Difference between revisions of "Add a new authority record"

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__NOTOC__
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[[Main Page]] > [[User manual]] > [[Add/edit content]] > [[Add/edit authority records]] > Create a new authority record
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<span class="pageTitle">Data entry: authority records</span>
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<div class="clearfix">
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== From the main menu ==
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<div class="clearfix">
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[[Image:addMenu.png|500px|right|thumb|Add a new authority record from the main menu]]In the [[Glossary#Main menu|main menu]], hover your cursor over "Add" and select "Authority records". Alternatively, navigate to an [[Glossary#Authority record|authority record]] [[Glossary#View page|view page]] and click the [[Glossary#Add new button|"Add new" button]] in the [[Glossary#Button block|button block]]. ICA-AtoM takes you to a blank [[Glossary#Edit page|edit page]] for data entry.
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</div>
  
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[[Main Page]] > [[User manual|(UM) User manual]] > [[UM-3|UM-3 Add / edit content]] > [[UM-3.2|UM-3.2 Add / edit authority records]] > UM-3.2.1 Data entry: authority records
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<div class="clearfix">
  
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[[Image:um3-2-1AuthorityRecord.png|500px|right|thumb|Edit screen: all record areas collapsed]]
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[[Image:editIsaar.png|500px|right|thumb|Save or cancel the new record]]On loading, the [[Glossary#Edit page|edit page]] displays the record with all [[Glossary#Information area|information areas]] closed; click on an [[Glossary#Information area|information area]] to access the [[Glossary#Field|fields]] grouped under it.
  
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</div>
  
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The [[Edit screen]] for [[Authority record|authority records]] is structured into four [[Area of description|areas of description]] based on [[RS-2|ISAAR(CPF)'s]] "information areas".
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<div class="clearfix">
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*[[#Identity area|Identity area]]
 
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*[[#Description area|Description area]]
 
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*[[#Relationships area|Relationships area]]
 
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*[[#Control area|Control area]]
 
  
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Click on a [[Glossary#Area of description|area of description]] to expand it (display [[Field|fields]]); click again to collapse it (hide [[Field|fields]]). Note that as of the current version of ICA-AtoM (v1.0 beta), whenever you save a record ICA-AtoM re-loads the page, which collapses all areas.
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[[Image:AuthorityRecordDescription.png|500px|right|thumb|Description Area in Authority Record edit template]] In the ISAAR authority record edit template there is a "Descriptive Area" that holds a number of data entry fields. The "History" field contains information in a narrative form about the main events of the person, organization or corporate entity.
  
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</div>
  
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The following notes aim only to clarify ICA-AtoM procedures; for guidelines on what information to record in particular fields, consult [[RS-2|ISAAR(CPF)]] as the content standard. The notes are organized by [[Field|field]], with links to the applicable [[RS-2|ISAAR(CPF)]] section(s).
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<div class="clearfix">
  
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<br clear=right>
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*You can quit the process at any time by clicking the "cancel" button in the [[Glossary#Button block|button block]]; no new record will be added.
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== Identity area ==
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*Click the [[Glossary#Create button|create button]] in the [[Glossary#Button block|button block]] to save the new record.
  
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[[Image:um3-2-1Identity.png|500px|right|thumb|Authority record: Identity area]]
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</div>
  
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The "Identity area" contains [[Field|fields]] for information "which uniquely identifies the entity being described and which defines standardized access points for the record" (ISAAR(CPF) 4.4.1).
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<div class="clearfix">
  
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[[Image:AuthorityRecordView.png|500px|right|thumb|View Authority Record]] Once the record is saved, you can view the information entered.
  
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1. '''Authorized form of name''' ([[RS-2#5.1.2|ISAAR(CPF) 5.1.2]]):
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</div>
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*Enter the name that uniquely identifies the entity.
 
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*[[Drop-down list|Drop-down lists]] of names that appear throughout the system are generated from the values entered in this [[Field|field]].
 
  
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<div class="note">
  
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2. '''Type of entity''' ([[RS-2#5.1.1|ISAAR(CPF) 5.1.1]]):
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Note: The related Archival Description now includes the Biographical History (taken from the authority record "history" field).
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*Select the type of entity.
 
