RBSC Finding Aid Training

This is a supplemental guide for training students and staff at University of British Columbia Library - Rare Books and Special Collections regarding archival finding aids. This guide is part of the RBSC Archives Toolkit.

RBSC Finding aid training guide created by Jacky Lai, RBSC Archives Assistant.

Searching/browsing in AtoM

Global search bar
- Searches across all repositories (RBSC, UA and UBCO)
- Browse by:
  - Archival descriptions
  - Persons/organizations (i.e. Authority records)
  - Subjects
  - Digital objects
  - Repositories
Advanced search
Side search bar (search within a fonds/collection)

Types of finding aids

Paper
- Legacy finding aids are stored in cabinets
PDF
- Scanned versions paper copy of legacy finding aids
- Alan Plaunt fonds
AtoM
- Descriptions entered directly into archival database
- Mavis Hall collection
AtoM generated PDF
- One of AtoM's features is generating PDF finding aids from descriptions stored in AtoM
- The format and style is very similar to legacy finding aids
- Bob Williams fonds
PDF and AtoM
- Some AtoM records for fonds/collections contain both PDF legacy finding aid and AtoM descriptions. These are typically cases where the series structure is too complex to combine both finding aid formats
- Vancouver Status of Women fonds

Alternate ways to view AtoM descriptions

Reports
- The oldest alternate way to view AtoM descriptions in a file list format, sorted by reference code, title, and date (based on start date)
- Available as HTML or CSV export
- Lacks series structure
- Bob Williams fonds - Report view
Inventory
- Very similar to "Reports" but offers more flexibility with sorting of multiple fields in one view rather than limited to only one field per HTML/CSV export
- Fields which can be sorted: reference code, title, and date (based on start date), and level of description
- No export function
- Lacks series structure
- Bob Williams fonds - Inventory view
Browse as list
- The view is identical to how search results are displayed
- List can be sorted by: most recent, alphabetic, relevance, identifier, reference code, start date, end date
- Option to print list without disrupting the layout (click on print preview button)
- When logged in as authenticated user, there is an option to export the list in CSV format
- Bob Williams fonds - Browse as list view
Clipboard (CSV export)
- Newest feature to export descriptions out of AtoM into CSV format
- Wherever there is a paperclip icon, users can "clip" the description (regardless of level - fonds, series, file, item)
- "Clipped" descriptions will appear in in the clipboard, available at the top menu bar
- When ready to export or to review content on the clipboard, click the paperclip icon in top menu bar and select go to clipboard
- To remove clipped descriptions, click the paperclip icon next to a description so it is no longer highlighted
- Click export to begin the export process
  - Select CSV as the format
  - NOTE: If you would like to export all descriptions under a parent level, for example, everything within a fonds, you can simply clip the fonds level description. When preparing the export, be sure to select "include descendants" so that child level descriptions are included
  - If you are an authenticated user, you also have the option to include/exclude draft descriptions
  - Click export to begin the command. Depending on the number of clipped descriptions, the process may take a few minutes to an hour
  - Authenticated users can monitor export jobs by clicking the "manage" icon and select jobs
  - Exported CSV includes ALL fields and metadata in AtoM

