General International Standard Archival Description (ISAD(G)) data entry and CSV template¶

Reference code¶

Template field Identifier

CSV Column identifier

ISAD Rule Provide a specific local reference code, control number, or other unique identifier. The country and repository code will be automatically added from the linked repository record to form a full reference code. (ISAD 3.1.1)

EAD

<archdesc level="[name of level]">
   <did>
      <unitid encodinganalog="3.1.1">

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Title¶

Template field Title

CSV Column title

ISAD Rule Provide either a formal title or a concise supplied title in accordance with the rules of multilevel description and national conventions. (ISAD 3.1.2)

EAD

At a parent level:

<archdesc level="[name of level]">
   <did>
      <unittitle encodinganalog="3.1.2">

At a child level:

<c level="[name of level]>
   <did>
      <unittitle encodinganalog="3.1.2">

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Date(s)¶

Template field Date(s)

CSV Column creatorDates

ISAD Rule Identify and record the date(s) of the unit of description. Identify the type of date given. Record as a single date or a range of dates as appropriate.” (ISAD 3.1.3) The Date Display field can be used to enter free-text date information, including typographical marks to express approximation, uncertainty, or qualification.

EAD

<archdesc level="[name of level]">
   <did>
     <unitdate encodinganalog="3.1.3">

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Dates of creation- Start¶

Template field Date(s)- Start

CSV Column creatorDatesStart

ISAD Rule Use the start and end dates to make the dates searchable. Do not use any qualifiers or typographical symbols to express uncertainty. Acceptable date formats: YYYYMMDD, YYYY-MM-DD, YYYY-MM, YYYY.

EAD

<archdesc>
   <did>
      <unitdate normal="[start]/[end]" encodinganalog="3.1.3">

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Dates of creation- End¶

Template field Date(s)- End

CSV Column creatorDatesEnd

ISAD Rule Use the start and end dates to make the dates searchable. Do not use any qualifiers or typographical symbols to express uncertainty. Acceptable date formats: YYYYMMDD, YYYY-MM-DD, YYYY-MM, YYYY.

EAD

<archdesc>
   <did>
      <unitdate normal="[start]/[end]" encodinganalog="3.1.3">

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Level of description¶

Template field Level of description

CSV Column levelOfDescription

ISAD Rule Record the level of this unit of description. (ISAD 3.1.4)

EAD

At the parent level:

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

At the child level:

<dsc type="combined>
   <c level="[name of level]">

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Add new child levels¶

Template field Identifier, Level, Title, Date

CSV Column See notes below

ISAD Rule Identifier Provide a specific local reference code, control number, or other unique identifier.

Level of description Record the level of this unit of description.

Title Provide either a formal title or a concise supplied title in accordance with the rules of multilevel description and national conventions.

EAD N/A

Extent and medium¶

Template field Extent and medium

CSV Column extentAndMedium

ISAD Rule “Record the extent of the unit of description by giving the number of physical or logical units in arabic numerals and the unit of measurement. Give the specific medium (media) of the unit of description. Separate multiple extents with a linebreak. (ISAD 3.1.5)”

EAD

<archdesc>
   <did>
      <physdesc>
         <extent encodinganalog="3.1.5">

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Name of creator(s)¶

Template field Name of creator(s)

CSV Column creators

ISAD Rule Record the name of the organization(s) or the individual(s) responsible for the creation, accumulation and maintenance of the records in the unit of description. 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. (ISAD 3.2.1)

EAD

Personal or family name:

<archdesc>
   <bioghist>
      <chronlist>
         <chronitem>
            <eventgrp>
               <event>
                  <origination encodinganalog="3.2.1">
                     <name>

Corporate name:

<archdesc>
   <bioghist>
      <chronlist>
         <chronitem>
            <eventgrp>
               <event>
                  <origination encodinganalog="3.2.1">
                     <corpname>

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Biographical or Administative history¶

Template field Biographical history/Administrative history

CSV Column creatorHistories

ISAD Rule “Record in narrative form or as a chronology the main life events, activities, achievements and/or roles of the entity being described. This may include information on gender, nationality, family and religious or political affiliations. Wherever possible, supply dates as an integral component of the narrative description.” (ISAAR 5.2.2)

EAD

<archdesc>
   <bioghist>
      <chronlist>
         <chronitem>
            <eventgrp>
               <event>
                  <note>

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Repository¶

Template field Repository

ISAD Rule Record the name of the organization which has custody of the archival material. Search for an existing name in the archival institution records by typing the first few characters of the name. Alternatively, type a new name to create and link to a new archival institution record.