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*ICA-AtoM ships with a default [[Value list|value list]] ([[Taxonomy|taxonomy]]): ''Corporate body, Person or Family''.
 
  
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[[Image:BioHistArchivalDesc.png|500px|right|thumb|View Archival Description (RAD template) section Admin/Bio History]]
  
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3. '''Other names''' ([[RS-2#5.1.3|ISAAR(CPF) 5.1.3]], [[RS-2#5.1.4|ISSAR(CPF) 5.1.4]], [[RS-2#5.1.5|ISAAR(CPF) 5.1.5]]):
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</div class="note">
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*[[Multi-value field|Multi-value field]] displaying alternate names for the entity.
 
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*Register as many names as you need.
 
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*The last row in the list contains text boxes for data entry.
 
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*Enter the alternate name in the "Name" field, select the "Type of name" from the drop-down list, and add any explanatory text if required in the "Note" field.
 
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*When you save the record, ICA-AtoM registers the other name and displays it in the list above the data entry field.
 
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*Repeat and save to register additional names.
 
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*To delete an entry, click the [[Delete icon]].
 
  
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<div class="clearfix">
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</div>
  
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4. '''Identifiers for corporate bodies''' ([[RS-2#5.1.6 |ISAAR(CPF) 5.1.6]]):
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== From a related ISAD(G) archival description (Name of creator field) ==
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*Enter numbers or other identifiers that were used to identify the corporate body in a specific jurisdiction (e.g. registered company number).
 
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*Do not confuse with the "Authority record identifier" assigned by the archival institution as a unique identifier of the authority record in the "Description control area" (see [[UM-3.4|Data entry: description control area]]).
 
  
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<br clear="right">
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In the Name of creator [[Glossary#Field|field]] in the ISAD [[Glossary#Edit page|edit page]], type in a new name. The name will be saved as a new [[Glossary#Authority record|authority record]] when you save the [[Glossary#Archival description|archival description]]
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== Description area ==
 
  
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[[Image:um3-2-1Description.png|500px|right|thumb|Authority record: Description area]]
 
  
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The "Description area" contains fields for information "about the nature, context and activities of the entity being described" (ISAAR(CPF) 4.4.2). With the exception of date-related fields (see steps 1-3 below), all fields are basic [[Text field|text fields]].
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<div class="clearfix">
  
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== From a related RAD, Dublin Core or MODS archival description (Actor name field) ==
  
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1. '''Start year''' and '''End year''' ([[RS-2#5.2.1|ISAAR(CPF) 5.2.1]]):
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# [[Image:dcEvent2.png|500px|right|thumb|A new actor name added to the event dialogue box creates a new authority record (RAD, Dublin Core, MODS templates only)]]In an [[Glossary#Archival description|archival description]] [[Glossary#Edit page|edit page]], add a new [[Glossary#Event|event]]. In the Actor name field, type in a new name. When you save the [[Glossary#Archival description|archival description]], ICA-AtoM creates a new [[Glossary#Authority record|authority record]] for the name.
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*Enter the start and end years of the entity (for corporate bodies: years of establishment and dissolution; for persons: birth and death year).
 
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*Leave end year blank if the entity is still in existence.
 
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*Use four-digit numbers only.
 
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*Do not use qualifiers (e.g. "ca.") or typographical symbols (e.g. "[197-]") to express uncertain dates.
 
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*Start and end values will be used in searches (earlier than, later than) and sorting.
 
  
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</div>
  
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2. '''Date display''' ([[RS-2#5.2.1|ISAAR(CPF) 5.2.1]]):
 
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*Enter dates of existence as a date range (yearX - yearY).
 
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*Add qualifiers (e.g. "ca.", "predominant") and typographical symbols if required.
 
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*This is the value that will appear in [[Glossary#View mode|view mode]] as the "Dates of existence".
 
