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| | 3. '''Other names''' ([[RS-3#5.1.3|ISDIAH 5.1.3]], [[RS-3#5.1.4|ISDIAH 5.1.4]]): | | 3. '''Other names''' ([[RS-3#5.1.3|ISDIAH 5.1.3]], [[RS-3#5.1.4|ISDIAH 5.1.4]]): |
| − | *Use this section to register other names by which the institution is known. | + | *[[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. | | *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'' that you can add, but you can only register them one at a time, i.e. enter the data, click the [[Save button]], repeat for each additional name. | + | *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. | | *To delete an ''other name'', click the [[Delete icon]] next to it in the list. |
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| | 6. '''Other names - note''' ([[RS-3#5.1.3|ISDIAH 5.1.3]], [[RS-3#5.1.4|ISDIAH 5.1.4]]): | | 6. '''Other names - note''' ([[RS-3#5.1.3|ISDIAH 5.1.3]], [[RS-3#5.1.4|ISDIAH 5.1.4]]): |
| − | *Select the unit immediately above the current one in the hierarchy of arrangement ("parent record"). | + | *Enter any other information relating to the ''other name''. |
| − | *Leave blank if the current unit represents the highest level of arrangement (e.g. a fonds).
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| − | 7. '''Extent and medium''' ([[ISAD(G)#isad3.1.5|ISAD(G) 3.1.5]]): | + | 7. '''Type''' [[RS-3#5.1.5|ISDIAH 5.1.5]] |
| − | *Enter information relating to the physical size, media, and formats. | + | *Select the type of institution from the drop-down [[Value list|value list]]. |
| − | *Structure data according to your institution's local standards (e.g. separate entries by commas or separate lines).
| + | *ICA-AtoM ships with a default [[Value list|value list]], but this can customized by [[Editor|editors]] and [[Administrator|administrators]]. |
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| − | 8. Note that the [[ISAD(G)]] '''Dates''' element (ISAD(G)#isad3.1.3|3.1.3]]) is implemented by ICA-AtoM in the '''Context area''', where dates are linked to a [[Glossary#Creator|creator]] in a [[Glossary#Event|creation event]].
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| − | == Context area == | + | == Contact area area == |
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| − | [[Image:um3-1-1ContextArea.png|500px|right|thumb|Archival description: Identity area]]
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| − | The "Context area" contains fields that provide information about the origins and custody of the archival material being described.
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| − | Note that date ranges are handled in ICA-AtoM as creation [[Glossary#Event|events]].
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| − | *At the highest [[Glossary#Level of description|level of description]], the [[Glossary#Archival unit|archival unit]] is associated with its [[Glossary#Creator|creator]] over a date range.
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| − | *At lower [[Glossary#Level of description|levels]], enter the date range, but leave the '''Creator name''' blank to inherit the [[Glossary#Creator|creator]] from the higher [[Glossary#Level of description|level]].
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| − | *If you want to associate a lower [[Glossary#Level of description|level]] with a [[Glossary#Creator|creator]] different than the higher [[Glossary#Level of description|level]], enter / select a different '''Creator name'''.
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| − | 1. '''Creation context''':
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| − | *Use this area to register a new create [[Glossary#Event|event]] and view existing ones.
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| − | *Register as many creation events as you need. ISAD(G) recognizes more than one type of date (e.g. dates of document creation vs dates of accumulation, see [[ISAD(G)#isad3.1.3 |ISAD(G) 3.1.3]]). And in some arrangement systems there may be more than one creator (e.g. in a series system, a series may be successively controlled by differen bodies over time).
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| − | *The first entry in the list (containing empty text boxes) is for registering a new creation event.
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| − | *Any subsequent entries show events already registered.
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| − | 2. '''Creator''' and '''Add new creator name''':
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| − | *Select the [[Glossary#Creator|creator's]] name from the "Creator" drop-down list (generated from the names of all existing [[Glossary#Authority record|authority records]].
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| − | *If the [[Glossary#Creator|creator's]] name does '''not''' appear in the list, use the "Add new creator name" field to enter the [[Glossary#Creator|creator's]] name.
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| − | *If you select a name from the drop-down list, ICA-AtoM will ignore any text you may have entered in the '''Add new creator name''' field.
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| − | *Note that you can leave both of these fields blank; in this case, the unit will inherit creator information from its [[Glossary#Parent level of description|parent record]] (next highest [[Glossary#Level of description|level of description]]).