EAD

<archdesc>
   <did>
      <repository>
        <corpname>

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Archival history¶

Template field Archival history

CSV Column archivalHistory

ISAD Rule Record the successive transfers of ownership, responsibility and/or custody of the unit of description and indicate those actions, such as history of the arrangement, production of contemporary finding aids, re- use of the records for other purposes or software migrations, that have contributed to its present structure and arrangement. Give the dates of these actions, insofar as they can be ascertained. If the archival history is unknown, record that information. (ISAD 3.2.3)

EAD

<archdesc>
   <custodhist encodinganalog="3.2.3">

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Immediate source of acquisition or transfer¶

Template field Immediate source of acquisition or transfer

CSV Column acquisition

ISAD Rule Record the source from which the unit of description was acquired and the date and/or method of acquisition if any or all of this information is not confidential. If the source is unknown, record that information. Optionally, add accession numbers or codes. (ISAD 3.2.4)

EAD

<archdesc>
   <acqinfo encodinganalog="3.2.4">

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Scope and content¶

Template field Scope and content

CSV Column scopeAndContent

ISAD Rule “Give a summary of the scope (such as, time periods, geography) and content, (such as documentary forms, subject matter, administrative processes) of the unit of description, appropriate to the level of description. (ISAD 3.3.1)”

EAD

<archdesc>
   <scopecontent encodinganalog="3.3.1">

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Appraisal, destruction and scheduling¶

Template field Appraisal, destruction and scheduling

CSV Column appraisal

ISAD Rule Record appraisal, destruction and scheduling actions taken on or planned for the unit of description, especially if they may affect the interpretation of the material. (ISAD 3.3.2)

EAD

<archdesc>
   <appraisal encodinganalog="3.3.2">

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Accruals¶

Template field Accruals

CSV Column accruals

ISAD Rule Indicate if accruals are expected. Where appropriate, give an estimate of their quantity and frequency. (ISAD 3.3.3)

EAD

<archdesc>
   <accruals encodinganalog="3.3.3">

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System of arrangement¶

Template field System of arrangement

CSV Column arrangement

ISAD Rule Specify the internal structure, order and/or the system of classification of the unit of description. Note how these have been treated by the archivist. For electronic records, record or reference information on system design. (ISAD 3.3.4)

EAD

<archdesc>
   <arrangement encodinganalog="3.3.4">

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Conditions governing access¶

Template field Conditions governing access

CSV Column accessConditions

ISAD Rule Specify the law or legal status, contract, regulation or policy that affects access to the unit of description. Indicate the extent of the period of closure and the date at which the material will open when appropriate. (ISAD 3.4.1)

EAD

<archdesc>
   <accessrestrict encodinganalog="3.4.1">

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Conditions governing reproduction¶

Template field Conditions governing reproduction

CSV Column reproductionConditions

ISAD Rule Give information about conditions, such as copyright, governing the reproduction of the unit of description after access has been provided. If the existence of such conditions is unknown, record this. If there are no conditions, no statement is necessary. (ISAD 3.4.2)

EAD

<archdesc>
   <userestrict encodinganalog="3.4.2">

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Language of material¶

Template field Language of material

CSV Column language

ISAD Rule Record the language(s) of the materials comprising the unit of description. (ISAD 3.4.3)

EAD

<archdesc>
   <did>
      <langmaterial encodinganalog="3.4.3">
         <language langcode="___">

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Script of material¶

Template field Script of material

CSV Column script

ISAD Rule Record the script(s) of the materials comprising the unit of description. (ISAD 3.4.3)

EAD

<archdesc>
   <did>
      <langmaterial encodinganalog="3.4.3">
         <language scriptcode="___">

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Language and script notes¶

Template field Language and script notes

CSV Column languageNote

ISAD Rule “Note any distinctive alphabets, scripts, symbol systems or abbreviations employed (ISAD 3.4.3)”

EAD

<archdesc>
   <did>
      <langmaterial encodinganalog="3.4.3">

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Physical characteristics and technical requirements¶

Template field Physical characteristics and technical requirements

CSV Column physicalCharacteristics

ISAD Rule Indicate any important physical conditions, such as preservation requirements, that affect the use of the unit of description. Note any software and/or hardware required to access the unit of description. (ISAD 3.4.4)

EAD

<archdesc>
   <phystech encodinganalog="3.4.3">

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Finding aids¶

Template field Finding aids

CSV Column findingAids

RAD Rule Give information about any finding aids that the repository or records creator may have that provide information relating to the context and contents of the unit of description. If appropriate, include information on where to obtain a copy. (ISAD 3.4.5)

EAD

<archdesc>
   <otherfindaid encodinganalog="3.4.5">

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Existence and location of originals¶

Template field Existence and location of originals

CSV Column locationOfOriginals

ISAD Rule “If the original of the unit of description is available (either in the institution or elsewhere) record its location, together with any significant control numbers. If the originals no longer exist, or their location is unknown, give that information. (ISAD 3.5.1)”

EAD

<archdesc>
   <originalsloc encodinganalog="3.5.1">

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Existence and location of copies¶

Template field Existence and location of copies

CSV Column locationOfCopies

ISAD Rule “If the copy of the unit of description is available (either in the institution or elsewhere) record its location, together with any significant control numbers. (ISAD 3.5.2)”

