Difference between revisions of "Add/edit authority records"

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<span class="pageTitle">Add / edit authority records</span>
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{{DISPLAYTITLE:Authority records}}
  
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[[Main Page]] > [[User manual|(UM) User manual]] > [[UM-3|UM-3 Add / edit content]] > UM-3.2 Add / edit authority records
 
  
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== Overview ==
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[[Main Page]] > [[User manual]] > [[UM-3|Add/edit content]] > Add/edit authority records
  
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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]]).
 
  
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For detailed notes on individual fields, see:
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[[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.
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*[[UM-3.2.1|Data entry: authority records]].
 
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*[[UM-3.4 | Data entry: description control area (same for all record types)]].
 
  
  
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== Create a new authority record ==
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== Actions ==
  
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[[Image:um3-2Create1.png|500px|right|thumb|Create a new authority record]]
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* [[Add a new authority record]]
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* [[Edit an existing authority record]]
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* [[Delete an authority record]]
  
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[[Image:um3-2Create2.png|500px|right|thumb|Create a new authority record]]
 
  
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1. Click the [[Glossary#Add / edit tab|Add / edit tab]] on the [[Glossary#Main menu bar|Main menu bar]].
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== Data entry ==
  
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* [[ISAAR identity area]]
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* [[ISAAR description area]]
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* [[ISAAR relationships area]]
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* [[Control area]]
  
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2. Click the "Authority file" 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 authority records.
 
  
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== See also ==
  
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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 screen]] for data entry.
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[[Exit edit mode]] (same for all record types)
  
  
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4. Enter data.
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[[Category:User manual]]
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*See [[UM-3.2.1|Data entry: authority records]] 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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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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<br clear=right>
 
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== Create a new authority record from a related record ==
 
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[[Image:um3-2Related1.png|500px|right|thumb|Edit an existing description]]
 
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[[Image:um3-2Related2.png|500px|right|thumb|Edit an existing description]]
 
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[[Glossary#Authority record|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]].
 
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'''Archival description'''
 
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1. On the "Archival description > Context area" [[Glossary#Edit screen|Edit screen]], you use the "Creation context" section to register a creation [[Glossary#Event|event]], associating an [[Glossary#Archival unit|archival unit]] with its [[Glossary#Creator|creator]] over a certain date range.
 
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2. The drop-down list in the "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.
 
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3. Enter the remaining fields (dates of creation).
 
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4. When you save the [[Glossary#Archival description|archival description]] record, ICA-AtoM creates both a new [[Glossary#Authority record|authority record]] for the creator and the creation [[Glossary#Event|event]].
 
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5. For more information on registering creator [[Glossary#Event|events]] see in this manual:
 
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*[[UM-3.2.1|Data entry: authority record]].
 
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'''Archival institution'''
 
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6. Whenever you create and save a new [[Glossary#Archival institution|archival institution]] description, ICA-AtoM registers in addition a new [[Glossary#Authority record|authority record]] for the institution.
 
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<br clear=right>
 
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== Edit an existing authority record ==
 
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[[Image:um3-2Edit1.png|500px|right|thumb|Edit an existing description]]
 
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[[Image:um3-2Edit2.png|500px|right|thumb|Edit an existing description]]
 
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1. Navigate to the authority record you want to edit.
 
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*For more information on navigation in ICA-AtoM, see in this manual: [[UM-4|Access content]].
 
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2. Switch from [[Glossary#View mode|view]] to [[Glossary#Edit mode|edit mode]] by clicking the record's [[Glossary#Title bar|Title bar]] or [[Glossary#Edit button|Edit button]] in the [[Glossary#Button block|Button block]]; this takes you to the [[Glossary#Edit screen|Edit screen]]. It displays the record with all [[Glossary#Area of description|record areas]] closed; click on an area to access the fields grouped under it.
 
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3. Add / revise data as required.
 
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*See [[UM-3.2.1|Data entry: authority records]]) for detailed explanations and notes on fields.
 
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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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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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*Note that re-loading the page causes all [[Glossary#Area of description|areas of description]] 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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<br clear=right>
 
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== Delete an existing authority record ==
 
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[[Image:um3-1Delete.png|500px|right|thumb|Delete an existing description]]
 
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To delete an authority record:
 
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1. Navigate to the authority record you want to delete.
 
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*For more information on navigation in ICA-AtoM, see in this manual: [[UM-4|Access content]].
 
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2. Switch from [[Glossary#View mode|view]] to [[Glossary#Edit mode|edit mode]] by clicking the record's [[Glossary#Title bar|Title bar]] or the [[Glossary#Edit button|Edit button]] in the [[Glossary#Button block]]; this takes you to the [[Glossary#Edit screen|Edit screen]].
 
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3. Click the [[Glossary#Delete button|Delete button]] in the [[Glossary#Button block|Button block]].
 
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4. ICA-AtoM prompts you to confirm the delete request; click "OK".
 
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5. ICA-AtoM deletes the record and returns you to the [[Glossary#List screen|List screen]].
 
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6. Note the following consequences of deleting an [[Glossary#Authority record|authority record]]:
 
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*If the entity is also registered as an [[Glossary#Archival institution|archival institution]], the [[Glossary#Archival institution|archival institution]] record is '''also''' deleted.
 
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*Any [[Glossary#Event|creation event]] linked to the entity is '''disassociated''' from the entity -- the event remains, but it no longer has the entity as its "subject". E.g. ''entity X'' is registered as the ''creator'' of ''archival unit Y'' over the date range ''1964-1987''; ''entity X'' is deleted; ''archival unit Y'' now simply has a date range ''1964-1987'' without associating this with any particular creator.
 
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== Exit the Edit screen ==
 
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[[Image:um3-2Exit.png|500px|right|thumb|Exit the Edit screen]]
 
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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.'''
 
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1. Click the [[Glossary#Title bar|Title bar]] to return to the description in [[Glossary#View mode|view mode]] ([[Glossary#View screen|View screen]]).
 
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2. Click a sub-tab on the [[Glossary#Main menu bar|Main menu bar]] to go to that [[Glossary#List screen|List screen]].
 
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3. Use the [[Glossary#Search / browse box|Search/browse box]] to run a search or browse action.
 
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4. Click the [[Glossary#ICA-AtoM logo|ICA-AtoM logo]] to return to the [[Glossary#Home screen|Home screen]].
 
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5. Click a link on the [[Glossary#System menu|System menu]] to launch some other action.
 
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<span class="revised">Last revised: 2 June 2008 (ICA-AtoM v0.6)</span>
 

Latest revision as of 11:45, 17 June 2010

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


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.


Actions


Data entry


See also

Exit edit mode (same for all record types)

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