Difference between revisions of "Metadata requirements: archival descriptions"

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[[Main Page]] > [[System Requirements]] > [[Metadata requirements]] > Archival descriptions
 
  
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== Describe units of archival materials ==
 
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{| border="1" cellpadding="2"
 
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|- valign="top" align="left" style="background:#00008B; color:white"
 
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!width="250" | Requirement number
 
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!width="700" | MR-1
 
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|- valign="top" align="left"
 
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| style="background:silver" | Requirement name
 
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| Describe units of archival materials
 
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|- valign="top" align="left"
 
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| style="background:silver"  | Requirement specification
 
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| The system must:
 
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*Include an entity representing an archival description.
 
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|- valign="top" align="left"
 
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| style="background:silver" | Sub-requirements
 
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|
 
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*[[#MR-1.1 | 1.1 Identify unit / object of description]]
 
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*[[#MR-1.2 | 1.2 Describe the context of archival materials]]
 
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*[[#MR-1.3 | 1.3 Describe content and structure of material]]
 
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*[[#MR-1.4 | 1.4 Describe conditions governing access and use of material]]
 
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*[[#MR-1.5 | 1.5 Identify related archvial materials]]
 
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*[[#MR-1.6 | 1.6 Control description record]]
 
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|}
 
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---
 
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<span id="MR-1.1"></span>
 
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=== Identify unit / object of description ===
 
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{| border="1" cellpadding="2"
 
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|- valign="top" align="left" style="background:#00008B; color:white"
 
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!width="250" | Requirement number
 
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!width="700" | MR-1.1
 
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|- valign="top" align="left"
 
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| style="background:silver" | Requirement name
 
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| Identify unit / object of description
 
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|- valign="top" align="left"
 
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| style="background:silver"  | Requirement specification
 
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| The system must:
 
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*Uniquely identify each description.
 
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|- valign="top" align="left"
 
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| style="background:silver" | Sub-requirements
 
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|
 
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*[[#MR-1.1.1 | 1.1.1 Assign uniquers identifiers to descriptions]]
 
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*[[#MR-1.1.2 | 1.1.2 Name units / objects of description]]
 
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*[[#MR-1.1.3 | 1.1.3 Identify the level of description]]
 
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*[[#MR-1.1.4 | 1.1.4 Indicate the dates of the material described]]
 
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*[[#MR-1.1.5 | 1.1.5 Indicate the extent of the material described]]
 
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|}
 
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---
 
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<span id="MR-1.1.1"></span>
 
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==== Assign unique identifiers to descriptions ====
 
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{| border="1" cellpadding="2"
 
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|- valign="top" align="left" style="background:#00008B; color:white"
 
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!width="250" | Requirement number
 
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!width="700" | MR-1.1.1
 
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|- valign="top" align="left"
 
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| style="background:silver" | Requirement name
 
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| Assign unique identifiers to descriptions.
 
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|- valign="top" align="left"
 
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| style="background:silver"  | Requirement specification
 
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| The system must:
 
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*Assign one or more unique identifier (codes) to each description such that the description can be linked to the object of description.
 
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|- valign="top" align="left"
 
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| style="background:silver" | Requirement quotation
 
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|
 
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*[[ISAD(G)#isad3.1.1 | ISAD(G) 3.1.1]]
 
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|- valign="top" align="left"
 
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| style="background:silver" | Associated functional requirements
 
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|
 
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*FR-3.B, Assign unique identifiers to descriptions.
 
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|- valign="top" align="left"
 
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| style="background:silver" | Associated quality requirements
 
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|
 
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*Auto-enter values.
 
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|- valign="top" align="left"
 
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| style="background:silver" | Associated technical requirements
 
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|
 
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|- valign="top" align="left"
 
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| style="background:silver" | ICA-AtoM fields
 
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|
 
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*<span class="button">information_object::id</span>
 
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*<span class="button">information_object:identifier</span>
 
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|- valign="top" align="left"
 
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| style="background:silver" | ICA-AtoM implementation
 
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|
 
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*ICA-AtoM automatically assigns each record a unqiue database ID (<span class="button">id</span>); this value is invisible to users.
 
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*Users enter their own <span class="field">Reference code</span> (<span class="button>identifier</span>). ICA-AtoM allows any type of value in this field (numbers, text, alpha-numeric code) to accommodate any institutional system for assigning identifiers.
 
