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| − | __NOTOC__
| + | [[Main Page]] > [[User manual]] > [[Add/edit content]] > [[Add/edit authority records]] > Create a new authority record |
| − | <span class="pageTitle">Data entry: authority records</span>
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| − | [[Main Page]] > [[User manual|(UM) User manual]] > [[UM-3|UM-3 Add / edit content]] > [[UM-3.2|UM-3.2 Add / edit authority records]] > UM-3.2.1 Data entry: authority records
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| − | [[Image:um3-2-1Full.png|500px|right|thumb|Edit screen: all record areas collapsed]]
| + | <div class="clearfix"> |
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| | + | == From the main menu == |
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| − | The [[Edit screen]] for [[Authority record|authority records]] is structured into four [[Information area|information areas]] following the ICA's ''International Standard Archival Authority Record for Corporate Bodies, Persons and Families'' ([[RS-2|ISAAR(CPF)]], 2nd edition, 2004).
| + | <div class="clearfix"> |
| − | *[[#Identity area|Identity area]]
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| − | *[[#Description area|Description area]]
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| − | *[[#Relationships area|Relationships area]]
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| − | *[[#Control area|Control area]]
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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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| − | Click on a [[Information area|information area]] to expand it (display [[Field|fields]]); click again to collapse it (hide [[Field|fields]]). Note that as of the current version of ICA-AtoM (v1.0 beta), whenever you save a record ICA-AtoM re-loads the page, which collapses all areas.
| + | </div> |
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| | + | <div class="clearfix"> |
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| − | The following notes aim primarily to clarify ICA-AtoM procedures; for guidelines on what information to record in particular fields, consult [[RS-2|ISAAR(CPF)]] as the content standard. The notes are organized by [[Field|field]], with links to the applicable [[RS-2|ISAAR]] section(s). Where there is a one-to-one correspondence between an [[Data element|ISAAR element]] and an [[Field|ICA-AtoM field]], the note simply gives the [[RS-2|ISAAR]] rule verbatim.
| + | [[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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| − | <br clear=right> | + | </div> |
| − | == Identity area ==
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| − | [[Image:um3-2-1Identity.png|500px|right|thumb|Edit authority record: identity area]]
| + | <div class="clearfix"> |
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| − | The ''Identity area'' contains [[Field|fields]] for information "which uniquely identifies the entity being described and which defines standardized access points for the record" ([[RS-2#4.4.1|ISAAR(CPF) 4.4.1]]).
| + | [[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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| | + | </div> |
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| − | 1. '''Authorized form of name'''
| + | <div class="clearfix"> |
| − | *"Record the standardized form of name for the entity being described in accordance with any relevant national or international conventions or rules applied by the agency that created the authority record. Use dates, place, jurisdiction, occupation, epithet and other qualifiers as appropriate to distinguish the authorized form of name from those of other entities with similar names. Specify separately in the ''Rules and/or conventions'' element ([[RS-2#5.4.3|5.4.3]]) which set of rules has been applied for this element." ([[RS-2#5.1.2|ISAAR(CPF) 5.1.2]])
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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. |
| | + | *Click the [[Glossary#Create button|create button]] in the [[Glossary#Button block|button block]] to save the new record. |
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| − | 2. '''Type of entity'''
| + | </div> |
| − | *"Specify the type of entity (corporate body, person or family) that is being described in this authority record." ([[RS-2#5.1.1|ISAAR(CPF) 5.1.1]])
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| − | *ICA-AtoM ships with a [[Drop-down menu|drop-down menu]] using a default ([[Taxonomy|taxonomy]] of types; the three core types (corporate body, person, family) cannot be removed or edited, but [[Editor|editors]] or [[Administrator|administrators]] can add new types.
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| | + | <div class="clearfix"> |
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| − | 3. '''Other names'''
| + | [[Image:AuthorityRecordView.png|500px|right|thumb|View Authority Record]] Once the record is saved, you can view the information entered. |
| − | *[[Multi-value field|Multi-value field]] for registering and 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 [[Delete icon]].
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| − | *For rules and examples, see ([[RS-2#5.1.3|ISAAR(CPF) 5.1.3]], [[RS-2#5.1.4|5.1.4]] and [[RS-2#5.1.5|5.1.5]]).
