ISAAR-CPF Module

ISAAR-CPF Module : Required Values Tab

Field Standards Reference

Format

Purpose

Rule

Example

Authorized form(s) of name

ISAAR 5.1.2

Free text

Internal Note: Last name, First Name.

To create an authorized access point that uniquely identifies a corporate body, person or family.

Record the standardized form of name for the entity being described in accordance with any relevant

national or international conventions or rules applied by the agency that created the authority record.

Use dates, place, jurisdiction, occupation, epithet and other qualifiers as appropriate to distinguish the

authorized form of name from those of other entities with similar names. Specify separately in the

Rules and/or conventions element (5.4.3) which set of rules has been applied for this element.

Dean, James

Type of Entity

ISAAR 5.1.1

Controlled field

To indicate whether the entity being described is a corporate body, person or family.

Choose from the three options in the drop down list the type of entity that is being described in this authority record.

Dates of Existence

ISAAR 5.2.1

Free text

Date From - Date To

Date format: YYYY, or YYYY-MM, or YYYY-MM-DD

To indicate the dates of existence of the corporate body, person or family.

Record the dates of existence of the entity being described. For corporate bodies include the date of

establishment/foundation/enabling legislation and dissolution. For persons include the dates or

approximate dates of birth and death or, when these dates are not known, floruit dates. Where parallel

systems of dating are used, equivalences may be recorded according to relevant conventions or rules.

Specify in the Rules and/or conventions element (5.4.3) the system(s) of dating used, e.g. ISO 8601.

1985

1985-10

1985-10-23

ISAAR-CPF Module : Identity Tab ISAAR 5.1

Other forms of name ISAAR 5.1.5

Free text

Internal Note: Choose the relationship that best describes the relationship of the other form of the name inputted.

Internal Note: Additional other forms of a name can be added to the ISAAR/CPF record by pressing the Add + button.

To indicate any other name(s) for the corporate body, person or family not used elsewhere in the

Identity Area.

Record other names by which the entity may be known, such as:

a) other forms of the same name, e.g. acronyms;

b) other names of corporate bodies, for example, changes of name over time and their dates;

c) other names of persons or families, for example, changes of name over time with their dates

including pseudonyms, maiden names, etc;

d) names and prenominal and postnominal titles of persons and families, e.g. titles of nobility, or

titles of honour held by the individual or family.

Open Society Foundation

1993 - 1996

[Select Relationship]

Standardized forms of name according to other rules

ISAAR 5.1.4

Free text

Internal Note: Additional standardized forms of a name according to other rules can be added to the ISAAR/CPF record by pressing the Add + button.

To indicate standardized forms of name for the corporate body, person or family that have been

constructed according to rules other than those used to construct the authorised form of name. This can

facilitate the sharing of authority records between different professional communities.

Record the standardized form of name for the entity being described in accordance with other

conventions or rules. Specify the rules and/or if appropriate the name of the agency by which these

standardized forms of name have been constructed.

James Byon AACR2

Identifiers for corporate bodies ISAAR 5.1.6

Free text

Internal Note: Additional identifiers for corporate bodies can be added to the ISAAR/CPF record by pressing the Add + button.

To provide any numeric or alphanumeric identifiers that are used to identify the corporate body.

Record where possible any official number or other identifier (e.g. a company registration number) for

the corporate body and reference the jurisdiction and scheme under which it has been allocated.

Registered as company 60009.

ISAAR-CPF : Description Tab ISAAR 5.2

Places

ISAAR 5.2.3

Free text

Internal Note: Additional places of existence can be added to the ISAAR/CPF record by pressing the Add + button.

To indicate the predominant places and/or jurisdictions where the corporate body, person or family was based, lived or resided or had some other connection.

Record the name of the predominant place(s)/jurisdiction(s), together with the nature and covering

dates of the relationship with the entity.

Berlin

1988 1991 [Select Qualifier]

Functions, occupations and activities

ISAAR 5.2.5

Free text

To indicate the functions, occupations and activities performed by the corporate body, person or

family.

Record the functions, occupations and activities performed by the entity being described, together with the covering dates when useful. If necessary, describe the nature of the function, occupation or activity.

The Eagles are an American rock band who make music, tour and sell records and Eagles merchandise.

