Describing Archives: A Content Standard (DACS 2013) data entry and CSV template¶

Identifier¶

Template Field Identifier

ISAD CSV Column identifier

DACS Rule: At the highest level of a multilevel description or in a single level description, provide a unique identifier for the materials being described in accordance with the institution’s administrative control system.

Optionally, devise unique identifiers at lower levels of a multilevel description. (DACS 2.1.3) The country and repository code will be automatically added from the linked repository record to form a full reference code.

EAD

<did>
   <unitid encodinganalog="3.1.1">

Name and Location of Repository¶

Template Field Name and location of repository

ISAD CSV Column repository

DACS Rule: Explicitly state the name of the repository, including any parent bodies. (DACS 2.2.2)

EAD

<did>
   <repository>
      <corpname>

Levels of Description¶

Template Field Levels of description

ISAD CSV Column levelOfDescription

DACS Rule: Select a level of description from the drop-down menu. Follow any relevant local or institutional guidelines in selecting the proper level of description. See DACS (2013) Chapter 1 for further guidance.

EAD

At the parent level:

<archdesc level="[level of description]" relatedencoding="ISAD(G)v2">

At the child level:

<archdesc level="collection" relatedencoding="ISAD(G)v2">
   <dsc type="combined">
       <c level="[level of description]">

Title¶

Template Field Title

ISAD CSV Column title

DACS Rule: In the absence of a meaningful formal title, compose a brief title that uniquely identifies the material, normally consisting of a name segment, a term indicating the nature of the unit being described, and optionally a topical segment.

Do not enclose devised titles in square brackets. (DACS 2.3.3)

EAD

<did>
   <unitid encodinganalog="3.1.2">

Date¶

Template Field Date(s)

ISAD CSV Columns eventDates, eventTypes, eventStartDates, eventEndDates

DACS Rule Record dates of creation, record-keeping activity, publication, or broadcast (eventTypes) as appropriate to the materials being described. (DACS 2.4.3)

EAD

<did>
  <unitdate encodinganalog="3.1.3">

Notes

The Date field (eventDates) can be used to enter free-text date information, including typographical marks to express approximation, uncertainty, or qualification.

Use the start and end fields (eventStartDates and eventEndDates) to make the dates searchable. Do not use any qualifiers or typographical symbols in the start and end fields. Acceptable date formats: YYYYMMDD, YYYY-MM-DD, YYYY-MM, YYYY.

For more on how the controlled start and end date fields are used in searching, see:

• Date range search filter

Extent¶

Template Field Extent

ISAD CSV Column extentAndMedium

DACS Rule: Record the quantity of the material in terms of its physical extent as linear or cubic feet, number of items, or number of containers or carriers. (DACS 2.5.4) Optionally, record the quantity in terms of the material type(s) (DACS 2.5.5), and/or qualify the statement of physical extent to highlight the existence of material types that are important. (DACS 2.5.6)

EAD

<did>
   <physdesc encodinganalog="3.1.5">

Creator¶

Template Field Name of creator(s)

ISAD CSV Column eventActors

DACS Rule: Record the name(s) of the creator(s) identified in the name relevant in the devised title of the materials using standardized vocabularies or with rules for formulating standardized names (DACS 2.6.4). Search for an existing name in the authority records by typing the first few characters of the name. Alternatively, type a new name to create and link to a new authority record.

EAD

<controlaccess>
   <name role="[role]" id="[authority record ID]">

Child levels¶

These fields can be used to add lower levels to a collection level description. Click “Add new” to create as many child levels as necessary.

