Manuscripts and Archives Division

Provides guidelines for metadata describing material from the Manuscripts and Archives Division in the Metadata Management System (MMS)

Table of contents

Guidelines
1. Record Structure
2. Title
3. Identifier
4. Note
5. Location
See Also

Guidelines

Materials described by the Miscellaneous personal name files D-Z finding aid are technically uncataloged but do not require special permission from the Manager, Metadata Services for metadata to be created in MMS.

Record Structure

View MSU Documentation for Record Types →

For materials itemized in the Miscellaneous personal name files D-Z finding aid:
- Do not import the finding aid into MMS
- Create a new collection record in MMS based on the corresponding reference item record in the collection that has been imported into MMS QA
- Ensure metadata elements align with the additional relevant guidelines outlined on this page

Title

View MSU Documentation for Element →

For collection records that correspond to materials itemized in the Miscellaneous personal name files D-Z finding aid:
- Title: Miscellaneous personal name files
- Subtitle: enter the creator name in direct order
- E.g. Miscellaneous personal name files: Sir Arthur Conan Doyle

Identifier

View MSU Documentation for Element →

For collection records that correspond to materials itemized in the Miscellaneous personal name files D-Z finding aid:
- Enter Archives EAD ID based on the corresponding reference item record in the MMS QA collection and set it to inherit
- Enter Archives Components ID in the collection record **based on the corresponding reference item record in the MMS QA collection

Note

View MSU Documentation for Element →

For collection records that correspond to materials itemized in the Miscellaneous personal name files D-Z finding aid:
- Add a Note element with the Type: admin by copying and pasting the following text:
```
Collection is component of "Miscellaneous personal name files D-Z" (https://archives.nypl.org/mss/2016#archives_component_id) (YYYY-MM-DD INITIALS)
```
  - Replace YYYY-MM-DD with the date in ISO 8601 format
  - Replace INITIALS with your initials (see MMS Database › Quick Reference › User IDs 🔒)
  - Set the element to inherit
  - E.g. Collection is component of "Miscellaneous personal name files D-Z"(http://archives.nypl.org/mss/2016#c791494) (2024-03-18 SAA)
- Add a Note element with the Type: admin by copying and pasting the following text:
```
[LAST NAME] MMS QA container for reference: [QA CONTAINER URL] (YYYY-MM-DD INITIALS)
```
  - Replace YYYY-MM-DD with the date in ISO 8601 format
  - Replace INITIALS with your initials (see MMS Database › Quick Reference › User IDs 🔒)
  - Set the element to inherit
  - E.g. Doyle MMS QA item for reference: https://qa-metadata.nypl.org/items/6379914 (2024-03-18 SAA)

Location

View MSU Documentation for Element →

For collection records that correspond to materials itemized in the Miscellaneous personal name files D-Z finding aid:
- If a call number beginning with MssCol is available, add it as the Call number / Shelf Locator
  - E.g. MssCol 9542

See Also

Manuscripts and Archives Division (Internal Documentation) 🔒 for the respective MSU Liason’s 🔒 internal documentation and notes related to the Manuscripts and Archives Division