ICA-AtoM - User contributions [en]

RS-4

2012-06-16T12:43:42Z

PeterD: Link to official standard updated

[[Main Page]] > [[Requirement sources]] > ISDF

'''International Standard for Describing Functions'''

[http://www.ica.org/10208/standards/isdf Download the official, complete standard from the ICA website]

== Scope and purpose ==

ISAF 1.0

=== Scope and purpose 1.1 ===

ISAF 1.1

This standard provides guidance for preparing descriptions of functions/activities of corporate bodies associated with the creation and maintenance of archives.

=== Scope and purpose 1.2 ===

ISAF 1.2

Descriptions of functions and activities may be used:
a. to describe functions and activities as units within an archival descriptive system
b. to control the creation and use of access points in archival descriptions
c. to document relationships between functions/activities and the records to which they gave rise and the corporate bodies involved in the performance of the functions/activities.

=== Scope and purpose 1.3 ===

ISAF 1.3

Descriptions of functions/activities are intended to complement and supplement descriptions of records created in accordance with ISAD(G) and authority records created in accordance with ISAAR(CPF). Descriptions of the functions/activities performed by corporate bodies can explain how, why and by whom a function or an activity was performed from the time the corporate body first began performing it until the date the corporate body ceased performing it. They can explain how and why records were produced and used and show their relationships with the function or activity and with other records. They can also provide access to all the records created or used in connection with a single activity. Keeping this information separate both from the descriptions of the records and the authority records means less repetition of information and allows for the construction of flexible archival descriptive systems.

=== Scope and purpose 1.4 ===

ISAF 1.4

The knowledge of the functions offers many advantages:
* it serves the records management as a basis for establishing classification systems
* it serves as a basis for the appraisal of records
* it serves as a basis for the arrangement, classification and description of records
* it serves the users of archives as a tool for retrieval and analysis of records.

== Related standards and guidelines ==

ISAF 2

Note: This list includes the dates of relevant standards as they existed at the time of finalization of the 1st edition of the standard in 2008. Future readers are encouraged to refer to the latest version of each standard.
*ISAD (G) - General International Standard Archival Description, 2nd ed., Madrid: International Council on Archives, 2000.
*ISAAR(CPF) – International Standard Authority Records for Corporate bodies, Persons, Families, 2nd ed, Vienna : International Council on Archives, 2004.
*ISO 639-2 - Codes for the representation of names of languages, Alpha-3 code, Geneva: International Standards Organization, 1998.
*ISO 999 - Information and documentation - Guidelines for the content, organization and presentation of indexes, Geneva: International Standards Organization, 1996.
*ISO 2788 - Documentation - Guidelines for the establishment and development of monolingual thesauri, Geneva: International Standards Organization, 1986.
*ISO 3166 - Codes for the representation of names of countries, Geneva: International Standards Organization, 1997.
*ISO 5963 - Documentation - Methods for examining documents, determining their subjects, and selecting indexing terms, Geneva: International Standards Organization, 1985.
*ISO 5964 - Documentation - Guidelines for the establishment and development of multilingual thesauri, Geneva: International Standards Organization, 1985.
*ISO 8601 - Data elements and interchange formats - Information interchange - Representation of dates and times, 2nd ed., Geneva: International Standards Organization, 2000.
*ISO 15489 - Information and documentation - Records management, parts 1 and 2, Geneva: International Standards Organization, 2001.
*ISO 15511 – Information and documentation – International standard identifier for libraries and related organizations, Geneva: International Standards Organization, 2003.
*ISO 15924 - Codes for the representation of names of scripts, Geneva: International Standards Organization, 2001.

== Glossary of terms and definitions ==

ISAF 3

The following glossary forms an integral part of this standard. The terms are defined in the context of the rules.

=== Activity ===

Activities are the tasks performed by a corporate body to accomplish each of its functions. There may be several activities associated with each function. In some cases, the same activities may occur under a number of different functions. Activities encompass transactions, which in turn produce records. Examples are (for the recruiting function): selecting, deploying, monitoring, evaluating.

=== Archival description ===

The creation of an accurate representation of a unit of description and its component parts, if any, by capturing, analyzing, organizing and recording information that serves to identify, manage, locate and explain archival materials and the context and records systems which produced it. This term also describes the products of the process.

=== Authority record ===

The authorised form of name combined with other information elements that identify and describe the named entity and may also point to other related authority records.

=== Corporate body ===

An organization or group of persons that is identified by a particular name and that acts, or may act, as an entity. Also includes an individual acting in a corporate capacity.

=== Creator ===

Any entity (corporate body, family or person) that created, accumulated and/or maintained records in the conduct of personal or corporate activity.

=== Function ===

Any high level purpose, responsibility or task assigned to the accountability agenda of a corporate body by legislation, policy or mandate. Functions are then decomposed into a related set of activities. Functions are generally more stable than administrative structures, which are often amalgamated or devolved when restructuring takes place. Examples are: justice administration, finance and human resources management.

=== Provenance ===

The relationships between records and the organizations or individuals that created, accumulated and/or maintained and used them in the conduct of personal or corporate activity. Provenance is also the relationship between records and the functions/activities which produced them.

=== Record ===

Information in any form or medium, created or received and maintained by an organization or person in the transaction of business or the conduct of affairs. Transaction. The smallest unit of an activity. Transactions result in the production of records, which constitute evidence of activities performed to fulfil a function. Example: a transaction may be ‘to complete an evaluation form for a training course’ and the specific record produced from this transaction is the ‘evaluation form’.

== Structure and use of the standard ==

ISAF 4

=== Structure and use 4.1 ===

ISAF 4.1

This standard determines the type of information that could be included in descriptions of functions/activities and provides guidance on how such descriptions may be deployed in an archival informative system. The content of the information elements included in the descriptions will be determined by the conventions and/or rules that the agency follows.

=== Structure and use 4.2 ===

ISAF 4.2

This standard consists of information elements, each of which contains:
*a. the name of the element of description;
*b. a statement of purpose for the element of description;
*c. a statement of the rule (or rules) applicable to the element; and
*d. where applicable, examples illustrating implementation of the rule.

=== Structure and use 4.3 ===

ISAF 4.3

Paragraphs are numbered and are given for citation purposes only. These numbers should not be used to designate elements of description or to prescribe the order or structure of descriptive resources.

=== Structure and use 4.4 ===

ISAF 4.4

The elements of description for functions/activities are organised into four information areas:
*1. Identity Area
(where information is conveyed which uniquely identifies the function/activity being described and which defines a standardized access point
*2. Description Area
(where relevant information is conveyed about the nature and context of the function/activity being described)
*3. Relationships Area
(where relationships with other functions/activities are recorded and described)
*4. Control Area
(where the description of a function/activity is uniquely identified and information is recorded on how, when and by which agency the description was created and maintained)

=== Structure and use 4.5 ===

ISAF 4.5

This standard also provides in Chapters 6 and 7 guidelines for linking descriptions of functions/activities to authority records that describe records creators and/or to descriptions of archives. Note that a given description may be linked to as many records and/or descriptions of archives as required.

=== Structure and use 4.6 ===

ISAF 4.6

The appendix provides full examples of descriptions of functions/activities compiled in accordance with this standard. See also 4.10.

=== Structure and use 4.7 ===

ISAF 4.7

All the elements covered by these rules are available for use, but the following two elements are essential:
*Type (element 5.1.1);
*Authorised name of the function/activity (element 5.1.2); and
*Function/activity description identifier (element 5.4.1).

=== Structure and use 4.8 ===

ISAF 4.8

The nature of the function/activity being described and the requirements of the particular system or network within which the preparer of a description works will determine which of the optional elements of description are used in a given description of function/ activity, and whether these elements are presented in a narrative and/or a structured format.

=== Structure and use 4.9 ===

ISAF 4.9

Many of the descriptive elements in a description of a function/activity established in accordance with the present standard will be used as access points. Rules and conventions for standardising access points may be developed nationally or separately for each language. Vocabularies and conventions to be used in creating or selecting the data content for these elements may also be developed nationally or separately for each language.

=== Structure and use 4.10 ===

ISAF 4.10

Examples provided throughout the standard are illustrative and not prescriptive. They illuminate the provisions of the rules to which they are attached, rather than extend those provisions. Do not take the examples, or the form in which they are presented as instructions. To clarify the context, each example is followed by an indication in italic of the name of the agency that supplied the example. Further explanatory notes may follow, also in italic, preceded by the word Note.

=== Structure and use 4.11 ===

ISAF 4.11

This standard is intended to be used in conjunction with ISAD(G) - General International Standard Archival Description, 2nd edition, ISAAR(CPF) – International Standard Archival Authority Records for Corporate Bodies, Persons and Families, 2nd edition, ISAAR(CPF), and with national archival descriptive standards. When these standards are used together within the context of an archival descriptive system or network, descriptions of functions/activities will be linked to descriptions of archives and to authority records, and vice versa. See Chapter 6 and 7 for guidance on how these links may be created.

=== Structure and use 4.12 ===

ISAF 4.12

This standard addresses only part of the conditions needed to support the exchange of information about functions and activities. Successful automated exchange of information about archival functions over computer networks is dependent upon the adoption of a suitable communication format by the repositories involved in the exchange. This standard is intended to be used as the basis for an ulterior development of XML schemas.

== Elements of a function/activity description ==

ISAF 5

=== Identity area ===

ISAF 5.1

==== Type of description ====

ISAF 5.1.1

''Purpose:''

To indicate whether the description is a function or an activity.

''Rule:''

Specify whether the description is a function or an activity.

==== Authorised name ====

ISAF 5.1.2

''Purpose:''

To create an authorised access point that uniquely identifies the function/activity being described.

