Still have questions about Archival Resources of the Virginias? Explore our FAQs, EAD (Encoded Archival Description) best-practices tutorials, and membership information below to help you get started.
FAQs
Creating a finding aid for ARVAS
ARVAS finding aids are created using Encoded Archival Description or EAD. We are currently using Version 2002. There are multiple ways to create an EAD finding aid.
It will prompt you to enter your institution's username and password
Click on “choose file”
Locate the file (you can only upload one file at a time!)
Click “upload”
The default schema type that is listed. You should not change the schema type unless you are working with EAD3.
The system will attempt to validate your file.
If you get a green box with a link to your finding aid, you’re all set!
If you get a yellow box with a message and a link to your finding aid, there are things you may want to change in your code, but the file is considered valid.
If you get a red box, there will be an error message (or messages) and no link. If you can’t figure out how to fix the file or don’t understand the message, please copy the message or take a screenshot and contact the chair of the Technology Team, Kira Dietz. Or you can post your question to the VIVA SC list (vivasc-l@lists.vcu.edu) or to the ARVAS Slack Channel.
If your finding aids are harvested from ArchivesSpace then they will be added automatically.
How do I update a finding in ARVAS?
You can override a file in the database by uploading a new version with the same identifier (MARC code + number, exs. viblbv01986 or vi00399)
Updated files can immediately be accessed using the link directly, but this system re-indexes at night, so any new changes will not be found in a database search until the following day.
If your finding aids are harvested from ArchivesSpace changes will appear the following day after the system re-indexes.
How do I delete a file from ARVAS?
At this time, you cannot delete a file yourself. If you need something permanently removed, please provide the identifier(s) for anything you need to be deleted to Kira Dietz. She can remove them.
Updated files will disappear from the database when they are removed, but the system reindexes at night so that they may appear in search results for up to 24 hours.
How do I see a list of all my organization's EAD files?
Log in to the administrative site and click on "published directory" on the ribbon menu.
Where do I find use statistics for my organization's finding aids?
ARVAS has a dashboard feature that displays:
Number of unique visitors
Number of returning visitors
Time spent on site
Most common referrers
Most popular finding aids
The statistics are shown by day, month, year, or a specific date range. View the dashboard for your organization by logging into the administrative site and click "dashboard" on the ribbon menu.
Please note that the dashboard can be slow to update when you change the parameters. Contact Kira Dietz if you have any questions or issues.
How do I update my logo, address, contact info, etc.?
Finding aids created using the clip library have a logo and address files containing an institution's information. Rather than adding that information every time a finding aid is created, the information is stored, and a URL points to the information. To change that information, contact Mike Durbin
If similar information is in your Institutional Profile, please contact arvasarchives@gmail.com so that the Outreach Team can update your information.
This form can be used to input basic information about a collection to receive an EAD file for upload to ARVAS. Contact Kira Dietz if you have questions or issues.
Link to the clip library, scheme, and old documentation
Promotional Material
Looking for an easy way to share information about ARVAS? Use this rack card. Print it out or send it electronically. ARVAS_card
Front view of the ARVAS rack card
ARVAS Sessions
Note: The member sessions are currently on hiatus. If you have suggestions for a future session, please email arvasarchives@gmail.com.
As an added benefit for our members, ARVAS is now hosting regular sessions to address topics of interest. These range from open sessions to communicate with members about ARVAS and to answer questions and receive feedback to presentations on tools and workflows for creating finding aids. The standing time for the sessions is the first Thursday of the month at 11 am. Some of the sessions are recorded, and you can access them here.
This series of four screencasts instructs users on creating EAD finding aids using NoteTab Light and the clip library. Questions? Contact arvasarchives@gmail.com.
If you don’t have your organization’s username and password to upload finding aids, contact Bob Haschart at UVA. He can help you get or reset your password.
Membership is free to libraries, museums, colleges, universities, and other cultural institutions that have archival holdings they wish to share.