Accession Record Report Definition, 2017 March Release

Description

The Accession Record Report includes a list of all accessions, including basic information, dates, extents, agent links indicated as sources, related resources, and related accessions.

Purpose

This report is intended to support general collection analysis. It is designed to answer the following questions:

  • What accessions are in my repository?

  • What is the total extent of my repository’s accession holdings?

  • Which accessions have restrictions?

  • How many accessions did my repository acquire last year?

Data Sources

Label

Table

Field

Example

Repository

repository
name

Special Collections

Identifier

accession
identifier

1994-01

Title

accession
title

Marilyn Lloyd papers

Accession Date

accession
accession_date

1994-12-07

Content Description

accession
content_description

The Marilyn Lloyd papers and correspondence collection contains her congressional papers, letters from constituents, etc...

Condition Description

accession
condition_description

All materials in the Marilyn Lloyd papers and correspondence accession are in sound condition.

Label

Table
Field

Example

Disposition

accession
disposition

All materials in the Marilyn Lloyd papers and correspondence accession not retained should be returned to the donor.

Inventory

accession
inventory

Null

Provenance

accession
provenance

Marilyn Lloyd donated her collection of Congressional papers and correspondence to the University of Tennessee at Chattanooga on 1994 December 7.

Retention Rule

accession
retention_rule

Null

General Note

accession
general_note

Null

Acquisition Type

accession
acquisition_type_id

Gift

Resource Type

accession
resource_type_id

Papers

Restrictions Apply?

accession
restrictions_apply

Yes

Publish?

accession
publish

No

Access Restrictions?

accession
access_restrictions

No

Access Restrictions Note

accession
access_restrictions_note

Null

Use Restrictions?

accession
use_restrictions

Yes



Label

Table
Field

Example

Use Restrictions Note

accession
use_restrictions_note

Marilyn Lloyd restricts use of her collection for large commercial ventures.

Date Label

date
label_id

Creation

Date Expression

date
expression

1974-1994

Date Begin

date
begin

1974

Date End

date
end

1994

Extent Portion

extent
portion_id

Whole

Extent Number

extent
number

97.98

Extent Type

extent
extent_type_id

Linear Feet

Container Summary

extent
container_summary

212 Boxes

Agent Role

linked_agents_rlshp
role_id

Source

Agent Relator

linked_agents_rlshp
relator_id

Donor

Agent

name_corporate_entity
name_family
name_person
sort_name

Lloyd, Marilyn (1929- )

Resource Identifier

resource
identifier

MS-025

Resource Title

resource
title

Marilyn Lloyd papers

Subject

subject
title

Women politicians -- United States

Container Type

container
type_1_id

Box

Container Indicator

container
indicator_1

1

Container Barcode

container
barcode_1

11988006458544

Label

Table
Field

Example

Container Profile

container_profile
name

Document Case (Legal)

Building

location
building

Library

Floor

location
floor

4

Room

location
room

440

Area

location
area

Manuscripts

Location Barcode

location
barcode

11988006457623

Coordinate Label 1

location
coordinate_1_label

Row

Coordinate Indicator 1

location
coordinate_1_indicator

1

Coordinate Label 2

location
coordinate_2_label

Section

Coordinate Indicator 2

location
coordinate_2_indicator

1

Coordinate Label 3

location
coordinate_3_label

Shelf

Coordinate Indicator 3

location
coordinate_3_indicator

1

Location Profile

location_profile
name

Compact Storage Shelf

Formatting

  • Enumeration identifiers should be translated to their corresponding enumeration values for the fields listed below.

    • accession.acquisition_type_id

    • accession.resource_type_id

    • date.label_id

    • extent.portion_id

    • extent.extent_type_id

    • linked_agents_rlshp.role_id

    • linked_agents_rlshp.relator_id

  • Binary numbers should be translated to Yes and No for 1 and 0 for the fields listed below.

    • accession.restrictions_apply

    • accession.publish

    • accession.access_restrictions

    • accession.use_restrictions

  • Brackets, quotation marks, commas, and null values should be removed from the fields listed below. Instead, subfields should be separated by hyphens, e.g. ABC123-DEF456-GHI789-JKL123.

    • accession.identifier

    • resource.identifier

  • Container and Location data should not be displayed in the CSV export.

Export Formats

Users of the Resources List Report may export their data in the following formats.

  • CSV

  • PDF

  • RTF

  • HTML

  • JSON

Sample Exports