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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<span class="pageTitle">Add / edit archival institutions</span>
  
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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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[[Main Page]] > [[User manual|(UM) User manual]] > [[UM-3|UM-3 Add / edit content]] > UM-3.3 Add / edit archival institution descriptions
  
 
== Overview ==
 
== Overview ==
  
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[[Image:um3-2-1AuthorityRecord.png|500px|right|thumb|Edit screen: all record areas collapsed]]
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This page describes how to create, edit and delete descriptions of [[Glossary#Archival institution|archival institutions]] and how to exit the [[Glossary#Edit screen|Edit screen]] (return to the [[Glossary#View mode|view mode]]).
  
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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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For detailed notes on individual fields, see:
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*[[UM-3.3.1|Data entry: archival institutions]].
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*[[UM-3.4 | Data entry: description control area (same for all record types)]].
  
  
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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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== Create a new archival institution ==
  
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<br clear=right>
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[[Image:um3-3Create1.png|500px|right|thumb|Create a new institution]]
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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:um3-3Create2.png|500px|right|thumb|Create a new institution]]
  
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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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1. Click the [[Glossary#Add / edit tab|Add / edit tab]] on the [[Glossary#Main menu bar|Main menu bar]].
  
  
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1. '''Authorized form of name''' ([[RS-2#5.1.2|ISAAR(CPF) 5.1.2]]):
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2. Click the "Archival institution" sub-tab on the [[Glossary#Main menu bar|Main menu bar]]; ICA-AtoM takes you to the [[Glossary#List screen|List screen]] showing all existing institutions.
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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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2. '''Type of entity''' ([[RS-2#5.1.1|ISAAR(CPF) 5.1.1]]):
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3. Click the [[Glossary#Add new button|Add new]] text that appears in the "Name" [[Glossary#Column header|column header]] or the [[Glossary#Add new button|Add new button]] at the foot of the list; ICA-AtoM creates a new record and routes you to a blank [[Glossary#Edit screen|Edit archival institution screen]] for data entry.
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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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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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4. Enter data.
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*[[Glossary#Multi-value list|Multi-value list]] displaying alternate names for the entity.
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*See [[UM-3.3.1|Data entry: archival institutions]] for detailed explanations and notes on fields.
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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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4. '''Identifiers for corporate bodies''' ([[RS-2#5.1.6 |ISAAR(CPF) 5.1.6]]):
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5. To quit the create process without registering the new record, click the [[Glossary#Cancel|Cancel button]] in the [[Glossary#Button block|Button block]]. ICA-AtoM returns you to your original starting point; no new record is created.
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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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== Description area ==
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6. To register the new record, click the [[Glossary#Create button|Create button]]. ICA-AtoM leaves you on the [[Glossary#Edit screen|Edit screen]] but the changes the [[Glossary#Button block|Button block]] to [[Glossary#Save button|Save]], [[Glossary#Cancel button|Cancel]], and [[Glossary#Delete|Delete]].
  
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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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<br clear=right>
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== Edit an existing institution ==
  
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[[Image:um3-3Edit1.png|500px|right|thumb|Edit an existing description]]
  
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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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[[Image:um3-3Edit2.png|500px|right|thumb|Edit an existing description]]
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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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2. <span class="field">Date display</span> ([[ISAAR(CPF)#isaar5.2.1 |ISAAR(CPF) 5.2.1]]):
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1. Navigate to the institution you want to edit.
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*Enter dates of existence as a date range (yearX - yearY).
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*For more information on navigation in ICA-AtoM, see in this manual: [[UM-4|Access content]].
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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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3. The remaining fields in this area are basic text fields. See [[ISAAR(CPF)]] for guidelines:
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2. Switch from [[Glossary#View mode|View mode]] to [[Glossary#Edit mode|Edit mode]] by clicking the [[Glossary#Record title bar|Record title bar]] or [[Glossary#Edit button|Edit button]]; this takes you to the [[Glossary#Edit screen|Edit archival institution screen]]. It displays the record with all [[Glossary#Record area|record areas]] closed; click on an area to access the fields grouped under it.
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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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|width="40%" align="right"|
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3. Add / revise data as required (see [[UM-3.3.1|Data entry: archival institutions]]) for detailed explanations and notes on fields).
  
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[[Image:Add AuthorityDescription.png|400px|right]]
 
  
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|}
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4. To discard all changes, click the [[Glossary#Cancel button|Cancel button]] in the [[Glossary#Button block|Button block]]; ICA-AtoM returns you to the [[Glossary#View screen|View screen]], with no changes saved.
  
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=== Relationships area ===
 
  
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{| border="0" cellpadding="2"
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5. To save changes, click the [[Glossary#Save button|Save button]] in the [[Glossary#Button block|Button block]]; ICA-AtoM commits the changes and re-loads the page.
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*Note that re-loading the page causes all [[Glossary#Record area|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).
  