''Rule:''

Record the authorised name of the function/activity being described. In cases the name is not enough, add the dates, the territorial or administrative scope, or the name of the institution which performs the function/activity. This element is to be used in conjunction with the element Function/activity description identifier (5.4.1).

==== Other name(s) ====

ISAF 5.1.3

''Purpose:''

To indicate any other names for the function/activity being described.

''Rule:''

Record any other names for the function/activity being described.

==== Classification ====

ISAF 5.1.4

''Purpose:''

To classify functions/activities according to classification schemes.

''Rule:''

Record any term and/or number from a classification scheme of functions/activities. Record the classification scheme used in the element Rules and/or conventions used (5.4.3).

==== Domain ====

ISAF 5.1.5

''Purpose:''

To identify the territorial, legal or administrative domain of the function/activity being described.

''Rule:''

Record the predominant territorial, legal or administrative domain of the function/activity being described.

=== Description area ===

ISAF 5.2

==== Dates ====

ISAF 5.2.1

''Purpose:''

To identify the date or range of dates of the function/activity being described.

''Rule:''

Provide a date or date span, which covers the dates when the function/activity being described was started and when it finished. If a function/activity is ongoing, no end date is needed.

==== Description ====

ISAF 5.2.2

''Purpose:''

To provide information about the purpose of the function/activity being described.

''Rule:''

Record a free text description of the purpose of the function/activity being described.

==== History ====

ISAF 5.2.3

''Purpose:''

To provide a concise history of the function/activity being described.

''Rule:''

Record in narrative form or as a chronology the main events relating to the function/activity being described.

==== Legislation ====

ISAF 5.2.4

''Purpose:''

To identify the legal basis of the function/activity being described.

''Rule:''

Record any law, directive or charter which creates, changes or ends the
function/activity being described.

==== General context ====

ISAF 5.2.5

''Purpose:''

To provide significant information of the general social, cultural, economic, political and/or historical context in which the function/activity was performed.

''Rule:''

Record any significant information of the general social, cultural, economic, political and/or historical context in which the function/activity was performed.

=== Relationships area ===

ISAF 5.3

==== Authorised name of the related function/activity ====

ISAF 5.3.1

''Purpose:''

To provide the authorised name of any related function/activity.

''Rule:''

Record the authorised name of any related function/activity.

==== Category of relationship ====

ISAF 5.3.2

''Purpose:''

To identify the category of relationship between the function/activity being described and another function/activity.

''Rule:''

Record a general category into which the relationship being described falls. Use general categories prescribed by national rules and/or conventions or one of the following categories: hierarchical, temporal, associative. Record in the Rules and/or conventions element (5.4.3) the typology used to describe the relationship.

==== Description of relationship ====

ISAF 5.3.3

''Purpose:''

To provide a specific description of the nature of the relationship.

''Rule:''

Record a precise description of the nature of the relationship between the function/activity being described and the related function/activity.

==== Dates of related function/activity and/or relationship ====

ISAF 5.3.4

''Purpose:''

To indicate the dates of duration of the relationship with another function/activity.

''Rule:''

Record the start and, when relevant, the end date of the relationship.

=== Control area ===

ISAF 5.4

==== Function/activity description identifier ====

ISAF 5.4.1

''Purpose:''

To identify the function/activity description uniquely within the context in which it will be used.

''Rule:''

Record a unique description identifier in accordance with local and/or national conventions. If the description is to be used internationally, record the code of the country in which the description was created in accordance with the latest version of ISO 3166 Codes for the representation of names of countries. Where the creator of the description is an international organisation, give the organisational identifier in place of the country code.

==== Institution identifiers ====

ISAF 5.4.2

''Purpose:''

To identify the agency(ies) responsible for the description.

''Rule:''

Record the full authorised form of name(s) of agency(ies) responsible for creating, modifying or disseminating the description or, alternatively, record a code for the agency in accordance with the national or international agency code standard.

==== Rules and/or conventions used ====

ISAF 5.4.3

''Purpose:''

To identify the national or international conventions or rules applied in creating the description.

''Rule:''

Record the names and where useful the editions or publication dates of the conventions or rules applied.

==== Status ====

ISAF 5.4.4

''Purpose:''

To indicate the drafting status of the description so that users can understand the current status of the authority record.

''Rule:''

Record the current status of the description, indicating whether it is a draft, finalized and/or revised or deleted.

==== Level of detail ====

ISAF 5.4.5

''Purpose:''

To indicate whether the description applies a minimal, partial or a full level of detail.

''Rule:''

Record whether the description consists of a minimal, partial or full level of detail.

==== Dates of creation, revision or deletion ====

ISAF 5.4.6

''Purpose:''

To indicate when this description was created, revised or deleted.

''Rule:''

Record the date the description was created and the dates of any revisions to the description.

==== Language(s) and script(s) ====

ISAF 5.4.7

''Purpose:''

To indicate the language(s) and/or script(s) used to describe the function/activity.

''Rule:''

Record the language(s) and/or script(s) of the description.

==== Sources ====

ISAF 5.4.8

''Purpose:''

To indicate the sources consulted in describing the function/activity.

''Rule:''

Record the sources consulted in establishing the function/activity description.

==== Maintenance notes ====

ISAF 5.4.9

''Purpose:''

To document the creation of and changes to the description.

''Rule:''

Record notes pertinent to the creation and maintenance of the description.

== Relating functions/activities to corporate bodies ==

ISAF 6.

=== Authorised name of the related corporate body and/or authority record identifier ===

ISAF 6.1

''Purpose:''

To identify uniquely the related corporate body and/or enable the linking of the function/activity description to the authority record of this related corporate body.

''Rule:''

Record the authorised form of name (ISAAR(CPF), 5.1.2) for the related corporate body and/or the authority record identifier (ISAAR(CPF), 5.4.1).

=== Nature of relationships ===

ISAF 6.2

''Purpose:''

To identify the nature of the relationships between the function/activity and the related corporate body.

''Rule:''

Record information on how the corporate body performs the function/activity (completely, partially, main or secondary function..., in accordance with the legal status, the mandate...).

=== Dates of relationships ===

ISAF 6.3

''Purpose:''

To indicate the dates of duration of the relationship(s) with the corporate body.

''Rule:''

Record, when relevant, the start and the end date of the relationship(s).

== Relating functions/activities to archival materials and other resources ==

ISAF 7.

=== Title and identifier of related resource ===

ISAF 7.1

''Purpose:''

To identify uniquely the related resource(s) and/or enable the linking of the function/activity description to a description of the related resource(s), where such descriptions exist.

''Rule:''

Provide the unique identifiers/reference codes and/or titles for the related resource(s).

=== Type of related resource ===

ISAF 7.2

''Purpose:''

To identify the type of related resource(s) being referenced.

''Rule:''

Record the type of related resource(s).

=== Nature of relationships ===

ISAF 7.3

''Purpose:''

To identify the nature of the relationships between the function/activity and the related resource(s).

''Rule:''

Describe the nature of the relationships between the function/activity and the related resource(s).

=== Dates of related resource and/or relationships ===

ISAF 7.4.

''Purpose:''

To provide any relevant dates for the related resource(s) and/or the dates of the relationships between the function/activity and the related resource(s), and to indicate the significance of those dates.

''Rule:''

Record any relevant dates for the related resource(s) and/or the relationships between the function/activity and the related resource(s) and describe the significance of those dates.

RS-3

2012-06-16T12:40:31Z

PeterD: Link to official standard updated

__NOTOC__
[[Image:isdiahCover.png|500px|right|thumb|International Standard For Describing Institutions with Archival Holdings]]

ISDIAH: International Standard For Describing Institutions with Archival Holdings

[[Main Page]] > [[Requirement sources]] > ISDIAH

[http://www.ica.org/10198/standards/isdiah Download the official, complete standard from the ICA website]

Preface

[[#1|1. Introduction]]

2. Related standards and guidelines

3. Glossary of terms and definitions

[[#4|4. Structure and use of the standard]]

[[#5|5. Elements of description]]
*[[#5.1|5.1 Identity area]]
*[[#5.2|5.2 Contact area]]
*[[#5.3|5.3 Description area]]
*[[#5.4|5.4 Access area]]
*[[#5.5|5.5 Services area]]
*[[#5.6|5.6 Control area]]

[[#6|6. Relating archival institutions descriptions to archival materials and their creators]]

Appendix: full examples


== 1 Introduction ==


'''1.1'''

This standard provides general rules for the standardisation of descriptions of institutions with archival holdings, thus enabling:

*the provision of practical guidance on identifying and contacting institutions with archival holdings, and accessing holdings and available services

*the generation of directories of institutions with archival holdings and/or authority lists

*the establishment of connections with authority lists of libraries and museums and/or developing common directories of cultural heritage institutions at a regional, national and international level; and the production of statistics on institutions with archival holdings, at a regional, national or international level.


'''1.2'''

These descriptions may be used:
*a. to describe institutions as units within an archival descriptive system;
*b. to serve as a standardised access point for institutions with archival holdings, within a directory, archival information system or network; and/or
*c. to document relationships between institutions and between those entities and the archives they hold


'''1.3'''

The main purpose of the standard is to facilitate the description of institutions whose primary function is to keep archives and to make them available to the general public. But other entities such as cultural institutions (libraries, museums), businesses, families or individuals may hold archives. This standard or an appropriate subset of its elements can be applied to all entities which provide access to the records they hold.


'''1.4'''

In addition, this standard makes provision for linking from information about institutions to descriptions of the records they hold and their creators. These descriptions should comply with ISAD(G) and ISAAR(CPF). Links to archival materials may be established according to arrangement or classification schemes applied by the institutions with archival holdings, enabling them to maintain intellectual control over their fonds.


