Metadata requirements: archival descriptions

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Describe units of archival materials

Requirement number	MR-1
Requirement name	Describe units of archival materials
Requirement specification	The system must: Include an entity representing an archival description.
Sub-requirements	1.1 Identify unit / object of description 1.2 Describe the context (origin and custody) of material 1.3 Describe content and structure of material 1.4 Describe conditions governing access and use of material 1.5 Identify related archvial materials 1.6 Control description record

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Identify unit / object of description

Requirement number	MR-1.1
Requirement name	Identify unit / object of description
Requirement specification	The system must: Uniquely identify each description.
Sub-requirements	1.1.1 Identify unit / object of description. 1.1.2 Name unit / object of description. 1.1.3 Identify the level of description. 1.1.4 Indicate the dates of the material described. 1.1.5 Indicate the extent of the material described.

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Identify unit / object of description

Requirement number	MR-1.1.1
Requirement name	Identify unit / object of description
Requirement specification	The system must: Assign one or more unique identifier (codes) to each description such that the description can be linked to the object of description.
Requirement quotation	ISAD(G) 3.1.1
Associated functional requirements	FR-3.B, Assign unique identifiers to descriptions.
Associated quality requirements	Auto-enter values.
Associated technical requirements
ICA-AtoM fields	information_object::id information_object:identifier
ICA-AtoM implementation	ICA-AtoM automatically assigns each record a unqiue database ID (id); this value is invisible to users. Users enter their own Reference code (identifier). ICA-AtoM allows any type of value in this field (numbers, text, alpha-numeric code) to accommodate any institutional system for assigning identifiers.
Known issues	Cannot currently auto-generate next sequential reference code / number.
User Manual sections	Add / edit content > Add / edit archival descriptions > Identity area

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Name unit / object of description

Requirement number	MR-1.1.2
Requirement name	Name unit / object of description
Requirement specification	The system must: Assign titles to archival descriptions. Accommodate multiple titles (variants, title changes). Support explanatory notes on titles.
Requirement quotation	ISAD(G) 3.1.2
Associated functional requirements	FR-3.2, Assign unique identifiers to descriptions. FR-4.1, Support description of the intellectual and physical characteristics of archival materials.
Associated quality requirements
Associated technical requirements
ICA-AtoM fields	information_object::title information_object::alternate_title note::note_content note::note_type
ICA-AtoM implementation	ICA-AtoM includes fields for Title (title) and Alternate title (alternate_title). ICA-AtoM does not impose any rules on formatting titles. Users can add as many Title notes as required (stored in a separate *note database table).
Known issues	Need to allow multiple alternate titles (currently only allows 1 alternate). Need to allow assignment of date ranges to titles for previous names of descriptive unit.
User Manual sections	Add / edit content > Add / edit archival descriptions > Identity area

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Identify the level of description

Requirement number	MR-1.1.3
Requirement name	Identify the level of description.
Requirement specification	The system must: Identify the level in the hierarchy of arrangement and description to which to the current description applies. Link the current description to related description within the same hierarchy.
Requirement quotation	[[ISAD(G)#ISAD3.1.4 | ISAD(G) 3.1.4
Associated functional requirements	FR-1.1, Support multi-level description. FR-4.4, Ensure that infromation at higher and lower levels of description are consistent.
Associated quality requirements	Provide drop-down value list menus. Provide context-specific pick lists.
Associated technical requirements
ICA-AtoM fields
ICA-AtoM implementation	ICA-AtoM includes the Level of description field with a drop-down list for selecting values. Value list can be customized by the system administrator to include only levels employed by the institution. The value themselves reside in a separate database table (term). ICA-AtoM links the current description with others in the hierarchy of arrangement through the Next upper level of description field in which the user selects the "parent" description; leave field blank if the description represents the highest level.
Known issues	Need to be able to filter drop-down list in Next upper level of description so that it is more manageable.
User Manual sections	Add / edit content > Add / edit archival descriptions > Identity area

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Indicate the dates of the material described

