Difference between revisions of "Add a new authority record"

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<span class="pageTitle">Add / edit archival institutions</span>
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<span class="pageTitle">Data entry: authority records</span>
  
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[[Main Page]] > [[User manual|(UM) User manual]] > [[UM-3|UM-3 Add / edit content]] > UM-3.3 Add / edit archival institution descriptions
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[[Main Page]] > [[User manual|User manual (UM)]] > [[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
  
 
== Overview ==
 
== Overview ==
  
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This page describes how to create, edit and delete descriptions of [[Glossary#Archival institution|archival institutions]] and how to exit the [[Glossary#Edit screen|Edit screen]] (return to the [[Glossary#View mode|view mode]]).
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[[Image:um3-2-1AuthorityRecord.png|500px|right|thumb|Edit screen: all record areas collapsed]]
  
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For detailed notes on individual fields, see:
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The [[Glossary#Edit screen|Edit screen]] for authority records is structured into four [[Glossary#Area of description|areas of description]] based on [[ISAAR(CPF)]]'s "information areas". Click on a [[Glossary#Area of description|area of description]] to expand it (display fields); click again to collapse it (hide fields). Note that as of ICA-AtoM version 0.6, whenever you save a record ICA-AtoM re-loads the page, collapsing all areas.
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*[[UM-3.3.1|Data entry: archival institutions]].
 
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*[[UM-3.4 | Data entry: description control area (same for all record types)]].
 
  
  
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== Create a new archival institution ==
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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 [[ISAAR(CPF)]] as the content standard. The notes are organized by field, with links to the applicable [[ISAAR(CPF)]] section(s).
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 +
<br clear=right>
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== Identity area ==
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[[Image:um3-2-1Identity.png|500px|right|thumb|Authority record: Identity area]]
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The "Identity area" contains fields for information "which uniquely identifies the entity being described and which defines standardized access points for the record" (ISAAR(CPF) 4.4.1).
 +
 
 +
 
 +
1. <span class="field">Authorized form of name</span>: [[ISAAR(CPF)#isaar5.1.2 |ISAAR(CPF) 5.1.2]]
 +
*Enter the name that uniquely identifies the entity.
 +
*Drop-down lists of names that appear throughout the system are generated from the values entered in this field.
 +
 
 +
 
 +
2. <span class="field">Type of entity</span>: [[ISAAR(CPF)#isaar5.1.1 |ISAAR(CPF) 5.1.1]]
 +
*Select "Corporate body," "Person" or "Family".
 +
 
 +
 
 +
3. <span class="field">Other names</span>:
 +
*Multi-value field displaying alternate names for the entity.
 +
*Register as many names as you need.
 +
*The last row in the list contains text boxes for data entry.
 +
*Note that as of the current version of ICA-AtoM (v0.5), <span class="button">Other names</span> are not included in drop-down name lists.
 +
 
 +
 
 +
4. <span class="field">Name</span> ([[ISAAR(CPF)#isaar |ISAAR(CPF) ]]):
 +
*Enter the alternate name.
 +
 
 +
 
 +
5. <span class="field">Type [of name]</span> ([[ISAAR(CPF)#isaar5.1.3 |ISAAR(CPF) 5.1.3]], [[ISAAR(CPF)#isaar5.1.4 |ISAAR(CPF) 5.1.4]], [[ISAAR(CPF)#isaar5.1.5 |ISAAR(CPF) 5.1.5]]):
 +
*Select the type of name from the drop-down list (e.g. "Previous name", "Parallel form").
 +
 
 +
 
 +
6. <span class="field">Note</span> ([[ISAAR(CPF)# |ISAAR(CPF) ]]):
 +
*Add explanatory text if required.
  
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[[Image:um3-3Create1.png|500px|right|thumb|Create a new institution]]
 
  
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[[Image:um3-3Create2.png|500px|right|thumb|Create a new institution]]
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7. <span class="button">AddInfoIcon</span> (green + sign):
 +
*Click to register the alternate name.
 +
*ICA-AtoM saves the record, collapsing the <span class="area">IdentityArea</span>; click again to re-open.
 +
*The registered name now appears as the next entry in the list of other names.
  
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1. Click the [[Glossary#Add / edit tab|Add / edit tab]] on the [[Glossary#Main menu bar|Main menu bar]].
 
