Difference between revisions of "Add a new authority record"

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<span class="pageTitle">Add / edit authority records</span>
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[[Main Page]] > [[User manual]] > [[Add/edit content]] > [[Add/edit authority records]] > Create a new authority record
  
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[[Main Page]] > [[User manual|User manual (UM)]] > [[UM-3|UM-3 Add / edit content]] > UM-3.2 Add / edit authority records
 
  
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== Overview ==
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<div class="clearfix">
  
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[[Image:um3-2-1AuthorityRecord.png|500px|right|thumb|Edit screen: all record areas collapsed]]
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== From the main menu ==
  
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The [[Glossary#Edit screen|Edit screen]] for authority records is structured into four [[Glossary#Area of description|areas of description]] based on [[ISAAR(CPF)]]'s "information areas". Click on a [[Glossary#Area of description|area of description]] 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.
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<div class="clearfix">
  
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[[Image:addMenu.png|500px|right|thumb|Add a new authority record from the main menu]]In the [[Glossary#Main menu|main menu]], hover your cursor over "Add" and select "Authority records". Alternatively, navigate to an [[Glossary#Authority record|authority record]] [[Glossary#View page|view page]] and click the [[Glossary#Add new button|"Add new" button]] in the [[Glossary#Button block|button block]]. ICA-AtoM takes you to a blank [[Glossary#Edit page|edit page]] for data entry.
  
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The following notes aim only to clarify ICA-AtoM procedures; for guidelines on what information to record in particular fields, consult [[ISAAR(CPF)]] as the content standard. The notes are organized by field, with links to the applicable [[ISAAR(CPF)]] section(s).
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</div>
  
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<br clear=right>
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<div class="clearfix">
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== Identity area ==
 
  
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[[Image:um3-2-1Identity.png|500px|right|thumb|Authority record: Identity area]]  
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[[Image:editIsaar.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.
  
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The "Identity area" contains fields for information "which uniquely identifies the entity being described and which defines standardized access points for the record" (ISAAR(CPF) 4.4.1).
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</div>
  
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<div class="clearfix">
  
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1. '''Authorized form of name''' ([[RS-2#5.1.2|ISAAR(CPF) 5.1.2]]):
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[[Image:AuthorityRecordDescription.png|500px|right|thumb|Description Area in Authority Record edit template]] In the ISAAR authority record edit template there is a "Descriptive Area" that holds a number of data entry fields. The "History" field contains information in a narrative form about the main events of the person, organization or corporate entity.
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*Enter the name that uniquely identifies the entity.
 
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*Drop-down lists of names that appear throughout the system are generated from the values entered in this field.
 
  
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</div>
  
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2. '''Type of entity''' ([[RS-2#5.1.1|ISAAR(CPF) 5.1.1]]):
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<div class="clearfix">
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*Select the type of entity.
 
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*ICA-AtoM ships with a default value list ([[Glossary#Taxonomy|taxonomy]]): ''Corporate body, Person or Family''.
 
  
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*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.
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*Click the [[Glossary#Create button|create button]] in the [[Glossary#Button block|button block]] to save the new record.
  
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3. '''Other names''' ([[RS-2#5.1.3|ISAAR(CPF) 5.1.3]], [[RS-2#5.1.4|ISSAR(CPF) 5.1.4]], [[RS-2#5.1.5|ISAAR(CPF) 5.1.5]]):
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</div>
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*[[Glossary#Multi-value list|Multi-value list]] displaying alternate names for the entity.
 
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*Register as many names as you need.
 
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*The last row in the list contains text boxes for data entry.
 
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*Enter the alternate name in the "Name" field, select the "Type of name" from the drop-down list, and add any explanatory text if required in the "Note" field.
 
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*When you save the record, ICA-AtoM registers the other name and displays it in the list above the data entry field.
 
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*Repeat and save to register additional names.
 
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*To delete an entry, click the [[Glossary#Delete icon|Delete icon]].
 
  
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<div class="clearfix">
  
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4. '''Identifiers for corporate bodies''' ([[RS-2#5.1.6 |ISAAR(CPF) 5.1.6]]):
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[[Image:AuthorityRecordView.png|500px|right|thumb|View Authority Record]] Once the record is saved, you can view the information entered.
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*Enter numbers or other identifiers that were used to identify the corporate body in a specific jurisdiction (e.g. registered company number).
 
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*Do not confuse with the "Authority record identifier" assigned by the archival institution as a unique identifier of the authority record in the "Description control area" (see [[UM-3.4|Data entry: description control area]]).
 