'''1.5'''

As corporate bodies, persons or families, the holders of archival materials may be described in ISAAR(CPF) compliant authority records including the appropriate elements of description as indicated in ISDIAH. Otherwise, the description of holders may be included in separate authority files. In this case, links between the relevant authority records should be made.


== 4. Structure and use of the standard ==


'''4.1'''

This standard determines the type of information that could be included in descriptions of institutions with archival holdings and provides guidance on how such descriptions may be deployed in an archival information system. The content of the information elements included in the descriptions will be determined by the conventions and/or rules that the agency follows. It is recommended that each country should establish and maintain a unique identifier for each institution with archival holdings. This should be consistent with any other systems for codifying cultural institutions developed at an international level.


'''4.2'''

This standard consists of information elements, each of which contains:
*a. the name of the element of description;
*b. a statement of purpose for the element of description;
*c. a statement of the rule(s) and data constraints applicable to the element; and
*d. where applicable, examples illustrating implementation of the rule.


'''4.3'''

Paragraphs are numbered and these numbers are given for citation purposes only. They should not be used to designate elements of description or to prescribe the order or structure of descriptive resources.


'''4.4'''

The elements of description for institutions with archival holdings are organised into six information areas:

1. Identity Area

(where information is conveyed which uniquely identifies the institution with archival holdings and which defines standardised access points)

2. Contact Area

(where information is provided on how to contact the institution with archival holdings)

3. Description Area

(where relevant information is conveyed about the history, current structure and collecting policy of the institution with archival holdings)

4. Access Area

(where information is given about how to access the institution with archival holdings: public opening hours, any restrictions to access, etc.)

5. Services Area

(where relevant information is conveyed about the technical services offered by the institution with archival holdings)

6. Control Area

(where the description of the institution with archival holdings is uniquely identified and information is recorded on how, when and by which agency the description was created and maintained).


'''4.5'''

This standard also makes provision in Chapter 6 for linking from information about institutions with archival holdings to multilevel descriptions compliant with ISAD(G) and to descriptions of corporate bodies, families and persons as creators of archival material compliant with ISAAR(CPF). Note that the description of an institution may be linked to as many descriptions of archival material and/or authority records as required.


'''4.6'''

The appendix provides full examples of descriptions of institutions with archival holdings compiled in accordance with this standard. See also [[#4.11|4.11]].


'''4.7'''

All the elements covered by these rules are available for use, but the following elements are mandatory:
*''Identifier'' (element [[#5.1.1|5.1.1]]);
*''Authorised form(s) of name'' (element [[#5.1.2|5.1.2]]); and
*''Location and address(es)'' (element [[#5.2.1|5.2.1]]).


'''4.8'''

In a description of an institution with archival holdings, the use and format of optional elements of description will be determined by the nature of the institution being described and the intended use of the description within a particular information system or network.


'''4.9'''

When the standard is applied to describe entities other than institutions whose primary function is to keep archives, use the appropriate subset of elements. For example, privacy requirements must be considered when the custodian is an individual or a family.


'''4.10'''

Many of the elements in the description of an institution with archival holdings, established in accordance with the present standard, can be used as access points. Rules and conventions for standardising access points may be developed nationally or separately for each language. Vocabularies and conventions to be used in creating or selecting the data content for these elements may also be developed nationally or separately for each language.


'''4.11'''

Examples provided throughout the standard are illustrative and not prescriptive. They illuminate the provisions of the rules to which they are attached, rather than extend those provisions. Do not take the examples, or the form in which they are presented, as instructions. To clarify the context, each example is followed by an indication in italic text of the name of the agency that supplied the example. Further explanatory notes may follow, also in italics, preceded by the word ''Note''.


'''4.12'''

This standard is intended to be used in conjunction with ISAD(G) - ''General International Standard Archival Description'', 2nd edition, ISAAR(CPF) – ''International Standard Archival Authority Records for Corporate Bodies, Persons and Families'', 2nd edition, ISDF – International Standard for Describing Functions, 1st edition, and with national archival descriptive standards. When these standards are used together within the context of an archival descriptive system or network, descriptions of institutions with archival holdings will be linked to descriptions of archival material and to authority records, and vice versa. See Chapter 6 for guidance on how these links may be created.


'''4.13'''

This standard addresses only some of the conditions needed to support the exchange of information about institutions with archival holdings. Successful automated exchange of information about institutions with archival holdings over computer networks is dependent upon the adoption of a suitable communication format by the repositories involved in the exchange. This standard is intended to be used as the basis for a development of communication and/or data exchange formats.



== 5. Elements of description ==


=== 5.1 Identity area ===


'''5.1.1 Identifier'''

''Purpose:''

To provide a unique numeric or alpha-numeric code identifying the institution with archival holdings.

''Rule:''

Record the numeric or alpha-numeric code identifying the institution with archival holdings in accordance with the relevant international and national standards.


'''5.1.2 Authorised form(s) of name'''

''Purpose:''

To create an authorised access point that uniquely identifies the institution with archival holdings.

''Rule:''

Record the standardised form of name of the institution with archival holdings, adding appropriate qualifiers (for instance dates, place, etc.), if necessary. Specify separately in the Rules and/or conventions element (5.6.3) which set of rules has been applied for this element.


'''5.1.3 Parallel form(s) of name'''

''Purpose:''

To indicate the various forms in which the Authorised form of name of an institution with archival holdings occurs in other languages or script form(s).

''Rule:''

Record the parallel form(s) of name of the institution with archival holdings in accordance with any relevant national or international conventions or rules applied by the agency that created the description, including any necessary sub elements and/or qualifiers required by those conventions or rules. Specify in the Rules and/or conventions element (5.6.3) which rules have been applied.


'''5.1.4 Other form(s) of name'''

''Purpose:''

To indicate any other name(s) for the institution with archival holdings not used elsewhere in the Identity Area.

''Rule:''

Record any other name(s) by which the institution with archival holdings may be known. This could include other forms of the same name, acronyms; other institutional names; or changes of name over time, including, if possible, relevant dates.


'''5.1.5 Type'''

''Purpose:''

To identify the type of an institution with archival holdings.

''Rule:''

Identify the type of the institution with archival holdings.

Note: different consistent systems of criteria can be used and/or combined to classify institutions with archival holdings, in accordance with any relevant national or international conventions, rules or controlled vocabularies.


=== 5.2 Contact area ===


'''5.2.1 Location and address(es)'''

''Purpose:''

To provide all relevant addresses for the institution with archival holdings, both physical and electronic.

''Rule:''

Record the location(s) for public access to the institution with archival holdings (streetaddress, postal code, city, province, county or state, country, etc.). Indicate any other relevant addresses (for example addresses of other facilities). Also record the electronic address used by the institution (for example the URL of their website).


'''5.2.2 Telephone, fax, email'''

''Purpose:''

To provide details necessary to contact the institution with archival holdings.

''Rule:''

Record the telephone, fax, and/or email addresses and other electronic tools which can be used to contact and/or communicate with the institution with archival holdings.


'''5.2.3 Contact person'''

''Purpose:''

To provide users with all the information needed to contact members of staff.

''Rule:''

Record the name, the contact details and the position of the members of staff (first name, surname, area of responsibility, email, etc.). This information may relate to the ''Administrative structure'' element ([[#5.3.4|5.3.4]]).



=== 5.3 Description area ===


'''5.3.1 History of the institution with archival holdings'''

''Purpose:''

To provide a concise history of the institution with archival holdings.

''Rule:''

Record any relevant information about the history of the institution with archival holdings. This element may include information on dates of establishment, changes of names, changes of legislative mandates, or of any other sources of authority for the institution with archival holdings.


'''5.3.2 Geographical and cultural context

''Purpose:''

To provide information about the geographical and cultural context of the institution with archival holdings.

''Rule:''

Identify the geographical area the institution with archival holdings belongs to. Record any other relevant information about the cultural context.


'''5.3.3 Mandate / Sources of authority'''

''Purpose:''

To indicate the sources of authority for the institution with archival holdings in terms of its powers, functions, responsibilities or sphere of activities, including territorial.

''Rule:''

Record any document, law, directive or charter which acts as a source of authority for the powers, functions and responsibilities of the institution with archival holdings, together with information on the jurisdiction(s) and covering dates when the mandate(s) applied or were changed.


'''5.3.4 Administrative structure'''

''Purpose:''

To represent the current administrative structure of the institution with archival holdings.

''Rule:''

Describe, in narrative form or using organisational charts, the current administrative structure of the institution with archival holdings.


'''5.3.5 Records management and collecting policies'''

''Purpose:''

To provide information about the records management and collecting policies of the institution with archival holdings.

''Rule:''

Record information about the records management and collecting policies of the institution with archival holdings. Define the scope and nature of material which the institution with archival holdings accessions. Indicate whether the repository seeks to acquire archival materials by transfer, gift, purchase and/or loan. If the policy includes active survey and/or rescue work, this might be spelt out.


'''5.3.6 Building(s)'''

''Purpose:''

To provide information about the building(s) of the institution with archival holdings.

''Rule:''

Record information on the building(s) of the institution with archival holdings (general and architectural characteristics of the building, capacity of storage areas, etc). Where possible, provide information which can be used for generating statistics.


'''5.3.7 Archival and other holdings'''

''Purpose:''

To provide a profile of the holdings of the institution.

''Rule:''

Record a short description of the holdings of the institution, describing how and when they were formed. Provide information on volume of holdings, media formats, thematic coverage, etc. See [[#6|chapter 6]] for guidance on how to establish links to archival databases and/or detailed descriptions of the holdings.


'''5.3.8 Finding aids and publications'''

''Purpose:''

To provide a general overview of the published and/or unpublished finding aids and guides prepared by the institution with archival holdings and any other relevant publications.