  
 +
8. <span class="button">DeleteInfoIcon</span> (red X sign):
 +
*Click to delete an alternate name already entered.
 +
*ICA-AtoM deletes the name, saves the records, and collapses all record areas; click <span class="area">IdentityArea</span> again to re-open.
  
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2. Click the "Archival institution" sub-tab on the [[Glossary#Main menu bar|Main menu bar]]; ICA-AtoM takes you to the [[Glossary#List screen|List screen]] showing all existing institutions.
 
  
 +
9. <span class="field">Identifiers for corporate bodies</span> [[ISAAR(CPF)#isaar5.1.6 |ISAAR(CPF) 5.1.6]]:
 +
*Enter numbers or other identifiers that were used to identify the corporate body in a specific jurisdiction (e.g. registered company number).
 +
*Do not confuse with the <span class="field">Authority record identifier</span> assigned by the archival institution as a unique identifier of the authority record.
  
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3. Click the [[Glossary#Add new button|Add new]] text that appears in the "Name" [[Glossary#Column header|column header]] or the [[Glossary#Add new button|Add new button]] at the foot of the list; ICA-AtoM creates a new record and routes you to a blank [[Glossary#Edit screen|Edit archival institution screen]] for data entry.
 
  
 +
|width="40%" align="right"|
  
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4. Enter data.
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[[Image:Add AuthorityIdentity.png|400px|right]]
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*See [[UM-3.3.1|Data entry: archival institutions]] for detailed explanations and notes on fields.
 
  
 +
|}
  
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5. To quit the create process without registering the new record, click the [[Glossary#Cancel|Cancel button]] in the [[Glossary#Button block|Button block]]. ICA-AtoM returns you to your original starting point; no new record is created.
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=== Description area ===
  
 +
{| border="0" cellpadding="2"
  
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6. To register the new record, click the [[Glossary#Create button|Create button]]. ICA-AtoM leaves you on the [[Glossary#Edit screen|Edit screen]] but the changes the [[Glossary#Button block|Button block]] to [[Glossary#Save button|Save]], [[Glossary#Cancel button|Cancel]], and [[Glossary#Delete|Delete]].
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|- valign="top"
 +
|width="60%" |
 +
 
 +
The <span class="area">DescriptionArea</span> contains fields that 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 fields. For practical purposes there are no limits on length in text fields (fields can hold up 16 million characters); scroll arrows will appear if needed.
  
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<br clear=right>
 
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== Edit an existing institution ==
 
  
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[[Image:um3-3Edit1.png|500px|right|thumb|Edit an existing description]]
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1. <span class="field">Start year</span> and <span class="field">End year</span>: ([[ISAAR(CPF)#isaar5.2.1 |ISAAR(CPF) 5.2.1]]):
 +
*Enter the start and end years.
 +
*For corporate bodies: years of establishment and dissolution.
 +
*For persons: birth and death year.
 +
*Leave end year blank if the entity is still in existence.
 +
*Use four-digit numbers only.
 +
*Do not use qualifiers (e.g. "ca.") or typographical symbols (e.g. "[197-]") to express uncertain dates.
 +
*Start and end values will be used in searches (earlier than, later than) and sorting.
  
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[[Image:um3-3Edit2.png|500px|right|thumb|Edit an existing description]]
 
  
 +
2. <span class="field">Date display</span> ([[ISAAR(CPF)#isaar5.2.1 |ISAAR(CPF) 5.2.1]]):
 +
*Enter dates of existence as a date range (yearX - yearY).
 +
*Add qualifiers (e.g. "ca.", "predominant") and typographical symbols if required.
 +
*This is the value that will appear on the <span class="screen">View</span> screen as the <span class="field">Dates of existence</span>.
  
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1. Navigate to the institution you want to edit.
 
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*For more information on navigation in ICA-AtoM, see in this manual: [[UM-4|Access content]].
 