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| − | *At the highest [[Glossary#Level of description|level of description]], you should always include the [[Glossary#Creator|creator]]; the "Administrative history / biographical sketch" is drawn from the [[Glossary#Creator|creator's]] [[Glossary#Authority record|authority record]].
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| − | *Lower levels inherit creator information from higher levels: use only if the [[Glossary#Creator|creator]] is different at the lower and higher [[Glossary#Level of description|levels]].
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| − | 3. '''Creation year / End year''' ([[ISAD(G)#isad3.1.3 |ISAD(G) 3.1.3]]):
| + | [[Image:um3-3-1ContextArea.png|500px|right|thumb|Archival institution: contact area]] |
| − | *Enter the opening and closing years of the date range.
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| − | *ICA-AtoM uses these values for sorting and searching purposes.
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| − | *Use only four-digit numbers.
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| − | *If the start and end years are the same, enter only in the start year and leave the end year blank.
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| − | *Complete at lower levels of description even if you are leaving the "Creator name" field blank (e.g. when describing a series, you do not need to repeat the "Creator name" from the fonds description, but you do need to enter the date range of the series).
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| − | *Do not use any qualifiers here (e.g. "ca.") or typographical symbols (e.g. "[194?]") to express uncertainty (see step4).
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| | + | The "Contact area" contains fields that provide information on how to contact the archival institution. |
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| − | 4. '''Date display''' ([[ISAD(G)#isad3.1.3 | ISAD(G) 3.1.3]]):
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| − | *Enter the date range as you want it to appear in [[Glossary#View mode|view mode]].
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| − | *Add any additional text to qualify date range (e.g. "ca. 1940-1980" or "[1940]-1980, predominant 1973-1980").
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| − | *Whereas "Creation year" and "End year" are used internally for database searching and sorting purposes, this field is for display purposes.
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| | + | 1. '''Contact information''' [[RS-3#5.2.1|ISDIAH 5.2.1]], [[RS-3#5.2.2|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. |
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| − | 5. '''Administrative / biographical history''' ([[ISAD(G)#isad3.2.2 |ISAD(G) 3.2.2]]):
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| − | *Text block displaying data from the [[Glossary#Creator|creator's]] [[Glossary#Authority record|authority record]].
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| − | *If you have registered more than one creator in the creator [[Glossary#Event|events]], the administrative histories / biographical sketches of each will appear here sequentially, separated by a line (horizontal rule).
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| − | *Because the data actually resides in another record in another table, it cannot be directly edited here; to edit, click the [[Glossary#Edit icon|Edit icon]] (see step 6 below).
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| | + | 2. '''Contact type''' |
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| − | 6. '''Edit administrative / biographical history''':
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| − | *Click the [[Glossary#Edit icon|Edit icon]] to edit the "Administrative / biographical history" field; ICA-AtoM routes you to the related authority record in [[Glossary#Edit mode|edit mode]].
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| − | *Make changes and save; ICA-AtoM returns you to the [[Glossary#Edit screen|Edit archival description]] screen.
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| − | *Note that upon return all, ICA-AtoM re-loads the page, collapsing all [[Glossary#Record area|record areas]].
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| | + | 3. Click the green <span class="button">AddInfoIcon</span> to add the new contact / address to the list. |
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| − | 7. '''Repository''':
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| − | *Select the institution that holds the archival material under description from the drop-down list in the "Repository" field (list is generated from all existing [[Glossary#Archival institution|archival institution]] records.
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| − | *Typically you need only enter this information at the highest level of description (e.g. the fonds or collection; series in a series system); it can be left blank at the lower levels if they are all stored in the same repository.
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| | + | 4. To edit an existing contact / address, click the <span class="button">EditInfoIcon</span> (pencil). |
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| − | 8. '''Immediate source of acquisition''' ([[ISAD(G)#isad3.2.4 |ISAD(G) 3.2.4]]):
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| − | *Enter information relating to the circumstances leading to the acquisition of the material by the archival institution.
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| | + | 5. To delete an existing contact / address, click the red <span class="button">DeleteInfoIcon</span>. |
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| − | 9. '''Archival history''' ([[ISAD(G)#isad3.2.3 |ISAD(G) 3.2.3]]):
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| − | *Enter information relating to the history of custody of the material being described.
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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
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:
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
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):
5. Other names - type (ISDIAH 5.1.3, ISDIAH 5.1.4):
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
Contact area 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
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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.
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Access points
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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).
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Description control area
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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
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.]
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