  
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</div>
  
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== Description area ==
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<div class="note">
  
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The "Description area" contains fields that for information "about the nature, context and activities of the entity being described" (ISAAR(CPF) 4.4.2). With the exception of date-related fields (see steps 1-3 below), all fields are basic text fields. For practical purposes there are no limits on length in text fields (fields can hold up 16 million characters); scroll arrows will appear if needed.
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Note: The related Archival Description now includes the Biographical History (taken from the authority record "history" field).
  
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[[Image:BioHistArchivalDesc.png|500px|right|thumb|View Archival Description (RAD template) section Admin/Bio History]]
  
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1. <span class="field">Start year</span> and <span class="field">End year</span>: ([[ISAAR(CPF)#isaar5.2.1 |ISAAR(CPF) 5.2.1]]):
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</div class="note">
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*Enter the start and end years.
 
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*For corporate bodies: years of establishment and dissolution.
 
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*For persons: birth and death year.
 
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*Leave end year blank if the entity is still in existence.
 
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*Use four-digit numbers only.
 
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*Do not use qualifiers (e.g. "ca.") or typographical symbols (e.g. "[197-]") to express uncertain dates.
 
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*Start and end values will be used in searches (earlier than, later than) and sorting.
 
  
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<div class="clearfix">
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</div>
  
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2. <span class="field">Date display</span> ([[ISAAR(CPF)#isaar5.2.1 |ISAAR(CPF) 5.2.1]]):
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== From a related ISAD(G) archival description (Name of creator field) ==
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*Enter dates of existence as a date range (yearX - yearY).
 
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*Add qualifiers (e.g. "ca.", "predominant") and typographical symbols if required.
 
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*This is the value that will appear on the <span class="screen">View</span> screen as the <span class="field">Dates of existence</span>.
 
  
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In the Name of creator [[Glossary#Field|field]] in the ISAD [[Glossary#Edit page|edit page]], type in a new name. The name will be saved as a new [[Glossary#Authority record|authority record]] when you save the [[Glossary#Archival description|archival description]]
  
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3. The remaining fields in this area are basic text fields. See [[ISAAR(CPF)]] for guidelines:
 
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*[[ISAAR(CPF)#History | ISAAR(CPF) 5.2.2: History]]
 
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*[[ISAAR(CPF)#Places | ISAAR(CPF) 5.2.3: Places]]
 
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*[[ISAAR(CPF)#Legal status | ISAAR(CPF) 5.2.4: Legal status]]
 
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*[[ISAAR(CPF)#Functions, occupations and activities | ISAAR(CPF) 5.2.5: Functions, occupations and activities]]
 
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*[[ISAAR(CPF)#Mandates/Sources of authority | ISAAR(CPF) 5.2.6: Mandates/Sources of authority]]
 
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*[[ISAAR(CPF)#Internal structures/Genealogy | ISAAR(CPF) 5.2.7: Internal structures/Genealogy]]
 
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*[[ISAAR(CPF)#General context | ISAAR(CPF) 5.2.8: General context]]
 
  
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<div class="clearfix">
  
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|width="40%" align="right"|
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== From a related RAD, Dublin Core or MODS archival description (Actor name field) ==
  
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[[Image:Add AuthorityDescription.png|400px|right]]
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# [[Image:dcEvent2.png|500px|right|thumb|A new actor name added to the event dialogue box creates a new authority record (RAD, Dublin Core, MODS templates only)]]In an [[Glossary#Archival description|archival description]] [[Glossary#Edit page|edit page]], add a new [[Glossary#Event|event]]. In the Actor name field, type in a new name. When you save the [[Glossary#Archival description|archival description]], ICA-AtoM creates a new [[Glossary#Authority record|authority record]] for the name.
  
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|}
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</div>
  
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=== Relationships area ===
 
  
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{| border="0" cellpadding="2"
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== From a related ISAD(G) or RAD archival description (Name access point) ==
  
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|- valign="top"
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Type a new name into a Name [[Glossary#Access point|access point]] [[Glossary#Field|field]]. When you save the [[Glossary#Archival description|archival description]] record, ICA-AtoM creates a new [[Glossary#Authority record|authority record]] for the name.
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|width="60%" |  
 
  
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The <span class="area">RelationshipsArea</span> contains fields for documenting relationships with other corporate bodies, persons and/or families (ISAAR(CPF) 4.4.3).
 
  
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*Not yet available as of ICA-AtoM 0.4.
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== From an authority record view page ==
  
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Click the [[Glossary#Add new button|Add new button]] in the [[Glossary#Button block|button block]] of an [[Glossary#Authority record|authority record]] [[Glossary#View page|view page]]. This will open a blank [[Glossary#Edit page|edit page]] for data entry.
  