Requirement number	1.1.4
Requirement name	Indicate the dates of the material described.
Requirement specification	The system must: Indicate the earliest and latest dates of the material described. Support multiple date types (date of creation vs date of accumulation).
Requirement quotation	ISAD(G) 3.1.3
Associated functional requirements	FR-4.1, Support the description of the intellectual and physical characteristics of archival material. FR-4.4, Ensure that information at the higher and lower levels are consistent.
Associated quality requirements	Support multiple date formats. Calculate values at higher levels from data entered at lower levels.
Associated technical requirements
ICA-AtoM fields
ICA-AtoM implementation	ICA-AtoM handles mutliple dates through the event table, linking a description to a creator over a specifc date range. Users register dates through the Creation context fields in the ContextArea and can enter as many dates as required. Users enter separate data for Creation year and End year; these are number fields used behind the scenes for searching and sorting. Users also enter the date range as a single text string in the Date display field; here they can records dates in any format and apply any terms or typographic conventions to the qualify the dates (e.g. "March 1975"; "ca 1967-1968"; "[ 198?]"; "predominant dates: 1980-1995").
Known issues	Date display should automatically default to the the Creation year and the End year so that the user need only modify this field if either of these dates requires qualification. ICA-AtoM does not enable higher levels to "calculate up" date ranges from lower levels (e.g. set dates at fonds level from related lower-level descriptions); nor does it enforce consistency between levels.
User Manual sections	Add / edit content > Add / edit archival descriptions > Context area

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Indicate the extent of the material described

Requirement number	MR-1.1.5
Requirement name	Indicate the extent of the material described.
Requirement specification	The system must: Identify the logical or physical extent of the object. Describe the medium of the object.
Requirement quotation	ISAD(G) 3.1.5
Associated functional requirements	FR-4.1 Support the description of the intellectual and physical characteristics of archival material. FR-4.4, Ensure that information at the higher and lower levels are consistent.
Associated quality requirements	Provide controlled vocabulary for media terms.
Associated technical requirements
ICA-AtoM fields	information_object::extent_and_medium
ICA-AtoM implementation	ICA-AtoM provides a text field for Extent and medium.
Known issues	No support for drop-down lists for media types. ICA-AtoM does not enable higher levels to "calculate up" extents from lower levels (e.g. set dates at fonds level from related lower-level descriptions); nor does it enforce consistency between levels.
User Manual sections	Add / edit content > Add / edit archival descriptions > Identity area

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Describe context of archival materials

Requirement number	MR-1.2
Requirement name	Describe context of archival materials.
Requirement specification	The system must: Indicate the origins and custody of the archival materials being described.
Sub-requirements	1.2.1 Identify creator(s) of archival materials 1.2.2 Describe creator(s) of archival materials 1.2.3 Describe history of custody of archival materials

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Identify creator(s) of archival materials

Requirement number	MR-1.2.1
	Identify creator(s) of archival materials.
Requirement specification	The system must: Record the name of the the entity or entities responsible for the creation, accumulation, and maintenance of the material being described. Accommodate multiple creators (e.g. in a series system approach linking a single series to different agencies at different times).
Requirement quotation	ISAD(G) 3.2.1
Associated functional requirements	FR-4.2, Support the description of the context of archival materials.
Associated quality requirements	Provide controlled vocabulary drop-down lists (names).
Associated technical requirements
ICA-AtoM fields	event::actor_id.
ICA-AtoM implementation	ICA-AtoM links creators to archival materials via the event table which registers the creation of archival material as "event" that occurs over a certain date range. Users select / enter a name in the Creator field. Users enter the outside years in the Creation year and End year fields; these are number field used behind the scenes for sorting and searching. Users also enter the date range as a single text string in the Date display field; here they can apply any terms or typographic conventions to the qualify the dates (e.g. "ca 1967-1968", "[ 198?]", "predominant dates: 1980-1995"). Users can registers as many creator events as required. ICA-AtoM provides a drop-down list in the Creator field, showing names generated from the actor authority file. If the required name does not appear in the list, users can directly enter the name and ICA-AtoM registers it in the actor authority file.
Known issues	The drop-down list of names shows only the authorized headings and does not include variants (e.g. shows "Dr. Koenraad Kuiper" but not "Kuiper, Koenraad").
User Manual sections	Add / edit content > Add / edit archival descriptions > Context area: steps 1-7.

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Template

Requirement number	Number
Requirement name
Requirement specification	The system must: Requirement.
Requirement quotation
Associated functional requirements
Associated quality requirements
Associated technical requirements
ICA-AtoM fields
ICA-AtoM implementation
Known issues
User Manual sections

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