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| − | [[Main Page]] > [[User manual]] > [[UM-3 | UM-3 Add / edit content]] > [[UM-3.1|UM3.1 Add / edit archival descriptions]] > UM-3.1.1 Data entry: archival descriptions | + | [[Main Page]] > [[User manual]] > [[Add/edit content]] > [[Add/edit archival institutions]] > Create a new archival institution |
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| − | == Data entry: archival descriptions == | + | <div class="clearfix"> |
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| − | [[Image:um3-1-1ArchivalDescription.png|500px|right|thumb|Edit screen: all record areas collapsed]]
| + | == From the main menu == |
| | | | |
| − | The [[Glossary#Edit screen|Edit screen]] for archival descriptions is structured into six [[Glossary#Record area|record areas based on [[ISAD(G)]]'s "information areas". Click on a [[Glossary#Record area|record area]] to expand it (display fields); click again to collapse it (hide fields). Note that as of ICA-AtoM version 0.6, whenever you save a record ICA-AtoM re-loads the page, collapsing all areas.
| + | # [[Image:addMenu.png|500px|right|thumb|Add a new archival institution from the main menu]]In the [[Glossary#Main menu|main menu]], hover your cursor over Add and select Archival institutions. ICA-AtoM takes you to a blank [[Glossary#Edit page|edit page]] for data entry |
| | + | # [[Image:createIsdiah.png|500px|right|thumb|Save or cancel the new record]]On loading, the [[Glossary#Edit page|edit page]] displays the record with all [[Glossary#Information area|information areas]] closed; click on an [[Glossary#Information area|information area]] to access the [[Glossary#Field|fields]] grouped under it |
| | + | # You can quit the process at any time by clicking the "cancel" button in the [[Glossary#Button block|button block]]; no new record will be added |
| | + | # Click the [[Glossary#Create button|Create button]] in the [[Glossary#Button block|button block]] to save the new record |
| | | | |
| | + | </div> |
| | | | |
| − | The following notes aim only to clarify ICA-AtoM procedures; for guidelines on what information to record in particular fields, consult [[ISAD(G)]] as the content standard. The notes are organized by field, with links to the applicable [[ISAD(G)]] section(s).
| + | <div class="note"> |
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| − | <br clear=right>
| + | Introduced in 1.3 Release is the ability for site Administrators to track digital object storage per repository. Storage limits may be placed on individual repositories by in-house server capacity or on hosted server agreements. If you are utilizing a multi-institutional / portal instance of ICA-AtoM you will need to check with the site Administrator to learn the digital object storage limitations. |
| − | == Identity area ==
| |
| | | | |
| − | [[Image:um3-1-1IdentityArea.png|500px|right|thumb|Archival description: Identity area]] | + | [[Image:digobjstorage.png|500px|right|thumb| Digital storage indicator is shown on the View archival repository page]] |
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| − | The '''Identity area''' contains fields that uniquely identify the archival description.
| + | </div> |
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| | + | <div class="clearfix"> |
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| − | 1. '''Reference code''' ([[ISAD(G)#isad3.1.1|ISAD(G) 3.1.1]]):
| + | == From an archival description edit page == |
| − | *Enter the reference code that uniquely identifies the archival unit under description.
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| | + | In the Repository [[Glossary#Field|field]] of an ISAD, RAD or MODS [[Glossary#Archival description|archival description]] or in the Relation (isLocatedAt) [[Glossary#Field|field]] of a Dublin Core [[Glossary#Archival description|archival description]], type in a new [[Glossary#Archival institution|archival institution]] name. A new [[Glossary#Archival institution|archival institution]] will be created when you save the record. |
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| − | 2. '''Title''' ([[ISAD(G)#isad3.1.2|ISAD(G) 3.1.2]]):
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| − | *Enter the authorized title of the unit of description.
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| | + | == From an archival institution view page == |
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| − | 3. '''Title notes''' ([[ISAD(G)#isad3.1.2|ISAD(G) 3.1.2]], [[ISAD(G)#isad3.6.1|ISAD(G) 3.6.1]]):
| + | Click the [[Glossary#Add new button|add new button]] in the [[Glossary#Button block|button block]] of an [[Glossary#Archival institution|archival institution]] [[Glossary#View page|view page]]. This will open a blank [[Glossary#Edit page|edit page]] for data entry. |
| − | *Enter a note relating to the title if applicable.
