Attaching PDFs of donor agreement to accession

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Crystal Gamradt

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Jun 9, 2020, 11:53:28 AM6/9/20
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Good morning!

I did a search on the user forums as well as the user manual documentation and did not find anything related to my question.

I was wondering if there is a way to attach a PDF of a donor agreement to accession records? This would be very useful to us.

Thank you,

Crystal Gamradt, Archivist
SDSU Archives and Special Collections
South Dakota State University
Brookings, SD

Dan Gillean

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Jun 9, 2020, 12:23:00 PM6/9/20
to ICA-AtoM Users
Hi Crystal, 

Unfortunately, no one has sponsored this feature for inclusion in a current release. This is something we'd definitely like to see in AtoM in the future, however. We are slowly trying to work towards compliance with the new Canadian Archival Accession Information Standard (CAAIS), which is the first standard geared to archival accessions, and was modeled on the existing ICA standards when being drafted. CAAIS includes a section (4.5, Associated Documentation) that covers your request, and would include the ability to associate a title, type, and note with any attached documents. This is what we're hoping we can include a future release. 

The upcoming 2.6 release will include some minor enhancements that start us down this road (including the ability to associate accessions with the physical storage module, and repeatable alternative identifier fields with type labels and notes), but at this time, more major work - including the ability to upload attachments to accession records - are not scheduled for development. 

As you may know, we rely on our community for feature development, either via code contributions or sponsored development. Our development philosophy, maintenance model, and business model are outlined in the following page on our wiki: 
If your institution might be interested in sponsoring such a feature, please feel free to contact me off-list and our team can prepare development estimates for you.  

Dan Gillean, MAS, MLIS
AtoM Program Manager
Artefactual Systems, Inc.
604-527-2056
@accesstomemory
he / him


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Gamradt, Crystal

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Jun 10, 2020, 8:54:50 AM6/10/20
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Thank you so much for your reply. I look forward to seeing these future developments!

Crystal J. Gamradt, Archivist
SDSU Archives & Special Collections | Hilton M. Briggs Library, Room 241
South Dakota State University, Box 2115 | Brookings, South Dakota, 57006
From: ica-ato...@googlegroups.com <ica-ato...@googlegroups.com> on behalf of Dan Gillean <d...@artefactual.com>
Sent: Tuesday, June 9, 2020 11:22 AM
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Subject: Re: [atom-users] Attaching PDFs of donor agreement to accession
 

Kim Stathers

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Jun 26, 2020, 12:14:56 PM6/26/20
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Hi Crystal--

We at Northern BC Archives (University of Northern BC) also have a desire to include linked PDFs of our donor agreements and other accession documentation in the AtoM accession module.

Until the accession module is developed further, we have been uploading the PDFs to our internal (private) SharePoint site and linking to them in the AtoM accession module in the "processing notes" field. Any secure/private online document repository could serve a similar purpose.

Regards,
Kim Stathers

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Gamradt, Crystal

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Jun 30, 2020, 8:20:22 AM6/30/20
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Great idea! Thanks Kim.

Crystal J. Gamradt, Archivist
SDSU Archives & Special Collections | Hilton M. Briggs Library, Room 241
South Dakota State University, Box 2115 | Brookings, South Dakota, 57006
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Sent: Friday, June 26, 2020 11:14 AM
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