Record Accession Item(s) Instructions

 

In order to transfer records for the pre-accessioned items, Records Coordinator are to login and provide the following information on “Enter/Edit Accession Items” portal: Title, Classification, Owner/Department, Start Date and End Date, Description, Material Type, and Digital Content. 

 

 

Title

The Edit button opens a larger edit box which is more convenient for entering and editing large amounts of text. Identify the name of the item being cataloged. You will use the formal title of the object if one exists. If no formal title exists, you should create a brief, descriptive title for the object. Enter the title by capitalizing the first word of the title as well as all proper names. Do not include articles (e.g. “the,” “a,” “an,” etc.) at the beginning of the title, unless that article is a part of the proper name.

 

Examples:

[for a historic photograph]

“Photograph of First Baptist Church, Etowah, Tennessee”

[for an artifact]

“Fence eaten by a tree”

 

Classification

Points to a record series classification, where rules for retention, responsibility and disposition are stored. Specifying a record series allows Eloquent Records to calculate projected disposition dates for your items. If a file does not have a record series, it will be inherited from the box it is contained in. To view your entire classification scheme, click the Find button while the prompt is empty. To search and select a particular record series, enter a search term (either the classification's name, or the classification's code) and click the Find button. If you require a record series that does not exist in your system, Administrator users can create and modify the classification scheme. 

 

Examples:

Accounting and Financial Documentation

(This is a possible classification name, which you can search on.)

ADM-03

(This is a possible classification code, which you can search on.)

 

Owner/Department

The office of record (or department) is the body responsible for this record. This is usually the department who initially created the record and transferred it to the records center. In many cases, this may also be the only department authorized to view the record. The office of record can also be specified on the record series. If it is not specified on a file or box, the office of record will then be taken from that file's/box's record series. Office of record is a controlled term. That is, you cannot type any text you like into this field. You must either:

  • search and point to an existing office, by entering a search term and clicking Find, or
  • create a new office, by clicking the Create button.

 

Examples:

Ministry of Health Services

Accounts Receivable 

 

Start Date

The earliest date that this record applies to, in the form yyyy-MM. This is generally the date that the record was created or opened.

 

If you are entering a box, you may leave this field blank, in which case the box's Start date will automatically be calculated based on the files it contains.

 

Examples:

2006-04

2008-12 

 

End Date

The latest date that this record applies to, in the form yyyy-MM. This is generally the date a record was closed. The end date is also used to calculate the record's projected disposition date. The record series specified will determine the retention period (in months). This retention period is added to the end date to determine the disposition date (see examples below). If you are entering a box, you may leave this field blank, in which case the box's End date will automatically be calculated based on the files it contains. If you are entering a file, you may leave this field blank, in which case the file's End date will automatically be calculated based on the files it contains.

 

Examples:

Record series: Knowledge management (total retention 24 months)

End date: 2006-04

(Eloquent Records will calculate a disposition date of 2008-04.)

Record series: Human resources (total retention 48 months)

End date: 2008-12

(Eloquent Records will calculate a disposition date of 2012-12.)

 

 

Description

The Edit button opens a larger edit box which is more convenient for entering and editing large amounts of text. The general description of an item. This field is useful if your items require further explanation that what is available in the name and elsewhere. The Description field is indexed as part of the keyword search, so anything you enter here will be searchable by the public. If your description spans multiple paragraphs, each paragraph should be entered on a separate row.

 

Example:

Various photographs and papers about the death of Meriwether Lewis, the establishment of his monument, and the creation of Lewis County.

(From Humanities Tennessee)

 

Physical Size

The volume (usually in cubic feet) of this item. This is generally most useful for boxes, which tend to come in standard sizes. Recording the physical size of your items allows you to conduct better space management and determine where you have room to store items of various sizes.  Physical size is a drop-down field, the contents of which can be modified by an Administrator user.

 

Example:

1.2

(This represents 1.2 cubic feet, a standard size for many boxes.)

 

Material Type

This field indicates the material or physical carrier of the resource. Material types are stored in an authority file, making them easy to search on, and you will need to verify that an entry has been created for the material type or, if none exists, create a new entry. Choose the material type that most accurately and specifically describes the object you are recording.

 

Example:

[for a photographic print on photographic paper]

Photographic paper

 

 

Digital Content

For the Caption field, enter a short description for the attached document for use as a hyperlink. If you provide no text, the hyperlink will use the filename.  For File, attach a digital file (for example, a digital image or sound file) to your record for this object, click Browse ... and point to the location where the file is stored locally. Once you have selected it and finally saved the record, the file will be uploaded to the database server.  For Attached file, this prompt is used for attaching digital objects from your local drive or your shared drives. The Select files button will open a file uploader from which you can select one or many objects. They will be loaded into the starting row and the rows below.

As for the Content field, the Edit button opens a larger edit box which is more convenient for entering and editing large amounts of text. This field stores keywords extracted out of an attached document. Sometimes you may want to index the contents of an attached PDF so that the public can search it using the keyword search. You do this through the following steps:

  1. Open the document. It must be in Word, PDF, text, or some other format which allows you to select and copy text.
  2. Select the portion of the document you want indexed. This may be the entire document, or just the table of contents, or any other portion.
  3. Press CTRL-C on your keyboard to copy the selected text.
  4. Return to your Eloquent entry screen. Click the Edit button next to the Content field to bring up a larger entry window.
  5. Press CTRL-V on your keyboard to paste the text into Eloquent.
  6. Click OK.
  7. Save the record.

Note that indexing large amounts of document content can result in a much larger (and more inefficient) index. It can also result in less precise searches, because each record will have many more keywords when the content is completely indexed.

 

 

Save

Check over the information. Once everything looks accurate, hit Save on the left hand menu. The Records Management Team will receive an email stating a new entry form has arrived. We attempt to process new records transfer requests by the end of the following week.