7.3 Tracking revisions made to descriptions and finding aids

Revisions made to descriptions should be tracked in the Description Control Area in the Dates of creation revision deletion field of Discover Archives, at the level where the revisions are being made:

  • Explain the change being made, where it is being made, by whom, and when:

Example1

Edits made to scope and content text for accuracy and to incorporate person-first terminology, Daniela Ansovini, May 2022

  • Use the phrase “Edits made…” to facilitate retrieval of edited fields at a later date.

  • Use Markdown to create bulleted list if there are multiple entries in the field

  • Also add information guiding researchers to the availability of previous versions of archival description:

    • Previous versions of this archival description are available upon request by contacting UTARMS

EXCEPTION

If substantial edits are made to a fonds (~more than 5), include a general note at the fonds-level as well:

Edits made to the finding aid text (Series 1, 2, and 5) to incorporate person-first terminology, Daniela Ansovini, 2022

Previous versions of this archival description are available upon request by contacting UTARMS

Revisions made in Discover Archives should be mirrored in the attached finding aid and Reading Room physical finding aids.

  • Add a field to the appropriate level of description titled Finding aid revisions (see finding aid template)

  • If can be easily summarized include locations of changes in addition to nature of the changes:

    • Edits made to scope and content for accuracy and to incorporate person-first terminology related to both gender and immigration status, Daniela Ansovini, 2022

See also:

Endnotes

  1. Freda Hawkins fonds, B1995-0007, Series 3 and 5, https://discoverarchives.library.utoronto.ca/index.php/freda-hawkins-fonds ↩