Scope and content¶

Template Field Scope and content

ISAD CSV Column scopeAndContent

DACS Rule: Record information about the nature of the materials and activities being reflected in the unit being described to enable users to judge its relevance, including information about functions, activities, transactions, and processes; documentary form(s) or intellectual characteristics; content dates; geographic areas and places; subject matter; completeness of the materials; or any other information that assists the user in evaluating the relevance of the materials. (DACS 3.1)

EAD

<scopecontent encodinganalog="3.3.1">
   <p>

System of Arrangement¶

Template Field System of arrangement

ISAD CSV Column arrangement

DACS Rule: Describe the current arrangement of the materials in terms of the various aggregations within it and their relationships. (DACS 3.2.3)

EAD

<scopecontent encodinganalog="3.3.4">
   <p>

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Conditions governing access¶

Template Field Conditions governing access

ISAD CSV Column accessConditions

DACS Rule: Give information about any restrictions on access to the unit being described (or parts thereof) as a result of the nature of the information therein or statutory/contractual requirements. As appropriate, specify the details of the restriction. If there are no restrictions, state that fact. (DACS 4.1.5)

EAD

<scopecontent encodinganalog="3.4.1">
   <p>

Physical access¶

Template Field Physical access

ISAD CSV Column physicalCharacteristics

DACS Rule: Provide information about the physical characteristics or condition of the unit being described that limit access to it or restrict its use. (DACS 4.2.5)

EAD

<scopecontent encodinganalog="3.4.3">
   <p>

Technical access¶

Template Field Technical access

ISAD CSV Column Not mapped to ISAD(G) CSV template

DACS Rule: Provide information about any special equipment required to view or access the unit being described, if it is not clear from the Extent element. (DACS 4.3.5)

EAD Not mapped to EAD.

Conditions governing reproduction and use¶

Template Field Conditions governing reproduction and use

ISAD CSV Column reproductionConditions

DACS Rule: Give information about copyright status and any other conditions governing the reproduction, publication, and further use (e.g., display, public screening, broadcast, etc.) of the unit being described after access has been provided. (DACS 4.4.5)

EAD

<scopecontent encodinganalog="3.4.2">
   <p>

Languages of the material¶

Template Field Languages of the material

ISAD CSV Column language

DACS Rule: Record the language(s) of the materials being described. (DACS 4.5.2)

EAD

<did>
   <langmaterial encodinganalog="3.4.3">
      <language langcode="[ISO code]">

Scripts of the material¶

Template Field Scripts of the material

ISAD CSV Column script

DACS Rule: Record the scripts(s) of the materials being described.

EAD

<did>
   <langmaterial encodinganalog="3.4.3">
      <language scriptcode="[ISO code]">

Language and script notes¶

Template Field Language and script notes

ISAD CSV Column languageNotes

DACS Rule: Record information about any distinctive alphabets, scripts, symbol systems, or abbreviations employed (DACS 4.5.3). If there is no language content, record “no linguistic content.” (DACS 4.5.4)

EAD

<did>
   <langmaterial encodinganalog="3.4.3">

Finding aids¶

Template Field Finding aids

ISAD CSV Column findingAids

DACS Rule: Record information about any existing finding aids that provide information relating to the context and contents of the unit being described including any relevant information about its location or availability, and any other information necessary to assist the user in evaluating its usefulness. Include finding aids prepared by the creator (e.g., registers, indexes, etc.) that are part of the unit being described. (DACS 4.6.2)

EAD

<otherfindaid encodinganalog="3.4.5">
   <p>

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Custodial history¶

Template Field Custodial history

ISAD CSV Column archivalHistory

DACS Rule: Record the successive transfers of ownership, responsibility, or custody or control of the unit being described from the time it left the possession of the creator until its acquisition by the repository, along with the dates thereof, insofar as this information can be ascertained and is significant to the user’s understanding of the authenticity. (DACS 5.1.3)

EAD

<custodhist encodinganalog="3.2.3">
   <p>

Immediate source of acquisition or transfer¶

Template Field Immediate source of acquisition or transfer

ISAD CSV Column acquisition

DACS Rule: Record the source(s) from which the materials being described were acquired, the date(s) of acquisition, and the method of acquisition, if this information is not confidential. (DACS 5.2.3)