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|width="40%" align="right"|
 
  
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[[Image:AuthorityRelationship.png|400px|right]]
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[[Category:User manual]]
  
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|}
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__NOTOC__
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=== 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">ControlArea</span> is "where the authority record is uniquely identified and information is recorded on how, when and by which agency the authority record was created and maintained" (ISAAR(CPF) 4.4.4).
 
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1. <span class="field">Authority record identifier</span>: [[ISAAR(CPF)#Authority record identifier | ISAAR(CPF) 5.4.1]]
 
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*Enter the unique identifier the <span class="entity">archival institution</span> has assigned to the authority record.
 
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*Do not confuse with <span class="field">Identifiers for corporate bodies</span> in the <span class="area">IdentityArea</span> (which are identifier used by the corporate body itself in a specific jurisdiction, e.g. corporation number).
 
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2. <span class="field">Institution identifier</span>: [[ISAAR(CPF)#Institution identifier | ISAAR(CPF) 5.4.2]]
 
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*Enter the name or institution code of the body responsible for creating and maintaining the authority record.
 
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3. <span class="field">Rules or conventions</span>: [[ISAAR(CPF)#Rules and/or conventions | ISAAR(CPF) 5.4.3]]
 
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*Text field.
 
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4. <span class="field">Status</span> and <span class="field">Level of detail</span>: [[ISAAR(CPF)#Status | ISAAR(CPF) 5.4.4]] and [[ISAAR(CPF)#Level of detail | ISAAR(CPF) 5.4.5]]
 
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*Select status and level of detail of authority record from drop-down lists.
 
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*ICA-AtoM ships with default lists ("Draft, Final, Revised, Deleted" for status; and "Minimal, Partial, Full" for level of detail); <span class="role">Administrators</span> can customize to institution's own standards.
 
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5. <span class="field">Language and scripts</span>: [[ISAAR(CPF)#Language(s) and script(s) | ISAAR(CPF) 5.4.7]]
 
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*Select language and script of the authority record from drop-down lists.
 
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6. <span class="field">Sources</span>: [[ISAAR(CPF)#Sources | ISAAR(CPF) 5.4.8]]
 
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*Text field.
 
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7. <span class="field">Notes</span>: [[ISAAR(CPF)#Dates of creation, revision or deletion | ISAAR(CPF) 5.4.6]], [[ISAAR(CPF)#Maintenance notes | ISAAR(CPF) 5.4.9]]
 
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*Multi-value field displaying notes.
 
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*Use this field to register dates of creation, revision, deletion.
 
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*Enter the text of the note, select the type of note, 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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|width="40%" align="right"|
 
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[[Image:Add AuthorityControl.png|400px|right]]
 
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|}
 

Latest revision as of 18:12, 26 April 2012

Please note that ICA-AtoM is no longer actively supported by Artefactual Systems.
Visit https://www.accesstomemory.org for information about AtoM, the currently supported version.

Main Page > User manual > Add/edit content > Add/edit authority records > Create a new authority record


From the main menu

Add a new authority record from the main menu
In the main menu, hover your cursor over "Add" and select "Authority records". Alternatively, navigate to an authority record view page and click the "Add new" button in the button block. ICA-AtoM takes you to a blank edit page for data entry.
Save or cancel the new record
On loading, the edit page displays the record with all information areas closed; click on an information area to access the fields grouped under it.
Description Area in Authority Record edit template
In the ISAAR authority record edit template there is a "Descriptive Area" that holds a number of data entry fields. The "History" field contains information in a narrative form about the main events of the person, organization or corporate entity.
  • You can quit the process at any time by clicking the "cancel" button in the button block; no new record will be added.
  • Click the create button in the button block to save the new record.
View Authority Record
Once the record is saved, you can view the information entered.

Note: The related Archival Description now includes the Biographical History (taken from the authority record "history" field).

View Archival Description (RAD template) section Admin/Bio History

From a related ISAD(G) archival description (Name of creator field)

In the Name of creator field in the ISAD edit page, type in a new name. The name will be saved as a new authority record when you save the archival description


From a related RAD, Dublin Core or MODS archival description (Actor name field)

  1. A new actor name added to the event dialogue box creates a new authority record (RAD, Dublin Core, MODS templates only)
    In an archival description edit page, add a new event. In the Actor name field, type in a new name. When you save the archival description, ICA-AtoM creates a new authority record for the name.


From a related ISAD(G) or RAD archival description (Name access point)

Type a new name into a Name access point field. When you save the archival description record, ICA-AtoM creates a new authority record for the name.


From an authority record view page

Click the Add new button in the button block of an authority record view page. This will open a blank edit page for data entry.


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