Difference between revisions of "Add/edit authority records"

Latest revision as of 11:45, 17 June 2010

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Main Page > User manual > Add/edit content > Add/edit authority records

Authority records are structured into information areas based on the International Council on Archives' International Standard Archival Authority Record for Corporate Bodies, Persons and Families (ISAAR). This section describes how to create, edit, and delete authority records. The data entry pages listed below give detailed notes and explanations on every field included on the edit page; where there is a one-to-one correspondence between an ISAAR data element and a ICA-AtoM field, the note typically just gives the ISAAR rule verbatim.

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-[[Main Page]] > [[User manual]] > [[UM-3 | UM-3 Add / edit content]] > UM-3.2 Add / edit authority records
+{{DISPLAYTITLE:Authority records}}
-== Add / edit authority records ==
-This page describes how to create, edit and delete [[Glossary#Authority record|authority records]] and how to exit the [[Glossary#Edit screen|Edit screen]] (return to the [[Glossary#View mode|view mode]]).
+[[Main Page]] > [[User manual]] > [[UM-3|Add/edit content]] > Add/edit authority records
-For detailed notes on individual fields, see:
-*[[UM-3.4.2|Data entry: authority records]].
+[[Glossary#Authority record|Authority records]] are structured into [[Glossary#Information area|information areas]] based on the International Council on Archives' International Standard Archival Authority Record for Corporate Bodies, Persons and Families ([[RS-2|ISAAR]]). This section describes how to create, edit, and delete [[Glossary#Authority record|authority records]]. The data entry pages listed below give detailed notes and explanations on every [[Glossary#Field|field]] included on the [[Glossary#Edit page|edit page]]; where there is a one-to-one correspondence between an ISAAR [[Glossary#Data element|data element]] and a ICA-AtoM [[Glossary#Field|field]], the note typically just gives the ISAAR rule verbatim.
-== Create a new authority ==
-[[Image:um3-2Create1.png|500px|right|thumb|Create a new authority record]]
+== Actions ==
-[[Image:um3-2Create2.png|500px|right|thumb|Create a new authority record]]
+* [[Add a new authority record]]
+* [[Edit an existing authority record]]
+* [[Delete an authority record]]
-. Click the [[Glossary#Add / edit tab|Add / edit tab]] on the [[Glossary#Main menu bar|Main menu bar]].
+== Data entry ==
-. Click the "Archival description" 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 archival descriptions.
+* [[ISAAR identity area]]
+* [[ISAAR description area]]
+* [[ISAAR relationships area]]
+* [[Control area]]
-. 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 screen]] for data entry.
+== See also ==
+[[Exit edit mode]] (same for all record types)
-. Enter data (see [[UM-3.4.1|Data entry: archival descriptions]] for detailed explanations and notes on fields).
+[[Category:User manual]]
-. Click the [[Glossary#Save button|Save button]] to commit the new record.
-. Note that the behaviour of the [[Glossary#Cancel button|Cancel button]] changes after you first click the [[Glossary#Save button|Save button]].
-*Before the first save, "Cancel" = "delete the new record" (i.e. do not commit).
-*After the first save, the record is committed. A [[Glossary#Delete button|Delete button]] now appears for deleting, while "Cancel" = "do not commit the data entered since the last save".
-<br clear=right>
-== Create a new authority record from a related record ==
-[[Image:um3-2Related1.png|500px|right|thumb|Edit an existing description]]
-[[Image:um3-2Related2.png|500px|right|thumb|Edit an existing description]]
-Authority records can also be created as part of the data entry process for an [[Glossary#Archival description|archival description]] and an [[Glossary#Archival institution|archival institution]].
-'''Archival description'''
-. When you register a creator [[Glossary#Event|event]], the drop-down list in the [[Glossary#Creator|Creator]] field is generated from existing [[Glossary#Authority records|authority records]].
-. If the name of the [[Glossary#Creator|creator]] does not appear in the drop-down list, enter a new name in the ''Add new creator name'' field.
-. Enter the remaining fields (dates of creation).
-. Click the [[Glossary#Save icon|Save icon]] (diskette); ICA-AtoM creates both a new [[Glossary#Authority record|authority record]] for the creator and the creation [[Glossary#Event|event]].
-*For more information on registering creator [[Glossary#Event|events]] see in this manual: [[UM-3.2.1|Data entry: authority record]].
-'''Archival institution'''
-. Whenever you create and save a new [[Glossary#Archival institution|archival institution]], ICA-AtoM registers in addition a new [[Glossary#Authority record|authority record]] for the institution.
-<br clear=right>
-== Edit an existing description ==
-[[Image:um3-2Edit1.png|500px|right|thumb|Edit an existing description]]
-[[Image:um3-2Edit2.png|500px|right|thumb|Edit an existing description]]
-. Navigate to the description you want to delete.
-*For more information on navigation in ICA-AtoM, see in this manual: [[UM-4|Access content]].
-. 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]]. It displays the record with all [[Glossary#Record area|record areas]] closed; click on an area to access the fields grouped under it.
-. Add / revise data as required (see [[UM-3.1.1|Data entry: archival descriptions]]) for detailed explanations and notes on fields).
-. To discard all changes, click the [[Glossary#Cancel button|Cancel button]]; ICA-AtoM returns you to the [[Glossary#View screen|View screen]], with no changes saved.
-. To save changes, click the [[Glossary#Save button|Save button]]; ICA-AtoM commits the changes and re-loads the page.
-*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).
-<br clear=right>
-== Delete an existing description ==
-[[Image:um3-1Delete.png|500px|right|thumb|Delete an existing description]]
-To delete an archival description:
-. Navigate to the description you want to delete.
-*For more information on navigation in ICA-AtoM, see in this manual: [[UM-4|Access content]].
-. 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]].
-. Click the [[Glossary#Delete button|Delete button]].
-. ICA-AtoM prompts you to confirm the delete request; click "OK".
-. ICA-AtoM deletes the record and returns you to the [[Glossary#List screen|List screen]].
-. Note the following consequences of deleting an archival description:
-*If the record has lower-level descriptions registered to it (is a "parent record"), '''all the lower-level records are also deleted''' - e.g. if you delete a series, any sub-series, files or items that belong to the series will '''also''' be deleted.
-*Any [[Glossary#Access point|access points]] assigned to the description are deleted.
-*Any date [[Glossary#Event|events]] associated with the description are deleted.
-*The [[Glossary#Authority record|authority record]] of the associated creator is '''not''' deleted.
-*The [[Glossary#Archival institution|archival institution]] record of the associated repository is '''not''' deleted.
-<br clear=right>
-== Exit the Edit screen ==
-[[Image:um3-1Exit.png|500px|right|thumb|Exit the Edit screen]]
-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.'''
-. 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]]).
-. Click a sub-tab on the [[Glossary#Main menu bar|Main menu bar]] to go to that [[Glossary#List screen|List screen]].
-. Use the [[Glossary#Search / browse box|Search/browse box]] to run a search or browse action.
-. Click the [[Glossary#ICA-AtoM logo|ICA-AtoM logo]] to return to the [[Glossary#Home screen|Home screen]].
-. Click a link on the [[Glossary#System menu|System menu]] to launch some other action.

Difference between revisions of "Add/edit authority records"

Latest revision as of 11:45, 17 June 2010

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