Legal status

ISAAR 5.2.4

Free text

To indicate the legal status of a corporate body.

Record the legal status and where appropriate the type of corporate body together with the covering

dates when this status applied.

Body of Open Society Foundations in Hungary

(Note: parent organization of OSI-Budapest)

General Context

ISAAR 5.2.8

Free text

To provide significant information on the general social, cultural, economic, political and/or historical context in which the corporate body, person or family operated, lived or was active.

Provide any significant information on the social, cultural, economic, political and/or historical context

in which the entity being described operated.

After the conflict the operation of these kind of groups become practically impossible. Most of these activists were captured or persecuted and the security services of the new regime confiscated all the equipment to fulfill their mission. Despite these circumstances a group of free activists decided to continue their mission.

History

ISAAR 5.2.2

Free text

To provide a concise history of the corporate body, person or family.

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.

The organization was established in 1950. During the first 12 years it was subordinated to the Ministry of the Interior. After 1962 it was nominally independent and formally responsible for the parliament but in fact, the influence of the Ministry on the decisions was still significant. The profile of the organization has slightly changed during the revolution in 1956 according to the demands of the regime, the membership of the body has significantly risen from 200 to 1000 in this short period.

Mandates/Sources of authority

ISAAR 5.2.6

Free text

To indicate the sources of authority for the corporate body, person or family in terms of its powers,

functions, responsibilities or sphere of activities, including territorial.

Record any document, law, directive or charter which acts as a source of authority for the powers,

functions and responsibilities of the entity being described, together with information on the

jurisdiction(s) and covering dates when the mandate(s) applied or were changed.

Helsinki Final Act, 1975

Internal Structures/ Genealogy

ISAAR 5.2.7

Free text

To describe and/or represent the internal administrative structure(s) of a corporate body or the

genealogy of a family.

Describe the internal structure of a corporate body and the dates of any changes to that structure that are significant to the understanding of the way that corporate body conducted its affairs (e.g. by means

of dated organization charts).

Describe the genealogy of a family in a way that demonstrates the

interrelationships of its members with covering dates.

The Texas Board of Criminal Justice (TBCJ) is comprised of nine non-salaried members who are appointed by the Governor for staggered six-year terms. Charged with governing the Texas Department of Criminal Justice (TDCJ), the TBCJ develops and implements policies that guide TDCJ’s operations. The TBCJ also serves as the school board for the Windham School District.

Appointed by the TBCJ, the executive director is responsible for the day-to-day administration and operation of the TDCJ. The TDCJ is comprised of the following divisions: Administrative Review and Risk Management, Community Justice Assistance, Correctional Institutions, Facilities, General Counsel, Health Services, Human Resources, Information Technology, Manufacturing and Logistics, Private Facility Contract Monitoring/Oversight, Parole, Rehabilitation Programs Division, and Victim Services. The departments within the Business and Finance Division report directly to the Chief Financial Officer. In August 2009, the Reentry and Integration Division was created. The division combines the Texas Correctional Office on Offenders with Medical or Mental Impairments (TCOOMMI), Project Re-Integration of Offenders (RIO), and an expanded reentry initiative, to better focus the state’s resources on reducing recidivism and addressing the needs of juvenile and adult offenders.

(source: https://www.tdcj.state.tx.us/org_chart/org_chart_narrative.html)

ISAAR-CPF Module : Control Tab ISAAR 5.4

Authority record identifier

ISAAR 5.4.1

Controlled field

Automated

To identify the authority record uniquely within the context in which it will be used.

Record a unique authority record identifier in accordance with local and/or national conventions. If the

authority record is to be used internationally, record the country code of the country in which the

authority record was created in accordance with the latest version of ISO 3166 Codes for the

representation of names of countries.

Where the creator of the authority record is an international organization, give the organizational

identifier in place of the country code.

Languages ISAAR 5.4.7

Controlled field

To indicate the language(s) and/or script(s) used to create the authority record

Record the language(s) and/or script(s) of the archival authority record.

Level of detail

ISAAR 5.4.5

Controlled field

Automated

To indicate whether the authority record applies a minimal, partial or a full level of detail.

Indicate whether the record consists of a minimal, partial or full level of detail in accordance with

relevant international and/or national guidelines and/or rules. In the absence of national guidelines or

rules, minimal records are those that consist only of the four essential elements of an ISAAR(CPF)

compliant authority record (see 4.8), while full records are those that convey information for all

relevant ISAAR(CPF) elements of description.

