Metadata requirements: archival descriptions

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Describe units of archival materials

Requirement number	MR-1
Requirement name	Describe units of archival materials
Requirement specification	The system must: Include an entity representing an archival description.
Sub-requirements	1.A Identify unit / object of description. 1.B Describe the context (origin and custody) of material. 1.C Describe content and structure of material. 1.D Describe conditions governing access and use of material. 1.E Identify related archvial materials. 1.F Control description record.

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Identify unit / object of description

Requirement number	MR-1.1
Requirement name	Identify unit / object of description
Requirement specification	The system must: Uniquely identify each description.
Sub-requirements	1.1.1 Identify unit / object of description. 1.1.2 Name unit / object of description. 1.1.3 Identify the level of description. 1.1.4 Indicate the dates of the material described. 1.1.5 Indicate the extent of the material described.

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Identify unit / object of description

Requirement number	MR-1.1.1
Requirement name	Identify unit / object of description
Requirement specification	The system must: Assign one or more unique identifier (codes) to each description such that the description can be linked to the object of description.
Requirement quotation	ISAD(G) 3.1.1
Associated functional requirements	FR-3.B, Assign unique identifiers to descriptions.
Associated quality requirements	Auto-enter values.
Associated technical requirements
ICA-AtoM fields	information_object::id information_object:identifier
ICA-AtoM implementation	ICA-AtoM automatically assigns each record a unqiue database ID (id); this value is invisible to users. Users enter their own Reference code (identifier). ICA-AtoM allows any type of value in this field (numbers, text, alpha-numeric code) to accommodate any institutional system for assigning identifiers.
Known issues	Cannot currently auto-generate next sequential reference code / number.
User Manual sections	Add / edit content > Add / edit archival descriptions > Identity area

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Name unit / object of description

Requirement number	MR-1.1.2
Requirement name	Name unit / object of description
Requirement specification	The system must: Assign titles to archival descriptions. Accommodate multiple titles (variants, title changes). Support explanatory notes on titles.
Requirement quotation	ISAD(G) 3.1.2
Associated functional requirements	FR-3.2, Assign unique identifiers to descriptions. FR-4.1, Support description of the intellectual and physical characteristics of archival materials.
Associated quality requirements
Associated technical requirements
ICA-AtoM fields	information_object::title information_object::alternate_title note::note_content note::note_type
ICA-AtoM implementation	ICA-AtoM includes fields for Title (title) and Alternate title (alternate_title). ICA-AtoM does not impose any rules on formatting titles. Users can add as many Title notes as required (stored in a separate *note database table).
Known issues	Need to allow multiple alternate titles (currently only allows 1 alternate). Need to accommodate date ranges to titles (previous names of description).
User Manual sections	Add / edit content > Add / edit archival descriptions > Identity area

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Identify the level of description

Requirement number	Number
Requirement name
Requirement specification	The system must: Requirement.
Requirement quotation
Associated functional requirements
Associated quality requirements
Associated technical requirements
ICA-AtoM fields
ICA-AtoM implementation
Known issues
User Manual sections

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Indicate the dates of the material described

Requirement number	Number
Requirement name
Requirement specification	The system must: Requirement.
Requirement quotation
Associated functional requirements
Associated quality requirements
Associated technical requirements
ICA-AtoM fields
ICA-AtoM implementation
Known issues
User Manual sections

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Indicate the extent of the material described

Requirement number	Number
Requirement name
Requirement specification	The system must: Requirement.
Requirement quotation
Associated functional requirements
Associated quality requirements
Associated technical requirements
ICA-AtoM fields
ICA-AtoM implementation
Known issues
User Manual sections

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Template

Requirement number	Number
Requirement name
Requirement specification	The system must: Requirement.
Requirement quotation
Associated functional requirements
Associated quality requirements
Associated technical requirements
ICA-AtoM fields
ICA-AtoM implementation
Known issues
User Manual sections

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