How to fill out archival object template CSV

Download blank template

Download example template

Example of completed archival_objects.csv

title	parent	position	repository	resource	level	publish	suppressed	restrictions_apply	repository_processing_note	dates	extents	linked_agents	subjects	singlepart_note	multipart_note	instances
Audio recordings of blue jays	/repositories/3/archival_objects/326200	1	/repositories/3	/repositories/3/resources/1821	file	True	False	False		label==creation;;date_type==inclusive;;begin==2003-03;;end==2003-12	number==26;;portion==whole;;extent_type==Items;;container_summary==26 cassettes	role==creator;;ref==/agents/people/6453||role==creator;;ref==/agents/people/6454	/subjects/2437|/subjects/2727		type==arrangement;;publish==True;;content==Arranged by identified bird.
Blue jay feathers	/repositories/3/archival_objects/326200	3	/repositories/3	/repositories/3/resources/1821	file	True	False	False	Please note that the actual feathers are held by the Department of Biology and cannot be accessed. This file is photographs only.	label==creation;;date_type==single;;begin==2003	number==175;;portion==whole;;extent_type==photographic_prints;;container_summary==175 color photos	role==creator;;ref==/agents/people/6453||role==creator;;ref==/agents/people/6454	/subjects/2730|/subjects/2727	type==physdesc;;publish==True;;content==175 photographs of 57 feathers.	type==arrangement;;publish==True;;content==Arranged by feather identifier.
Research data and papers	/repositories/3/archival_objects/326200	4	/repositories/3	/repositories/3/resources/1821	file	True	False	False		label==creation;;date_type==inclusive;;begin==2001;;end==2004	number==.835;;container_summary==4 folders;;portion==whole;;extent_type==cubic_feet	role==creator;;ref==/agents/corporate_entities/2018		type==materialspec;;publish==True;;content==Includes drafts of the paper, “Are blue jays the rudest birds in Maryland? A scientific approach.”	type==acqinfo;;publish==True;;content==Processed by Lauren McAwesomeSauce in May 2025.	ref==/repositories/3/top_containers/24636;;instance_type==mixed_materials;;type_2==folder;;indicator_2==1-4

CSV columns

Columns related to Organization

parent

• ArchivesSpace field equivalent: Where object is nested
• Required in CSV: True
• Allows multiple values: False
• Data type: Ref

position

• ArchivesSpace field equivalent: Order of archival objects
• Required in CSV: False
• Allows multiple values: False
• Data type: Integer

resource

• ArchivesSpace field equivalent: Collection ref
• Required in CSV: True
• Allows multiple values: False
• Data type: Ref

Columns related to Basic Information

title

• ArchivesSpace field equivalent: Title
• Required in CSV: True
• Allows multiple values: False
• Data type: String

component_id

• ArchivesSpace field equivalent: Component Unique Identifier
• Required in CSV: False
• Allows multiple values: False
• Data type: String

level

• ArchivesSpace field equivalent: Level of Description
• Required in CSV: True
• Allows multiple values: False
• Data type: Controlled list - Archival Record Level

publish

• ArchivesSpace field equivalent: Publish?
• Required in CSV: True
• Allows multiple values: False
• Data type: Boolean

suppressed

• ArchivesSpace field equivalent: Supress button
• Required in CSV: True
• Allows multiple values: False
• Data type: Boolean

restrictions_apply

• ArchivesSpace field equivalent: Restrictions Apply?
• Required in CSV: True
• Allows multiple values: False
• Data type: Boolean

repository_processing_note

• ArchivesSpace field equivalent: Repository Processing Note
• Required in CSV: False
• Allows multiple values: False
• Data type: String

Columns related to Languages

lang_materials

• ArchivesSpace field equivalent:
• Required in CSV: False
• Allows multiple values: True
• Data type: Subfield type
• Allowed subfields:
  • language
    • ArchivesSpace field equivalent: Language
    • Required in field: True
    • Data type: Controlled list - Language ISO 639-2
  • script
    • ArchivesSpace field equivalent: Script
    • Required in field: False
    • Data type: Controlled list - Language ISO 15924
  • label
    • ArchivesSpace field equivalent:
    • Required in field: False
    • Data type: String
  • publish
    • ArchivesSpace field equivalent: Publish
    • Required in field: False
    • Data type: Boolean
  • content
    • ArchivesSpace field equivalent: Content
    • Required in field: False
    • Data type: String
• Example: language==fre;;publish==True;;script==Latn;;content==All audio is in French.

Columns related to Dates

dates

• ArchivesSpace field equivalent: Dates section
• Required in CSV: False
• Allows multiple values: True
• Data type: Subfield type
• Allowed subfields:
  • label
    • ArchivesSpace field equivalent: Label
    • Required in field: True
    • Data type: Controlled list - Date Label
  • expression
    • ArchivesSpace field equivalent: Expression
    • Required in field: False
    • Data type: String
  • date_type
    • ArchivesSpace field equivalent: Type
    • Required in field: True
    • Data type: Controlled list - Date Type
  • begin
    • ArchivesSpace field equivalent:
    • Required in field: False
    • Data type: String - YYYY, YYYY-MM, or YYYY-MM-DD
  • end
    • ArchivesSpace field equivalent:
    • Required in field: False
    • Data type: String - YYYY, YYYY-MM, or YYYY-MM-DD
  • certainty
    • ArchivesSpace field equivalent:
    • Required in field: False
    • Data type: Controlled list - Date Certainty
• Example: label==creation;;date_type==single;;expression==2007 April 30;;begin==2007-04-30