Status ISAAR 5.4.4

Controlled field

Automated

To indicate the drafting status of the authority record so that users can understand the current status of the authority record.

Record the current status of the authority record, indicating whether the record is a draft, finalized

and/or revised or deleted.

Internal Notes

Free text

To indicate to OSA colleagues any details about the subject of the ISAAR record.

Institution identifier ISAAR 5.4.2

Controlled field

Automated

To identify the agency(ies) responsible for the authority record. This field will indicate ‘OSA’.

Record the full authorized form of name(s) of the agency(ies) responsible for creating, modifying or

disseminating the authority record or, alternatively, record a code for the agency in accordance with

the national or international agency code standard. Include reference to any systems of identification

used to identify the institutions (e.g. ISO 15511).

Rules and/ or conventions

ISAAR 5.4.3

Free text

To identify the national or international conventions or rules applied in creating the archival authority record.

Record the names and where useful the editions or publication dates of the conventions or rules

applied. Specify separately which rules have been applied for creating the Authorized form of name.

Include reference to any system(s) of dating used to identify dates in this authority record (e.g. ISO

8601).

Sources ISAAR 5.4.8

Free text

To identify the sources consulted in creating the authority record.

Record the sources consulted in establishing the authority record.

Accession Module

Internal.

All fields in the Accession Record are mandatory, with the exception of the Note field.

Accession Entities: Create Accession

Field Standards Reference

Format

Purpose

Rule

Example

Archival Unit

Controlled list

Select the appropriate archival unit from the drop down list.

Creator (ISAAR)

Controlled list

Select the appropriate ISAAR record from the drop down list.

Date of Transfer

Free text

Date format:

YYYY or

YYYY-MM or YYYY-MM-DD

Following the date format indicated, input the date the archival unit was transferred to OSA.

Accession Items

Quantity Container Content

Add+

Internal Note:

Use the Add+ button to add additional varieties of items accessioned.

Input the appropriate quantity, container type and content of the archival unit that was accessioned by the OSA.

1 archival box

6 open reel audio tapes

Accession Method

Controlled list

Select the appropriate Accession Method from the drop down list.

Access Note

Free text

Input any additional access information relevant to the accession.

Building

Select Building

Controlled list

Select the building from the controlled list where the archival unit accessioned, is presently located.

Module

Integer

Input the module in which the archival unit accessioned, is presently located.

Row

Integer

Input the row in which the archival unit accessioned, is presently located.

Section

Integer

Input the section in which the archival unit accessioned, is presently located.

Shelf

Integer

Input the shelf in which the archival unit accessioned, is presently located.

Donor

Linked to donor file?

Date range of Creation

From To

Date format: YYYY

To identify and record the date range of creation of the archival unit being accessioned.

Record the ‘From’ and ‘To’ date elements using only the year.

1944 1973

Content and Custodial History

Free text

Record a summary of the content and the custodial history (provenance) of the archival unit being accessioned.

The video materials have been recorded by activist of … between 1990 and 1993. After the organization has been disbanded the cameraman kept materials in a drawer till the date of donation.

Copyright Status

Controlled list

Select the appropriate copyright status for the archival unit accessioned, from the drop down menu.

Copyright Note

Free text

To provide information additional information about the copyright of the archival unit accessioned.

Record specialized or other important information about the copyright of the archival unit accessioned.

Copyright of press clippings are held by the original journals.

Note

Free text

To provide information that cannot be accommodated in any of the other areas.

Record specialized or other important information not accommodated by any of the defined elements of description.

Fonds title supplied by creator.

Accession Module

Internal.

The source of the Donor information is the documentation produced during the appraisal and/or during the process of transferring the archival material to the OSA. Additional information about the donor may be found in authority records such as Library of Congress authority files or through search the Virtual International Authority Files (VIAF), at viaf.org.

Donor Files are for internal purposes. Please include as much information as possible.

All fields are free text and below, the mandatory fields are indicated by

Accession Module : Creator Donor

Field Standards Reference

Format

Name

Last Name, First Name

Postal Code

Country

City

Address

Phone Number

E-mail Address

Website URL

Note

Use this Note field to indicate any other information pertinent to the donor or the collection associated with the donor file

ISAD(G) Module

Published.