''Rule:''

Record the title and other pertinent details of the published and/or unpublished finding aids and guides prepared by the institution with archival holdings and of any other relevant publications. Use ISO 690 ''Information and documentation – Bibliographic references'' and other national or international cataloguing rules. See [[#6|chapter 6]] for guidance on how to establish links to online archival catalogues and/or finding aids.



=== 5.4 Access area ===


'''5.4.1 Opening times'''

''Purpose:''

To provide information on opening times and dates of annual closures.

''Rule:''

Record the opening hours of the institution with archival holdings and annual, seasonal and public holidays, and any other planned closures. Describe times associated with the availability and/or delivery of services (for example, exhibition spaces, reference services, etc.).


'''5.4.2 Conditions and requirements for access and use'''

''Purpose:''

To provide information about the conditions, requirements and procedures for access to, and use of institutional services.

''Rule:''

Describe access policies, including any restrictions and/or regulations for the use of materials and facilities. Record information about registration, appointments, readers’ tickets, letters of introduction, admission fees, etc. Where appropriate, make reference to the relevant legislation.


'''5.4.3 Disabled access'''

''Purpose:''

To provide accessibility information related to the institution and its services.

''Rule:''

Record information about travelling to the institution and details for users with disabilities, including building features, specialised equipment or tools, parking or lifts.


=== 5.5 Services area ===


'''5.5.1 Research services'''

''Purpose:''

To describe the research services provided by the institution with archival holdings.

''Rule:''

Record information about the onsite services provided by the institution with archival holdings such as languages spoken by staff, research and consultation rooms, enquiry services, internal libraries, map, microfiches, audio-visual, computer rooms, etc. Record as well any relevant information about research services, such as researchundertaken by the institution with archival holdings, and the fee charge if applicable.


'''5.5.2 Reproduction services'''

''Purpose:''

To provide information about reproduction services.

''Rule:''

Record information about reproduction services available to the public (microfilms, photocopies, photographs, digitised copies). Specify general conditions and restrictions to the services including applicable fees and publication rules.


'''5.5.3 Public areas'''

''Purpose:''

To provide information about areas of the institution available for public use.

''Rule:''

Record information about spaces available for public use (permanent or temporary exhibitions, free or charged internet connection, cash machines, cafeterias, restaurants, shops, etc.).


=== 5.6 Control area ===


'''5.6.1 Description identifier'''

''Purpose:''

To identify the description of the institution with archival holdings uniquely within the context in which it will be used.

''Rule:''

Record a unique description identifier in accordance with local and/or national conventions. If the description is to be used internationally, record the code of the country in which the description was created in accordance with the latest version of ISO 3166 ''Codes for the representation of names of countries''. Where the creator of the description is an international organisation, give the organisational identifier in place of the country code.


'''5.6.2 Institution identifier'''

''Purpose:''

To identify the agency(ies) responsible for the description.

''Rule:''

Record the full authorised form of name(s) of the agency(ies) responsible for creating, modifying or disseminating the description or, alternatively, record a code for the agency in accordance with the national or international agency code standard.


'''5.6.3 Rules and/or conventions used'''

''Purpose:''

To identify the national or international conventions or rules applied in creating the description.

''Rule:''

Record the names, and where useful the editions or publication dates, of the conventions or rules applied. Specify separately which rules have been applied for creating the Authorised form of name. Include reference to any system(s) of dating used to identify dates in this description (e.g. ISO 8601).


'''5.6.4 Status'''

''Purpose:''

To indicate the drafting status of the description so that users can understand the current status of the description.

''Rule:''

Record the current status of the description, indicating whether it is a draft, finalized and/or revised or deleted.


'''5.6.5 Level of detail'''

''Purpose:''

To indicate whether the description applies a minimal, partial or a full level of detail.

''Rule:''

Record whether the description consists of a minimal, partial or full level of detail in accordance with relevant international and/or national guidelines and/or rules. In the absence of national guidelines or rules, minimal descriptions are those that consist only of the three essential elements of an ISDIAH compliant description (see [[#4.7|4.7]]), while full descriptions are those that convey information for all relevant ISDIAH elements of description.


'''5.6.6 Dates of creation, revision or deletion'''

''Purpose:''

To indicate when this description was created, revised or deleted.

''Rule:''

Record the date the description was created and the dates of any revisions to the description. Specify in the ''Rules and/or conventions'' element ([[#5.6.3|5.6.3]]) the system(s) of dating used, e.g. ISO 8601.


'''5.6.7 Language(s) and script(s)'''

''Purpose:''

To indicate the language(s) and/or script(s) used to create the description of the institution with archival holdings.

''Rule:''

Record the language(s) and/or script(s) of the description. Include the appropriate ISO codes for languages (ISO 639-2 ''Codes for the representation of names of languages'') and/or scripts (ISO 15924 ''Codes for the representation of names of scripts'').


'''5.6.8 Sources'''

''Purpose:''

To indicate the sources consulted in creating the description of the institution with archival holdings.

''Rule:''

Record the sources consulted in establishing the description of the institution with archival holdings.


'''5.6.9 Maintenance notes'''

''Purpose:''

To document additional information relating to the creation of and changes to the description.

''Rule:''

Record notes pertinent to the creation and maintenance of the description. For example, the names of persons responsible for creating and/or revising the description may be recorded here.


== 6. Relating archival institutions descriptions to archival materials and their creators ==

Descriptions of institutions with archival holdings are created primarily to provide details on the holders of archival materials and to give information required to access the documents. To make this documentation more useful it is necessary to link the descriptions of institutions which hold archives to descriptions of the archival materials. When such linkages are made it is important to describe the nature of the relationship between the institution with archival holdings and the linked archival materials. Authority records of the creators of records held by these institutions can be linked as well and used as an additional access point. This Section provides guidance on how such linkages can be created in the context of an archival descriptive system.

Note: links between institutions which hold archives and archival materials may be made according to classification schemes and/or other arrangement criteria applied by the institution with archival holdings to give a meaningful order to the fonds held. Usually, the classification schemes or arrangement criteria aim to represent State structure, sequence of political regimes and/or typology of archival materials and/or of their creators (governmental, private, business, etc.).


'''6.1 Title and identifier of related archival material'''

''Purpose:''

To identify the related archival material and/or enable the linking of the description of the institution with archival holdings to a description of the related archival material, where such descriptions exist.

''Rule:''

Provide the title and the identifier for the related archival material.


'''6.2 Description of relationship'''

''Purpose:''

To define the relationship between the institution with archival holdings and the fonds or collection according to a classification scheme and/or arrangement criterion.

''Rule:''

Qualify the relationship between the institution with archival holdings and the fonds or collection, applying the classification scheme and/or the arrangement criterion adopted by the institution with archival holdings.

Describe the classification scheme and/or the arrangement criterion in the ''Rules and/or conventions'' element ([[#5.6.3|5.6.3]]).


'''6.3 Dates of relationship'''

''Purpose:''

To provide the dates of the relationship between the institution with archival holdings and the related archival material.

''Rule:''

Record any relevant dates of the relationships between the institution with archival holdings and the related archival material.


'''6.4 Authorised form(s) of name and identifier of related authority record'''

''Purpose:''

To identify the related records creator by linking the description of the institution with archival holdings to a description of the related records creator, where such descriptions exist.

''Rule:''

Provide the authorised form(s) of name and the identifier of the authority record for the related records creator.

RS-2

2012-06-16T12:39:22Z

PeterD: Link to official standard updated

__NOTOC__
[[Image:isaarCover.png|500px|right|thumb|International Standard Archival Authority Record for Corporate Bodies, Persons and Families]]

ISAAR(CPF): International Standard Archival Authority Record for Corporate Bodies, Persons and Families

[[Main Page]] > [[Requirement sources]] > ISAAR(CPF)

[http://www.ica.org/10203/standards/isaar Download the official, complete standard from the ICA website]

[[#1|1. Scope and purpose]]

2. Related standards and guidelines

3. Glossary of terms and definitions

[[#4|4. Structure and use of the standard]]

[[#5|5. Elements of an authority record]]
*[[#5.1|5.1 Identity area]]
*[[#5.2|5.2 Description area]]
*[[#5.3|5.3 Relationships area]]
*[[#5.4|5.4 Control area]]

[[#6|6. Relating corporate bodies, persons and families to archival materials and other resources]]


== 1. Scope and purpose ==


'''1.1'''

This standard provides guidance for preparing archival authority records which provide descriptions of entities (corporate bodies, persons and families) associated with the creation and maintenance of archives.


'''1.2'''

Archival authority records may be used:
*a. to describe a corporate body, person, or family as units within an archival descriptive system; and/or
*b. to control the creation and use of access points in archival descriptions;
*c. to document relationships between different records creators and between those entities and the records created by them and/or other resources about or by them.


'''1.3'''

Description of records creators is an essential activity of archivists, regardless of whether the descriptions are maintained in manual or automated systems. This requires full documentation and continuous maintenance of the context of records creation and use, most importantly the provenance of archives and records.


'''1.4'''

The companion standard to this document, [[RS-1|ISAD(G): General International Standard Archival Description]], provides for the inclusion of contextual information within the description of archives at any level. ISAD(G) also recognises the possibility of capturing and maintaining contextual information independently and linking that contextual information to the combination of other information elements used to describe archives and records.


'''1.5'''

There are many reasons why separate capture and maintenance of this type of contextual information is a vital component of archival description. The practice enables the linking of descriptions of records creators and contextual information to descriptions of records from the same creator(s) that may be held by more than one repository and to descriptions of other resources such as library and museum materials that relate to the entity in question. Such links improve records management practices and facilitate research.