  
 +
3. The remaining fields in this area are basic text fields. See [[ISAAR(CPF)]] for guidelines:
 +
*[[ISAAR(CPF)#History | ISAAR(CPF) 5.2.2: History]]
 +
*[[ISAAR(CPF)#Places | ISAAR(CPF) 5.2.3: Places]]
 +
*[[ISAAR(CPF)#Legal status | ISAAR(CPF) 5.2.4: Legal status]]
 +
*[[ISAAR(CPF)#Functions, occupations and activities | ISAAR(CPF) 5.2.5: Functions, occupations and activities]]
 +
*[[ISAAR(CPF)#Mandates/Sources of authority | ISAAR(CPF) 5.2.6: Mandates/Sources of authority]]
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*[[ISAAR(CPF)#Internal structures/Genealogy | ISAAR(CPF) 5.2.7: Internal structures/Genealogy]]
 +
*[[ISAAR(CPF)#General context | ISAAR(CPF) 5.2.8: General context]]
  
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2. Switch from [[Glossary#View mode|View mode]] to [[Glossary#Edit mode|Edit mode]] by clicking the [[Glossary#Record title bar|Record title bar]] or [[Glossary#Edit button|Edit button]]; this takes you to the [[Glossary#Edit screen|Edit archival institution screen]]. It displays the record with all [[Glossary#Record area|record areas]] closed; click on an area to access the fields grouped under it.
 
  
 +
|width="40%" align="right"|
  
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3. Add / revise data as required (see [[UM-3.3.1|Data entry: archival institutions]]) for detailed explanations and notes on fields).
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[[Image:Add AuthorityDescription.png|400px|right]]
  
 +
|}
  
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4. To discard all changes, click the [[Glossary#Cancel button|Cancel button]] in the [[Glossary#Button block|Button block]]; ICA-AtoM returns you to the [[Glossary#View screen|View screen]], with no changes saved.
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=== Relationships area ===
  
 +
{| border="0" cellpadding="2"
  
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5. To save changes, click the [[Glossary#Save button|Save button]] in the [[Glossary#Button block|Button block]]; ICA-AtoM commits the changes and re-loads the page.
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|- valign="top"
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*Note that re-loading the page causes all [[Glossary#Record area|record areas]] to '''close'''; this behaviour will be revised in a future release of ICA-AtoM (e.g. page will stay open as it was before save).
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|width="60%" |
  
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<br clear=right>
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The <span class="area">RelationshipsArea</span> contains fields for documenting relationships with other corporate bodies, persons and/or families (ISAAR(CPF) 4.4.3).
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== Delete an existing institution ==
 
  
−
[[Image:um3-1Delete.png|500px|right|thumb|Delete an existing institution]]
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*Not yet available as of ICA-AtoM 0.4.
  
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1. Navigate to the institution you want to delete.
 
−
*For more information on navigation in ICA-AtoM, see in this manual: [[UM-4|Access content]].
 
  
 +
|width="40%" align="right"|
  
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2. Switch from [[Glossary#View mode|View mode]] to [[Glossary#Edit mode|Edit mode]] by clicking the [[Glossary#Record title bar|Record title bar]] or [[Glossary#Edit button|Edit button]]; this takes you to the [[Glossary#Edit screen|Edit screen]].
+
[[Image:AuthorityRelationship.png|400px|right]]
  
 +
|}
  
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3. Click the [[Glossary#Delete button|Delete button]] in the [[Glossary#Button block|Button block]].
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=== Control area ===
  
 +
{| border="0" cellpadding="2"
  
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4. ICA-AtoM prompts you to confirm the delete request; click "OK".
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|- valign="top"
 +
|width="60%" |
  
 +
The <span class="area">ControlArea</span> is "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" (ISAAR(CPF) 4.4.4).
  
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5. ICA-AtoM deletes the record and returns you to the [[Glossary#List screen|List screen]].
 
  
 +
1. <span class="field">Authority record identifier</span>: [[ISAAR(CPF)#Authority record identifier | ISAAR(CPF) 5.4.1]]
 +
*Enter the unique identifier the <span class="entity">archival institution</span> has assigned to the authority record.
 +
*Do not confuse with <span class="field">Identifiers for corporate bodies</span> in the <span class="area">IdentityArea</span> (which are identifier used by the corporate body itself in a specific jurisdiction, e.g. corporation number).
  
−
6. Note the following consequences of deleting an archival institution:
 
  
−
*You will be prompted whether or not to delete the related [[Glossary#Authority record|authority record]].
+
2. <span class="field">Institution identifier</span>: [[ISAAR(CPF)#Institution identifier | ISAAR(CPF) 5.4.2]]
 +
*Enter the name or institution code of the body responsible for creating and maintaining the authority record.
  