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|- valign="top" align="left"
 
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| style="background:silver" | Known issues
 
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|
 
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*Cannot currently auto-generate next sequential reference code / number.
 
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|- valign="top" align="left"
 
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| style="background:silver" | User Manual sections
 
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|
 
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*[[Add / edit content#ISADIdentity | Add / edit content  > Add / edit archival descriptions > Identity area]]
 
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|}
 
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---
 
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<span id="MR-1.1.2"></span>
 
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==== Name unit / object of description ====
 
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{| border="1" cellpadding="2"
 
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|- valign="top" align="left" style="background:#00008B; color:white"
 
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!width="250" | Requirement number
 
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!width="700" | MR-1.1.2
 
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|- valign="top" align="left"
 
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| style="background:silver" | Requirement name
 
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| Name unit / object of description
 
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|- valign="top" align="left"
 
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| style="background:silver"  | Requirement specification
 
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| The system must:
 
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*Assign titles to archival descriptions.
 
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*Accommodate multiple titles (variants, title changes).
 
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*Support explanatory notes on titles.
 
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|- valign="top" align="left"
 
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| style="background:silver" | Requirement quotation
 
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|
 
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*[[ISAD(G)#isad3.1.2 | ISAD(G) 3.1.2]]
 
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|- valign="top" align="left"
 
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| style="background:silver" | Associated functional requirements
 
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|
 
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*FR-3.2, Assign unique identifiers to descriptions.
 
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*FR-4.1, Support description of the intellectual and physical characteristics of archival materials.
 
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|- valign="top" align="left"
 
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| style="background:silver" | Associated quality requirements
 
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|
 
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|- valign="top" align="left"
 
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| style="background:silver" | Associated technical requirements
 
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|
 
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|- valign="top" align="left"
 
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| style="background:silver" | ICA-AtoM fields
 
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|
 
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*<span class="button">information_object::title</span>
 
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*<span class="button">information_object::alternate_title</span>
 
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*<span class="button">note::note_content</span>
 
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*<span class="button">note::note_type</span>
 
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|- valign="top" align="left"
 
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| style="background:silver" | ICA-AtoM implementation
 
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|
 
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*ICA-AtoM includes fields for <span class="field">Title</span> (<span class="button">title</span>) and <span class="field">Alternate title</span> (<span class="button">alternate_title</span>).
 
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*ICA-AtoM does not impose any rules on formatting titles.
 
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*Users can add as many <span class="field">Title notes</span> as required (stored in a separate *<span class="button">note</span> database table).
 
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|- valign="top" align="left"
 
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| style="background:silver" | Known issues
 
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|
 
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*Need to allow multiple alternate titles (currently only allows 1 alternate).
 
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*Need to allow assignment of date ranges to titles for previous names of descriptive unit.
 
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|- valign="top" align="left"
 
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| style="background:silver" | User Manual sections
 
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|
 
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*[[Add / edit content#ISADIdentity | Add / edit content  > Add / edit archival descriptions > Identity area]]
 
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|}
 
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---
 
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<span id="MR-1.1.3></span>
 
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==== Identify the level of description ====
 
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{| border="1" cellpadding="2"
 
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|- valign="top" align="left" style="background:#00008B; color:white"
 
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!width="250" | Requirement number
 
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!width="700" | MR-1.1.3
 
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|- valign="top" align="left"
 
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| style="background:silver" | Requirement name
 
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| Identify the level of description.
 
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|- valign="top" align="left"
 
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| style="background:silver"  | Requirement specification
 
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| The system must:
 
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*Identify the level in the hierarchy of arrangement and description to which to the current description applies.
 
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*Link the current description to related description within the same hierarchy.
 
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|- valign="top" align="left"
 
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| style="background:silver" | Requirement quotation
 
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|
 
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*[[ISAD(G)#ISAD3.1.4 | ISAD(G) 3.1.4
 
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|- valign="top" align="left"
 
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| style="background:silver" | Associated functional requirements
 
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|
 
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*FR-1.1, Support multi-level description.
 
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*FR-4.4, Ensure that infromation at higher and lower levels of description are consistent.
 
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|- valign="top" align="left"
 
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| style="background:silver" | Associated quality requirements
 
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|
 
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*Provide drop-down value list menus.
 
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*Provide context-specific pick lists.
 
