Difference between revisions of "Add a new authority record"

Latest revision as of 17:12, 26 April 2012

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 > Create a new authority record

From the main menu

Add a new authority record from the main menu

In the main menu, hover your cursor over "Add" and select "Authority records". Alternatively, navigate to an authority record view page and click the "Add new" button in the button block. ICA-AtoM takes you to a blank edit page for data entry.

Save or cancel the new record

On loading, the edit page displays the record with all information areas closed; click on an information area to access the fields grouped under it.

Description Area in Authority Record edit template

In the ISAAR authority record edit template there is a "Descriptive Area" that holds a number of data entry fields. The "History" field contains information in a narrative form about the main events of the person, organization or corporate entity.

You can quit the process at any time by clicking the "cancel" button in the button block; no new record will be added.
Click the create button in the button block to save the new record.

View Authority Record

Once the record is saved, you can view the information entered.

Note: The related Archival Description now includes the Biographical History (taken from the authority record "history" field).

View Archival Description (RAD template) section Admin/Bio History

From a related ISAD(G) archival description (Name of creator field)

In the Name of creator field in the ISAD edit page, type in a new name. The name will be saved as a new authority record when you save the archival description

From a related RAD, Dublin Core or MODS archival description (Actor name field)

A new actor name added to the event dialogue box creates a new authority record (RAD, Dublin Core, MODS templates only)
In an archival description edit page, add a new event. In the Actor name field, type in a new name. When you save the archival description, ICA-AtoM creates a new authority record for the name.

From a related ISAD(G) or RAD archival description (Name access point)

Type a new name into a Name access point field. When you save the archival description record, ICA-AtoM creates a new authority record for the name.

From an authority record view page

Click the Add new button in the button block of an authority record view page. This will open a blank edit page for data entry.

