Policy: Changes to a taxonomy in Discover Archives

Approved by DASC, 2026-07-23

Background

Discover Archives contains several taxonomies – groupings of controlled-vocabulary terms used to generate value lists (drop-down and menu lists) and access points.1

Policy

Taxonomy terms may be added or changed only in consultation with members of the Discover Archives Steering Committee.

Procedures

  1. Proposals must be submitted by email to the DASC co-chairs. Proposals must include:

    • The name of the taxonomy to be changed

    • The name of the repository and representative proposing for the change

    • The terms to be added or changed to the taxonomy and if the term is from a controlled vocabulary or standard.

    • A short paragraph explaining the proposed change and why it would be beneficial to all members of Discover Archives, why it is critical to the needs of the proposing repository, and whether the proposed change needs to be implemented by all members or whether it is optional. It is preferred that proposals can benefit more than one fonds/collection.

      • If relevant, you may share how the use of the term(s) is supported by archival standards (e.g. RAD, ISAD(G), EAD etc.)

      • If relevant, you may share examples of the term(s) being used by other Archives.

  2. The DASC co-chairs will circulate the proposal to Steering Committee members at minimum two weeks in advance of the next scheduled meeting, along with an analysis of the technical impacts of the proposal by ITS and confirming whether it is an optional or mandatory proposal.

  3. At the meeting, the proposal will be discussed. During the meeting, changes and or adjustments can be proposed during the discussion phase.

    • For optional proposals, the proposal will be adopted if it receives a simple majority of the votes cast.

    • For mandatory proposals, the proposal will be adopted if it receives unanimous consensus.

    • If the proposal is accepted, after the meeting, the DASC co-chairs will make the changes to the relevant taxonomy in the production and test sites.

    • If the proposal is not approved, the proposing repository may revise the proposal and re-submit ahead of a future DASC meeting.

Policy on Genre Access points

Policy on Physical Storage module

Policy on Subject, Space, Place Names, and Function Headings

  1. A full list can be seen at https://discoverarchives.library.utoronto.ca/index.php/taxonomy/list ↩