ISAD

Main Page > User manual > UM-3 Add / edit content > UM-3.1 Add / edit archival descriptions > UM-3.1.4 ISAD(G) elements

Identity area

Edit archival description: identity area

The "identity area" contains fields for conveying "essential information ... to identify the unit of description" (ISAD(G) I.11).

Reference code

For unique identification, the reference code may contain any or all of the following elements:

• the country code in accordance with the latest version of ISO 3166, Codes for the representation of names of countries
• the repository code in accordance with the national repository code standard or other unique location identifier
• a specific local reference code, control number, or other unique identifier

All three elements must be present for the purpose of information exchange at the international level. (ISAD(G) 3.1.1)

A country code and repository code will automatically be included in the reference code whenever the highest-level archival description is linked to an archival institution (see Context area). The archival institution description must have the following fields filled out in order for this to happen: the "Identifier" field in the ISDIAH identity area and the "country" field in the ISDIAH contact area.

Information entered into the "identifier" field at lower levels of description will appear as part of the reference code when the archival description is saved and displayed.

Each child archival description will inherit reference code data entered at the parent levels of description.

The reference code will not be displayed in either the edit page or view page for any description that does not have its own identifier.

2. Title

• "Provide either a formal title or a concise supplied title in accordance with the rules of multilevel description and national conventions.
• If appropriate, abridge a long formal title, but only if this can be done without loss of essential information.
• For supplied titles, at the higher level, include the name of the creator of the records. At lower levels one may include, for example, the name of the author of the document and a term indicating the form of the material comprising the unit of description and, where appropriate, a phrase reflecting function, activity, subject, location, or theme.
• Distinguish between formal and supplied titles according to national or language conventions." (ISAD(G) 3.1.2)

3. Date(s)

• Select an event type. The default is creation, but ICA-AtoM allows the user to select other events such as publication, collection, contribution, distribution, etc. These terms are drawn from the Event Types taxonomy.
• Enter a four-digit start year.
• Enter a four-digit end year. This field can be left blank if further accruals are expected.
• Enter a date display if it is different from the start and end year. For example, if start year is 1927 and end year is 1944, the default display will be 1927-1944 unless you use the date display field to display, for example, June 1927 - [ca. 1944].
• Note that you can add as many sets of dates as required. For example, an item might separate dates for creation, publication and reproduction.

4. Level of description

• "Record the level of this unit of description." (ISAD(G) 3.1.4)
• ICA-AtoM ships with a default value list of levels of description; this can customized by editors and administrators.

5. Add new child levels See UM-3.1.1 Create a new archival description

6. Extent and medium

• Record the extent of the unit of description by giving the number of physical or logical units in arabic numerals and the unit of measurement. Give the specific medium (media) of the unit of description. Alternatively, give the linear shelf space or cubic storage space of the unit of description." (ISAD(G) 3.1.5)

Context area

Archival description: context area

The context area contains fields for conveying "information about the origin and custody of the unit of description" (ISAD(G) I.11).

1. Name of creator(s)

• Click on the Name of creator(s) field and select a name from the drop-down menu. The names are drawn from pre-existing authority records. You can narrow down the list of choices by typing in the first few letters of the name.

• Note that when the record is saved, the administrative history of the creator appears in the view screen. This information is pulled in from the creator's authority record. To edit this information you will need to edit the authority record.

2. Repository

• NOTE: Select a repository only at the highest level of description; leave this field blank at the lower levels if they are held by the same repository (see ISAD(G) 2.4 Non-Repetition of Information). It is important to remember this because if a repository is selected for the lower levels then these lower levels will all be displayed in the Holdings area of an archival institution's context menu box.

• Click on the Repository field and select the archival institution that holds the archival material being described. The names are drawn from pre-existing archival institution records. You can narrow down the list of choices by typing in the first few letters of the name.
• If the repository does not appear in this list, you need to create it separately; see UM-3.3 Add / edit archival institutions.

3. Archival history

• "Record the successive transfers of ownership, responsibility and/or custody of the unit of description and indicate those actions, such as history of the arrangement, production of contemporary finding aids, re-use of the records for other purposes or software migrations, that have contributed to its present structure and arrangement. Give the dates of these actions, insofar as they can be ascertained. If the archival history is unknown, record that information. Optionally, when the unit of description is acquired directly from the creator, do not record an archival history but rather, record this information as the immediate source of acquisition." (ISAD(G) 3.2.3).

4. Immediate source of acquisition or transfer

• "Record the source from which the unit of description was acquired and the date and/or method of acquisition if any or all of this information is not confidential. If the source is unknown, record that information. Optionally, add accession numbers or codes." (ISAD(G) 3.2.4)

Content and structure area

The content and structure area contains fields that convey information "about the subject matter and arrangement of the unit of description" (ISAD(G) I.11).

