Difference between revisions of "Add/edit authority records"

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__NOTOC__
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{{DISPLAYTITLE:Authority records}}
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<span class="pageTitle">Add / edit authority records</span>
 
  
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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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[[Main Page]] > [[User manual]] > [[UM-3|Add/edit content]] > Add/edit authority records
  
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This page describes how to:
 
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*[[#create|Create a new authority record]]
 
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*[[#related|Create a new authority record from a related record]]
 
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*[[#edit|Edit an existing authority record]]
 
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*[[#delete|Delete an existing authority record]]
 
  
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For detailed notes on individual fields, see the following pages:
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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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For exiting [[Glossary#Edit mode|edit mode]] (return to the [[Glossary#View mode|view mode]]), see the following page:
 
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*[[UM-3.6|Exit edit mode (same for all record types)]].
 
  
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== Actions ==
  
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== 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:um3-2Create1.png|500px|right|thumb|Create a new authority record]]
 
  
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[[Image:um3-2Create2.png|500px|right|thumb|Commit the new record (create) or cancel]]
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== Data entry ==
  
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1. On the [[Main menu bar]], click the "Add / edit > Authority record" tab; ICA-AtoM takes you to the [[List screen]] showing all existing [[Authority record|authority records]].
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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 [[Add new]] text that appears in the "Name" [[Column header|column header]] or the [[Add new button]] at the foot of the list; ICA-AtoM takes you to a blank [[Edit screen]] for data entry.
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== See also ==
  
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[[Exit edit mode]] (same for all record types)
  
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3. Enter data.
 
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*See [[UM-3.2.1|Data entry: authority records]] for detailed explanations and notes on fields.
 
  
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[[Category:User manual]]
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4. You can quit the create process at any time by clicking the [[Cancel button]] in the [[Button block]]; no new record will be created.
 
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5. Click the [[Create button]] in the [[Button block]] to commit the new record.
 
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6. Note that the [[Button block]] changes after you click the [[Create button]].
 
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*A [[Delete button]] now appears for deleting the record.
 
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*A [[Save button]] now appears for saving any changes made since creating the record or the last save.
 
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*The [[Cancel button]] now means: "do not commit the data entered since the record was created or the last save".
 
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<br clear=right>
 
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<span id="related"></span>
 
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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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[[Authority record|Authority records]] can also be created as part of the data entry process for an [[Archival description|archival description]] and an [[Archival institution|archival institution]].
 
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'''Archival description'''
 
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1. On the "Archival description > Context area" [[Edit screen]], you use the "Creation context" section to register a [[Event|creation event]], associating an [[Archival unit|archival unit]] with its [[Creator|creator]] over a certain date range.
 
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2. The drop-down list in the "Creator" field is generated from existing [[Authority records|authority records]]. If the name of the [[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 [[Archival description|archival description]] record, ICA-AtoM creates both a new [[Authority record|authority record]] for the creator as well as the [[Event|creation event]].
 
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5. For more information on registering [[Event|creator 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 [[Archival institution|archival institution]] description, ICA-AtoM registers in addition a new [[Authority record|authority record]] for the institution.
 
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<br clear=right>
 
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<span id="edit"></span>
 
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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|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 [[View mode|view mode]] to [[Edit mode|edit mode]] by clicking the [[Record title bar]] or [[Edit button]]; this takes you to the record's [[Edit screen]]. On loading, the [[Edit screen]] displays the record with all [[Area of description|areas of description]] closed; click on an [[Area of description|area]] to access the [[Field|fields]] grouped under it.
 
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3. Add / revise data as required.
 
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*See [[UM-3.1.1|Data entry: archival descriptions]]) for detailed explanations and notes on fields.
 
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4. To discard all changes, click the [[Cancel button]] in the [[Button block]]; ICA-AtoM returns you to [[View mode|view mode]] ([[View screen]]), with no changes saved.
 
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5. To save changes, click the [[Save button]] in the [[Button block]]; ICA-AtoM commits the changes and re-loads the page.
 
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*Note that re-loading the page causes all [[Area of description|areas of description]] to '''close'''; this behaviour will be revised in a future release (post-1.0 beta) 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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<span id="delete"></span>
 
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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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1. Navigate to the [[Authority record|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 [[View mode|view mode]] to [[Edit mode|edit mode]] by clicking the [[Record title bar]] or [[Edit button]]; this takes you to the record's [[Edit screen]].
 
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3. Click the [[Delete button]] in the [[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 [[List screen]].
 
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6. Note the following consequences of deleting an [[Authority record|authority record]]:
 
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*If the entity is also registered as an [[Archival institution|archival institution]], the [[Archival institution|archival institution]] record is '''also''' deleted.
 
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*Any [[Event|creation events]] linked to the entity are '''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.
 

Latest revision as of 11:45, 17 June 2010

Please note that ICA-AtoM is no longer actively supported by Artefactual Systems.
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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.


Actions


Data entry


See also

Exit edit mode (same for all record types)

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