−
<br clear=right>
 
−
== Exit the Edit screen ==
 
  
−
[[Image:um3-3Exit.png|500px|right|thumb|Exit the Edit screen]]
+
3. <span class="field">Rules or conventions</span>: [[ISAAR(CPF)#Rules and/or conventions | ISAAR(CPF) 5.4.3]]
 +
*Text field.
  
−
You can exit the [[Glossary#Edit screen|Edit screen]] by a number of methods. Whatever you do, '''always click the Save button before exiting, otherwise any changes you made will be lost.'''
 
  
 +
4. <span class="field">Status</span> and <span class="field">Level of detail</span>: [[ISAAR(CPF)#Status | ISAAR(CPF) 5.4.4]] and [[ISAAR(CPF)#Level of detail | ISAAR(CPF) 5.4.5]]
 +
*Select status and level of detail of authority record from drop-down lists.
 +
*ICA-AtoM ships with default lists ("Draft, Final, Revised, Deleted" for status; and "Minimal, Partial, Full" for level of detail); <span class="role">Administrators</span> can customize to institution's own standards.
  
−
1. Click the [[Glossary#Record title bar|Record title bar]] to return to the description in [[Glossary#View mode|view mode]] ([[Glossary#View screen|View screen]]).
 
  
 +
5. <span class="field">Language and scripts</span>: [[ISAAR(CPF)#Language(s) and script(s) | ISAAR(CPF) 5.4.7]]
 +
*Select language and script of the authority record from drop-down lists.
  
−
2. Click a sub-tab on the [[Glossary#Main menu bar|Main menu bar]] to go to that [[Glossary#List screen|List screen]].
 
  
 +
6. <span class="field">Sources</span>: [[ISAAR(CPF)#Sources | ISAAR(CPF) 5.4.8]]
 +
*Text field.
  
−
3. Use the [[Glossary#Search / browse box|Search/browse box]] to run a search or browse action.
 
  
 +
7. <span class="field">Notes</span>: [[ISAAR(CPF)#Dates of creation, revision or deletion | ISAAR(CPF) 5.4.6]], [[ISAAR(CPF)#Maintenance notes | ISAAR(CPF) 5.4.9]]
 +
*Multi-value field displaying notes.
 +
*Use this field to register dates of creation, revision, deletion.
 +
*Enter the text of the note, select the type of note, click the green <span class="button">AddInfoIcon</span> to register.
 +
*To delete an existing note, click the red <span class="button">DeleteInfoIcon</span> beside it.
  
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4. Click the [[Glossary#ICA-AtoM logo|ICA-AtoM logo]] to return to the [[Glossary#Home screen|Home screen]].
 
  
 +
|width="40%" align="right"|
  
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5. Click a link on the [[Glossary#System menu|System menu]] to launch some other action.
+
[[Image:Add AuthorityControl.png|400px|right]]
  
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<br clear="right">
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|}
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<span class="revision">Last revised: 2 June 2008 (ICA-AtoM v0.6)</span>
 

Revision as of 17:08, 2 June 2008

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.

Data entry: authority records

Main Page > User manual (UM) > UM-3 Add / edit content > UM-3.2 Add / edit authority records > UM-3.2.1 Data entry: authority records

Overview

File:Um3-2-1AuthorityRecord.png
Edit screen: all record areas collapsed

The Edit screen for authority records is structured into four areas of description based on ISAAR(CPF)'s "information areas". Click on a area of description to expand it (display fields); click again to collapse it (hide fields). Note that as of ICA-AtoM version 0.6, whenever you save a record ICA-AtoM re-loads the page, collapsing all areas.


The following notes aim only to clarify ICA-AtoM procedures; for guidelines on what information to record in particular fields, consult ISAAR(CPF) as the content standard. The notes are organized by field, with links to the applicable ISAAR(CPF) section(s).


Identity area

Authority record: Identity area

The "Identity area" contains fields for information "which uniquely identifies the entity being described and which defines standardized access points for the record" (ISAAR(CPF) 4.4.1).


1. Authorized form of name: ISAAR(CPF) 5.1.2

  • Enter the name that uniquely identifies the entity.
  • Drop-down lists of names that appear throughout the system are generated from the values entered in this field.


2. Type of entity: ISAAR(CPF) 5.1.1

  • Select "Corporate body," "Person" or "Family".


