Accession Records

Accession number

The unique identifier assigned to a group of archival materials that have been transferred into the legal and physical custody of the archives. As the number is generated automatically by the AMS, you cannot change this field.

Donor

You can choose a donor by using the drop-down list, or create a new one using the "+" icon. Read more about Donors.

Archival Unit

Controlled vocabulary, drop-down list. Select the appropriate archival unit from the drop-down list.

Archival Unit number (Legacy)

This field is maintained for heritage data created earlier in the previous cataloging system of the Archives. New data cannot be entered in this field.

Archival Unit name (Legacy)

This field is maintained for heritage data created earlier in the previous cataloging system of the Archives. New data cannot be entered in this field.

Title [Mandatory]

The title of the newly acquired collection. Although this is a free-text field, and not neccessarily the same as the final title of the fonds to be created of the corpus, it is important to formulate it in accordance with the Naming Convention of OSA.

Creation date from [Mandatory]

Set the starting date of creation of the newly accessed materials here. (Date format: YYYY, or YYYY-MM, or YYYY-MM-DD)

Creation date to

Set the ending date of creation of the newly accessed materials here. (Date format: YYYY, or YYYY-MM, or YYYY-MM-DD)

Copyright status [Mandatory]

Select the appropriate copyright status for the archival unit accessioned, from the drop-down list of this field.

Transfer date [Mandatory]

Free text, Date format: YYYY or YYYY-MM or YYYY-MM-DD. Following the date format indicated, input the date the archival unit was transferred to OSA.

Custodial history:

Format: Free text. Purpose: Record a summary of the custodial history (provenance) of the archival unit being accessioned. Example: The video materials have been recorded by activist of … between 1990 and 1993. After the organization has been disbanded the cameraman kept materials in a drawer till the date of donation.

Description

Write a description about the collection being accessed. In this field, the more important physical characteristics and information on the content can be added.

Items

Format: Quantity Container Content. Note: Use the Add+ button to add additional varieties of items accessioned. Rule: Input the appropriate quantity, container type and content of the archival unit that was accessioned by the OSA. Example: 1 archival box, 6 open reel audio tapes

Method [Mandatory]

Select the appropriate Accession Method from the drop-down list.

Copyright note

Purpose: To provide information about the copyright of the archival unit accessioned. Rule: Record specialized or other important information about the copyright of the archival unit accessioned. Example: Copyright of press clippings are held by the original journals.

Acces note

Input any additional access information relevant to the accession.

Note

Format: Free text Purpose: To provide information that cannot be accommodated in any of the other areas. Rule: Record specialized or other important information not accommodated by any of the defined elements of description. Example: Fonds title supplied by creator.

Building (Module, Row, Section, Shelf)

Select the building from the controlled list where the archival unit accessioned, is presently located. Then Input the Module, Row, Section, Shelf in which the archival unit accessioned, is presently located.


Written by Leposa Balázs on Thursday August 27, 2020 - updated on Tuesday February 16, 2021