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| − | *Note that you can add multiple title notes: in the current version of ICA-AtoM (v0.6), you must save the record before you can add another note.
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| | + | </div> |
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| − | 4. '''Version''' ([[ISAD(G)]]:
| + | [[Category:User manual]] |
| − | *Enter the version number of the description if applicable; structure according to local / institutional standards.
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| − | 5. '''Level of description''' ([[ISAD(G)#isad3.1.4|ISAD(G) 3.1.4]]):
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| − | *Select the appropriate level of description from the drop-down list.
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| − | *List terms can be customized by [[Glossary$Administrator|administrators]] to suit their institution's arrangement system.
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| − | 6. '''Next upper level of description''':
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| − | *Select the unit immediately above the current one in the hierarchy of arrangement ("parent record").
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| − | *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]]):
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| − | *Enter information relating to the physical size, media, and formats.
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| − | *Structure data according to your institution's local standards (e.g. separate entries by commas or separate lines).
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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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| − | <br clear="right">
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| − | === Context area ===
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| − | [[Image:um3-1-1ContextArea.png|500px|right|thumb|Archival description: Identity area]]
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| − | The '''ContextArea''' contains fields that provide information about the origins and custody of the archival material being described. ''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 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 field blank; in this case, the unit will inherit creator information from its parent record (next highest level of description).
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| − | *At the highest level of description, you should always include the creator; the <span class="field">Administrative history / biographical sketch</span> is drawn from the creator's authority record.
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| − | *Lower levels inherit creator information from higher levels: use only if creator is different than the creator of the parent record (next upper level of description).
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| − | 3. <span class="field">Creation year / End year</span> ([[ISAD(G)#isad3.1.3 |ISAD(G) 3.1.3]]):
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| − | *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 <span class="field">Creator name</span> field blank (e.g. when describing a series, you do not need to repeat the <span class="field">Creator name</span> 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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| − | 4. <span class="field">Date display</span> ([[ISAD(G)#isad3.1.3 | ISAD(G) 3.1.3]]):
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| − | *Enter the date range as you want it to appear to the viewer.
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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 <span class="field">Creation year</span> and <span class="field">End year</span> are used internally for database searching and sorting purposes, this field is for display purposes.
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| − | 5. <span class="button">AddInfoIcon</span> (green +):
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| − | *Click to register the creation event.
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| − | *Behind the scenes, ICA-AtoM creates a related record in the <span class="entity">Event</span> table and displays it as the next entry in the list.
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| − | *If you selected an existing authority record as the <span class="field">Creator</span> field in step2, ICA-AtoM provides a link to the creator's <span class="entity">authority record</span> (blue text).
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| − | *If you entered a new name in the <span class="field">Add new name</span> field, ICA-AtoM creates a new authority record for that entity and provides a link to it (blue text).
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| − | 6. <span class="button">DeleteInfoIcon</span> (red X):
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| − | *Click to delete an existing creation event.
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| − | 7. <span class="field">Administrative / biographical history</span> ([[ISAD(G)#isad3.2.2 |ISAD(G) 3.2.2]]):
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| − | *Text block displaying data from the creator's <span class="entity">authority record</span>.
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| − | *If you have registered more than 1 creator in the creator events (see steps 1-5), the administrative histories / biographical sketches of each will appear here sequentially, separately 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 <span class="button">EditInfoIcon</span> (see step8 below).
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| − | 8. <span class="button">EditInfoIcon</span> (pencil):
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| − | *Click to edit the <span class="field">Administrative / biographical history</span> field; ICA-AtoM routes you to the related authority record.
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| − | *Make changes and save; ICA-AtoM returns you to the <span class="screen">Edit archival description</span> screen.
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| − | *Note that upon return all <span class="area">RecordAreas</span> are collapsed.
