Basic Requirements for a Descriptive Record

Created by Amanda Tome, last modified by Kelli Babcock on Apr 22, 2021

PURPOSE

The following document outlines the minimum requirements for published descriptive records in Discover Archives. The corresponding rules for each descriptive element (ISAD(G) / RAD) have been provided for reference. The document is divided by the minimum requirements for each descriptive level.

Description must be linked to a fonds or collection level through a parent level.

Material consulted:

  • General International Standard Archival Description, 2nd edition.
  • Rules for Archival Description, Revised 2008.

FONDS/COLLECTION LEVEL

Reference Code (3.1.1)

Record the unique identifier for the fonds or collection being described. The country code and repository code are automatically populated by the system. The three components (country code, repository code and unique identifier) form the reference code of the fonds or collection. Example:

CA UTA 1643

If the next level of description includes a unique reference code then a unique codes is not required at the fonds/collection level.

Title (3.1.2) / Title Proper (.1B)

Record the formal title or the supplied title and the nature of the archival unit (i.e fonds, collection, etc.)

Date(s) (3.1.3) / Date(s) of Creation (.4B)

Record the date or dates of the unit in the Date field (used for free-text date information) or the Start and End fields.

Level of Description (3.1.4 / 1.0A)

Select the unit of description from the drop down list provided.

Extent and Medium (3.1.5) / Extent of Descriptive Unit (including Specific Material Designation) (.5B)

Record the physical extent of the unit along with its specific media designation (SMD). Example:

100 photographs

2.5 m of textual records

Name of creator(s) (3.2.1)

Record the name of the creator(s) of the unit being described. The name must first be created as an authority record prior to entering it into the descriptive field.

Do not add Creator names at lower levels if the Creator is already added at Fonds/Collection level (even for Accession records that have a fonds record). The lower level descriptions will always inherit the top level Creator.1

Repository

Indicate the repository which has custody of the archival material being described.

Scope and Content (3.3.1) / Scope and Content (.7D)

Provide a summary of time period, geography, documentary form, subject matter, etc. for the unit being described.

Condition governing access (3.4.1) / Restriction on access / rights (.8B16 & .8B16b)

Specify whether the material is restricted or non-restricted and any policies or relevant legislation that may affect access to the material.

Condition governing reproduction (3.4.2) / Terms governing use and reproduction / publication (.8B16e & .8B16d)

Provide information about conditions affecting the reproduction of the material.

SERIES / SUBSERIES LEVEL

Reference Code (3.1.1)

Record the unique identifier for the series or subseries being described.

Title (3.1.2) / Title Proper (.1B)

Record the formal title or the supplied title of the series or subseries.

Date(s) (3.1.3) / Date(s) of Creation (.4B)

Record the date or dates of the unit in the Date field (used for free-text date information) or the Start and End fields.

Level of Description (3.1.4)

Select the unit of description from the drop down list provided.

Extent and Medium (3.1.5) / Extent of Descriptive Unit (including Specific Material Designation) (.5B)

Record the physical extent of the unit along with its specific media designation (SMD). Example:

4 film reels

10 cm of textual records.

Scope and Content (3.3.1) / Scope and Content (.7D)

Provide a summary of time period, geography, documentary form, subject matter, etc. for the unit being described.

FILE AND ITEM LEVEL

Reference Code (3.1.1)

Record the unique identifier for the file or item being described. Example:

1-2

2:3

Title (3.1.2) / Title Proper (.1B)

Record the title or the supplied title of the file or the item.

Date(s) (3.1.3) / Date(s) of Creation (.4B) - Recommended

Record the date or dates of the unit in the Date field (used for free-text date information) or the Start and End fields.

Level of Description (3.1.4)

Select the unit of description from the drop down list provided.

  1. If your descriptions have “Creator” values duplicated in lower level descriptions you may find these clean up tips helpful ↩