General International Standard Archival Description (ISAD(G)) data entry and CSV template¶
On this page you will find:
- Link to downloadable CSV template using ISAD(G) General International Standard Archival Description
- Description of fields used when entering or importing archival descriptions using ISAD(G) in a CSV file or entering the data manually.
Field descriptions¶
ISAD is maintained by the International Council on Archives and is available at:
Information below includes:
- Template field refers to the default label for that field in AtoM
- CSV Column refers to the title of the column in the CSV template
- ISAD Rule refers to the rule from the applicable standard and/or the instructions provided by AtoM.
- EAD refers to the field mapping to EAD
- Notes includes any other information needed for successful data entry or CSV import.
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Identity area¶
The data entry fields for the Identity area using the ISAD(G) template, including Identifier, Title, Dates, Level of description, Add new child levels and extent and medium.
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
<did>
<unitid encodinganalog="3.1.1">
Note
Depending on the “inherit reference code” settings in Admin > Settings > Global, this field can display to non-logged in users as “Reference code.” While editing the record, the full reference code including any identifiers inherited from higher levels will appear below the Identifier field.
Alternative identifier¶
Template field Add alternative identifier(s) (toggles open using link beneath identifier field)
CSV Columns alternativeIdentifiers and alternativeIdentifierLabels
ISAD Rule N/A (see note below)
EAD
<did>
<unitid type="alternative" label="[user entered value]">
Note
The use of the alternative identifier fields is documented in full here:
In the CSV templates, the columns can accept multiple values, separated by a
pipe | character. The label values will be matched 1:1 with the
identifiers.
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
<did>
<unittitle encodinganalog="3.1.2">
Note
The EAD tag <titleproper encodinganalog="title"> refers to the
title of the finding aid, not the archival description.
Date(s)¶
Template field Date(s)
CSV Columns eventDates, eventTypes, eventStartDates, and eventEndDates
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
<did>
<unitdate encodinganalog="3.1.3">
Note
When entering data in the template, users can choose an event type from a
drop-down menu. The event types in ISAD(G) are Creation and
Accumulation. When importing descriptions via CSV, use the eventTypes column.
AtoM will also add a datechar attribute for different types of events.
Here is an example for as accumulation event date in EAD XML:
<did>
<unitdate id="[atom-generated-value]" datechar="accumulation" normal="[start date/end date]" encodinganalog="3.1.3">
Note
If multiple dates are being added, the content across all date fields must be
written in the same order with the pipe character | used as a separator.
For example, in a description with two dates where the first date is a creation event
and the second date is an accumulation event, enter the following:
| eventDates | eventTypes |
|---|---|
| 2000-2001 | 1983-1984 | Creation | Accumulation |
Note
The CSV columns in 2.2 were titled creationDates and creationDatesType.
Prior to 2.2, there was one CSV column called creatorDates.
We have added fallback code so if the old name is used the import will still succeed.
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]">
Note
An administrator can edit the values in the Levels of description taxonomy (see: Add a new term). In CSV import, if a term is used that is not already in the taxonomy, it will be added to the Levels of description taxonomy.
Add new child levels¶
Template field Identifier, Level, Title, Date
CSV Column N/A - 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.
Date: (Works similarly to the display date field for a date of creation; see above for more information.)
EAD See the EAD mappings in the related fields above.
Note
This widget has been added to help improve workflows when creating new descriptions via the user interface. When entering descriptions through the form, users can add new child records in this area while creating a parent record.
The dates field corresponds to a date of creation - if you would like a different kind of date, you will have to either navigate to the child description after saving the new parent record, and change the date type, or simply ignore the date field in the widget, and add the correct date type manually to the child record after saving the new parent record.
Important
To include child levels in the ISAD CSV for import, the parentId column
must contain the legacy ID of the parent record. For example, if the parent
record has the legacy ID 249 recorded in the legacyId column, the child
record must have the number 249 in the parentId column, as shown in
the table here:
title legacyId parentId ISAD Collection 249 ISAD child level 250 249
Fill out subsequent fields following the same rules as described for parent records.