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|- valign="top"
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<br clear=right>
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|width="60%" |
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== Delete an existing institution ==
  
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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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[[Image:um3-1Delete.png|500px|right|thumb|Delete an existing institution]]
  
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*Not yet available as of ICA-AtoM 0.4.
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1. Navigate to the institution you want to delete.
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*For more information on navigation in ICA-AtoM, see in this manual: [[UM-4|Access content]].
  
  
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|width="40%" align="right"|  
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2. Switch from [[Glossary#View mode|View mode]] to [[Glossary#Edit mode|Edit mode]] by clicking the [[Glossary#Record title bar|Record title bar]] or [[Glossary#Edit button|Edit button]]; this takes you to the [[Glossary#Edit screen|Edit screen]].
  
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[[Image:AuthorityRelationship.png|400px|right]]
 
  
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|}
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3. Click the [[Glossary#Delete button|Delete button]] in the [[Glossary#Button block|Button block]].
  
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=== Control area ===
 
  
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{| border="0" cellpadding="2"
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4. ICA-AtoM prompts you to confirm the delete request; click "OK".
  
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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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5. ICA-AtoM deletes the record and returns you to the [[Glossary#List screen|List screen]].
  
  
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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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6. Note the following consequences of deleting an archival institution:
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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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*You will be prompted whether or not to delete the related [[Glossary#Authority record|authority record]].
  
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2. <span class="field">Institution identifier</span>: [[ISAAR(CPF)#Institution identifier | ISAAR(CPF) 5.4.2]]
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<br clear=right>
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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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== Exit the Edit screen ==
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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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[[Image:um3-3Exit.png|500px|right|thumb|Exit the Edit screen]]
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*Text field.
 
  
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You can exit the [[Glossary#Edit screen|Edit screen]] by a number of methods. Whatever you do, '''always click the Save button before exiting, otherwise any changes you made will be lost.'''
  
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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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1. Click the [[Glossary#Record title bar|Record title bar]] to return to the description in [[Glossary#View mode|view mode]] ([[Glossary#View screen|View screen]]).
  
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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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2. Click a sub-tab on the [[Glossary#Main menu bar|Main menu bar]] to go to that [[Glossary#List screen|List screen]].
  
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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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3. Use the [[Glossary#Search / browse box|Search/browse box]] to run a search or browse action.
  
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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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4. Click the [[Glossary#ICA-AtoM logo|ICA-AtoM logo]] to return to the [[Glossary#Home screen|Home screen]].
  
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|width="40%" align="right"|
 
  
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[[Image:Add AuthorityControl.png|400px|right]]
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5. Click a link on the [[Glossary#System menu|System menu]] to launch some other action.
  
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|}
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<br clear="right">
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<span class="revision">Last revised: 2 June 2008 (ICA-AtoM v0.6)</span>

Revision as of 18:07, 2 June 2008

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.

Add / edit archival institutions

Main Page > (UM) User manual > UM-3 Add / edit content > UM-3.3 Add / edit archival institution descriptions

Overview

This page describes how to create, edit and delete descriptions of archival institutions and how to exit the Edit screen (return to the view mode).

For detailed notes on individual fields, see:


Create a new archival institution

Create a new institution
Create a new institution

1. Click the Add / edit tab on the Main menu bar.


2. Click the "Archival institution" sub-tab on the Main menu bar; ICA-AtoM takes you to the List screen showing all existing institutions.


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 archival institution screen for data entry.


4. Enter data.


5. To quit the create process without registering the new record, click the Cancel button in the Button block. ICA-AtoM returns you to your original starting point; no new record is created.


6. To register the new record, click the Create button. ICA-AtoM leaves you on the Edit screen but the changes the Button block to Save, Cancel, and Delete.


Edit an existing institution

Edit an existing description
File:Um3-3Edit2.png
Edit an existing description


1. Navigate to the institution you want to edit.

  • For more information on navigation in ICA-AtoM, see in this manual: Access content.


2. Switch from View mode to Edit mode by clicking the Record title bar or Edit button; this takes you to the Edit archival institution screen. It displays the record with all record areas closed; click on an area to access the fields grouped under it.


3. Add / revise data as required (see Data entry: archival institutions) for detailed explanations and notes on fields).


4. To discard all changes, click the Cancel button in the Button block; ICA-AtoM returns you to the View screen, with no changes saved.


5. To save changes, click the Save button in the Button block; 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 institution

File:Um3-1Delete.png
Delete an existing institution

1. Navigate to the institution you want to delete.

  • For more information on navigation in ICA-AtoM, see in this manual: Access content.


2. Switch from View mode to Edit mode by clicking the Record title bar or Edit button; this takes you to the Edit screen.


3. Click the Delete button in the Button block.


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 institution:


Exit the Edit screen

File:Um3-3Exit.png
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 be lost.


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.


Last revised: 2 June 2008 (ICA-AtoM v0.6)

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