Note Guidelines¶
This page contains content guidelines for notes used throughout various levels of description at the Reuther. The following content guidelines are based on a combination of DACS and local practice -- where applicable, a link is provided to the DACS guidelines for a particular element.
The use of note types will differ depending on the level of description — many note types are required at the collection level but are either optional or unused in the inventory. Refer to level-specific guidelines for Resources notes and Archival Object notes for further instruction.
ArchivesSpace has several note types that are not detailed below. Do not use note types that are not detailed below. Consult with the Collections Committee if information needs to be recorded that does not fit into any of the note guidelines below.
Abstract¶
DACS: n/a Collection-level: Required Component-level: Unused
Content Guidelines
An abstract note is a brief statement of high-level descriptive information for an entire collection. It should include the most important information from the Biographical/Historical note and Scope and Contents note. A typical abstract will be between a few sentences to a paragraph long.
Biographical/Historical¶
DACS: 2.7 Collection-level: Levels 1 and 2 required, Level 3 optional Component-level: Unused
Content Guidelines
Biographical/Historical notes are a short narrative biography of the person or history of the corporate entity that created or collected the materials being described.
This note helps the researcher place the manuscript materials or records in their proper context. The focus should be on topics most represented in the collection being described.
Scope and Contents¶
DACS: 3.1 Resource-level: Required Component-level: Series-level optimal, lower-level optional/generally unused
Content Guidelines
Scope and Contents notes describe the nature of materials for researchers to judge relevance to their needs. They may include information about the functions or activities, subject matter, persons or corporate entities, dates or time periods, and material types present.
The collection-level Scope and Contents note should describe the collection as a whole. Scope and Contents notes at lower levels, such as at the series or file level, should describe that particular aggregate in greater detail.
Examples
Conditions Governing Access¶
DACS: 4.1 Resource-level: Required Component-level: Optional
Content Guidelines
Conditions Governing Access note is a succinct statement regarding any access restrictions to the materials. Access restrictions should be placed on a collection if some of the material in a collection is not available to researchers. Restrictions may be imposed by the donor, the institution's policies, or the sensitive nature of the materials. The note should specify the details of the restriction, indicate the specific materials to which the restriction applies (e.g., the entire collection, a particular series, a particular box, etc.) and, if applicable, the duration of the restriction or the date on which the restriction will be lifted. Optionally, use a second, unpublished subnote to communicate restriction details internally. If a collection contains an access restriction, be sure the "restrictions apply" box is checked under Basic Information in the resource record.
Examples
Collection is open for research.
Collection is open for research except Box 10 which is closed until 2030.
Collection is open for research, but Boxes 5 and 6 must remain with the Reading Room Archivist. Researchers may look through one folder at a time.
Collection is closed for research. Permission for access may be granted by the Reuther Director.
Conditions Governing Use¶
DACS: 4.4 Resource-level: Required Component-level: Optional
Content Guidelines
Conditions Governing Use notes detail any restrictions on reproduction or publication after access to materials has been granted due to copyright, donor agreement, or other reasons.
The Reuther has drafted several boilerplate statements to be used with collections based on processing levels and/or those that include oral histories, listed below. Use the appropriate statement and add any additional restrictions specific to that collection, if applicable. If an additional use restriction is needed, specify what portion of the collection it applies to (a specific box, the whole collection, etc.) and provide an explanation of why a use agreement will be required. Make sure the "restrictions apply" box is checked under Basic Information in the resource record.
Boilerplate Text
| Use | Text |
|---|---|
| Level 1 | Refer to the Walter P. Reuther Library |
| Levels 2 and 3 | Refer to the Walter P. Reuther Library |
| Oral Histories | RESTRICTIONS: Due to the personal nature of oral history, the Library prohibits use of the material in any way that infringes on individual right to privacy, or results in libelous statements or slander, in accordance with U.S. law. |
Examples
RESEARCHERS USING Box 5 MUST SIGN A RESTRICTED USE FORM. NO NAMES APPEARING IN THE FBI, MICHIGAN STATE POLICE OR DETROIT POLICE RED SQUAD FILES (Box 5, Folders 10-14), OTHER THAN THOSE OF GENORA AND SOL DOLLINGER, MAY BE CITED WITHOUT THE WRITTEN CONSENT OF THE INDIVIDUAL NAMED. NO UNPUBLISHED MATERIAL IN RESTRICTED FILES MAY BE COPIED.
Researchers must sign a restricted use form to acknowledge the following 5 oral history interviews may not be published, copied, or directly quoted from without the permission of the interviewee: NAME, NAME, NAME, NAME, NAME.
RESEARCHERS USING THE [COLLECTION NAME] ARE REQUIRED TO SIGN A RESTRICTED USE STATEMENT PROTECTING CLIENT CONFIDENTIALITY. NO NAMES OR OTHER INFORMATION THAT WOULD IDENTIFY THE CLIENTS OR THEIR RELATIVES AND ACQUAINTANCES MAY APPEAR IN RESEARCH NOTES, WRITTEN OR ORAL PRESENTATIONS OR BE CITED FOR PUBLICATION.REPRODUCTION (PHOTOCOPY OR PHOTOGRAPHY) OF DOCUMENTS IN THIS COLLECTION IS PROHIBITED.
RESEARCHERS MUST SIGN A RESTRICTED USE STATEMENT AND AGREE TO ABIDE BY THE SPECIFIC RESTRICTIONS OUTLINED IN THE FAMILY EDUCATIONAL RIGHTS AND PRIVACY ACT (FERPA). NO NAMES OR OTHER PERSONAL INFORMATION FOUND IN THE RECORDS MAY BE USED, QUOTED, OR CITED.