Columns related to Extents

extents

• ArchivesSpace field equivalent: Extents section
• Required in CSV: False
• Allows multiple values: True
• Data type: Subfield type
• Allowed subfields
  • portion
    • ArchivesSpace field equivalent: Portion
    • Required in field: True
    • Data type: Controlled list - Extent Portion
  • number
    • ArchivesSpace field equivalent: Number
    • Required in field: True
    • Data type: String
  • extent_type
    • ArchivesSpace field equivalent: Type
    • Required in field: True
    • Data type: Controlled list - Extent Extent Type
  • container_summary
    • ArchivesSpace field equivalent: Container Summary
    • Required in field: False
    • Data type: String
  • physical_details
    • ArchivesSpace field equivalent: Physical Details
    • Required in field: False
  • Data type: String
  • dimensions
    • ArchivesSpace field equivalent: Dimensions
    • Required in field: False
    • Data type: String
• Example: number==.167;;container_summary==1 folder;;portion==whole;;extent_type==cubic_feet

Columns related to Agent Links

linked_agents

• ArchivesSpace field equivalent: Agent Links section
• Required in CSV: False
• Allows multiple values: True
• Data type: Subfield type
• Allowed subfields:
  • ref
    • ArchivesSpace field equivalent: Agents
    • Required in field: True
    • Data type: Ref
  • relator
    • ArchivesSpace field equivalent: Relator
    • Required in field: False
    • Data type:Controlled list - Linked Agent Archival Record Relators
  • role
    • • ArchivesSpace field equivalent: Role
    • Required in field: True
    • Data type: Controlled list - Linked Agent Role
• Example: role==creator;;relator==pht;;ref==/agents/corporate_entities/388

Columns related to Accession Links

accession_links

• ArchivesSpace field equivalent: Accession Links section
• Required in CSV: False
• Allows multiple values: True
• Data type: Ref
• Example: /repositories/3/accessions/120

Columns related to Subjects

subjects

• ArchivesSpace field equivalent: Subjects section
• Required in CSV: False
• Allows multiple values: True
• Data type: Ref
• Example: /subjects/2553|/subjects/551

Columns related to Notes

The type of note needed depends on your note type.

Multipart type notes

• Conditions Governing Access
• Accruals
• Immediate Source of Acquisition
• Existence and Location of Copies
• Appraisal
• Arrangement
• Biographical / Historical
• Custodial History
• Dimensions
• File Plan
• Legal Status
• General
• Existence and Location of Originals
• Other Finding Aids
• Physical Characteristics and Technical Requirements
• Preferred Citation
• Processing Information
• Related Materials
• Scope and Contents
• Separated Materials
• Conditions Governing Use

Single type notes

• Abstract
• Materials Specific Details
• Physical Description
• Physical Facet
• Physical Location

multipart_note

• ArchivesSpace field equivalent: Multipart Note
• Required in CSV: False
• Allows multiple values: True
• Data type: Subfield type
• Allowed subfields:
  • note_type
    • ArchivesSpace field equivalent: Note Type
    • Required in field: True
    • Data type:Controlled list - Note Multipart Type
  • publish
    • ArchivesSpace field equivalent: Publish
    • Required in field: True
    • Data type: Boolean
  • content
    • ArchivesSpace field equivalent: Content
    • Required in field: True
    • Data type: String
• Example: type==materialspec;;publish==True;;content==Includes drafts of the paper, “Are blue jays the rudest birds in Maryland? A scientific approach.”
• Additional information: The note and subnote both receive their publish status from the field publish. At this time, the content subfield only accepts string/free-text values.

singlepart_note

• ArchivesSpace field equivalent: Single Part Note
• Required in CSV: False
• Allows multiple values: True
• Data type: Subfield type
• Allowed subfields:
  • note_type
    • ArchivesSpace field equivalent: Note Type
    • Required in field: True
    • Data type: Controlled list - Note Singlepart Type
  • publish
    • ArchivesSpace field equivalent: Publish
    • Required in field: True
    • Data type: Boolean
  • content
    • ArchivesSpace field equivalent: Content
    • Required in field: True
    • Data type: String
• Example: type==physdesc;;publish==True;;content==175 photographs of 57 feathers.
• Additional information: The note and subnote both receive their publish status from the field publish. At this time, the content subfield only accepts string/free-text values.

Columns related to Instances

instances

• ArchivesSpace field equivalent: Instances section
• Required in CSV: False
• Allows multiple values: True
• Data type: Subfield type
• Allowed subfields:
  • instance_type
    • ArchivesSpace field equivalent: Type
    • Required in field: True
    • Data type: Controlled list -Instance Instance Type
  • is_representative
    • ArchivesSpace field equivalent: Is Representative?
    • Required in field: False
    • Data type: Boolean
  • ref
    • ArchivesSpace field equivalent: Top Container
    • Required in field: True
    • Data type: Ref
  • type_2
    • ArchivesSpace field equivalent: Child Type
    • Required in field: False
    • Data type: Controlled list - Container Type
  • indicator_2
    • ArchivesSpace field equivalent: Child Indicator
    • Required in field: False
    • Data type: String
  • barcode_2
    • ArchivesSpace field equivalent: Child Container Barcode
    • Required in field: False
    • Data type: String
  • type_3
    • ArchivesSpace field equivalent: Grandchild Type
    • Required in field: False
    • Data type: Controlled list - Container Type
  • indicator_3
    • ArchivesSpace field equivalent: Grandchild Indicator
    • Required in field: False
    • Data type: String
• Example: indicator_2==6;;ref==/repositories/3/top_containers/21451;;instance_type==mixed_materials;;type_2==folder;;is_representative==False

Default values

These are values automatically added to each record and can only be changed by editing the postArchivalObjects.py script.

• 'jsonmodel_type': 'archival_object'