EAD

<archdesc>
   <altformavail encodinganalog="3.5.2">

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Related units of description¶

Template field Related units of description

CSV Column relatedUnitsOfDescription

ISAD Rule “Record information about units of description in the same repository or elsewhere that are related by provenance or other association(s). Use appropriate introductory wording and explain the nature of the relationship . If the related unit of description is a finding aid, use the finding aids element of description (3.4.5) to make the reference to it. (ISAD 3.5.3)”

EAD

<archdesc>
   <relatedmaterial encodinganalog="3.5.3">

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Publication notes¶

Template field Publication notes

CSV Column publicationNote

ISAD Rule Record a citation to, and/or information about a publication that is about or based on the use, study, or analysis of the unit of description. Include references to published facsimiles or transcriptions. (ISAD 3.5.4)”

EAD

<archdesc>
   <bibliography encodinganalog="3.5.4">

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Notes¶

Template field Notes

CSV Column generalNote

ISAD Rule Record specialized or other important information not accommodated by any of the defined elements of description. (ISAD 3.6.1)”

EAD

<archdesc>
   <did>
      <note type="general note">

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Subject access points¶

Template field Subject access points

CSV Column subjectAccessPoints

ISAD Rule N/A

EAD

<archdesc>
   <controlaccess>
      <subject>

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Place access points¶

Template field Place access points

CSV Column placeAccessPoints

ISAD Rule N/A

EAD

<archdesc>
   <controlacccess>
      <geogname>

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Name access points (subjects)¶

Template field Name access points

CSV Column nameAccessPoints

ISAD Rule N/A

EAD

For a personal name or family:

<archdesc>
   <controlaccess>
      <name role="subject">

For a corporate/organizational name:

<archdesc>
   <controlaccess>
      <corpname role="subject">

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Description identifier¶

Template field Description identifier

CSV Column descriptionIdentifier

ISAD Rule “Record a unique description identifier in accordance with local and/or national conventions. If the description is to be used internationally, record the code of the country in which the description was created in accordance with the latest version of ISO 3166- Codes for the representation of names of countries. Where the creator of the description is an international organisation, give the organisational identifier in place of the country code.”

EAD

<archdesc>
   <odd type="descriptionIdentifier">

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Institution identifier¶

Template field Institution identifier

CSV Column institutionIdentifier

ISAD Rule “Record the full, authorised form of name(s) of the agency(ies) responsible for creating, modifying, or disseminating the description, or, alternatively, record a code for the agency in accordance with the national or international agency code standard.”

EAD

<archdesc>
   <odd type="institutionIdentifier">

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Rules or conventions¶

Template field Rules or conventions

CSV Column rules

ISAD Rule “Record the international, national and/or local rules or conventions followed in preparing the description. (ISAD 3.7.2)”

EAD

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

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Status¶

Template field Status

CSV Column descriptionStatus

ISAD Rule “Record the current status of the description, indicating whether it is a draft, finalized, and/or revised or deleted.”

EAD

<archdesc>
   <odd type="statusDescription">

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Level of detail¶

Template field Level of detail

CSV Column levelOfDetail

ISAD Rule “Record whether the description consists of a minimal, partial, or full level of detail in accordance with relevant international and/or national guidelines and/or rules.”

EAD

<archdesc>
   <odd type="levelOfDetail">

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Dates of creation, revision and deletion¶

Template field Dates of creation, revision and deletion

CSV Column revisionHistory

ISAD Rule “Record the date(s) the entry was prepared and/or revised.”

EAD

<archdesc>
   <processinfo>
      <date>

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Language of description¶

Template field Language of description

CSV Column languageOfDescription

ISAD Rule “Indicate the language(s) used to create the description of the archival material.”

EAD

<eadheader>
   <profiledesc>
      <language>
         <language langcode="___">

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Script of description¶

Template field Script of description

CSV Column scriptOfDescription

ISAD Rule “Indicate the script(s) used to create the description of the archival material.”

EAD

<eadheader>
   <profiledesc>
      <language>
         <language scriptcode="____">

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Sources¶

Template field Sources

CSV Column sources

ISAD Rule “Record citations for any external sources used in the archival description (such as the Scope and Content, Custodial History, or Notes fields).”

EAD

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

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Archivist’s notes¶

Template field Archivist’s notes

CSV Column archivistNote

ISAD Rule Record notes on sources consulted in preparing the description and who prepared it. (ISAD 3.7.1)

EAD

<eadheader>
   <filedesc>
      <titlestmt>
         <author encodinganalog="creator">

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Publication status¶

Template field Publication status

CSV column publicationsStatus

RAD Rule N/A

EAD

<archdesc>
   <odd type="publicationStatus">

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Display standard¶

Template field Display standard

CSV column N/A

RAD Rule N/A

EAD N/A

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