Sample archival holdings

Anglo-British Columbia Packing Company fonds
- This fond consists of 40 m of records, most of them being ledgers
- Some ledgers are oversize and their location is listed as oversize in the PDF finding aid but they are not in the vault's oversize section
  - These ledgers are in the ASRS but are not accessible because they are not fully processed
Japanese Canadian Research Collection
- This collection consists of approximately 50 small fonds and collections. The PDF finding aid can be challenging to navigate so here are some tips:
  - Page 45 to 83 (according to page numbers printed on pages) contain box/file number information
  - Ignore the Roman numerals in the table of contents (ex. II-2-4). These are section numbers and do not provide information about location
  - Roman numerals which appear next to fonds/collection titles (ex. Mrs. Lily Kamachi Collection (LXII)) can be used to identify where the collection is listed in the inventory list (p. 45-83). For this example, LXII is listed on p. 83
British Columbia Electric Railway Company fonds
- There are no file number provided for contents of Box 1 to Box 96
- File numbers listed under box numbers starting with Box 97 refer to the original file numbers used by BCER (ex. Box 97, 300-1)
- p. 94 to 99 lists oversize materials which were stored on shelves but are now stored in boxes in the ASRS. The numbers listed here refer to shelf numbers which are no longer correct. Refer to the typed list immediately following this section with the same page numbers for corresponding box numbers
- Microfilm reels: Original PDF included information for materials on microfilm. However, since the reels were not processed and assigned identifiers, there is no simple way to locate specific reels based on what is listed in the finding aid. As a result, the pages in the finding aid which refer to microfilms have been removed to prevent confusion for patrons and staff. When these are processed (62 reels in drawers plus 3 bankers boxes), descriptions will be added to the finding aid as an addendum
- Maps and plans: The last section of the PDF finds aid (PDF page 132 to 214) contains descriptions and location information for maps and plans. PDF page 135 to 140 lists maps and plans according to geographical locations and PDF page 141 to 149 lists maps and plans accordingly to corporate and personal names. PDF page 150 to 214 consists of detailed descriptions and lists maps and plans based on box number.
  - Please note that maps and plans are stored in boxes and in flat storage depending on size and whether they were unfolded or not. If a descriptions includes "LOC 5" and "LOC 8" then these are likely location in flat storage. "Ms. Box" refers to maps and plans stored in boxes.
MacMillan Bloedel Limited fonds
- This fonds is a work-in-progress since 2019. Box numbers are in the processing of being updated. This means some of the box numbers in the PDF finding aid may not match the numbers on the physical boxes. For example, Box 303 in the PDF finding aid is now Box 194. Please refer to the crosswalk in T:\RBSC\Circulation\MacBlo_UpdatedBoxNumbers.docx for the most up-to-date box numbers.
Alexander Manson fonds
- This fonds is fairly complex due to many series and subseries
J.H Todd and Sons fonds
- Always pay attention to the notes field as it may contain important information which may help with retrieval of materials. For example, in the physical condition note, it states that some materials have been temporarily removed for conservation treatment.
RBSC has many holdings with similar titles so it is easy to mix these up. Clarify with patron before retrieval. Below are some examples:
International Woodworkers of America, Western Canadian Regional Council No. 1 fonds
- General note field contains information about irregular box numbers: Photographs stored in box 1 to 6. Box 1A to 6A contain textual records
Industrial Workers of the World Vancouver Branch fonds
- General note field contains information about location of artifacts and photographs which are not listed in the finding aid
Angus MacInnis memorial collection
- Three fonds were originally set up as subfonds within the Angus MacInnis memorial collection: Angus MacInnis fonds, Ernest E. Winch fonds, and Francis J. McKenzie fonds. While they are physically part of the Angus MacInnis memorial collection, they were processed as standalone fonds and have separate finding aids.
- In 2017, the archivist decided to intellectually separate the Angus MacInnis fonds, Ernest E. Winch fonds, and Francis J. McKenzie fonds from the Angus MacInnis memorial collection due to confusion caused by the physical and intellectual arrangement of the collection. These fonds are now accessioned in this database with their own accession numbers.
- General note field contains box numbers for corresponding fonds in the collection
R.C. (Bob) Harris fonds
- There are two types of identifiers used in this fonds: folder/item numbers & box/file numbers. Folder/item numbers are for cartographic materials referred to in finding aid are different from box/file numbers for archival materials in the second half of the finding aid. Be sure to note down the correct folder/item number or box/file number when requesting materials.
Council of Forest Industries of British Columbia fonds
- Finding aid includes materials that are no longer part of the fonds
- General note field provides information on which boxes are no longer part of the fonds
Claire Culhane fonds