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|- valign="top" align="left"
 
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| style="background:silver" | Associated technical requirements
 
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|
 
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|- valign="top" align="left"
 
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| style="background:silver" | ICA-AtoM fields
 
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|
 
−
 
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|- valign="top" align="left"
 
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| style="background:silver" | ICA-AtoM implementation
 
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|
 
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*ICA-AtoM includes the <span class="field">Level of description</span> field with a drop-down list for selecting values. Value list can be customized by the system administrator to include only levels employed by the institution. The value themselves reside in a separate database table (<span class="button">term</span>).
 
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*ICA-AtoM links the current description with others in the hierarchy of arrangement through the <span class="field">Next upper level of description</span> field in which the user selects the "parent" description; leave field blank if the description represents the highest level.
 
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|- valign="top" align="left"
 
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| style="background:silver" | Known issues
 
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|
 
−
*Need to be able to filter drop-down list in <span class="field">Next upper level of description</span> so that it is more manageable.
 
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|- valign="top" align="left"
 
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| style="background:silver" | User Manual sections
 
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|
 
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*[[Add / edit content#ISADIdentity | Add / edit content  > Add / edit archival descriptions > Identity area]]
 
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−
|}
 
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---
 
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<span id="MR-1.1.4></span>
 
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==== Indicate the dates of the material described ====
 
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{| border="1" cellpadding="2"
 
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|- valign="top" align="left" style="background:#00008B; color:white"
 
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!width="250" | Requirement number
 
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!width="700" | 1.1.4
 
−
 
−
|- valign="top" align="left"
 
−
| style="background:silver" | Requirement name
 
−
| Indicate the dates of the material described.
 
−
 
−
|- valign="top" align="left"
 
−
| style="background:silver"  | Requirement specification
 
−
| The system must:
 
−
*Indicate the earliest and latest dates of the material described.
 
−
 
−
*Support multiple date types (date of creation vs date of accumulation).
 
−
 
−
|- valign="top" align="left"
 
−
| style="background:silver" | Requirement quotation
 
−
|
 
−
*[[ISAD(G)#isad3.1.3 | ISAD(G) 3.1.3 ]]
 
−
 
−
|- valign="top" align="left"
 
−
| style="background:silver" | Associated functional requirements
 
−
|
 
−
*FR-4.1, Support the description of the intellectual and physical characteristics of archival material.
 
−
 
−
*FR-4.4, Ensure that information at the higher and lower levels are consistent.
 
−
 
−
|- valign="top" align="left"
 
−
| style="background:silver" | Associated quality requirements
 
−
|
 
−
*Support multiple date formats.
 
−
 
−
*Calculate values at higher levels from data entered at lower levels.
 
−
 
−
|- valign="top" align="left"
 
−
| style="background:silver" | Associated technical requirements
 
−
|
 
−
 
−
|- valign="top" align="left"
 
−
| style="background:silver" | ICA-AtoM fields
 
−
|
 
−
 
−
|- valign="top" align="left"
 
−
| style="background:silver" | ICA-AtoM implementation
 
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|
 
−
*ICA-AtoM handles mutliple dates through the <span class="button">event</span> table, linking a description to a creator over a specifc date range.
 
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*Users register dates through the <span class="field">Creation context</span> fields in the <span class="area">ContextArea</span> and can enter as many dates as required.
 
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*Users enter separate data for <span class="field">Creation year</span> and <span class="field">End year</span>; these are number fields used behind the scenes for searching and sorting.
 
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*Users also enter the date range as a single text string in the <span class="field">Date display</span> field; here they can records dates in any format and apply any terms or typographic conventions to the qualify the dates (e.g. "March 1975"; "ca 1967-1968";  "[ 198?]"; "predominant dates: 1980-1995").
 
−
 
−
|- valign="top" align="left"
 
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| style="background:silver" | Known issues
 
−
|
 
−
*<span class="field">Date display</span> should automatically default to the the <span class="field">Creation year</span> and the <span class="field">End year</span> so that the user need only modify this field if either of these dates requires qualification.
 
−
 
−
*ICA-AtoM does not enable higher levels to "calculate up" date ranges from lower levels (e.g. set dates at fonds level from related lower-level descriptions); nor does it enforce consistency between levels.
 