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| − | 9. <span class="field">Archival history</span> ([[ISAD(G)#isad3.2.3 |ISAD(G) 3.2.3]]):
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| − | *Enter information relating to the history of custody over the material being described.
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| − | 10. <span class="field">Repository</span>:
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| − | *Select from the drop-down list the institution that holds the archival material under description.
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| − | *ICA-AtoM generates the list from existing <span class="entity">archival institution</span> 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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| − | 11. <span class="field">Immediate source of acquisition</span> ([[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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| − | | |
| − | |width="40%" align="right"|
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| − | [[Image:Add ArchivalContext.png|400px|right]]
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| − | [[Image:Add ArchivalContext2.png|500px|right]]
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| − | | |
| − | |}
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| − | === Content and structure area ===
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| − | | |
| − | {| border="0" cellpadding="2"
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| − | | |
| − | |- valign="top"
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| − | |width="60%" |
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| − | The <span class="area">ContentAndStructureArea</span> 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.
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| − | 1. <span class="field">Scope and content</span> ([[ISAD(G)#isad3.3.1 |ISAD(G) 3.3.1]]):
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| − | *Enter information relating to scope and content as per ISAD(G) rule.
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| − | 2. <span class="field">Appraisal, destruction and scheduling information</span> ([[ISAD(G)#isad3.3.2 |ISAD(G) 3.3.2]]):
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| − | *Enter information relating to appraisal, destruction and scheduling as per ISAD(G) rule.
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| − | 3. <span class="field">Accruals</span> ([[ISAD(G)#isad3.3.3 |ISAD(G) 3.3.3]]):
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| − | *Enter information relating to future accruals as per ISAD(G) rule.
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| − | 4. <span class="field">System of arrangement</span> ([[ISAD(G)#isad3.3.4 |ISAD(G) 3.3.4]]):
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| − | *Enter information relating to the system of arrangement as per ISAD(G) rule.
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| − | | |
| − | |width="40%" align="right"|
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| − | [[Image:ArchivalContent.png|500px|right]]
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| − | |}
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| − | === Conditions of access and use area ===
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| − | | |
| − | {| border="0" cellpadding="2"
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| − | |- valign="top"
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| − | |width="60%" |
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| − | The <span class="area">ConditionsOfAccessAndUseArea</span> 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 <span class="field">Languages</span> and <span class="field">Scripts</span> (see steps 3 below).
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| − | 1. <span class="field">Conditions governing access</span> ([[ISAD(G)#isad3.4.1 |ISAD(G) 3.4.1]]):
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| − | *Enter information relating to conditions governing access as per ISAD(G) rule.
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| − | 2. <span class="field">Conditions governing reproduction</span> ([[ISAD(G)#isad3.4.2 |ISAD(G) 3.4.2]]):
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| − | *Enter information relating to conditions governing reproduction as per ISAD(G) rule.
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| − | 3. <span class="field">Language</span> ([[ISAD(G)#isad3.4.3 |ISAD(G) 3.4.3]]):
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| − | *Multi-value fields displaying in list form the language(s) and script(s) employed in the archival material under description.
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| − | *Select the language / script from the drop-down list.
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| − | *Click the <span class="button">Save</span> button.
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| − | *ICA-AtoM saves the records, collapsing the <span class="area">ConditionsOfAccessAndUseArea</span>; click to re-open.
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| − | *The selected language / script now appears in the list above the data entry field.
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| − | *Repeat for other languages / scripts if required.
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| − | *To delete a language / script from the list, click the red <span class="button">DeleteInfoIcon</span> beside it.
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| − | *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 <span class="button">AddInfoIcon</span> button for registering an entry rather than having to save the record).
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| − | 4. <span class="field">Physical characteristics</span> ([[ISAD(G)#isad3.4.3 |ISAD(G) 3.4.3]]):
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| − | *Enter information relating to physical characteristics that affect access to the material or technical requirements needed to access it as per ISAD(G) rule.
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| − | 5. <span class="field">Finding aids</span> ([[ISAD(G)#isad3.4.5 |ISAD(G) 3.4.5]]):
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| − | *Enter information relating to the existence of other finding aids to the material as per ISAD(G) rule.