1. Scope and content

• "Give a summary of the scope (such as time periods and geographical location) and content, (such as documentary forms, subject matter and administrative processes) of the records, appropriate to the level of description." (ISAD(G) 3.3.1)

2. Appraisal, destruction and scheduling information

• "Record appraisal, destruction and scheduling actions taken on or planned for the records, especially if they may affect the interpretation of the material. Where appropriate, record the authority for the action." (ISAD(G) 3.3.2)

3. Accruals

• "Indicate if accruals are expected. Where appropriate, give an estimate of their quantity and frequency." (ISAD(G) 3.3.3)

4. System of arrangement

• "Specify the internal structure, order and/or the system of classification of the unit of description. Note how these have been treated by the archivist. For electronic records, record or reference information on system design. Alternatively, include any of this information in the scope and content element (3.3.1) according to national conventions." (ISAD(G) 3.3.4)

Conditions of access and use area

The conditions of access and use area contains fields that convey information "about the availability of the unit of description" (ISAD(G) I.11).

1. Conditions governing access

• "Specify the law or legal status, contract, regulation or policy that affects access to the unit of description. Indicate the extent of the period of closure and the date at which the material will open when appropriate." (ISAD(G) 3.4.1)

2. Conditions governing reproduction

• "Give information about conditions, such as copyright, governing the reproduction of the unit of description after access has been provided. If the existence of such conditions is unknown, record this. If there are no conditions, no statement is necessary." (ISAD(G) 3.4.2)

3. Language of material and Script of material

• "Record the language(s) and/or script(s) of the materials comprising the unit of description. Note any distinctive alphabets, scripts, symbol systems or abbreviations employed. Optionally, also include the appropriate ISO codes for language(s) (ISO 639-1 and ISO 639-2: International Standards for Language Codes) or script(s), (ISO 15924: International Standard for Names of Scripts)." (ISAD(G) 3.4.3)

• ICA-AtoM implements this ISAD(G) data element as two separate multi-value fields, each with drop-down menus. The value lists are based on the ISO standards and cannot be edited.

• Click on the desired field and select the language or script from the drop-down menu. To narrow the list of choices, enter the first few letters of the language or script.

• There is no limit to the number of languages or scripts you can add.

• To record a narrative note relating to either field, use the notes area.

4. Physical characteristics

• "Indicate any important physical conditions, such as preservation requirements, that affect the use of the unit of description. Note any software and/or hardware required to access the unit of description." (ISAD(G) 3.4.3)

5. Finding aids

• "Give information about any finding aids that the repository or records creator may have that provide information relating to the context and contents of the unit of description. If appropriate, include information on where to obtain a copy." (ISAD(G) 3.4.5)

Allied materials area

The allied materials area contains fields that convey information "about materials having an important relationship to the unit of description)" (ISAD(G) I.11).

1. Location of originals

• "If the original of the unit of description is available (either in the institution or elsewhere) record its location, together with any significant control numbers. If the originals no longer exist, or their location is unknown, give that information." (ISAD(G) 3.5.1)

2. Location of copies

• "If the copy of the unit of description is available (either in the institution or elsewhere) record its location, together with any significant control numbers." (ISAD(G) 3.5.2)

3. Related units of description

• "Record information about units of description in the same repository or elsewhere that are related by provenance or other association(s). Use appropriate introductory wording and explain the nature of the relationship . If the related unit of description is a finding aid, use the finding aids element of description (ISAD(G) 3.4.5) to make the reference to it." (ISAD(G) 3.5.3)

4. Publication note

• "Record a citation to, and/or information about a publication that is about or based on the use, study, or analysis of the unit of description. Include references to published facsimiles or transcriptions." (ISAD(G) 3.5.4).

• ICA-AtoM implements this ISAD(G) data element as a multi-value field.

• Enter the note; when you click the save button in the button block the note will be registered and will now appear in a list above the data entry field.

• There is no limit to the number of publication notes you can add, but as of the current version of ICA-AtoM (v1.0 beta) you can only register them one at a time: i.e. enter the data, click the save button and repeat for each additional note.

• To delete a publication note, click the delete icon next to it in the list.

Notes area

Edit archival description: notes area

1. Notes

• "Record specialized or other important information not accommodated by any of the defined elements of description." (ISAD(G) 3.6.1)

• ICA-AtoM implements this ISAD(G) data element as a free text field.
• The user can add as many notes as required.
• To delete a note, click the delete icon next to the data entry field.

Access points

Archival description: Access points area

The access points area links archival descriptions to terms drawn from controlled vocabularies as a means of facilitating access and retrieval. The current version of ICA-AtoM (v1.0 beta) supports subject, place, and name access points.

• ICA-AtoM implements access points as multi-value fields.

• CLick on the desired field and select a term from the drop-down menu. You can narrow the list of choices by entering the first few letters of the term.

• There is no limit to the number of access points you can add. When one term is entered, ICA-AtoM automatically provides fields for entering more terms.

• To delete an access point, click the delete icon next to it in the list.

1. Subject and Place access points

• The values in the drop-down menus are drawn from the subjects and places taxonomies.

• Both taxonomies can be edited by administrators and editors on the list taxonomy terms screen.

• If the subject or place you want to use does not appear on the menu, you (or your system administrator or editor) must first add it to the taxonomy.

• For more on editing terms and adding to taxonomies, see UM-3.5 Edit taxonomies.

2. Name access points

• The values in the drop-down menu are all drawn from existing authority records.

• If the name you want to use does not appear in the list, you must first create its authority record.

• For more on creating authority records, see UM-3.2.1 Add / edit authority records > Create a new authority record.