Add a new archival institution

Add / edit archival institutions

Main Page > User manual > UM-3 Add / edit content > UM3.3 Add / edit archival institutions > UM-3.1.1 Data entry: archival institutions

File:Um3-1-1ArchivalDescription.png

Edit screen: all record areas collapsed

The Edit screen for archival instiutions is structured into six information areas following the International Standard for Describing Institutions with Archival Holdings (ISDIAH). These are:

• Identity area
• Contact area
• Description area
• Access area
• Services area
• Control area

Click on an information area to expand it (display fields); click again to collapse it (hide 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.

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

Identity area

File:Um3-3-1IdentityArea.png

Archival institution: identity area

The "Identity area" contains fields that uniquely identify the archival institution.

1. Identifier (ISDIAH 5.1.1):

• Enter the institution's unique identifier (numeric or alphanumeric code).

2. Authorized form of name (ISDIAH 5.1.2):

• Enter the name that uniquely identifies the institution.

3. Other names (ISDIAH 5.1.3, ISDIAH 5.1.4):

• Multi-value field for registering and displaying other names by which the institution is known.
• Enter the data (see steps 4-6 below); when you click the Save button in the Button block the name will be registered and will now appear in the list above the data entry fields.
• There is no limit to the number of other names you can add, but as of the current version of ICA-AtoM (v1.0 beta) you can only register them one at a time, i.e. enter the data, click the Save button, repeat for each additional name.
• To delete an other name, click the Delete icon next to it in the list.

4. Other names - name (ISDIAH 5.1.3, ISDIAH 5.1.4):

• Enter the other name.

5. Other names - type (ISDIAH 5.1.3, ISDIAH 5.1.4):

• Select the type of name from the drop-down value list.
• ICA-AtoM ships with a default value list, but this can customized by editors and administrators.

6. Other names - note (ISDIAH 5.1.3, ISDIAH 5.1.4):

• Enter any other information relating to the other name.

7. Type (ISDIAH 5.1.5):

• Select the type of institution from the drop-down value list.
• ICA-AtoM ships with a default value list, but this can customized by editors and administrators.

Contact area area

File:Um3-3-1ContextArea.png

Archival institution: contact area

The "Contact area" contains fields that provide information on how to contact the archival institution.

1. Contact information ISDIAH 5.2.1, ISDIAH 5.2.2

• Multi-value field for registering and displaying the institution's contact addresses.
• Enter the data (see steps 2-x below); when you click the Save button in the Button block the contact address will be registered and will now appear in the list above the data entry fields.
• There is no limit to the number of contacts you can add, but as of the current version of ICA-AtoM (v1.0 beta) you can only register them one at a time, i.e. enter the data, click the Save button, repeat for each additional contact.
• To delete a contact, click the Delete icon next to it in the list.

2. Contact type

3. Click the green AddInfoIcon to add the new contact / address to the list.

4. To edit an existing contact / address, click the EditInfoIcon (pencil).

5. To delete an existing contact / address, click the red DeleteInfoIcon.

Content and structure area

The ContentAndStructureArea contains fields that provide information relating to the content and arrangement of the materials under description. These are all basic text fields. For practical purposes there are no limits on field length (fields can hold up 16 million characters); scroll arrows will appear if needed.

1. Scope and content (ISAD(G) 3.3.1):

• Enter information relating to scope and content as per ISAD(G) rule.

2. Appraisal, destruction and scheduling information (ISAD(G) 3.3.2):

• Enter information relating to appraisal, destruction and scheduling as per ISAD(G) rule.

3. Accruals (ISAD(G) 3.3.3):

• Enter information relating to future accruals as per ISAD(G) rule.

4. System of arrangement (ISAD(G) 3.3.4):

• Enter information relating to the system of arrangement as per ISAD(G) rule.

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Conditions of access and use area

The ConditionsOfAccessAndUseArea contains fields that provide information about the availability of the material being described. Most of the fields in this area are basic text fields; the exceptions are Languages and Scripts (see steps 3 below). 1. Conditions governing access (ISAD(G) 3.4.1): Enter information relating to conditions governing access as per ISAD(G) rule. 2. Conditions governing reproduction (ISAD(G) 3.4.2): Enter information relating to conditions governing reproduction as per ISAD(G) rule. 3. Language (ISAD(G) 3.4.3): Multi-value fields displaying in list form the language(s) and script(s) employed in the archival material under description. Select the language / script from the drop-down list. Click the Save button. ICA-AtoM saves the records, collapsing the ConditionsOfAccessAndUseArea; click to re-open. The selected language / script now appears in the list above the data entry field. Repeat for other languages / scripts if required. To delete a language / script from the list, click the red DeleteInfoIcon beside it. Note that future releases of ICA-AtoM will normalize these fields to the standard behaviour of multi-value fields in the system (i.e. present to the user an AddInfoIcon button for registering an entry rather than having to save the record). 4. Physical characteristics (ISAD(G) 3.4.3): Enter information relating to physical characteristics that affect access to the material or technical requirements needed to access it as per ISAD(G) rule. 5. Finding aids (ISAD(G) 3.4.5): Enter information relating to the existence of other finding aids to the material as per ISAD(G) rule. 6. Location of originals (ISAD(G) 3.5.1): Enter information relating to the location of the originals of the materials described (if they are copies) as per ISAD(G) rule. Note that in future releases of ICA-AtoM, this field should be moved to a new record area (AlliedMaterials to better reflect the ISAD(G) standard. 7. Location of copies (ISAD(G) 3.5.2): Enter information relating to the location of copies of the materials described *In as per ISAD(G) rule. Note that in future releases of ICA-AtoM, this field should be moved to a new record area (AlliedMaterials to better reflect the ISAD(G) standard. 8. Related units of description (ISAD(G) 3.5.3): Enter information relating to related units of description as per ISAD(G) rule. Note that in future releases of ICA-AtoM, this field should be moved to a new record area (AlliedMaterials to better reflect the ISAD(G) standard.

Access points

The AccessPoints area links archival descriptions to terms drawn from controlled vocabularies as a means of facilitating acess and retrieval. As of version 0.5, ICA-AtoM can create Subject access points; future releases should include Place and Name access points. Access points are multi-value fields displaying terms in a list form. To create a new access point: 1. Select a term from the drop-down list. 2. Click the Save button. 3. ICA-AtoM saves the record, collapsing the AccessPoints area; click to re-open; the selected term now appears in the list above the data entry field. 4. Repeat for other terms as required. 5. To delete an access point from the list, click the red DeleteInfoIcon beside it. Note that future releases of ICA-AtoM will normalize these fields to the standard behaviour of multi-value fields in the system (i.e. present to the user an AddInfoIcon button for registering an entry rather than having to save the record).

Description control area

The DescriptionControlArea contains fields that provide information about the creation and maintenance of the description record. 1. Notes: ISAD(G) 3.6 Multi-value field displaying notes as a list; there is no limit to the number of notes you can add. Enter the note, select the type and click the green AddInfoIcon to register. To delete an existing note, click the red DeleteInfoIcon beside it. See above Multi-value fields for more information on the behaviour of multi-value fields. 2. Rules or conventions: ISAD(G) 3.7.2 Free text field. 3. Dates of description: ISAD(G) 3.7.3 Not yet available (as of ICA-AtoM 0.4). [Multi-value field, registering the dates the description was originally created and subsequently revised.]