EAD

<acqinfo encodinganalog="3.2.4">
   <p>

Appraisal, destruction and scheduling information¶

Template Field Appraisal, destruction and scheduling information

ISAD CSV Column appraisal

DACS Rule: Where the destruction or retention of archival materials has a bearing on the interpretation and use of the unit being described, provide information about the materials destroyed or retained and provide the reason(s) for the appraisal decision(s), where known. (DACS 5.3.4)

EAD

<appraisal encodinganalog="3.3.2">
   <p>

Accruals¶

Template Field Accruals

ISAD CSV Column accruals

DACS Rule: If known, indicate whether or not further accruals are expected. When appropriate, indicate frequency and volume. (DACS 5.4.2)

EAD

<accruals encodinganalog="3.3.3">
   <p>

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Existence and location of originals¶

Template Field Existence and location of originals

ISAD CSV Column locationOfOriginals

DACS Rule: If the materials being described are reproductions and the originals are located elsewhere, give the location of the originals. (DACS 6.1.4) Record any identifying numbers that may help in locating the originals in the cited location. (DACS 6.1.6)

EAD

<originalsloc encodinganalog="3.5.1">
   <p>

Existence and location of copies¶

Template Field Existence and location of copies

ISAD CSV Column locationOfCopies

DACS Rule: If a copy of all or part of the material being described is available, in addition to the originals, record information about the medium and location of the copy, any identifying numbers, and any conditions on the use or availability of the copy. If a copy of only a part of the unit being described is available, indicate which part. If the materials being described are available via remote access (electronically or otherwise), provide the relevant information needed to access them. (DACS 6.2.3)

EAD

<altformavail encodinganalog="3.5.2">
   <p>

Related archival materials¶

Template Field Related archival materials

ISAD CSV Column relatedUnitsOfDescription

DACS Rule: If there are materials that have a direct and significant connection to those being described by reason of closely shared responsibility or sphere of activity, provide the title, location, and, optionally, the reference number(s) of the related materials and their relationship with the materials being described. (DACS 6.3.5)

EAD

<relatedmaterial encodinganalog="3.5.3">
   <p>

Related descriptions¶

Template Field Related descriptions

ISAD CSV Column N/A

DACS Rule: N/A

EAD Not mapped to EAD.

Notes

To create a relationship between this archival description and another description held in AtoM, begin typing the name of the related description and select it from the autocomplete drop-down menu when it appears below. Multiple relationships can be created. For more information, see:

• Link related archival descriptions in AtoM to each other

Publication notes¶

Template Field Publication notes

ISAD CSV Column publicationNote

DACS Rule: Record a citation to, or information about, a publication that is about or is based on the use, study, or analysis of the materials being described. Provide sufficient information to indicate the relationship between the publication and the unit being described. This includes annotated editions. (DACS 6.4.4)

EAD

<bibliography encodinganalog="3.5.4">
   <p>

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General note(s)¶

Template Field General note(s)

ISAD CSV Column generalNote

DACS Rule: Record, as needed, information not accommodated by any of the defined elements of description. (DACS 7.1.2)

EAD

<did>
   <note type="generalNote">
       <p>

Specialized note(s)¶

Template Field Specialized note(s)

ISAD CSV Column N/A

DACS Rule: Select a note type from the drop-down menu and record, as needed, specialized information not accommodated by any of the defined elements of description, including Conservation (DACS 7.1.3), Citation (DACS 7.1.5), Alphanumeric designation (DACS 7.1.6), Variant title information (DACS 7.1.7), or Processing information (DACS 7.1.8).