Physical Location¶
DACS: 4.2.6 Resource-level: Required Component-level: Unused
Our current use of Physical Location notes differs from their intended use and will eventually be replaced with ArchivesSpace Top Container/Location management functionality
Content Guidelines
Physical Location notes provide information about the location of the materials being described if that location affects access to those materials.
The Reuther currently uses collection-level Physical Location notes to record the stacks location(s) of the materials. Ensure that the collection-level Physical Location note is unpublished. Stacks location should be formatted: [stacks area]-[shelf letter]-[shelf column]{leave no space between column and shelf range}[shelf #s]. Example: 4W-L-8(5-6)
Since a single collection may be housed throughout the building, specify the location of individual boxes/items following this format (include only applicable information):
Part #: physloc [boxes #-#], physloc [boxes #-#, #]; Part #: physloc [box #], physloc [volumes #-#]. Example: Part 1: 3S-B-2(1)[Boxes 1-6), 3S-C-2(2)[Boxes 7-12]; Part 2: 4W-W-2(1-4)[Boxes 13-34]
Immediate Source of Acquisition¶
DACS: 5.2 Resource-level: Required Component-level: Unused
Content Guidelines
An Immediate Source of Acquisition note indicates the person or corporate body from which the Reuther received the collection and the date it was received.
Boilerplate Language
The [collection title] were/was donated to the Walter P. Reuther Library in/on [date] by [donor].
Processing Information¶
DACS: 7.1.8 Resource-level: Required Component-level: Unused
Content Guidelines
The Processing Information note contains information about the archivist's actions during processing or about conventions in the finding aid that might impact a researcher's interpretation of the records or understanding of information provided in the finding aid. Possible actions described include devising of component titles or modifications to previously published description, container numbers, accession numbers, etc. Modifications to a collection should also be noted under Revision Statements.
At a minimum, the Reuther uses the below boilerplate language to identify the name of the processing archivist if known and the time period in which the collection was processed.
Boilerplate Language
Processed and finding aid written by [Walter P. Reuther Library] on [Month Day, Year].
Examples
Processed and finding aid written by Walter P. Reuther Library in 1986 and new material processed and finding aid updated by [Archivist Name] on May 22, 2025.
Arrangement¶
DACS: 3.2 Resource-level: Required Component-level: Unused
Content Guidelines
The Arrangement note describes the current organization of the collection. It should describe the hierarchy of the collection including the number of parts, series, and subseries and their names, if applicable. The note may also describe the arrangement of the collection as a whole or within a given aggregation, such as if the material is organized alphabetically, chronologically, in original order, etc.
The Reuther uses several boilerplate statements for Arrangement notes that correspond to the processing level. Refer to the statements below and make any modifications as necessary.
If material is a single oral history transcript, the Arrangement note should read: "Transcript arranged alphabetically by surname with other individual oral history transcripts at the Walter P. Reuther Library."
Boilerplate Language
| Level | Text |
|---|---|
| Level 1 | Arranged in [##] series -- Series 1 (Box [#]), Series 2 (Box [##-##]) and Series 3 (Box [##-##]). Folders are arranged alphabetically, chronologically, in original order, etc. [Additional arrangement description, if needed.] |
| Level 2 | The collection is arranged into [#] series. Folders in each series are simply listed by their location within each box. They are not arranged, so any given subject may be dispersed throughout several boxes within each series. Series 1: Title, YYYY-YYYY (Box #-#) Series 2: Title, YYYY-YYYY (Box #-#) Series 3: Title, YYYY-YYYY (Box #-#) Series [#]: Title, YYYY-YYYY (Box #-#) |
| Level 3 | Folders are listed by their location within each box. They are not necessarily arranged, so any given subject may be dispersed throughout the entire collection. |
Preferred Citation¶
DACS: 7.1.5 Resource-level: Required Component-level: Unused
Content Guidelines
The Preferred Citation note provides a sample style for researchers to use when citing the Reuther's collections. The note should read as follows for all collections (replacing [Collection Name] with the actual title of the collection):
"[Collection Name], Box [#], Folder [#], Walter P. Reuther Library, Archives of Labor and Urban Affairs, Wayne State University"
Additionally, for collections containing oral histories, add the following:
"[Collection Name], [Interviewee Name] Interview, Walter P. Reuther Library, Archives of Labor and Urban Affairs, Wayne State University"
Related Materials¶
DACS: 6.3 Resource-level: Required if applicable Component-level: Unused
Content Guidelines
List of related Reuther Library collections, by title and accession number.
Separated Materials¶
DACS: 6.3 Resource-level: Required if applicable Component-level: Unused
Content Guidelines
List and location of collection materials not stored with manuscript materials i.e., AV, microfilm, etc.
Examples
36 VHS tapes (Box 12) were transferred to the AV Department. To view this material, please make an appointment with an audiovisual archivist.
Mircofilm from this collection is stored in the Reading Room microfilm cabinet, Box 29.
Custodial History¶
DACS: 5.1 Resource-level: Required if applicable Component-level: Unused
Content Guidelines
Add only if collection transferred from another repository which retained ownership prior to the Reuther obtaining the collection. Record any successive transfers of ownership of the collection prior to the Reuther accessioning the collection. Include the collection's previous title and/or accession number if different than what is in use at the Reuther.
Existence and Location of Copies¶
DACS: 6.2 Resource-level: Required if applicable Component-level: Required if applicable
Content Guidelines
Describe any digital or analog copies of collection materials and the location. Copies should also be accounted for in the extent.
Examples
Transcripts were digitized and are available as PDF files.
General¶
DACS: 7.1 Resource-level: Required if applicable Component-level: Unused
Content Guidelines
Add only if related collection has one or more related WSULS Special Collections. (Add as many collection titles as needed)