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| | + | </div> |
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| − | 4. '''Identifiers for corporate bodies'''
| + | <div class="note"> |
| − | *"Record where possible any official number or other identifier (e.g. a company registration number) for the corporate body and reference the jurisdiction and scheme under which it has been allocated." ([[RS-2#5.1.6 |ISAAR(CPF) 5.1.6]])
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| − | <br clear="right">
| + | Note: The related Archival Description now includes the Biographical History (taken from the authority record "history" field). |
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| − | == Description area ==
| + | [[Image:BioHistArchivalDesc.png|500px|right|thumb|View Archival Description (RAD template) section Admin/Bio History]] |
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| − | [[Image:um3-2-1Description1.png|500px|right|thumb|Edit authority record: description area]]
| + | </div class="note"> |
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| − | [[Image:um3-2-1Description2.png|500px|right|thumb|Edit authority record: description area]]
| + | <div class="clearfix"> |
| | + | </div> |
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| − | The ''Description area'' contains fields for information "about the nature, context and activities of the entity being described" ([[RS-2#4.4.2|ISAAR(CPF) 4.4.2]]). With the exception of date-related fields (see steps 1-3 below), all fields are basic [[Text field|text fields]].
| + | == From a related ISAD(G) archival description (Name of creator field) == |
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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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| − | 1. '''Dates of existence'''
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| − | *"Record the dates of existence of the entity being described. For corporate bodies include the date of establishment / foundation / enabling legislation and dissolution. For persons include the dates or approximate dates of birth and death or, when these dates are not known, floruit dates. Where parallel systems of dating are used, equivalences may be recorded according to relevant conventions or rules. Specify in the ''Rules and/or convention''s element ([[RS-2#5.4.3|5.4.3]]) the system(s) of dating used, e.g. ISO 8601." ([[RS-2#5.2.1|ISAAR(CPF) 5.2.1]])
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| | + | <div class="clearfix"> |
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| − | 2. '''Year''' and '''End year'''
| + | == From a related RAD, Dublin Core or MODS archival description (Actor name field) == |
| − | *Enter the start and end years of the entity.
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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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| | + | # [[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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| − | 3. '''Date display'''
| + | </div> |
| − | *Enter dates of existence as a date range (yearX - yearY).
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| − | *Add any qualifiers (e.g. "ca.", "predominant") and typographical symbols as required.
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| − | *This is the value that will appear in [[Glossary#View mode|view mode]] as the ''Dates of existence''.
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| − | 4. '''History'''
| + | == From a related ISAD(G) or RAD archival description (Name access point) == |
| − | *"Record in narrative form or as a chronology the main life events, activities, achievements and/or roles of the entity being described. This may include information on gender, nationality, family and religious or political affiliations. Wherever possible, supply dates as an integral component of the narrative description." ([[RS-2#5.2.2|ISAAR(CPF) 5.2.2]])
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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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| − | 5. '''Places'''
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| − | *"Record the name of the predominant place(s)/jurisdiction(s), together with the nature and covering dates of the relationship with the entity." ([[RS-2#5.2.3|ISAAR(CPF) 5.2.3]])
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| | + | == From an authority record view page == |
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| − | 6. '''Legal status'''
| + | 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. |
| − | *"Record the legal status and where appropriate the type of corporate body together with the covering dates when this status applied." ([[RS-2#5.2.4|ISAAR(CPF) 5.2.4]])
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| − | 7. '''Functions, occupations and activities'''
| + | [[Category:User manual]] |
| − | *"Record the functions, occupations and activities performed by the entity being described, together with the covering dates when useful. If necessary, describe the nature of the function, occupation or activity." ([[RS-2#5.2.5|ISAAR(CPF) 5.2.5]])
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| − | | + | __NOTOC__ |
| − | 8. '''Mandates or sources of authority'''
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| − | *"Record any document, law, directive or charter which acts as a source of authority for the powers, functions and responsibilities of the entity being described, together with information on the jurisdiction(s) and covering dates when the mandate(s) applied or were changed." ([[RS-2#5.2.6|ISAAR(CPF) 5.2.6]])
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| − | 9. '''Internal structures or genealogy'''
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| − | *"Describe the internal structure of a corporate body and the dates of any changes to that structure that are significant to the understanding of the way that corporate body conducted its affairs (e.g. by means of dated organization charts). Describe the genealogy of a family (e.g. by means of a family tree) in a way that demonstrates the inter-relationships of its members with covering dates." ([[RS-2#5.2.7|ISAAR(CPF) 5.2.7]])
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| − | 10. '''General context'''
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| − | *"Provide any significant information on the social, cultural, economic, political and/or historical context in which the entity being described operated." ([[RS-2#5.2.8|ISAAR(CPF) 5.2.8]])
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| − | <br clear="right">
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| − | == Relationships area ==
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| − | [[Image:um3-2-1Relationships.png|500px|right|thumb|Authority record: Relationships area]]
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| − | The "Relationships area" contains fields for documenting relationships between the current entity and other corporate bodies, persons and/or families ([[RS-2#4.4.3|ISAAR(CPF) 4.4.3]]).
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| − | *Not yet available as of ICA-AtoM 0.5.
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| − | <br clear="right">
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| − | == Control area ==
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| − | The ''Control area'' contains fields for information about the creation and maintenance of the authority record itself. This [[Area of description|area of description]] has been standardized in ICA-AtoM for [[Archival description|archival descriptions]], [[Authority record|authority records]], and [[Archival institution|archival institutions]] and is described on a separate page:
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| − | *See [[UM-3.4|Data entry: control area]].
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