Control area

Data entry: control area

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Control area (example shows an archival description)

The Control area is the same for archival descriptions, authority records, and archival institutions. It contains fields that uniquely identify the description itself and records how, when and by which archival institution the description was created and maintained.

The following notes aim primarily to clarify ICA-AtoM procedures; for guidelines on what information to record in particular fields, consult ISAD(G), ISAAR(CPF) or ISDIAH as the content standard. The notes are organized by field, with links to the applicable section(s) of the standards. Where there is a one-to-one correspondence between an element of description in the standard and an ICA-AtoM field, the note simply gives the standard rule verbatim.

1. Description identifier (ISAAR(CPF) 5.4.1, ISDIAH 5.6.1, ISDF 5.4.1):

• Archival description: no element in ISAD(G).

• Authority record:

• Archival institution: "To identify the description of the institution with archival holdings uniquely within the context in which it will be used." (ISDIAH)

2. Institution identifier (ISAAR(CPF) 5.4.2, ISDIAH 5.6.2, ISDF 5.4.2):

• Enter the name or institution code of the body responsible for creating and maintaining the institution record.

3. Rules or conventions (ISAD(G) 3.7.2, ISAAR(CPF) 5.4.3, ISDIAH 5.6.3, ISDF 5.4.3):

• Enter the standards or rules followed in preparing the description.

4. Status (ISAAR(CPF) 5.4.4, ISDIAH 5.6.4, ISDF 5.4.4):

• Select the status of the description.
• ICA-AtoM ships with a default value list (taxonomy): Draft, Final, Revised, Deleted.
• The system administrator can customize the taxonomy to the institution's own standards.

5. Level of detail (ISAAR(CPF) 5.4.4, ISDIAH 5.6.4, ISDF 5.4.4):

• Select the level of detail of the description.
• ICA-AtoM ships with a default value list (taxonomy): Minimal, Partial, Full.
• The system administrator can customize the taxonomy to the institution's own standards.

6. Dates of creation, revision and deletion (ISAD(G) 3.7.3, ISAD(G) 3.7.4, ISAAR(CPF) 5.4.6, ISAAR(CPF) 5.4.9, ISDIAH 5.6.6, ISDIAH 5.6.9, ISDF 5.4.6, ISDF 5.4.9):

• Enter information to register dates of creation, revision, deletion.
• This field combines two separate ICA standards elements: "Dates of creation, revision, deletion" and "Maintenance notes").

7. Language (ISAAR(CPF) 5.4.7, ISDIAH 5.6.7, ISDF 5.4.7):

• Select language in which the description exists from the drop-down list.
• When you save the record, ICA-AtoM registers the language and displays it in the list above the data entry field.
• When you translate a description, the new language must be added to the list; select the language and save.
• To delete an entry from the list, cick the Delete icon.

8. Script (ISAAR(CPF) 5.4.7, ISDIAH 5.6.7, ISDF 5.4.7):

• Select script in which the description exists from the drop-down list.
• When you save the record, ICA-AtoM registers the script and displays it in the list above the data entry field.
• When you translate a description into a language in a different script, the new script must be added to the list; select the script and save.
• To delete an entry from the list, cick the Delete icon.

9. Sources (ISAAR(CPF) 5.4.8, ISDIAH 5.6.8, ISDF 5.4.8):

• List the sources consulted in preparing the description.
• This is a text field, ICA-AtoM does not structure the data in any predetermined way.