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SKUA: Accessioning

1 When to create an accession

Create an accession record for any donation or transfer of material to SCUA's collections. Thus, anything that comes through our doors should be entered into the SKUA database and treated as an accession, even if it is part of an existing collection. The rare exception is when material is donated anonymously or in some cases individually by University departments. These types of transfers/donations usually go into a queue to be added to the University Archives without any official documentation.

2 How to create an accession

There are two ways to create accession records in SKUA:

1. Click add from the SKUA home page:

2. Click 'add accession' from the accession list/search results:

For the majority of use cases, use method #2, which would make it easier to determine the next available accession number (see below 2.1.1).

2.1 Accession fields

The only required fields for accessions are 'Number' and 'Date received'. However, please do your best to enter all the relevant information for each accession. This is especially critical with University Archives transfers, since the accession record will be the primary access point for University records.

2.1.1 Accession number


The accession number takes the form “yyyy-nnn” where y is the year in which the accession is recorded and n is an integer sequence beginning at 001. The three-digit integer sequence begins at 001 with each new year. The best way to determine the next accession number is to sort the accessions list in descending order by accession number. This can be done by clicking the 'number' heading twice:

:!: In the past, we added accession “decimals” to accession numbers if we wanted to group like accession using a single accession numbers. The decimal would distinguish the different records, e.g. 2001-001.1, 2001-001.2, etc… This practice has been deprecated.

2.1.2 Accretion

Check this box if the accession is an accretion to an existing collection.

2.1.3 Date received


Select the date (yyyy-mm-dd) the accession was received. This field defaults to the current date but can be changed using the calendar icon to the right of the field. The date must be formatted yyyy-mm-dd, but if you use the date picker, all will be well…

2.1.4 Call number

:!: This field exists to hold information migrated from the previous database and doesn't have much purpose in SKUA. Consider it deprecated and use the collection field, which allows you to formally connect the accession to an existing collection.

2.1.5 Date start

Start date of the material in the accession. If only one year is represented, use this field.

2.1.6 Date end

End date of the material in the collection.

2.1.7 Title

Provide the full title of the object(s) being accessioned, whenever possible in keeping with DACS conventions. If the accession represents an addition to an existing collection, follow the form “Carl Oglesby Papers (addn.).” Do not use other abbreviations in an accession record. If an organization is known commonly by an acronym, use both the acronym and its expanded form in the entry, e.g. National Association for the Advancement of Colored People (NAACP).”

For books, artifacts, and other items not formally associated with a collection, provide a brief description of the material and its source if relevant and an inventory in the description field.

2.1.8 Description

The description field is a free text field in which to record details about the accession, including a more detailed inventory or listing, details about the subject of the collection, or special notes on handling, provenance, condition, etc.

2.1.9 Collection

This field records a formal connection between the accession and a collection that it is part of. For example, if you are creating an accession for an addition to the Peter Simon Collection, you would select the Peter Simon Collection from the list in field. Please connect your accession to an existing collection record whenever possible.

Since this is an autocomplete field, start typing the collection name in the field and the collection should appear on the list. Select the collection name and it will be added to the accession record:

:!: The field searches the entire collection record so you might need to type most of the collection name before you see it appear on the list.

2.1.10 Sources

Add the address of the source of the accession. To look for an existing address, click on the magnifying glass to the right of the field:

A window with a searchable list of addresses should open. Click the last name to add the address to the accession record. If you determine the address does not already exist, click the “ADD ADDRESS +” button on the upper right of the address list:

Clicking save will add the new address to SKUA and automatically connect it to the accession record.

It is possible to add multiple sources to a single accession.

2.1.11 Linear feet

Add the exact or approximate linear footage of the accession. Please enter just an integer in this field.

2.1.12 Boxes

Enter the exact number of boxes in the accession. Please enter just an integer in this field.

2.1.13 Items

Enter the number of specific types of items in the accession if relevant. Separate multiple entries with a comma, e.g. “10 paintings, 13 reel-to-reel tapes”.

2.1.14 Access restrictions

If there are restrictions on access to the material in the accession, use this field to describe them. Please add specific information about the nature of the restrictions. Entering 'yes' or 'no' does not give archivists in the future enough information to understand the restriction.

:!: For accessions that are additions to an existing collection or the initial accession for a collection, both access and use restriction information should be added to the collection record. Only use these fields in the accession record if there is no corresponding collection, e.g. most University Archives transfers.

2.1.15 Use restrictions

If there are restrictions on the use of the material in the accession, use this field to describe them.

:!: Please see the note in access restrictions field above.

2.1.16 Value

Please enter the value of the accession as reported to the development and communications department.

2.1.17 Transfer form

Upload a PDF version of the transfer form for University Archives transfers. Please upload the form for all UA transfers. The name of the PDF should be the accession number. Once a transfer form has been uploaded, the field will show a link to the PDF next to the field.

2.1.18 Agreement

Select 'No', 'Yes', or 'N/A' to record the status of a donor agreement for the accession. The default is 'N/A', which is the case for University Archive transfers, purchases, or some anonymous donations to the UA. If the accession is an accretion, please record the agreement status in the collection record.

2.1.19 Received by

Select the SKUA username of the archivist who received the accession. If you are retrospectively entering an accession that was received by a staff member who is no longer working at SCUA, use the 'oldstaff' user.

2.1.20 Locations

Add the physical location(s) of the accession. The location field is autocomplete, so begin by typing the full location code, e.g. R.92:C3. If the exact location you searched appears on the dropdown, select it to add to the record. If the location does not appear, you will need to create a new location. Click the green '+' next to the location field and follow the instructions here.

Use the note field to the right of the location dropdown to indicate any special information about the materials in that location, e.g. number of boxes, artwork, OS boxes.

To add another location, click the '+ Add another Location' link at the bottom of the location section:

To delete a location, check the box to the right of that location, It will be removed after the record is saved.

accessions.txt · Last modified: 2019/09/04 14:03 by