−
 
−
|- valign="top" align="left"
 
−
| style="background:silver" | User Manual sections
 
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|
 
−
*[[Add / edit content#ISADContext | Add / edit content  > Add / edit archival descriptions > Context area]]
 
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−
|}
 
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---
 
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<span id="MR-1.1.5"></span>
 
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==== Indicate the extent of the material described ====
 
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{| border="1" cellpadding="2"
 
−
 
−
|- valign="top" align="left" style="background:#00008B; color:white"
 
−
!width="250" | Requirement number
 
−
!width="700" | MR-1.1.5
 
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−
|- valign="top" align="left"
 
−
| style="background:silver" | Requirement name
 
−
| Indicate the extent of the material described.
 
−
 
−
|- valign="top" align="left"
 
−
| style="background:silver"  | Requirement specification
 
−
| The system must:
 
−
*Identify the logical or physical extent of the object.
 
−
*Describe the medium of the object.
 
−
 
−
|- valign="top" align="left"
 
−
| style="background:silver" | Requirement quotation
 
−
|
 
−
*[[ISAD(G)#isad3.1.5 | ISAD(G) 3.1.5]]
 
−
 
−
|- valign="top" align="left"
 
−
| style="background:silver" | Associated functional requirements
 
−
|
 
−
*FR-4.1 Support the description of the intellectual and physical characteristics of archival material.
 
−
 
−
*FR-4.4, Ensure that information at the higher and lower levels are consistent.
 
−
 
−
|- valign="top" align="left"
 
−
| style="background:silver" | Associated quality requirements
 
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|
 
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*Provide controlled vocabulary for media terms.
 
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|- valign="top" align="left"
 
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| style="background:silver" | Associated technical requirements
 
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|
 
−
 
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|- valign="top" align="left"
 
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| style="background:silver" | ICA-AtoM fields
 
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|
 
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*<span class="area">information_object::extent_and_medium</span>
 
−
 
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|- valign="top" align="left"
 
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| style="background:silver" | ICA-AtoM implementation
 
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|
 
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*ICA-AtoM provides a text field for <span class="field">Extent and medium</span>.
 
−
 
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|- valign="top" align="left"
 
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| style="background:silver" | Known issues
 
−
|
 
−
*No support for drop-down lists for media types.
 
−
 
−
*ICA-AtoM does not enable higher levels to "calculate up" extents from lower levels (e.g. set dates at fonds level from related lower-level descriptions); nor does it enforce consistency between levels.
 
−
 
−
|- valign="top" align="left"
 
−
| style="background:silver" | User Manual sections
 
−
|
 
−
*[[Add / edit content#ISADIdentity | Add / edit content  > Add / edit archival descriptions > Identity area]]
 
−
 
−
|}
 
−
 
−
---
 
−
 
−
<span id="MR-1.2"></span>
 
−
 
−
=== Describe context of archival materials ===
 
−
 
−
{| border="1" cellpadding="2"
 
−
 
−
|- valign="top" align="left" style="background:#00008B; color:white"
 
−
!width="250" | Requirement number
 
−
!width="700" | MR-1.2
 
−
 
−
|- valign="top" align="left"
 
−
| style="background:silver" | Requirement name
 
−
| Describe context of archival materials.
 
−
 
−
|- valign="top" align="left"
 
−
| style="background:silver"  | Requirement specification
 
−
| The system must:
 
−
*Indicate the origins and custody of the archival materials being described.
 
−
 
−
|- valign="top" align="left"
 
−
| style="background:silver" | Sub-requirements
 
−
|
 
−
*[[#MR-1.2.1 | 1.2.1 Identify creator(s) of archival materials]]
 
−
*[[#MR-1.2.2 | 1.2.2 Describe creator(s) of archival materials]]
 
−
*[[#MR-1.2.3 | 1.2.3 Describe history of custody of archival materials]]
 
−
 
−
|}
 
−
 
−
---
 
−
 
−
<span id="MR-1.2.1"></span>
 
−
==== Identify creator(s) of archival materials ====
 
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−
 
−
{| border="1" cellpadding="2"
 
−
 
−
|- valign="top" align="left" style="background:#00008B; color:white"
 
−
!width="250" | Requirement number
 
−
!width="700" | MR-1.2.1
 
−
 
−
|- valign="top" align="left"
 
−
| style="background:silver" | Requirement name
 
−
| Identify creator(s) of archival materials.
 
−
 
−
|- valign="top" align="left"
 
−
| style="background:silver"  | Requirement specification
 
−
| The system must:
 
−
*Record the name of the the entity or entities responsible for the creation, accumulation, and maintenance of the material being described.
 
−
 
−
*Accommodate multiple creators (e.g. in a series system approach linking a single series to different agencies at different times).
 