'''1.6'''

Where a number of repositories hold records from a given source they can more easily share or link contextual information about this source if it has been maintained in a standardized manner. Such standardization is of particular international benefit when the sharing or linking of contextual information is likely to cross national boundaries. The multinational character of past and present record keeping creates the incentive for international standardization which will support the exchange of contextual information. For example, processes such as colonialization, immigration and trade have contributed to the multinational character of recordkeeping.


'''1.7'''

This standard is intended to support the sharing of archival authority records by promoting the preparation of consistent, appropriate and self-explanatory descriptions of corporate bodies, persons and families that create records. It is intended to be used in conjunction with existing national standards or as the basis for the development of national standards.


'''1.8'''

Archival authority records are similar to library authority records in as much as both forms of authority record need to support the creation of standardized access points in descriptions. The name of the creator of the unit of description is one of the most important of such access points. Access points may rely on the use of qualifiers that are deemed essential to clarify the identity of the entity thus named, so that accurate distinctions may be made between different entities that have the same or very similar names.


'''1.9'''

Archival authority records, however, need to support a much wider set of requirements than is the case with library authority records. These additional requirements are associated with the importance of documenting information about records creators and the context of records creation in archival description systems. As such, archival authority records go much further and usually will contain much more information than library authority records.


'''1.10'''

The primary purpose, therefore, of this standard is to provide general rules for the standardization of archival descriptions of records creators and the context of records creation, thus enabling:

*access to archives and records based on the provision of descriptions of the context of records creation that are linked to descriptions of the often diverse and physically dispersed records themselves;

*understanding by users of the context underlying the creation and use of archives and records so that they can better interpret their meaning and significance;

*precise identification of records creators incorporating descriptions of relationships between different entities, especially documentation of administrative change within corporate bodies or personal change of circumstances in individuals and families; and

*the exchange of these descriptions between institutions, systems and/or networks.


'''1.11'''

An archival authority record that conforms to this standard may also serve to control the form of name and identity of a corporate body, person or family named in an access point that is related to the unit of archival description.


== 4. Structure and use of the standard ==


'''4.1'''

This standard determines the types of information that could be included in an archival authority record and provides guidance on how such records may be deployed in an archival descriptive system. The content of the information elements included in the authority record will be determined by the conventions and/or rules that the agency follows.


'''4.2'''

This standard consists of information elements, each of which contains:
*a. the name of the element of description;
*b. a statement of purpose for the element of description;
*c. a statement of the rule (or rules) applicable to the element; and
*d. where applicable, examples illustrating implementation of the rule.


'''4.3'''

Paragraphs are numbered and are given for citation purposes only. These numbers should not be used to designate elements of description or to prescribe the order or structure of descriptive resources.


'''4.4'''

The elements of description for an archival authority record are organized into four information areas:

1. Identity Area
*(where information is conveyed which uniquely identifies the entity being described and which defines standardized access points for the record)

2. Description Area
*(where relevant information is conveyed about the nature, context and activities of the entity being described)

3. Relationships Area
*(where relationships with other corporate bodies, persons and/or families are recorded and described)

4. Control Area
*(where the authority record is uniquely identified and information is recorded on how, when and by which agency the authority record was created and maintained).


'''4.5'''

This standard also provides in [[#6|Chapter 6]] guidelines for linking archival authority records to the descriptions of records created by the entity and/or other information resources about or by them. [[#6|Chapter 6]] also includes data models that illustrate the relationships between authority records that describe archival records creators and descriptions of the archives created by those entities.


'''4.6'''

Appendix A provides a mapping of the descriptive elements between the first edition of this standard and the current edition. Appendix B provides full examples of archival authority records compiled in accordance with this standard.


'''4.7'''

All the elements covered by these rules are available for use, but the following four elements are essential:
*''Type of entity'' (element [[#5.1.1|5.1.1]]);
*''Authorized form(s) of name'' (element [[#5.1.2|5.1.2]]);
*''Dates of existence'' (element [[#5.2.1|5.2.1]]); and
*''Authority record identifier'' (element [[#5.4.1|5.4.1]]).


'''4.8'''

The nature of the entity being described and the requirements of the particular system or network within which the preparer of an archival authority record works will determine which of the optional elements of description are used in a given authority record and whether these elements are presented in a narrative and/or a structured format.


'''4.9'''

Many of the descriptive elements in an ISAAR(CPF) compliant authority record will be used as access points. Rules and conventions for standardizing access points may be developed nationally or
separately for each language. Vocabularies and conventions to be used in creating or selecting the data content for these elements may also be developed nationally, or separately for each language. The following ISO standards are useful when developing and maintaining controlled vocabularies:
*ISO 5963 ''Documentation - Methods for examining documents, determining their subjects, and selecting indexing terms'',
*ISO 2788 ''Documentation - Guidelines for the establishment and development of monolingual thesauri'',
*ISO 5964 ''Documentation - Guidelines for the establishment and development of multilingual thesauri'' and
*ISO 999 ''Information and Documentation - Guidelines for the content, organization and presentation of indexes''.

In citing a published source in any element of description, it is suggested that agencies follow the latest version of ISO 690 ''Documentation - Bibliographic references - Content, form and structure''.


'''4.10'''

Examples provided throughout the standard are illustrative and not prescriptive. They illuminate the provisions of the rules to which they are attached, rather than extend those provisions. Do not take the examples, or the form in which they are presented as instructions. To clarify the context, each example is followed by an indication in italic of the name of the agency that supplied the example. Further explanatory notes may follow, also in italic, preceded by the word Notes:. Do not confuse the indication of the source of the example and any notes with the example itself.


'''4.11'''

This standard is intended to be used in conjunction with [[RS-1|ISAD(G) - General International Standard Archival Description]], 2nd edition and with national archival descriptive standards. When these standards are used together within the context of an archival descriptive system or network, authority records will be linked to descriptions of archives, and vice versa. See [[#6|Chapter 6]] for guidance on how these links may be created. Descriptions of archives and records can be linked to archival authority records in the ''Name of creator(s)'' element ([[RS-1#3.2.1|3.2.1]]) and the ''Administrative/Biographical history'' element ([[RS-1#3.2.2|3.2.2]]) of an ISAD(G) compliant description.


'''4.12'''

This Standard is intended to be used in conjunction with national standards and conventions. For example, archivists may be guided by national standards when deciding which elements may or may not be repeatable. In many countries archival descriptive systems require a single ''Authorized form of name'' for a given entity, while in other countries it is permitted to create more than one ''Authorized form of name''.


'''4.13'''

This standard addresses only part of the conditions needed to support the exchange of archival authority information. Successful automated exchange of archival authority information over computer networks is dependent upon the adoption of a suitable communication format by the repositories involved in the exchange. ''Encoded Archival Contex''t (EAC) is one such communications format which supports the exchange of ISAAR(CPF) compliant archival authority data over the World Wide Web. EAC has been developed in the form of ''Document Type Definitions'' (DTDs) in XML (''Extensible Markup Language'') and SGML (''Standard Generalized Markup Language'').


== 5. Elements of an authority record ==


=== 5.1 Identity area ===


'''5.1.1 Type of entity'''

''Purpose:''

To indicate whether the entity being described is a corporate body, person or family.

''Rule:''

Specify the type of entity (corporate body, person or family) that is being described in this authority record.


'''5.1.2 Authorized form(s) of name'''

''Purpose:''

To create an authorized access point that uniquely identifies a corporate body, person or family.

''Rule:''

Record the standardized form of name for the entity being described in accordance with any relevant national or international conventions or rules applied by the agency that created the authority record. Use dates, place, jurisdiction, occupation, epithet and other qualifiers as appropriate to distinguish the authorized form of name from those of other entities with similar names. Specify separately in the ''Rules and/or conventions'' element ([[#5.4.3|5.4.3]]) which set of rules has been applied for this element.


'''5.1.3 Parallel forms of name'''

''Purpose:''

To indicate the various forms in which the Authorized form of name occurs in other languages or script form(s).

''Rule:''

Record the parallel form(s) of name in accordance with any relevant national or international conventions or rules applied by the agency that created the authority record, including any necessary sub elements and/or qualifiers required by those conventions or rules. Specify in the ''Rules and/or conventions'' element ([[#5.4.3|5.4.3]]) which rules have been applied.


'''5.1.4 Standardized forms of name according to other rules'''

''Purpose:''

To indicate standardized forms of name for the corporate body, person or family that have been constructed according to rules other than those used to construct the authorised form of name. This can facilitate the sharing of authority records between different professional communities.

''Rule:''

Record the standardized form of name for the entity being described in accordance with other conventions or rules. Specify the rules and/or if appropriate the name of the agency by which these standardized forms of name have been constructed.


'''5.1.5 Other forms of name'''

''Purpose:';

To indicate any other name(s) for the corporate body, person or family not used elsewhere in the Identity Area.

''Rule:''

Record other names by which the entity may be known, such as:
*a) other forms of the same name, e.g. acronyms;
*b) other names of corporate bodies, for example, changes of name over time and their dates;3
*c) including pseudonyms, maiden names, etc;
*d) names and prenominal and postnominal titles of persons and families, e.g. titles of nobility, or titles of honour held by the individual or family.


'''5.1.6 Identifiers for corporate bodies'''

''Purpose:''

To provide any numeric or alpha-numeric identifiers that are used to identify the corporate body.

''Rule:''

Record where possible any official number or other identifier (e.g. a company registration number) for the corporate body and reference the jurisdiction and scheme under which it has been allocated.


=== 5.2 Description area ===

The purpose of this area is to describe the history, roles, context and activities of the corporate body, person or family.

The ''Dates of existence'' ([[#5.2.1|5.2.1]]) must be recorded as a separate element.

The information specified in rules 5.2.3-5.2.8 may be recorded as separate, structured elements and/or as narrative text in [[#5.2.2|5.2.2]].