EAD

Conservation note:

<odd type="dacsConservation">
      <p>

Citation note:

<odd type="dacsCitation">
      <p>

Alphanumeric designation note:

<odd type="dacsAlphanumericDesignation">
      <p>

Variant title information note:

<odd type="dacsVariantTitleInformation">
      <p>

Processing information note:

<odd type="dacsProcessingInformation">
      <p>

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Sources used¶

Template Field Sources used

ISAD CSV Column sources

DACS Rule: Record relevant information about sources consulted in establishing or revising the description. (DACS 8.1.3)

EAD

<did>
   <note type="sourcesDescription">
       <p>

Rules or conventions¶

Template Field Rules or conventions

ISAD CSV Column rules

DACS Rule: Record the international, national or local rules or conventions followed in preparing the description. (DACS 8.1.4)

EAD

<eadheader>
   <profiledesc>
      <descrules encodinganalog="3.7.2">

Archivist and date¶

Template Field Archivist and date

ISAD CSV Column archivistNote

DACS Rule: Record the name(s) of the person(s) who created or revised the description, as well as the creation or revision date. (DACS 8.1.5)

EAD

<archdesc>
   <processinfo>
      <p>

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Subject access points¶

Template Field Subject access points

ISAD CSV Column subjectAccessPoints

DACS Rule: The topical subject matter to which the records pertain is among the most important aspects of the archival materials. Terms suggesting topics that might be employed as access points may be found in the following areas of the descriptive record:

• Title Element (2.3)
• Scope and Content Element (3.1)
• Administrative/Biographical History Element (2.7)

A variety of general and specialized subject thesauri, including the Library of Congress Authorities, may be employed as the source for standardized terminology.

EAD

<controlaccess>
   <subject>

Place access points¶

Template Field Place access points

ISAD CSV Column placeAccessPoints

DACS Rule: The names of places and geographic features to which the records pertain may be important to researchers. Geographic place-names that should be considered for use as access points may be found in the following parts of the descriptive record:

• Name of Creator(s) Element (2.6)
• Title Element (2.3)
• Scope and Content Element (3.1)
• Administrative/Biographical History Element (2.7)

EAD

<controlaccess>
   <geogname>

Genre access points¶

Template Field Genre access points

ISAD CSV Column genreAccessPoints

DACS Rule: Terms that indicate the documentary form(s) or intellectual characteristics of the records being described (e.g., minutes, diaries, reports, watercolors, or documentaries) provide the user with an indication of the content of the materials based on an understanding of the common properties of particular document types. For example, one can deduce the contents of ledgers because they are a standard form of accounting record, one that typically contains certain types of data. Documentary forms are most often noted in the following areas of the descriptive record:

• Title Element (2.3)
• Extent Element (2.5)
• Scope and Content Element (3.1)

The Art & Architecture Thesaurus, the Library of Congress Authorities, or appropriate media-specific thesauri should be the first sources consulted for terms denoting documentary forms and literary genres.

EAD

<controlaccess>
   <genreform>

Name access points¶

Template Field Name access points (subjects)

ISAD CSV Column nameAccessPoints

DACS Rule: The names of persons, families, and organizations that are associated with a body of archival materials, either as the creator or the subject of the records, constitute an important pathway by which researchers discover relevant materials. Names that are rendered as nominal access points can be found in several areas of the descriptive record:

• Name of Creator(s) Element (2.6)
• Title Element (2.3)
• Scope and Content Element (3.1)
• Administrative/Biographical History Element (2.7)
• Custodial History Element (5.1)
• Immediate Source of Acquisition Element (5.2)

At a minimum, an access point should be made for every name included in the Name of Creator(s) Element in a single-level description or at the highest level in a multilevel description. Names found in other descriptive elements may be utilized as access points in accordance with local or consortial practice.

EAD

<controlaccess>
   <name role="subject">

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Display standard¶

Template field Display standard

CSV column N/A

DACS Rule N/A

EAD N/A

Publication status¶

Template field Publication status is available under the More tab located on the description view page.

CSV column publicationsStatus

DACS Rule N/A

EAD

<odd type="publicationStatus">
   <p>

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