To edit your ISAD(G) description, the Archival Structure must be produced in the second module of the AMS.

To find the collection or unit of archival collection you are describing in the list of ISAD(G), you can search for the Reference Code in the query box at the top left. In this query box you are able to search for Fonds, sub-fonds and Series units of the archival collection you are working with.

In this module each of the distinct units in the archival hierarchy will need to be described.

There will be a single fonds, there may be a single, multiple, or no sub-fonds, depending on the collection, and there may be a single or multiple series.

For each level of the collection’s archival hierarchy, at a minimum, the mandatory fields in each of the description areas outlined in this section, will need to be completed.

Please keep in mind that the more thorough your description, the higher the chances that the collection being described will be found in the catalog and then used by OSA’s researchers.

The metadata fields in this section are similar to those found in the ISAAR section. This is because the two standards are meant to be used in conjunction and were produced together by the same governing body, The International Council on Archives.

ISAD(G) Module : Required Values Tab

Field Standards Reference

Format

Purpose

Rule

Example

Title

ISAD(G) 3.1.2

automated

To name the unit of description.

Provide

1. At higher archival hierarchical levels, a supplied title. This will include the name of the creator of the records. At lower levels supplied titles may include, for example, the name of the author of the document and a term indicating the form of the material comprising the unit of description and, where appropriate, a phrase reflecting function, activity, subject, location, or theme.

2. At lower archival hierarchical levels, a formal title or a concise supplied title in accordance with the rules of multilevel description and national conventions, OR

3. an abridged title, if the formal title is long, but only if this abridgement can be done without loss of essential information.

Examples: Jane Smith’s Personal Papers (fonds level, supplied title)

Records of the Open Society Institute-Jordan (fonds level, supplied title)

Correspondence (series level, supplied title)

The North Atlantic Treaty (item level, formal title)

Family Photographs, Italy 2002 (folder level, abridged title)

Reference Code ISAD(G) 3.1.1

automated

To identify uniquely the unit of description and to provide a link to the description that

represents it. All three identification elements must be present for the purpose of information exchange at the international level.

Rule: Record, as necessary for unique identification, the following three elements:

1. the country code in accordance with the latest version of ISO 3166 Codes for the representation of names of countries;

2. the repository code in accordance with the national repository code standard or other unique location identifier;

3. a specific local reference code, control number, or other unique identifier.

HU OSA 41-3-2

Description Level ISAD(G) 3.1.4

Automated

To identify the level of arrangement of the unit of description.

Record the level of this unit of description.

fonds; sub-fonds; series; folder; item

Date(s)

ISAD(G) 3.1.3

Integer

Date From YYYY Date To YYYY

To identify and record the date(s) of the unit of description.

Record as a single date or a range of dates as appropriate.

A range of dates should always

be inclusive unless the unit of description is a record-keeping system (or part thereof) in active use.

Record at least one of the following types of dates for the unit of description, as appropriate to the materials and the level of description.

Date(s) when records were accumulated in the transaction of business or the conduct of affairs;

Date(s) when documents were created. This includes the dates of copies, editions, or versions of, attachments to, or originals of items generated prior to their accumulation as records.

Identify the type of date(s) given. Other dates may be supplied and identified in accordance with national conventions.

1999 2000

Name of creator(s) ISAD(G) 3.2.1

Free text

To identify the creator (or creators) of the unit of description.

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. The name should given in the standardized form as prescribed by international or national conventions in accordance with the principles of ISAAR(CPF).

Varga, László

Name of creator (ISAAR)

linked to ISAAR records already created in system

To identify the creator (or creators) of the unit of description.

Unlike the previous field, this field is a controlled field, linked with the ISAAR records created previously in the AMS. Therefore, if an ISAAR has been created, it will be able to be found in this field.

Record the name of the creator, thereby linking the unit of description to the ISAAR record for the unit of description’s creator(s).

Languages

ISAD(G) 3.4.3

Controlled list

To identify the language(s), script(s) and symbol systems employed in the unit of description.

Record the language(s) and/or script(s) of the materials comprising the unit of description.

Note any distinctive alphabets, scripts, symbol systems or abbreviations employed.

