

                  Dunkeld Community Archives (Chapter House Museum, Dunkeld)

                  East Dunbartonshire Archives – Bearsden

                  East Dunbartonshire Archives – Kirkintilloch

                  East Lothian Council Archives

                  East Renfrewshire Archives

                  Edinburgh University Library Special Collection

                  Glasgow City Archives

                  Glasgow School of Art Archives and Collections

                  Glasgow Women’s Library

                  Granton Archive Project

                  Heriot Watt University Museum and Archive

                  Highland Archive Centre (Inverness / Highlands)

                  LiveArgyll Archives Services

                  Lloyds Banking Group Archives (Edinburgh)

                  Mull Museum

                  Museum of the Scottish Shale Oil Industry

                  National Collection of Aerial Photography (Historic Environment Scotland)

                  National Galleries of Scotland

                  National Library of Scotland

                  National Museum of Scotland Library

                  NatWest Group Archives

                  NHS Lanarkshire Archives

                  North Lanarkshire Archives

                  Nucleus: The Nuclear and Caithness Archive (Caithness Archives)

                  Orkney Library and Archive

                  Perth and Kinross Archive

                  Royal Botanic Garden Edinburgh

                  Royal College of Nursing

                  Royal College of Physicians and Surgeons Glasgow

                  Royal College of Physicians Edinburgh

                  Royal College of Surgeons Edinburgh

                  Royal Conservatoire of Scotland Archives & Collections

                  Royal Faculty of Procurators in Glasgow

                  Royal Observatory Edinburgh Archives

                  Royal Scottish Academy of Art and Architecture

                  Royal Troon Golf Club

                  Scottish Jewish Archives Centre

                  Scottish Ornithologists’ Club Archives

                  Scottish Poetry Library

                  Society of Writers to His Majesty’s Signet

                  South Lanarkshire Council Archives

                  SRUC (Scotland’s Rural College) Archives and Special Collections

                  Tasglann nan Eilean (Hebridean)

                  The Museum of Islay Life

                  University of Dundee

                  University of Glasgow

                  University of St Andrews

                  University of Stirling

                  University of Strathclyde

                  University of the West of Scotland

                  West Dumbartonshire Council Archive Services – Clydebank

                  West Dumbartonshire Council Archive Services – Dumbarton

                  West Linton and District Historical Association

                  How to contribute

                  Who can take part? 

                  Any group or organization who holds a collection they consider to be an archive may contribute, if they meet the following conditions:  

                  A: Original Archival Materials

                  • You have original archival materials; this means the greater portion of the items in your collection form a unique record in some way
                  • What is a unique record? This might be because an item is a one-off, such as correspondence or is a collection of non-unique materials – such as newspaper clippings – collected together in a unique form, such as a scrapbook.
                  • Original material can be in any form or format, from papers and printed materials, to photos, videos and born-digital records (items first created digitally, such as a word document, digital photograph or pdf file).

                  B: Location

                  • Your collection held is in Scotland. The collection itself does not need to be about Scotland alone.
                  • If you hold a collection with strong relevance for Scotland, but are based outside Scotland, please get in touch. We are able to highlight your collections for researchers interested in Scotland in other ways.

                  C: Access

                  • You can provide public research access to your archive collections.
                  • This can be on certain days of the week, selected days of the year, by appointment or digitally, but should be consistent and clear for researchers
                  • Your collection is registered with the National Archives and you have an Archon code. No Archon code? Use this simple form to apply for free
                  • If you do not currently provide wider public access to your collections but would like to start, it is important to consider how you can do this in a way that is manageable for your group and will keep your collections safe into the future. We are happy to meet with you to talk this through.

                  D: Catalogue descriptions

                  • You have a catalogue of your archival material, or you are able to create a catalogue of your archival material
                  • Your catalogue can range from: a summary of your whole collection; top-level descriptions for individual collections; full catalogues of collections including item descriptions.
                  • New to archival catalogues? Have a look at our beginner’s guide to catalogues

                  How does Your Scottish Archives work?

                  Your Scottish Archives works in partnership with a UK-wide archive portal called Archives Hub; Archives Hub collects descriptions of archive collections from across the UK. Catalogues for Your Scottish Archives are first added to Archives Hub and then mirrored in the Your Scottish Archives portal.

                  For your archive collections to be included in Your Scottish Archives:

                  • You receive a free Archives Hub account
                  • You create descriptions of your archival collection in Archives Hub or add your existing list or catalogue
                  • Information in Archives Hub is mirrored in Your Scottish Archives through an automatic digital link
                  • Anyone can search Your Scottish Archives, using a text search, to find out what is included in your collections
                  • When researchers find something in your collection they would like to know more about, they are directed to contact your repository and can arrange to see the material.

                  Why should we join Your Scottish Archives?

                  • It is easier for anyone to find and use your collections
                  • Researchers can discover your collections even if they did not previously know about your repository
                  • You can add tags (“index terms”) to help researchers discover archives
                  • You can connect and collaborate with partners across Scotland who hold related material
                  • You can receive regular statistics about how many people are looking at your catalogues

                  How to get started

                  1. Get in touch with Your Scottish Archives

                  Let us know you would like to join Your Scottish Archives by emailing:

                  your@scottisharchives.org.uk

                  2. Register for an Archon Code

                  An Archon Code is a unique identity number for archive holders in the UK provided by The National Archives.

                  You can check if you already have one here or apply for free here

                  3. Register with Archives Hub

                  Contact our partners at Archives Hub to become a contributor by emailing: contributors.hub@jisc.ac.uk.

                  You will receive a free account that allows you to upload or create descriptions of your collection.

                  4. Create or prepare your catalogues

                  • Export descriptions from cataloguing systems
                  • Create descriptions in Archives Hub
                  • Start a new spreadsheet catalogue
                  Adding your collection

                  5. Upload and publish your descriptions

                  Use your Archives Hub account to

                  • add or upload catalogues
                  • edit your descriptions
                  • publish your catalogues for researchers to use

                  6. Researchers find your collections

                  Your catalogues are now mirrored in the Your Scottish Archives portal

                  • Researchers find your archives through a search on Your Scottish Archives or Archives Hub
                  • Researchers contact you directly to see an item of interest

                  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.