- There are three sets of box numbers listed in the finding aid (General materials Box 1 to 141, Personal materials Box 1 to 16, and Letters Box 1 to 56)
- General note field provides information on the PDF page numbers for these "categories"
Wallace B. Chung and Madeline H. Chung collection
- Due to its prominence and size, the Chung collection is available in several databases:
  - Chung website: This is the main portal for public use. It searches and displays records from AtoM, Open collections, and the library catalogue
  - AtoM: This is the "system of record" as it is the central database for the Chung collection and the Chung search portal harvests descriptions from AtoM. This contains the latest and most accurate information for the collection
  - Open Collections: OC is the library's digital repository and provides access to digitized materials from the Chung collection. To search using identifiers, use quotations marks. Any changes to metadata in AtoM will also need to be updated by DI so OC records can be updated
  - A small portion of the collection is displayed permanently in the Chung-Lind Gallery, these materials have been replaced with separation sheets in boxes. Most are available digitally in Open Collections. Others may be replaced with reproductions
Uno Langmann Family Collection of B.C. Photographs
- AtoM: Similar to the Chung collection, AtoM is the "system of record" for the Langmann collection
- Open Collections: This provides access to digitized materials from the Langmann collection. To search using identifiers, use quotations marks
- This collection is an ongoing project. Albums and postcards are available for public via Atom and OC
Delgamuukw v. British Columbia Exhibit Archive
- AtoM
- Voyager record
- Any items/exhibits under schedule "A", "B" and "C" “E” in the inventory are restricted. Only unscheduled exhibits (those designated as "D" or "Open") are available to the public
- The Gitksan exhibits are restricted until a culturally appropriate access protocols is developed in consultation with the Gitksan First Nations. The Wet'suwet'en exhibits (all schedule B exhibits and schedule C exhibits pertaining to the Wet'suwet'en Nation) may be accessed with written permission from the Office of the Wet'suwet'en. Contact information may be obtained from the RBSC archivist. For researchers wishing to access this material, please give them the Archivist's business card and ask them to write to her so she can connect them with the appropriate contact person in the Office of the Wet’suwet’en. We will need written proof from this office before we can give any of these files out
- Non-restricted materials can be photographed/photocopied as long as it is for personal research use and not for commercial use. As always, patrons will need to fill out our personal research use form and use the red slip for taking photographs.
- Materials may not be redistributed. Research or Personal use must be indicated (refer patrons to reference staff). Photocopies for research must be stamped, and any products from the research must be shared with the Nations involved
- One important thing to note is that exhibit (file) numbers in many boxes are not in numerical order (Example). The finding aid lists all exhibits in original order so we can always use it to arrange files back into original order
- To ensure materials are in original order, we will circulate one file at a time (exceptions can be made if exhibits are already in numerical order in a box)
- Files marked with red dots are restricted and are not for circulation despite signed research agreement
- In addition to using blue slips (since individual files are not barcoded), please use voyager to “virtually” sign out the box and sign it back in using the box barcode so we have a voyager record of when the box was viewed and the patron who requested the box
New Democratic Party of British Columbia fonds
- Similar to Delgamuukw, files marked with red dots are restricted and are not for circulation despite signed research agreement
- Refer to the finding aid's "restrictions of access" field for information about restrictions (ex. "Access is restricted until 2026", "Access to this file is restricted until 2112").
- For more information about circulation of restricted files covered by research agreement, refer to the section on Circulation of restricted materials.

Circulation of restricted materials

Prior to the implementation of RBSC research agreement, files were restricted if they contain third party information
If there are patron requests for boxes with restricted materials (files with red dots, boxes marked with restriction labels), always check with the Archivist before circulating any restricted materials. Sometimes the restriction is placed by donor and therefore not covered by the research agreement
When materials are returned, please let Archives Assistant know which boxes and/or files have been cleared by the Archivist so restrictions can be lifted (i.e. remove red dots, restriction labels and AtoM restriction notes)

Key takeaways for reference shifts

Understand the types of finding aids at RBSC
Able to utilize alternate ways to view AtoM descriptions
Pay attention to notes area in AtoM descriptions
Ask RBSC staff if unsure how to interpret finding aids
Encourage researchers to provide a detailed list when requesting materials:
- Identifier (ex. box-file number, photograph number)
- Title (if requesting specific files)
- Page number (if finding aid is a complex PDF legacy finding aid)