−
 
−
|- valign="top" align="left"
 
−
| style="background:silver" | Requirement quotation
 
−
|
 
−
*[[ISAD(G)#isad3.2.1 | ISAD(G) 3.2.1]]
 
−
 
−
|- valign="top" align="left"
 
−
| style="background:silver" | Associated functional requirements
 
−
|
 
−
*FR-4.2, Support the description of the context of archival materials.
 
−
 
−
|- valign="top" align="left"
 
−
| style="background:silver" | Associated quality requirements
 
−
|
 
−
*Provide controlled vocabulary drop-down lists (names).
 
−
 
−
|- valign="top" align="left"
 
−
| style="background:silver" | Associated technical requirements
 
−
|
 
−
 
−
|- valign="top" align="left"
 
−
| style="background:silver" | ICA-AtoM fields
 
−
|
 
−
*<span class="table">event::actor_id</span>.
 
−
 
−
|- valign="top" align="left"
 
−
| style="background:silver" | ICA-AtoM implementation
 
−
|
 
−
*ICA-AtoM links creators to archival materials via the <span class="table">event</span> table which registers the creation of archival material as "event" that occurs over a certain date range.
 
−
 
−
*Users select / enter a name in the <span class="field">Creator</span> field.
 
−
 
−
*Users enter the outside years in the <span class="field">Creation year</span> and <span class="field">End year</span> fields; these are number field used behind the scenes for sorting and searching.
 
−
 
−
*Users also enter  the date range as a single text string in the <span class="field">Date display</span> field; here they can apply any terms or typographic conventions to the qualify the dates (e.g. "ca 1967-1968",  "[ 198?]", "predominant dates: 1980-1995").
 
−
Users can registers as many creator events as required.
 
−
 
−
*ICA-AtoM provides a drop-down list in the <span class="field">Creator</span> field, showing names generated from the <span class="table">actor</span> authority file.
 
−
 
−
*If the required name does not appear in the list, users can directly enter the name and ICA-AtoM registers it in the <span class="table">actor</span> authority file.
 
−
 
−
|- valign="top" align="left"
 
−
| style="background:silver" | Known issues
 
−
|
 
−
*The drop-down list of names shows only the authorized headings and does not include variants (e.g. shows "Dr. Koenraad Kuiper" but not "Kuiper, Koenraad").
 
−
 
−
|- valign="top" align="left"
 
−
| style="background:silver" | User Manual sections
 
−
|
 
−
*[[Add / edit content#ISADContext | Add / edit content > Add / edit archival descriptions > Context area]]: steps 1-7.
 
−
 
−
|}
 
−
 
−
---
 
−
 
−
 
−
 
−
---
 
−
 
−
Template
 
−
 
−
{| border="1" cellpadding="2"
 
−
 
−
|- valign="top" align="left" style="background:#00008B; color:white"
 
−
!width="250" | Requirement number
 
−
!width="700" | Number
 
−
 
−
|- valign="top" align="left"
 
−
| style="background:silver" | Requirement name
 
−
|
 
−
 
−
|- valign="top" align="left"
 
−
| style="background:silver"  | Requirement specification
 
−
| The system must:
 
−
*Requirement.
 
−
 
−
|- valign="top" align="left"
 
−
| style="background:silver" | Requirement quotation
 
−
|
 
−
 
−
|- valign="top" align="left"
 
−
| style="background:silver" | Associated functional requirements
 
−
|
 
−
 
−
|- valign="top" align="left"
 
−
| style="background:silver" | Associated quality requirements
 
−
|
 
−
 
−
 
−
|- valign="top" align="left"
 
−
| style="background:silver" | Associated technical requirements
 
−
|
 
−
 
−
 
−
|- valign="top" align="left"
 
−
| style="background:silver" | ICA-AtoM fields
 
−
|
 
−
 
−
 
−
|- valign="top" align="left"
 
−
| style="background:silver" | ICA-AtoM implementation
 
−
|
 
−
 
−
 
−
|- valign="top" align="left"
 
−
| style="background:silver" | Known issues
 
−
|
 
−
 
−
 
−
|- valign="top" align="left"
 
−
| style="background:silver" | User Manual sections
 
−
|
 
−
 
−
 
−
|}
 
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Latest revision as of 18:04, 25 January 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.

Retrieved from "https://wiki.ica-atom.org/index.php?title=Metadata_requirements:_archival_descriptions&oldid=1890"