Add/edit archival descriptions
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Visit https://www.accesstomemory.org for information about AtoM, the currently supported version.
Main Page > User manual > UM-3 Add / edit content > UM-3.1 Add / edit archival descriptions
Add / edit archival descriptions
This page describes how to create, edit and delete archival descriptions and how to exit the Edit screen (return to the List or View screen).
For detailed notes on individual fields, see:
Create a new archival description
1. Click the Add / edit tab on the Main menu bar.
2. Click the "Archival description" sub-tab on the Main menu bar; ICA-AtoM takes you to the List screen showing all existing archival descriptions.
3. Click the Add new text that appears in the "Name" column header or the Add new button at the foot of the list; ICA-AtoM creates a new record and routes you to a blank Edit screen for data entry.
4. Enter data (see Data entry: archival descriptions for detailed explanations and notes on fields).
5. Click the Save button to commit the new record.
6. Note that the behaviour of the Cancel button changes after you first click the Save button.
- Before the first save, "Cancel" = "delete the new record" (i.e. do not commit).
- After the first save, the record is committed. A Delete button now appears for deleting, while "Cancel" = "do not commit the data entered since the last save".
Edit an existing description
1. Navigate to the description you want to edit.
- Either click the Add/edit > Archival descriptions sub-tab on the Main menu bar and select the record from the list; or
- Use the Search/browse box to find the record you want to edit.
- For more information on navigation in ICA-AtoM, see in this manual: Access content.
2. By any method, when you select a description from the List or Search results screen, ICA-AtoM displays the full record on the View screen, showing any fields in which information has already been entered. To begin editing, click the Record title bar at the head of the record or the Edit button at the foot.
3. ICA-AtoM opens the record on the Edit screen. It displays the record with all record areas closed; click on an area to access the fields grouped under it.
4. Add / revise data as required (see Data entry: archival descriptions) for detailed explanations and notes on fields).
5. To discard all changes, click the Cancel button; ICA-AtoM returns you to the View screen, with no changes saved.
6. To save changes, click the Save button; ICA-AtoM commits the changes and re-loads the page.
- Note that re-loading the page causes all record areas to close; this behaviour will be revised in a future release of ICA-AtoM (e.g. page will stay open as it was before save).
Delete an existing description
Only editors and administrators can delete records in ICA-AtoM. To delete an archival description:
1. Navigate to the description you want to delete.
2. Switch from the View to the Edit screen by clicking the Record title bar or Edit button.
3. Click the Delete button.
4. ICA-AtoM prompts you to confirm the delete request; click "OK".
5. ICA-AtoM deletes the record and returns you to the List screen.
6. Note the following consequences of deleting an archival description:
- If the record has lower-level descriptions registered to it (is a "parent record"), all the lower-level records are also deleted - e.g. if you delete a series, any sub-series, files or items that belong to the series will also be deleted.
- Any access points assigned to the description are also deleted.
- Any date events associated with the description are also deleted.
- The authority record of the associated creator is not deleted.
- The archival institution record of the associated repository is not deleted.
Exit the Edit screen
You can exit the Edit screen by a number of methods. Whatever you do, always click the Save button before exiting, otherwise any changes you made will not be saved.
1. Click the Record title bar to return to the description in view mode (View screen).
2. Click a sub-tab on the Main menu bar to go to that List screen).
3. Use the Search/browse box to run a search or browse action.
4. Click the ICA-AtoM logo to return to the Home screen.
5. Click a link on the System menu to launch some other action.