'''5.2.1 Dates of existence'''

''Purpose:''

To indicate the dates of existence of the corporate body, person or family.

''Rule:''

Record the dates of existence of the entity being described. For corporate bodies include the date of establishment/foundation/enabling legislation and dissolution. For persons include the dates or approximate dates of birth and death or, when these dates are not known, floruit dates. Where parallel systems of dating are used, equivalences may be recorded according to relevant conventions or rules. Specify in the ''Rules and/or conventions'' element ([[#5.4.3|5.4.3]]) the system(s) of dating used, e.g. ISO 8601.


'''5.2.2 History'''

''Purpose:''

To provide a concise history of the corporate body, person or family.

''Rule:''

Record in narrative form or as a chronology the main life events, activities, achievements and/or roles of the entity being described. This may include information on gender, nationality, family and religious or political affiliations. Wherever possible, supply dates as an integral component of the narrative description.


'''5.2.3 Places'''

''Purpose:''

To indicate the predominant places and/or jurisdictions where the corporate body, person or family was based, lived or resided or had some other connection.

''Rule:''

Record the name of the predominant place(s)/jurisdiction(s), together with the nature and covering dates of the relationship with the entity.


'''5.2.4 Legal status'''

''Purpose:''

To indicate the legal status of a corporate body.

''Rule:''

Record the legal status and where appropriate the type of corporate body together with the covering dates when this status applied.


'''5.2.5 Functions, occupations and activities'''

''Purpose:''

To indicate the functions, occupations and activities performed by the corporate body, person or family.

''Rule:''

Record the functions, occupations and activities performed by the entity being described, together with the covering dates when useful. If necessary, describe the nature of the function, occupation or activity.


'''5.2.6 Mandates/Sources of authority'''

''Purpose:''

To indicate the sources of authority for the corporate body, person or family in terms of its powers, functions, responsibilities or sphere of activities, including territorial.

''Rule:''

Record any document, law, directive or charter which acts as a source of authority for the powers, functions and responsibilities of the entity being described, together with information on the jurisdiction(s) and covering dates when the mandate(s) applied or were changed.


'''5.2.7 Internal structures / Genealogy'''

''Purpose:''

To describe and/or represent the internal administrative structure(s) of a corporate body or the genealogy of a family.

''Rule:''

Describe the internal structure of a corporate body and the dates of any changes to that structure that are significant to the understanding of the way that corporate body conducted its affairs (e.g. by means of dated organization charts).

Describe the genealogy of a family (e.g. by means of a family tree) in a way that demonstrates the inter-relationships of its members with covering dates.


'''5.2.8 General context'''

''Purpose:''

To provide significant information on the general social, cultural, economic, political and/or historical context in which the corporate body, person or family operated, lived or was active.

''Rule:''

Provide any significant information on the social, cultural, economic, political and/or historical context in which the entity being described operated.


=== 5.3 Relationships area ===

The purpose of this area is to describe relationships with other corporate bodies, persons and families as may be described in other authority records.


'''5.3.1 Names / Identifiers of related corporate bodies, persons or families'''

''Purpose:''

To indicate the names and any unique identifiers of related entities and to support linkages to the authority records for related corporate bodies, persons or families.

''Rule:''

Record the authorized form of name and any relevant unique identifiers, including the authority record identifier, for the related entity.


'''5.3.2 Category of relationship'''

''Purpose:''

To identify the general category of relationship between the entity being described and another corporate body, person or family.

''Rule:''

Record a general category into which the relationship being described falls. Use general categories prescribed by national rules and/or conventions or one of the following four categories. Record in the ''Rules and/or conventions'' element ([[#5.4.3|5.4.3]]) any classification scheme used as a source of controlled vocabulary terms to describe the relationship.

Hierarchical
*Eg. superior/subordinate; controlled/controlling; owner of/owned by)
*In a hierarchical relationship an entity may exercise some authority and control over the activities of a number of other corporate bodies, persons or families. An entity may also be subordinate to a number of other corporate bodies, persons or families, as for example a joint-committee or an organization whose superior changed over time.

Temporal
*Eg. predecessor/successor.
*In a temporal relationship an entity may succeed a number of other corporate bodies, persons or families in exercising some functions and activities. In turn it may be succeeded by a number of other corporate bodies, persons or families.

Family
*In a family a person may have a wide circle of relationships with other members of the family and with the family as an entity. Where the genealogical structure of the family is complex it may be appropriate to create separate authority records for each member and link them to parent(s), spouse(s) and child(ren). Alternatively this information may be recorded in the ''Internal structures/Genealogy'' element ([[#5.2.7|5.2.7]]).

Associative
*An associative relationship is a general category for relationships not covered by any of the above (e.g. Provider/client, membership, part/whole, business partner).


'''5.3.3 Description of relationship'''

''Purpose:''

To provide a specific description of the nature of the relationship.

''Rule:''

Record a precise description of the nature of the relationship between the entity described in this authority record and the other related entity, e.g. superior agency, subordinate agency, owner, predecessor, husband, wife, son, cousin, teacher of, student of, professional colleague. Record in the ''Rules and/or conventions'' element ([[#5.4.3|5.4.3]]) any classification scheme used as a source of controlled vocabulary terms to describe the relationship. A narrative description of the history and/or nature of the relationship may also be provided here.


'''5.3.4 Dates of the relationship'''

''Purpose:''

To indicate the dates of duration of the relationship with another corporate body, person or family.

''Rule:''

Record when relevant the commencement date of the relationship or succession date and, when relevant, the cessation date of the relationship. Specify in the ''Rules and/or conventions'' element ([[#5.4.3|5.4.3]]) any systems of dating used, e.g. ISO 8601.


=== 5.4 Control area ===


'''5.4.1 Authority record identifier'''

''Purpose:''

To identify the authority record uniquely within the context in which it will be used.

''Rule:''

Record a unique authority record identifier in accordance with local and/or national conventions. If the authority record is to be used internationally, record the country code of the country in which the authority record was created in accordance with the latest version of ISO 3166 ''Codes for the representation of names of countries''.

Where the creator of the authority record is an international organization, give the organizational identifier in place of the country code.


'''5.4.2 Institution identifiers'''

''Purpose:''

To identify the agency(ies) responsible for the authority record.

''Rule:''

Record the full authorized form of name(s) of the agency(ies) responsible for creating, modifying or dissemninating the authority record or, alternatively, record a code for the agency in accordance with the national or international agency code standard. Include reference to any systems of identification used to identify the institutions (e.g. ISO 15511).


'''5.4.3 Rules and/or conventions'''

''Purpose:''

To identify the national or international conventions or rules applied in creating the archival authority record.

''Rule:''

Record the names and where useful the editions or publication dates of the conventions or rules applied. Specify separately which rules have been applied for creating the Authorized form of name. Include reference to any system(s) of dating used to identify dates in this authority record (e.g. ISO 8601).


'''5.4.4 Status'''

''Purpose:''

To indicate the drafting status of the authority record so that users can understand the current status of the authority record.

''Rule:''

Record the current status of the authority record, indicating whether the record is a draft, finalized and/or revised or deleted.


'''5.4.5 Level of detail'''
''Purpose:''

To indicate whether the authority record applies a minimal, partial or a full level of detail.

''Rule:''

Indicate whether the record consists of a minimal, partial or full level of detail in accordance with relevant international and/or national guidelines and/or rules. In the absence of national guidelines or rules, minimal records are those that consist only of the four essential elements of an ISAAR(CPF) compliant authority record (see [[#4.8|4.8]]), while full records are those that convey information for all relevant ISAAR(CPF) elements of description.


'''5.4.6 Dates of creation, revision or deletion'''

''Purpose:''

To indicate when this authority record was created, revised or deleted.

''Rule:''

Record the date the authority record was created and the dates of any revisions to the record. Specify in the ''Rules and/or conventions'' element ([[#5.4.3|5.4.3]]) the system(s) of dating used, e.g. ISO 8601.


'''5.4.7 Language(s) and script(s)'''

''Purpose:''

To indicate the language(s) and/or script(s) used to create the authority record.

''Rule:''

Record the language(s) and/or script(s) of the archival authority record. Include the appropriate ISO codes for languages (ISO 639-2) and/or scripts (ISO 15924 ''Codes for the representation of names of scripts'').


'''5.4.8 Sources'''

''Purpose:''

To identify the sources consulted in creating the authority record.

''Rule:''
style="background:silver" | Rule
|
Record the sources consulted in establishing the authority record.


'''5.4.9 Maintenance notes'''

''Purpose:''

To document the creation of and changes to the authority record.

''Rule:''

Record notes pertinent to the creation and maintenance of the authority record. The names of persons responsible for creating the authority record may be recorded here.


== 6. Relating corporate bodies, persons and families to archival materials and other resources ==

Archival authority records are created primarily to document the context of records creation. To make this documentation useful it is necessary to link the authority records to descriptions of records. Archival authority records can also be linked to other relevant information resources. When such linkages are made it is important to describe the nature of the relationship, where known, between the corporate body, person or family and the linked resource. This Section provides guidance on how such linkages can be created in the context of an archival descriptive system. See Figure 1 for a pictorial representation of this.

Record relevant information as a free text narrative and/or as structured text as specified in the elements below and/or links to the resources.


'''6.1 Identifiers and titles of related resources'''

''Purpose:''

To identify uniquely the related resources and/or enable the linking of the authority record to a description of the related resources, where such descriptions exist.

''Rule:''

Provide the unique identifiers/reference codes and/or titles for the related resources. Where appropriate also provide the identifiers of any separate description of the related resource.


'''6.2 Types of related resources'''
''Purpose:''

To identify the type of related resource(s) being referenced.