3. Other names:

  • Multi-value field displaying alternate names for the entity.
  • Register as many names as you need.
  • The last row in the list contains text boxes for data entry.
  • Note that as of the current version of ICA-AtoM (v0.5), Other names are not included in drop-down name lists.


4. Name (ISAAR(CPF) ):

  • Enter the alternate name.


5. Type [of name] (ISAAR(CPF) 5.1.3, ISAAR(CPF) 5.1.4, ISAAR(CPF) 5.1.5):

  • Select the type of name from the drop-down list (e.g. "Previous name", "Parallel form").


6. Note (ISAAR(CPF) ):

  • Add explanatory text if required.


7. AddInfoIcon (green + sign):

  • Click to register the alternate name.
  • ICA-AtoM saves the record, collapsing the IdentityArea; click again to re-open.
  • The registered name now appears as the next entry in the list of other names.


8. DeleteInfoIcon (red X sign):

  • Click to delete an alternate name already entered.
  • ICA-AtoM deletes the name, saves the records, and collapses all record areas; click IdentityArea again to re-open.


9. Identifiers for corporate bodies ISAAR(CPF) 5.1.6:

  • Enter numbers or other identifiers that were used to identify the corporate body in a specific jurisdiction (e.g. registered company number).
  • Do not confuse with the Authority record identifier assigned by the archival institution as a unique identifier of the authority record.


|width="40%" align="right"|

Add AuthorityIdentity.png

|}

Description area

The DescriptionArea contains fields that 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 fields. For practical purposes there are no limits on length in text fields (fields can hold up 16 million characters); scroll arrows will appear if needed.


1. Start year and End year: (ISAAR(CPF) 5.2.1):

  • Enter the start and end years.
  • For corporate bodies: years of establishment and dissolution.
  • For persons: birth and death year.
  • Leave end year blank if the entity is still in existence.
  • Use four-digit numbers only.
  • Do not use qualifiers (e.g. "ca.") or typographical symbols (e.g. "[197-]") to express uncertain dates.
  • Start and end values will be used in searches (earlier than, later than) and sorting.


2. Date display (ISAAR(CPF) 5.2.1):

  • Enter dates of existence as a date range (yearX - yearY).
  • Add qualifiers (e.g. "ca.", "predominant") and typographical symbols if required.
  • This is the value that will appear on the View screen as the Dates of existence.


3. The remaining fields in this area are basic text fields. See ISAAR(CPF) for guidelines:


Add AuthorityDescription.png

Relationships area

The RelationshipsArea contains fields for documenting relationships with other corporate bodies, persons and/or families (ISAAR(CPF) 4.4.3).

  • Not yet available as of ICA-AtoM 0.4.
AuthorityRelationship.png

Control area

The ControlArea is "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" (ISAAR(CPF) 4.4.4).


1. Authority record identifier: ISAAR(CPF) 5.4.1

  • Enter the unique identifier the archival institution has assigned to the authority record.
  • Do not confuse with Identifiers for corporate bodies in the IdentityArea (which are identifier used by the corporate body itself in a specific jurisdiction, e.g. corporation number).


2. Institution identifier: ISAAR(CPF) 5.4.2

  • Enter the name or institution code of the body responsible for creating and maintaining the authority record.


3. Rules or conventions: ISAAR(CPF) 5.4.3

  • Text field.


4. Status and Level of detail: ISAAR(CPF) 5.4.4 and ISAAR(CPF) 5.4.5

  • Select status and level of detail of authority record from drop-down lists.
  • ICA-AtoM ships with default lists ("Draft, Final, Revised, Deleted" for status; and "Minimal, Partial, Full" for level of detail); Administrators can customize to institution's own standards.


5. Language and scripts: ISAAR(CPF) 5.4.7

  • Select language and script of the authority record from drop-down lists.


6. Sources: ISAAR(CPF) 5.4.8

  • Text field.


7. Notes: ISAAR(CPF) 5.4.6, ISAAR(CPF) 5.4.9

  • Multi-value field displaying notes.
  • Use this field to register dates of creation, revision, deletion.
  • Enter the text of the note, select the type of note, click the green AddInfoIcon to register.
  • To delete an existing note, click the red DeleteInfoIcon beside it.
Add AuthorityControl.png
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