  
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== From a related ISAD(G) or RAD archival description (Name access point) ==
  
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3. The remaining fields in this area are basic [[Glossary#Text field|text fields]]. See [[RS-2|ISAAR(CPF)]] for guidelines:
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Type a new name into a Name [[Glossary#Access point|access point]] [[Glossary#Field|field]]. When you save the [[Glossary#Archival description|archival description]] record, ICA-AtoM creates a new [[Glossary#Authority record|authority record]] for the name.
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*[[RS-2#5.2.2|ISAAR(CPF) 5.2.2: History]]
 
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*[[RS-2#5.2.3|ISAAR(CPF) 5.2.3: Places]]
 
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*[[RS-2#5.2.4|ISAAR(CPF) 5.2.4: Legal status]]
 
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*[[RS-2#5.2.5|ISAAR(CPF) 5.2.5: Functions, occupations and activities]]
 
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*[[RS-2#5.2.6|ISAAR(CPF) 5.2.6: Mandates/Sources of authority]]
 
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*[[RS-2#5.2.7|ISAAR(CPF) 5.2.7: Internal structures/Genealogy]]
 
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*[[RS-2#5.2.8|ISAAR(CPF) 5.2.8: General context]]
 
  
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<br clear="right">
 
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== Relationships area ==
 
  
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[[Image:um3-2-1Relationships.png|500px|right|thumb|Authority record: Relationships area]]
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== From an authority record view page ==
  
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The "Relationships area" contains fields for documenting relationships between the current entity and other corporate bodies, persons and/or families ([[RS-2#4.4.3|ISAAR(CPF) 4.4.3]]).
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Click the [[Glossary#Add new button|Add new button]] in the [[Glossary#Button block|button block]] of an [[Glossary#Authority record|authority record]] [[Glossary#View page|view page]]. This will open a blank [[Glossary#Edit page|edit page]] for data entry.
  
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*Not yet available as of ICA-AtoM 0.5.
 
  
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<br clear="right">
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[[Category:User manual]]
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== Control area ==
 
  
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The "Control area" contains fields for information about the creation and maintenance of the authority record itself. This [[Area of description|area of description]] has been standardized in ICA-AtoM for [[Archival description|archival descriptions]], [[Authority record|authority records]], and [[Archival institution|archival institutions]] and is described on a separate page:
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__NOTOC__
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*See [[UM-3.4|Data entry: control area]].
 

Latest revision as of 17:12, 26 April 2012

Please note that ICA-AtoM is no longer actively supported by Artefactual Systems.
Visit https://www.accesstomemory.org for information about AtoM, the currently supported version.

Main Page > User manual > Add/edit content > Add/edit authority records > Create a new authority record


From the main menu

Add a new authority record from the main menu
In the main menu, hover your cursor over "Add" and select "Authority records". Alternatively, navigate to an authority record view page and click the "Add new" button in the button block. ICA-AtoM takes you to a blank edit page for data entry.
Save or cancel the new record
On loading, the edit page displays the record with all information areas closed; click on an information area to access the fields grouped under it.
Description Area in Authority Record edit template
In the ISAAR authority record edit template there is a "Descriptive Area" that holds a number of data entry fields. The "History" field contains information in a narrative form about the main events of the person, organization or corporate entity.
  • You can quit the process at any time by clicking the "cancel" button in the button block; no new record will be added.
  • Click the create button in the button block to save the new record.
View Authority Record
Once the record is saved, you can view the information entered.

Note: The related Archival Description now includes the Biographical History (taken from the authority record "history" field).

View Archival Description (RAD template) section Admin/Bio History

From a related ISAD(G) archival description (Name of creator field)

In the Name of creator field in the ISAD edit page, type in a new name. The name will be saved as a new authority record when you save the archival description


From a related RAD, Dublin Core or MODS archival description (Actor name field)

  1. A new actor name added to the event dialogue box creates a new authority record (RAD, Dublin Core, MODS templates only)
    In an archival description edit page, add a new event. In the Actor name field, type in a new name. When you save the archival description, ICA-AtoM creates a new authority record for the name.


From a related ISAD(G) or RAD archival description (Name access point)

Type a new name into a Name access point field. When you save the archival description record, ICA-AtoM creates a new authority record for the name.


From an authority record view page

Click the Add new button in the button block of an authority record view page. This will open a blank edit page for data entry.


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