ARCHIVISTS' TOOLKIT > INSTRUCTIONS/TUTORIALS > ACCESSIONING

The following information is required for a minimum-level accession record. You may enter additional information in additional fields if necessary. [Note: Items with an asterisk (*) indicate required fields in the AT.] For questions concerning usage and/or terminology see the Data Dictionary (.xml) and Glossary (.pdf).

1. Basic Info Tab [sample record]

2. Assign Accession Number* [use separate boxes for different accession number components; e.g. fiscal year, indicator, sequential number]
3. Enter Accession Date* [format: mm/dd/yyyy]
4. Link to Resource [if already in AT; otherwise, add later]
5. Select Resource Type
6. Enter Title
7. Enter Extent [# and type=Linear feet]
8. Enter Dates* [enter span dates in date expression field and begin and end dates]
9. Enter Location

    

10. Accession Notes Tab [sample record]

11. Select Acquisition Type
12. Enter Description

     

13. Names/Subjects Tab [sample record]

14. Add Name Link and select Function [e.g. donor, creator, author]

     

15. Acknowledgments, Restrictions & Processing Tasks Tab [sample record]

16. Check Restriction [if applicable]
17. Enter Access Restrictions note [if applicable]
18. Enter Use Restrictions note [if applicable]