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
<did>
<physdesc encodinganalog="3.1.5">
Note
AtoM will allow users to add additional EAD subelements to field in
the edit page to accommodate all the possibilities in EAD for more
granularity, such as <extent>, <dimensions>, <physfacet>, and
<genreform>. In the view page the EAD tags will be hidden, but
preserved during export and re-import.
Context area¶
The data entry fields for the Context area using the ISAD(G) template, including Name of creator(s), Repository, Archival history and Immediate source of acquisition or transfer.
Name of creator(s)¶
Template field Name of creator(s)
CSV Column eventActors
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
<origination encodinganalog="3.2.1">
<name>
Note
This is the default export EAD when an Entity type has not been set for the
actor on the related authority record. The final EAD element can be
more precise if the user has entered an Entity type on the related
authority record. When the Entity type is set to Person, the EAD
will export using <persname> instead of <name>; when set to
Family, the EAD will export using <famname> instead of <name>;
and when set to Organization, the EAD will export using <corpname>
instead of <name>. The <name> element is the default when no
entity type is set. For more information on authority records and the ISAAR
standard upon which the authority record template is based, see:
Authority records and International Standard Archival Authority Record for Corporate Bodies, Persons, and Families.
Note
If multiple creators are being added, the content in related fields must be
written in the same order with the pipe character | as a separator. It is
possible to use NULL to include an empty element in related fields. For
example, in a description with two creators where the first creator does not
have a biographical history but the second creator does, enter the following:
| eventActors | eventActorHistories |
|---|---|
| Creator 1 | Creator 2 | NULL | Creator 2 bioghist |
Important
When linking a creator to an archival description, you should only link at the highest level of description. AtoM will automatically inherit the creator name at lower levels. This conforms to ISAD(G)’s Multilevel Description Rule 2.4, Non-repetition of information: “At the highest appropriate level, give information that is common to the component parts. Do not repeat information at a lower level of description that has already been given at a higher level.” Linking a creator at all levels of description (instead of just at the parent level) in a large hierarchy can also impact performance.
Biographical or Administative history¶
Template field N/A
CSV Column eventActorHistories
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
<bioghist id=[md5 hash]>
<note>
<p>
Note
When entering data manually, this field is written in the authority record. If an authority record does not already exist, AtoM will create one when a new creator is entered. The user can then navigate to the authority record to enter the Biographical or Administrative history (see: Authority records).
When importing descriptions by CSV, by default this column will create a Biographical history in the authority record, regardless of whether the creator is a person, family, or organization. To specify the entity type when importing creators, users would need to import authority records or manually edit the authority record.
Note
When roundtripping descriptions from one AtoM instance to another, creator
names in the <origination> element are matched 1:1 in order with
administrative or biographical histories included in <bioghist>. It is
therefore important that if some creators do not have related histories, they
appear in the EAD after those that do, so the 1:1 mapping can work as
expected. If an extra <bioghist> element is included that does not have
a corresponding creator name, a stub authority record will be created
to hold the <bioghist> data.
Repository¶
Template field Repository
CSV Column 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
<did>
<repository>
<corpname>
Note
When an address is included in the related archival institution (i.e.
added to the Contact area of the linked repository record), the address will
also appear in the EAD at the parent level. Because EAD does not include
attributes for the <addressline> element, these will not roundtrip properly
when exported from one AtoM instance and into another - all the information
will appear in one field of the Contact area upon re-import. Below is an
example of the EAD with an address included:
<repository>
<corpname>Artefactual Archives</corpname>
<address>
<addressline>Suite 201 – 301 6th Street</addressline>
<addressline>New Westminster</addressline>
<addressline>British Columbia</addressline>
<addressline>Canada</addressline>
<addressline>Telephone: (604)527-2056</addressline>
<addressline>Email: info@artefactual.com</addressline>
<addressline>http://www.artefactual.com</addressline>
</address>
</repository>
Important
When linking an archival institution to an archival description, you should only link at the highest level of description. AtoM will automatically inherit the repository name at lower levels. This conforms to ISAD(G)’s Multilevel Description Rule 2.4, Non-repetition of information: “At the highest appropriate level, give information that is common to the component parts. Do not repeat information at a lower level of description that has already been given at a higher level.” Linking a repository at all levels of description (instead of just at the parent level) in a large hierarchy can also impact performance.