@@ Line 1: / Line 1: @@
-__NOTOC__
+[[Main Page]] > [[User manual]] > [[Add/edit content]] > [[Add/edit authority records]] > Create a new authority record
-<span class="pageTitle">Data entry: authority records</span>
+<div class="clearfix">
+== From the main menu ==
-[[Main Page]] > [[User manual|(UM) User manual]] > [[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
+<div class="clearfix">
-[[Image:um3-2-1Full.png|500px|right|thumb|Edit screen: all record areas collapsed]]
+[[Image:addMenu.png|500px|right|thumb|Add a new authority record from the main menu]]In the [[Glossary#Main menu|main menu]], hover your cursor over "Add" and select "Authority records". Alternatively, navigate to an [[Glossary#Authority record|authority record]] [[Glossary#View page|view page]] and click the [[Glossary#Add new button|"Add new" button]] in the [[Glossary#Button block|button block]]. ICA-AtoM takes you to a blank [[Glossary#Edit page|edit page]] for data entry.
+</div>
-The [[Edit screen]] for [[Authority record|authority records]] is structured into four [[Information area|information areas]] following the ICA's ''International Standard Archival Authority Record for Corporate Bodies, Persons and Families'' ([[RS-2|ISAAR(CPF)]], 2nd edition, 2004).
+<div class="clearfix">
-*[[#Identity area|Identity area]]
-*[[#Description area|Description area]]
-*[[#Relationships area|Relationships area]]
-*[[#Control area|Control area]]
+[[Image:editIsaar.png|500px|right|thumb|Save or cancel the new record]]On loading, the [[Glossary#Edit page|edit page]] displays the record with all [[Glossary#Information area|information areas]] closed; click on an [[Glossary#Information area|information area]] to access the [[Glossary#Field|fields]] grouped under it.
-Click on a [[Information area|information area]] to expand it (display [[Field|fields]]); click again to collapse it (hide [[Field|fields]]). Note that as of the current version of ICA-AtoM (v1.0 beta), whenever you save a record ICA-AtoM re-loads the page, which collapses all areas.
+</div>
+<div class="clearfix">
-The following notes aim primarily to clarify ICA-AtoM procedures; for guidelines on what information to record in particular fields, consult [[RS-2|ISAAR(CPF)]] as the content standard. The notes are organized by [[Field|field]], with links to the applicable [[RS-2|ISAAR]] section(s). Where there is a one-to-one correspondence between an [[Data element|ISAAR element]] and an [[Field|ICA-AtoM field]], the note simply gives the [[RS-2|ISAAR]] rule verbatim.
+[[Image:AuthorityRecordDescription.png|500px|right|thumb|Description Area in Authority Record edit template]] In the ISAAR authority record edit template there is a "Descriptive Area" that holds a number of data entry fields. The "History" field contains information in a narrative form about the main events of the person, organization or corporate entity.
-<br clear=right>
+</div>
-== Identity area ==
-[[Image:um3-2-1Identity.png|500px|right|thumb|Edit authority record: identity area]]
+<div class="clearfix">
-The ''Identity area'' contains [[Field|fields]] for information "which uniquely identifies the entity being described and which defines standardized access points for the record" ([[RS-2#4.4.1|ISAAR(CPF) 4.4.1]]).
+*You can quit the process at any time by clicking the "cancel" button in the [[Glossary#Button block|button block]]; no new record will be added.
+*Click the [[Glossary#Create button|create button]] in the [[Glossary#Button block|button block]] to save the new record.
+</div>
-. '''Authorized form of name'''
+<div class="clearfix">
-*"Record the standardized form of name for the entity being described in accordance with any relevant national or international conventions or rules applied by the agency that created the authority record. Use dates, place, jurisdiction, occupation, epithet and other qualifiers as appropriate to distinguish the authorized form of name from those of other entities with similar names. Specify separately in the ''Rules and/or conventions'' element ([[RS-2#5.4.3|5.4.3]]) which set of rules has been applied for this element."  ([[RS-2#5.1.2|ISAAR(CPF) 5.1.2]])
+[[Image:AuthorityRecordView.png|500px|right|thumb|View Authority Record]] Once the record is saved, you can view the information entered.
-. '''Type of entity'''
+</div>
-*"Specify the type of entity (corporate body, person or family) that is being described in this authority record." ([[RS-2#5.1.1|ISAAR(CPF) 5.1.1]])
-*ICA-AtoM ships with a [[Drop-down menu|drop-down menu]] using a default ([[Taxonomy|taxonomy]] of types; the three core types (corporate body, person, family) cannot be removed or edited, but [[Editor|editors]] or [[Administrator|administrators]] can add new types.
+<div class="note">
-. '''Other names'''
+Note: The related Archival Description now includes the Biographical History (taken from the authority record "history" field).
-*[[Multi-value field|Multi-value field]] for registering and 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.
-*Enter the alternate name in the ''Name'' field, select the ''Type of name'' from the drop-down list, and add any explanatory text if required in the ''Note'' field.
-*When you save the record, ICA-AtoM registers the other name and displays it in the list above the data entry field.
-*Repeat and save to register additional names.
-*To delete an entry, click the [[Delete icon]].
-*For rules and examples, see ([[RS-2#5.1.3|ISAAR(CPF) 5.1.3]], [[RS-2#5.1.4|5.1.4]] and [[RS-2#5.1.5|5.1.5]]).
+[[Image:BioHistArchivalDesc.png|500px|right|thumb|View Archival Description (RAD template) section Admin/Bio History]]
-. '''Identifiers for corporate bodies'''
+</div class="note">
-*"Record where possible any official number or other identifier (e.g. a company registration number) for the corporate body and reference the jurisdiction and scheme under which it has been allocated." ([[RS-2#5.1.6 |ISAAR(CPF) 5.1.6]])
-<br clear="right">
+<div class="clearfix">
+</div>
-== Description area ==
+== From a related ISAD(G) archival description (Name of creator field) ==
-[[Image:um3-2-1Description1.png|500px|right|thumb|Authority record: Description area]]
+In the Name of creator [[Glossary#Field|field]] in the ISAD [[Glossary#Edit page|edit page]], type in a new name. The name will be saved as a new [[Glossary#Authority record|authority record]] when you save the [[Glossary#Archival description|archival description]]
-[[Image:um3-2-1Description2.png|500px|right|thumb|Authority record: Description area]]
-The "Description area" contains fields 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 field|text fields]].
+<div class="clearfix">
+== From a related RAD, Dublin Core or MODS archival description (Actor name field) ==
-. '''Start year''' and '''End year''' ([[RS-2#5.2.1|ISAAR(CPF) 5.2.1]]):
+# [[Image:dcEvent2.png|500px|right|thumb|A new actor name added to the event dialogue box creates a new authority record (RAD, Dublin Core, MODS templates only)]]In an [[Glossary#Archival description|archival description]] [[Glossary#Edit page|edit page]], add a new [[Glossary#Event|event]]. In the Actor name field, type in a new name. When you save the [[Glossary#Archival description|archival description]], ICA-AtoM creates a new [[Glossary#Authority record|authority record]] for the name.
-*Enter the start and end years of the entity (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.
+</div>
-. '''Date display''' ([[RS-2#5.2.1|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 in [[Glossary#View mode|view mode]] as the "Dates of existence".
+== From a related ISAD(G) or RAD archival description (Name access point) ==
-. The remaining fields in this area are basic [[Glossary#Text field|text fields]]. See [[RS-2|ISAAR(CPF)]] for guidelines:
+Type a new name into a Name [[Glossary#Access point|access point]] [[Glossary#Field|field]]. When you save the [[Glossary#Archival description|archival description]] record, ICA-AtoM creates a new [[Glossary#Authority record|authority record]] for the name.
-*[[RS-2#5.2.2|ISAAR(CPF) 5.2.2: History]]
-*[[RS-2#5.2.3|ISAAR(CPF) 5.2.3: Places]]
-*[[RS-2#5.2.4|ISAAR(CPF) 5.2.4: Legal status]]
-*[[RS-2#5.2.5|ISAAR(CPF) 5.2.5: Functions, occupations and activities]]
-*[[RS-2#5.2.6|ISAAR(CPF) 5.2.6: Mandates/Sources of authority]]
-*[[RS-2#5.2.7|ISAAR(CPF) 5.2.7: Internal structures/Genealogy]]
-*[[RS-2#5.2.8|ISAAR(CPF) 5.2.8: General context]]
-<br clear="right">
-== Relationships area ==
-[[Image:um3-2-1Relationships.png|500px|right|thumb|Authority record: Relationships area]]
+== From an authority record view page ==
-The "Relationships area" contains fields for documenting relationships between the current entity and other corporate bodies, persons and/or families ([[RS-2#4.4.3|ISAAR(CPF) 4.4.3]]).
+Click the [[Glossary#Add new button|Add new button]] in the [[Glossary#Button block|button block]] of an [[Glossary#Authority record|authority record]] [[Glossary#View page|view page]]. This will open a blank [[Glossary#Edit page|edit page]] for data entry.
-*Not yet available as of ICA-AtoM 0.5.
-<br clear="right">
+[[Category:User manual]]
-== Control area ==
-The ''Control area'' contains fields for information about the creation and maintenance of the authority record itself. This [[Area of description|area of description]] has been standardized in ICA-AtoM for [[Archival description|archival descriptions]], [[Authority record|authority records]], and [[Archival institution|archival institutions]] and is described on a separate page:
+__NOTOC__
-*See [[UM-3.4|Data entry: control area]].