''Rule:''

Identify the type of related resources, e.g. Archival materials (fonds, record series, etc), archival description, finding aid, monograph, journal article, web site, photograph, museum collection, documentary film, oral history recording.


'''6.3 Nature of relationships'''

''Purpose:''

To identify the nature of the relationships between the corporate body, person or family and the related resources.

''Rule:''

Describe the nature of the relationships between the corporate body, person or family and the related resource, e.g. creator, author, subject, custodian, copyright owner, controller, owner.


'''6.4 Dates of related resources and/or relationships'''

''Purpose:''

To provide any relevant dates for the related resources and/or the dates of the relationship between the corporate body, person or family and the related resources, and to indicate the significance of those dates.

''Rule:''

Provide any relevant dates for the related resources and/or the relationship between the corporate body, person or family and the related resource and describe the significance of those dates.

RS-1

2012-06-16T12:38:19Z

PeterD: Link to official standard updated

__NOTOC__
[[Image:isadCover.png|500px|right|thumb|General International Standard Archival Description (ISAD(G)]]


ISAD(G): General International Standard Archival Description

[[Main Page]] > [[Requirement sources]] > ISAD(G)

[http://www.ica.org/10207/standards/isadg Download the official, complete standard from the ICA website]

[[#I|I Introduction]]

[[#1.0|1.0 Multilevel description]]

[[#2.0|2.0 Multilevel description rules]]

[[#3.0|3.0 Elements of description]]
*[[#3.1|3.1 Identity area]]
*[[#3.2|3.2 Context area]]
*[[#3.3|3.3 Content and structure area]]
*[[#3.4|3.4 Conditions of access and use area]]
*[[#3.5|3.5 Allied materials area]]
*[[#3.6|3.6 Notes area]]
*[[#3.7|3.7 Description control area]]


== I Introduction ==


'''I.1'''

This standard provides general guidance for the preparation of archival descriptions. It is to be used in conjunction with existing national standards or as the basis for the development of national standards.


'''I.2'''

The purpose of archival description is to identify and explain the context and content of archival material in order to promote its accessibility. This is achieved by creating accurate and appropriate representations and by organizing them in accordance with predetermined models. Description-related processes may begin at or before records creation and continue throughout the life of the records. These processes make it possible to institute the intellectual controls necessary for reliable, authentic, meaningful and accessible descriptive records to be carried forward through time.


'''I.3'''

Specific elements of information about archival materials are recorded at every phase of their management (e.g., creation, appraisal, accessioning, conservation, arrangement) if the material is to be on the one hand securely preserved and controlled, and on the other hand made accessible at the proper time to all who have a right to consult it. Archival description in the widest sense of the term covers every element of information no matter at what stage of management it is identified or established. At every stage the information about the material remains dynamic and may be subject to amendment in the light of further knowledge of its content or the context of its creation. Computerized information systems in particular may serve to integrate or select elements of information as required, and to update or amend them. While the focus of these rules is the description of archival materials after the point at which they have been selected for preservation, they may also be applied at earlier phases.


'''I.4'''

This standard contains general rules for archival description that may be applied irrespective of the form or medium of the archival material. The rules contained in this standard do not give guidance on the description of special materials such as seals, sound recordings, or maps. Manuals setting out descriptive rules for such materials already exist. This standard should be used in conjunction with these manuals to enable appropriate description of special materials.


'''I.5'''

This set of general rules for archival description is part of a process that will
*a. ensure the creation of consistent, appropriate, and self explanatory descriptions;
*b. facilitate the retrieval and exchange of information about archival material;
*c. enable the sharing of authority data; and
*d. make possible the integration of descriptions from different locations into a unified information system.


'''I.6'''

The rules accomplish these purposes by identifying and defining twenty-six (26) elements that may be combined to constitute the description of an archival entity. The structure and content of the information in each of these elements should be formulated in accordance with applicable national rules. As general rules, these are intended to be broadly applicable to descriptions of archives regardless of the nature or extent of the unit of description. However, the standard does not define output formats, or the ways in which these elements are presented, for example, in inventories, catalogues, lists, etc.


'''I.7'''

Archival descriptive standards are based on accepted theoretical principles. For example, the principle that archival description proceeds from the general to the specific is the practical consequence of the principle of respect des fonds.1 This principle must be articulated if a generally applicable structure and system of archival description is to be built which is not dependent on the finding aids of any given repository, whether in a manual or automated environment.


'''I.8'''

In Appendix A-1 one may find a hierarchical model of the levels of arrangement for the fonds and its constituent parts. There are levels of description, with differing degrees of detail, appropriate to each level of arrangement. For example, a fonds may be described as a whole in a single description or represented as a whole and in its parts at various levels of description. The fonds forms the broadest level of description; the parts form subsequent levels, whose description is often only meaningful when seen in the context of the description of the whole of the fonds. Thus, there may be a fonds-level description, a series-level description, a file-level description and/or an item-level description. Intermediate levels, such as a sub-fonds or sub-series, may be expected. Each of these levels may be further subdivided according to the complexity of the administrative structure and/or functions of the organization which generated the archival material and the organization of the material. In Appendix A-2 the model represents the complex relationships between creator(s) and the units of description, regardless of level, as expressed in the boxes representing authority records according to ISAAR(CPF) and the links between them and the boxes representing the units of description of the fonds and its parts. Appendix B shows full examples of archival descriptions and some of its parts.


'''I.9'''

Each rule consists of: a. the name of the element of description governed by the rule; b. a statement of the purpose of incorporating the element in a description; c. a statement of the general rule (or rules) applicable to the element; and d. where applicable, examples illustrating implementation of the rule(s).


'''I.10'''

Paragraphs are numbered and are given for citation purposes only. These numbers should not be used to designate elements of description.


'''I.11'''

The rules are organized into seven areas of descriptive information:
#Identity Statement Area (where essential information is conveyed to identify the unit of description)
#Context Area (where information is conveyed about the origin and custody of the unit of description)
#Content and Structure Area (where information is conveyed about the subject matter and arrangement of the unit of description)
#Condition of Access and Use Area (where information is conveyed about the availability of the unit of description)
#Allied Materials Area (where information is conveyed about materials having an important relationship to the unit of description)
#Note Area (where specialized information and information that cannot be accommodated in any of the other areas may be conveyed).
#Description Control Area (where information is conveyed on how, when and by whom the archival description was prepared).


'''I.12'''

All 26 elements covered by these general rules are available for use, but only a subset need be used in any given description. A very few elements are considered essential for international exchange of descriptive information:

*a. reference code;
*b. title;
*c. creator;
*d. date(s);
*e. extent of the unit of description; and
*f. level of description.

Examples throughout the text of ISAD(G) are illustrative and not prescriptive. They illuminate the provisions of the rules to which they are attached, rather than extend those provisions. Do not take the examples, or the form in which they are presented as instructions. To clarify the context, each example is followed by an indication of the level of description to which it pertains in italic and in parentheses. On the next line, the name of the institution that holds the material which the example illustrates and/or supplied the example is indicated, also in italic. Further explanatory note(s) may follow, also in italic, preceded by the word Note:. Do not confuse the indication of the level of description, the source of the example, and any notes with the example itself.


'''I.13'''

The extent to which a given archival description will incorporate more than the essential elements of information will vary depending on the nature of the unit of description.


'''I.14'''

Access points are based upon the elements of description. The value of access points is enhanced through authority control. Because of the importance of access points for retrieval, a separate ICA standard, International Standard Archival Authority Record for Corporate Bodies, Persons and Families: ISAAR(CPF), has been developed. ISAAR(CPF) gives general rules for the establishment of archival authority records that describe the corporate bodies, persons, and families that may be named as creators in descriptions of archival documents. (See Appendix A-2 for a schematic illustration of the relationship between descriptive and authority records.) Vocabularies and conventions to be used with other access points should be developed nationally, or separately for each language. The following ISO standards are useful when developing and maintaining controlled vocabularies:

*ISO 5963 Documentation — Methods for examining documents, determining their subject, and selecting indexing terms,
*ISO 2788 Documentation — Guidelines for the establishment and development of monolingual thesauri and
*ISO 999 Information and documentation — Guidelines for the content, organization and presentation of indexes.


'''I.15'''

In citing a published source in any element of description, follow the latest version of ISO 690 Documentation — Bibliographic references — Content, form and structure.


== 1.0 Multilevel description ==


'''1.1 Introduction'''

If the fonds as a whole is being described, it should be represented in one description, using the elements of description as outlined below in section 3 of this document. If description of the parts is required, they may be described separately also using the appropriate elements from section 3. The sum total of all descriptions thus obtained, linked in a hierarchy, as outlined in the model in the Appendix A-1, represents the fonds and those parts for which descriptions were made. For the purposes of these rules, this technique of description is called multilevel description.


== 2.0 Multilevel description rules ==


'''2.1 Description from the general to the specific'''

''Purpose:''

To represent the context and the hierarchical structure of the fonds and its parts.

''Rule:''

At the fonds level give information for the fonds as a whole. At the next and subsequent levels give information for the parts being described. Present the resulting descriptions in a hierarchical part-to-whole relationship proceeding from the broadest (fonds) to the more specific.


'''2.2 Information relevant to the level of description'''

''Purpose:''

To represent accurately the context and content of the unit of description.

''Rule:''

Provide only such information as is appropriate to the level being described. For example, do not provide detailed file content information if the unit of description is a fonds; do not provide an administrative history for an entire department if the creator of a unit of description is a division or a branch.


'''2.3 Linking of descriptions'''

''Purpose:''

To make explicit the position of the unit of description in the hierarchy.

''Rule:''

Link each description to its next higher unit of description, if applicable, and identify the level of description. (See 3.1.4.)


'''2.4 Non-repetition of information'''

''Purpose:''

To avoid redundancy of information in hierarchically related archival descriptions.

