Add a new authority record

Data entry: authority records

Main Page > (UM) User manual > UM-3 Add / edit content > UM-3.2 Add / edit authority records > UM-3.2.1 Data entry: authority records

Edit screen: all record areas collapsed

The Edit screen for authority records is structured into four information areas following the ICA's International Standard Archival Authority Record for Corporate Bodies, Persons and Families (ISAAR(CPF), 2nd edition, 2004).

• Identity area
• Description area
• Relationships area
• Control area

Click on a information area to expand it (display fields); click again to collapse it (hide 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.

The following notes aim primarily 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 section(s). Where there is a one-to-one correspondence between an ISAAR element and an ICA-AtoM field, the note simply gives the ISAAR rule verbatim.

Identity area

Authority record: Identity area

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).

1. Authorized form of name (ISAAR(CPF) 5.1.2):

• Enter the name that uniquely identifies the entity.
• Drop-down lists of names that appear throughout the system are generated from the values entered in this field.

2. Type of entity (ISAAR(CPF) 5.1.1):

• Select the type of entity.
• ICA-AtoM ships with a default value list (taxonomy): Corporate body, Person or Family.

3. Other names (ISAAR(CPF) 5.1.3, ISSAR(CPF) 5.1.4, ISAAR(CPF) 5.1.5):

• Multi-value field displaying alternate names for the entity.
• Register as many names as you need.
• The last row in the list contains text boxes for data entry.
• 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.
• When you save the record, ICA-AtoM registers the other name and displays it in the list above the data entry field.
• Repeat and save to register additional names.
• To delete an entry, click the Delete icon.

4. Identifiers for corporate bodies (ISAAR(CPF) 5.1.6):

• Enter numbers or other identifiers that were used to identify the corporate body in a specific jurisdiction (e.g. registered company number).
• 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 Data entry: description control area).

Description area

Authority record: Description area

Authority record: Description area

The "Description area" contains fields 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.

1. Start year and End year (ISAAR(CPF) 5.2.1):

• Enter the start and end years of the entity (for corporate bodies: years of establishment and dissolution; for persons: birth and death year).
• Leave end year blank if the entity is still in existence.
• Use four-digit numbers only.
• Do not use qualifiers (e.g. "ca.") or typographical symbols (e.g. "[197-]") to express uncertain dates.
• Start and end values will be used in searches (earlier than, later than) and sorting.

2. Date display (ISAAR(CPF) 5.2.1):

• Enter dates of existence as a date range (yearX - yearY).
• Add qualifiers (e.g. "ca.", "predominant") and typographical symbols if required.
• This is the value that will appear in view mode as the "Dates of existence".

3. The remaining fields in this area are basic text fields. See ISAAR(CPF) for guidelines:

• ISAAR(CPF) 5.2.2: History
• ISAAR(CPF) 5.2.3: Places
• ISAAR(CPF) 5.2.4: Legal status
• ISAAR(CPF) 5.2.5: Functions, occupations and activities
• ISAAR(CPF) 5.2.6: Mandates/Sources of authority
• ISAAR(CPF) 5.2.7: Internal structures/Genealogy
• ISAAR(CPF) 5.2.8: General context

Relationships area

Authority record: Relationships area

The "Relationships area" contains fields for documenting relationships between the current entity and other corporate bodies, persons and/or families (ISAAR(CPF) 4.4.3).

• Not yet available as of ICA-AtoM 0.5.

Control area

The Control area contains fields for information about the creation and maintenance of the authority record itself. This area of description has been standardized in ICA-AtoM for archival descriptions, authority records, and archival institutions and is described on a separate page:

• See Data entry: control area.