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
<custodhist encodinganalog="3.2.3">
<p>
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
<acqinfo encodinganalog="3.2.4">
<p>
Content and structure area¶
The data entry fields for the Content and structure area using the ISAD(G) template, including Scope and content, Appraisal, destruction and scheduling, Accruals, and System of arrangement.
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
<scopecontent encodinganalog="3.3.1">
<p>
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
<appraisal encodinganalog="3.3.2">
<p>
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
<accruals encodinganalog="3.3.3">
<p>
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
<arrangement encodinganalog="3.3.4">
<p>
Conditions of access and use area¶
The data entry fields for the Conditions of access and use area in the ISAD(G) template, including Conditions governing access, Conditions governing reproduction, Language of material, Script of material, Lanuage and script notes, Physical characteristics and technical requirements, and Finding aids.
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
<accessrestrict encodinganalog="3.4.1">
<p>
See also
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
<userestrict encodinganalog="3.4.2">
<p>
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
<did>
<langmaterial encodinganalog="3.4.3">
<language langcode="[ISO code]">
Note
Use a three-letter language code from ISO 639-2 when importing from CSV.
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
<did>
<langmaterial encodinganalog="3.4.3">
<language scriptcode="[ISO code]">
Note
Use a four-letter language code from ISO 639-2 when importing from CSV.
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
<did>
<langmaterial encodinganalog="3.4.3">
Note
Not intended to duplicate information from language or script, above.
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
<phystech encodinganalog="3.4.3">
<p>
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
<otherfindaid encodinganalog="3.4.5">
<p>
Allied materials area¶
The data entry fields for the Allied materials area in the ISAD(G) template, including Existence and location of originals, Existence and location of copies, Related units of description, and Publication notes.
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
<originalsloc encodinganalog="3.5.1">
<p>
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
<altformavail encodinganalog="3.5.2">
<p>
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
<bibliography encodinganalog="3.5.4">
<p>
Notes area¶
The data entry fields for the Notes area in the ISAD(G) template.
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
<did>
<note type="generalNote">
<p>
Access points¶
The data entry fields for the Access points area in the ISAD(G) template, including Subject access points, Place access points, and Name access points (subjects).
Subject access points¶
Template field Subject access points
CSV Column subjectAccessPoints
ISAD Rule N/A
EAD
<controlaccess>
<subject>
Note
This field is an auto-complete - as you type, AtoM will suggest matches with terms already in the related taxonomy. If you do not explicitly pick a value from the drop-down menu that appears, AtoM will create a new term in the taxonomy. Warning: this means if you are not careful, it is easy to accidentally create duplicate terms (e.g. by pressing enter instead of selecting the match from the drop-down).
Note
In the CSV template, this column can accept multiple values, separated by a
pipe | character.
Place access points¶
Template field Place access points
CSV Column placeAccessPoints
ISAD Rule N/A
EAD
<controlacccess>
<geogname>
Note
This field is an auto-complete - as you type, AtoM will suggest matches with terms already in the related taxonomy. If you do not explicitly pick a value from the drop-down menu that appears, AtoM will create a new term in the taxonomy. Warning: this means if you are not careful, it is easy to accidentally create duplicate terms (e.g. by pressing enter instead of selecting the match from the drop-down).
Note
In the CSV template, this column can accept multiple values, separated by a
pipe | character.
Name access points (subjects)¶
Template field Name access points
CSV Column nameAccessPoints
ISAD Rule N/A
EAD
If the entity type of the actor is not defined as either a person, family, or corporate body:
<controlaccess>
<name role="subject">
Note
This is the default export EAD when an Entity type has not been set for the
actor on the related authority record. The final EAD element can be
more precise, if the user has entered an Entity type on the related
authority record. When the Entity type is set to Person, the EAD
will export using <persname> instead of <name>; when set to
Family, the EAD will export using <famname> instead of <name>;
and when set to Organization, the EAD will export using <corpname>
instead of <name>. The <name> element is the default when no
entity type is set. For more information on authority records and the ISAAR
standard upon which the authority record template is based, see:
Authority records and International Standard Archival Authority Record for Corporate Bodies, Persons, and Families.