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| − | 6. <span class="field">Location of originals</span> ([[ISAD(G)#isad3.5.1 |ISAD(G) 3.5.1]]):
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| − | *Enter information relating to the location of the originals of the materials described (if they are copies) as per ISAD(G) rule.
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| − | *Note that in future releases of ICA-AtoM, this field should be moved to a new record area (<span class="area">AlliedMaterials</span> to better reflect the ISAD(G) standard.
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| − | 7. <span class="field">Location of copies</span> ([[ISAD(G)#isad3.5.2 |ISAD(G) 3.5.2]]):
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| − | *Enter information relating to the location of copies of the materials described *In as per ISAD(G) rule.
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| − | *Note that in future releases of ICA-AtoM, this field should be moved to a new record area (<span class="area">AlliedMaterials</span> to better reflect the ISAD(G) standard.
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| − | 8. <span class="field">Related units of description</span> ([[ISAD(G)#isad3.5.3 |ISAD(G) 3.5.3]]):
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| − | *Enter information relating to related units of description as per ISAD(G) rule.
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| − | *Note that in future releases of ICA-AtoM, this field should be moved to a new record area (<span class="area">AlliedMaterials</span> to better reflect the ISAD(G) standard.
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| − | |width="40%" align="right"|
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| − | [[Image:Add ArchivalAccess.png|400px|right]]
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| − | |}
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| − | === Access points ===
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| − | {| border="0" cellpadding="2"
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| − | | |
| − | |- valign="top"
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| − | |width="60%" |
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| − | The <span class="area">AccessPoints</span> 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 <span class="field">Subject</span> access points; future releases should include <span class="field">Place</span> and <span class="field">Name</span> access points.
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| − | Access points are multi-value fields displaying terms in a list form. To create a new access point:
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| − | 1. Select a term from the drop-down list.
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| − | 2. Click the <span class="button">Save</span> button.
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| − | 3. ICA-AtoM saves the record, collapsing the <span class="area">AccessPoints</span> area; click to re-open; the selected term now appears in the list above the data entry field.
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| − | 4. Repeat for other terms as required.
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| − | 5. To delete an access point from the list, click the red <span class="button">DeleteInfoIcon</span> beside it.
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| − | 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 <span class="button">AddInfoIcon button</span> for registering an entry rather than having to save the record).
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| − | | |
| − | | |
| − | |width="40%" align="right"|
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| − | [[Image:AddArchivalAccessPoints1.png|500px|right]]
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| − | [[Image:AddArchivalAccessPoints2.png|500px|right]]
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| − | | |
| − | |}
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| − | | |
| − | === Description control area ===
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| − | | |
| − | {| border="0" cellpadding="2"
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| − | | |
| − | |- valign="top"
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| − | |width="60%" |
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| − | The <span class="area">DescriptionControlArea</span> contains fields that provide information about the creation and maintenance of the description record.
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| − | 1. <span class="field">Notes</span>: [[ISAD(G)#Notes area | ISAD(G) 3.6]]
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| − | *Multi-value field displaying notes as a list; there is no limit to the number of notes you can add.
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| − | *Enter the note, select the type and click the green <span class="button">AddInfoIcon</span> to register.
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| − | *To delete an existing note, click the red <span class="button">DeleteInfoIcon</span> beside it.
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| − | *See above [[#Multi-value fields | Multi-value fields]] for more information on the behaviour of multi-value fields.
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| − | 2. <span class="field">Rules or conventions</span>: [[ISAD(G)#Rules or conventions | ISAD(G) 3.7.2]]
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| − | *Free text field.
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| − | 3. <span class="field">Dates of description</span>: [[ISAD(G)#Date(s) of descriptions | ISAD(G) 3.7.3]]
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| − | *Not yet available (as of ICA-AtoM 0.4).
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| − | *[Multi-value field, registering the dates the description was originally created and subsequently revised.]
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| − | | |
| − | | |
| − | |width="40%" align="right"|
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| − | [[Image:Add ArchivalControl.png|400px|right]]
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| − | | |
| − | |}
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