''Rule:''

At the highest appropriate level, give information that is common to the component parts. Do not repeat information at a lower level of description that has already been given at a higher level.


== 3.0 Elements of description ==


=== 3.1 Identity statement area ===


'''3.1.1 Reference code(s)'''

''Purpose:''

To identify uniquely the unit of description and to provide a link to the description that represents it.

''Rule:''

Record, as necessary for unique identification, the following elements:
*the country code in accordance with the latest version of ISO 3166 Codes for the representation of names of countries;
*the repository code in accordance with the national repository code standard or other unique location identifier;
*a specific local reference code, control number, or other unique identifier.

All three elements must be present for the purpose of information exchange at the international level.


'''3.1.2 Title'''

''Purpose:''

To name the unit of description.

''Rule:''

Provide either a formal title or a concise supplied title in accordance with the rules of multilevel description and national conventions.

If appropriate, abridge a long formal title, but only if this can be done without loss of essential information.

For supplied titles, at the higher level, include the name of the creator of the records. At lower levels one may include, for example, the name of the author of the document and a term indicating the form of the material comprising the unit of description and, where appropriate, a phrase reflecting function, activity, subject, location, or theme.

Distinguish between formal and supplied titles according to national or language conventions.


'''3.1.3 Date(s)'''

''Purpose:''

To identify and record the date(s) of the unit of description.

''Rule:''

Record at least one of the following types of dates for the unit of description, as appropriate to the materials and the level of description.

Date(s) when records were accumulated in the transaction of business or the conduct of affairs;

Date(s) when documents were created. This includes the dates of copies, editions, or versions of, attachments to, or originals of items generated prior to their accumulation as records.

Identify the type of date(s) given. Other dates may be supplied and identified in accordance with national conventions.

Record as a single date or a range of dates as appropriate. A range of dates should always be inclusive unless the unit of description is a record-keeping system (or part thereof) in active use.


'''3.1.4 Level of description'''

''Purpose:''

To identify the level of arrangement of the unit of description.

''Rule:''

Record the level of this unit of description.


'''3.1.5 Extent and medium of the unit of description'''

''Purpose:''

To identify and describe
*a. the physical or logical extent and
*b. the medium of the unit of description.

''Rule:''

Record the extent of the unit of description by giving the number of physical or logical units in arabic numerals and the unit of measurement. Give the specific medium (media) of the unit of description.

Alternatively, give the linear shelf space or cubic storage space of the unit of description. If the statement of extent for a unit of description is given in linear terms and additional information is desirable, add the additional information in parentheses.

Optionally, where the unit of description is a record-keeping system (or part thereof) in active use, show the known extent at a given date and/or the extent in custody.


=== 3.2 Context area ===

[Some of the information in this area, i.e., the name of the creator(s) and the administrative/biographical history may, in certain applications, be accommodated in linked authority files. See I.14.]


'''3.2.1 Name of creator(s)'''

''Purpose:''

To identify the creator (or creators) of the unit of description.

''Rule:''

Record the name of the organization(s) or the individual(s) responsible for the creation, accumulation and maintenance of the records in the unit of description. The name should given in the standardized form as prescribed by international or national conventions in accordance with the principles of ISAAR(CPF).


'''3.2.2 Administrative / Biographical history'''

''Purpose:''

To provide an administrative history of, or biographical details on, the creator (or creators) of the unit of description to place the material in context and make it better understood.

''Rule:''

Record concisely any significant information on the origin, progress, development and work of the organization (or organizations) or on the life and work of the individual (or individuals) responsible for the creation of the unit of description. If additional information is available in a published source, cite the source.

The Information Areas of ISAAR(CPF) suggest specific informational elements that may be included in this element.

For persons or families record information such as full names and titles, dates of birth and death, place of birth, successive places of domicile, activities, occupation or offices, original and any other names, significant accomplishments, and place of death.


'''3.2.3 Archival history'''

''Purpose:''

To provide information on the history of the unit of description that is significant for its authenticity, integrity and interpretation.

''Rule:''

Record the successive transfers of ownership, responsibility and/or custody of the unit of description and indicate those actions, such as history of the arrangement, production of contemporary finding aids, re-use of the records for other purposes or software migrations, that have contributed to its present structure and arrangement. Give the dates of these actions, insofar as they can be ascertained. If the archival history is unknown, record that information.

Optionally, when the unit of description is acquired directly from the creator, do not record an archival history but rather, record this information as the Immediate source of acquisition. (See [[#3.2.4|3.2.4]])


'''3.2.4 Immediate source of acquisition or transfer'''

''Purpose:''

To identify the immediate source of acquisition or transfer.

''Rule:''

Record the source from which the unit of description was acquired and the date and/or method of acquisition if any or all of this information is not confidential. If the source is unknown, record that information. Optionally, add accession numbers or codes.


=== 3.3 Content and structure area ===


'''3.3.1 Scope and content'''

''Purpose:''

'To enable users to judge the potential relevance of the unit of description.

''Rule:''

Give a summary of the scope (such as, time periods, geography) and content, (such as documentary forms, subject matter, administrative processes) of the unit of description, appropriate to the level of description.


'''3.3.2 Appraisal, destruction and scheduling information'''

''Purpose:''

To provide information on any appraisal, destruction and scheduling action.

''Rule:''

Record appraisal, destruction and scheduling actions taken on or planned for the unit of description, especially if they may affect the interpretation of the material.

Where appropriate, record the authority for the action.


'''3.3.3 Accruals'''

''Purpose:''

To inform the user of foreseen additions to the unit of description.

''Rule:''

Indicate if accruals are expected. Where appropriate, give an estimate of their quantity and frequency.


'''3.3.4 System of arrangement'''

''Purpose:''

To provide information on the internal structure, the order and/or the system of
classification of the unit of description.

''Rule:''

Specify the internal structure, order and/or the system of classification of the unit of description. Note how these have been treated by the archivist. For electronic records, record or reference information on system design.

Alternatively, include any of this information in the ''Scope and Content'' element (3.3.1) according to national conventions.


=== 3.4 Conditions of access and use area ===


'''3.4.1 Conditions governing access'''

''Purpose:''

To provide information on the legal status or other regulations that restrict or affect access to the unit of description.

''Rule:''

Specify the law or legal status, contract, regulation or policy that affects access to the unit of description. Indicate the extent of the period of closure and the date at which the material will open when appropriate.


'''3.4.2 Conditions governing reproduction'''

''Purpose:''

To identify any restrictions on reproduction of the unit of description.

''Rule:''

Give information about conditions, such as copyright, governing the reproduction of the unit of description after access has been provided. If the existence of such conditions is unknown, record this. If there are no conditions, no statement is necessary.


'''3.4.3 Language/scripts of material'''

''Purpose:''

To identify the language(s), script(s) and symbol systems employed in the unit of description.

''Rule:''

Record the language(s) and/or script(s) of the materials comprising the unit of description. Note any distinctive alphabets, scripts, symbol systems or abbreviations employed. Optionally, also include the appropriate ISO codes for language(s) (ISO 639-1 and ISO 639-2: International Standards for Language Codes) or script(s), (ISO 15924: International Standard for Names of Scripts).


'''3.4.4 Physical characteristics and technical requirements'''

''Purpose:''

To provide information about any important physical characteristics or technical requirements that affect use of the unit of description.

''Rule:''

Indicate any important physical conditions, such as preservation requirements, that affect the use of the unit of description. Note any software and/or hardware required to access the unit of description.


'''3.4.5 Finding aids'''

''Purpose:''

To identify any finding aids to the unit of description.

''Rule:''

Give information about any finding aids that the repository or records creator may have that provide information relating to the context and contents of the unit of description. If appropriate, include information on where to obtain a copy.


=== 3.5 Allied materials area ===


'''3.5.1 Existence and location of originals'''

''Purpose:''

To indicate the existence, location, availability and/or destruction of originals where the unit of description consists of copies.

''Rule:''

If the original of the unit of description is available (either in the institution or elsewhere) record its location, together with any significant control numbers. If the originals no longer exist, or their location is unknown, give that information.


'''3.5.2 Existence and location of copies'''

''Purpose:''

To indicate the existence, location and availability of copies of the unit of description.

''Rule:''

If the copy of the unit of description is available (either in the institution or elsewhere) record its location, together with any significant control numbers.


'''3.5.3 Related units of description'''

''Purpose:''

To identify related units of description.

''Rule:''

Record information about units of description in the same repository or elsewhere that are related by provenance or other association(s). Use appropriate introductory wording and explain the nature of the relationship . If the related unit of description is a finding aid, use the finding aids element of description ([[#3.4.5|3.4.5]]) to make the reference to it.


'''3.5.4 Publication note'''

''Purpose:''

To identify any publications that are about or are based on the use, study, or analysis of the unit of description.

''Rule:''

Record a citation to, and/or information about a publication that is about or based on the use, study, or analysis of the unit of description. Include references to published facsimiles or transcriptions.


=== 3.6 Notes area ===


'''3.6.1 Note'''

''Purpose:''

To provide information that cannot be accommodated in any of the other areas.

''Rule:''

Record specialized or other important information not accommodated by any of the defined elements of description.


=== 3.7 Description control area ===


'''3.7.1 Archivist's Note'''

''Purpose:''

To explain how the description was prepared and by whom.

''Rule:''

Record notes on sources consulted in preparing the description and who prepared it.


'''3.7.2 Rules or conventions'''

''Purpose:''

To identify the protocols on which the description is based.

''Rule:''

Record the international, national and/or local rules or conventions followed in preparing the description.


'''3.7.3 Date(s) of descriptions'''

''Purpose:''

To indicate when this description was prepared and/or revised.

''Rule:''

Record the date(s) the entry was prepared and/or revised.