This field is an auto-complete - the drop-down will suggest existing authority records as you type. Values in this column/field that are entered instead of selected from the drop-down will create new authority records.
Note
In the CSV template, this column can accept multiple values, separated by a
pipe | character.
Genre access points¶
Template field Genre access points
CSV Column genreAccessPoints
ISAD Rule N/A
EAD
<controlaccess>
<genreform>
Note
This field is an auto-complete - as you type, AtoM will suggest matches with terms already in the related taxonomy. If you do not explicitly pick a value from the drop-down menu that appears, AtoM will create a new term in the taxonomy. Warning: this means if you are not careful, it is easy to accidentally create duplicate terms (e.g. by pressing enter instead of selecting the match from the drop-down).
Note
In the CSV template, this column can accept multiple values, separated by a
pipe | character.
Description control area¶
The data entry fields for the Description control are in the ISAD(G) template, including Description identifier, Institution identidier, Rules or conventions, Status, Level of detail, Dates of creation, revision and deletion, Language(s), Script(s), Sources and Archivist’s notes.
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
<odd type="descriptionIdentifier">
<p>
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
<odd type="institutionIdentifier">
<p>
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">
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
<odd type="statusDescription">
<p>
Note
AtoM uses a taxonomy to determine the value of this field. The default terms are Final, Revised and Draft, but can be edited through the Manage taxonomy screen.
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">
Note
AtoM uses a taxonomy to determine the value of this field. The default terms are Full, Partial and Minimal, but can be edited through the Manage taxonomy screen.
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
<processinfo>
<p>
<date>
Note
This is a free text field, allowing users to also write narrative notes about the revision history of the description.
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>
<langusage>
<language langcode="[ISO code]">
Note
In CSV import, use a three-letter language code from ISO 639-2 . When entering data manually, AtoM will offer an autocomplete drop-down list as you type, which will be generated as a three-letter language code in the EAD.
Note
In the CSV template, this column can accept multiple values, separated by a
pipe | character.
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>
<langusage>
<language scriptcode="[ISO code]">
Note
In CSV import, use a four-letter script code from ISO 1924. When entering data manually, AtoM will offer an autocomplete drop-down list as you type, which will be generated as a four-letter script code in the EAD.
Note
In the CSV template, this column can accept multiple values, separated by a
pipe | character.
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
<did>
<note type="sourcesDescription">
Note
If there are sources to cite used used in a biographical sketch or administrative history, record these in the sources field for the authority record.
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
<archdesc>
<processinfo>
<p>
Rights area¶
This area of the description allows users to enter a rights record compliant with PREMIS. These fields are separate from the ISAD Conditions and access of use area, above, and editing one area does not effect the other. Rights records cannot be imported with descriptions via CSV. Rights are located under the More tab visible on the archival view page for logged in users.
At present, the PREMIS rights added to a record are only visible to authenticated (i.e. logged in) users.
For more information, see Rights, especially Add rights to an Archival description, and Preservation Metadata: Implementation Strategies v2.2 (PREMIS).
Administration area¶
The data entry fields for the Administration area.
Display standard¶
Template field Display standard
CSV column N/A
RAD Rule N/A
EAD N/A
Note
This fields allows the user to choose a different display standard from the default template for the shown archival description only, with the option to also change the display standard for all existing children of the description. See: Change the display standard.
Publication status¶
Template field Publication status is available under the More tab located on the object view screen.
CSV column publicationsStatus
RAD Rule N/A
EAD
<odd type="publicationStatus">
<p>
Note
The publication status refers to the public visibility of a description for unauthenticated (e.g. not logged in) users. The default terms available are “Published” (i.e. visible to public users), and “Draft” (e.g. not visible to public users). See: Publish an archival description.
In the Global Site Settings, if the default publication status is set to draft, all imported descriptions will be set to draft and the EAD file will have the value “draft” in the <odd type=”publicationStatus”> tag.