English

Accruals

ISAD(G) 3.3.3

Controlled

To inform the user of foreseen additions to the unit of description.

Indicate if accruals are expected. Where appropriate, give an estimate of their quantity and frequency.

Immediate source of acquisition ISAD(G) 3.2.4

Linked to Access Entities File

To identify the immediate source of acquisition or transfer.

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.

International Monitor Institute, Los Angeles, USA.

Access rights

ISAD (G) 3.4.1

Controlled dropdown

To provide information on the legal status or other regulations that restrict or affect access to the unit of description.

Specify the law or legal status, contract, regulation or policy that affects access to the unit of description. Indicate the extent of the embargo and the date at which the material will open when appropriate.

Not restricted.

Reproduction rights

ISAD(G) 3.4.2

Controlled dropdown

To identify any restrictions on reproduction of the unit of description.

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.

Researchers do not have the right to distribute copies of the collection’s material.

ISAD(G) Module : Identity Tab ISAD(G) 3.1

Predominant Date

Free text

If a majority of the records come from a certain period.

If there are only one or two records outside the predominant date range, list them individually

1989-1990

1973, 1981-1985

1981-1984, 1990

Extent of the unit of description ISAD(G) 3.1.5

Free text -

Controlled dropdown

To identify and describe

a. the physical or logical extent and

b. the medium of the unit of description.

For the description of the fonds level unit, record the linear shelf space or cubic storage space of the unit of description.

Record the extent of the unit of description, the sub-fonds, series and folder archival level descriptions, by giving the number of physical or logical units in arabic numerals and the unit of measurement.

Carrier of the unit of description

Free text -

Controlled dropdown

To identify and describe

a. the physical or logical extent and

b. the carrier of the unit of description.

For the description of the fonds level unit, record the linear shelf space or cubic storage space of the unit of description.

Record the extent of the unit of description, the sub-fonds, series and folder archival level descriptions, by giving the number of physical or logical units in arabic numerals and the unit of measurement.

ISAD(G) Module : Context Tab ISAD(G) 3.2

Administrative/

Biographical History ISAD(G) 3.2.2

Free text

To provide an administrative history of, or biographical details on, the creator (or creators)

of the unit of description to place the material in context and make it better understood.

Record concisely any significant information on the origin, progress, development and work of the organization (or organizations) or on the life and work of the individual (or individuals) responsible for the creation of the unit of description. If additional information is available in a published source, cite the source.

ISAD(G) General International Standard Archival Description, Second Edition.

The Information Areas of ISAAR(CPF) suggest specific informational elements that may be included in this element.

For persons or families record information such as full names and titles, dates of birth and

death, place of birth, successive places of domicile, activities, occupation or offices, original

and any other names, significant accomplishments, and place of death.

Helen Lucas, Canadian artist, was born in 1931 in Weyburn, Saskatchewan, studied at the Ontario College of Art (Toronto) from 1950-1954 and was Drawing and Painting Master at Sheridan College (Oakville, Ont.) from 1973-1979. She has exhibited her art works widely in Canadian cities. She works from her Gallery in King City. In 1991 York University awarded her a Doctor of Letters (Honoris Causa). (Fonds) Canada, York University Archives

Archival History ISAD(G) 3.2.3

Free text

To provide information on the history of the unit of description that is significant for its authenticity, integrity and interpretation.

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.

Optionally, when the unit of description is acquired directly from the creator, do not record an archival history but rather, record this information as the Immediate source of acquisition. (See following rule).

After the death of Rodolf Hervé in 2000, the Hi8 video recordings were transferred to the custody of Lucien and Judith Hervé (parents of Rodolf Hervé) by colleague and cameraman Tamás Szűcs. The Hervé family donated them to C³ Center for Culture & Communication Foundation (Budapest, Hungary), where they were digitized into DVD format. On the Hervé family's request, these DVDs were copied and the copies transferred to and deposited with the OSA Archivum in 2004. In 2012, the DVD format files were converted into MPEG-4 files.

ISAD(G) Module : Content Tab ISAD(G) 3.3

Scope and content (Abstract)

Free text

Record a summary of the Scope and content (Narrative) field.

This field should contain approximately 3-5 sentences summarizing the narrative Scope and content.

Historian László Varga started to research Hungary’s post-1945 history in the 1980s, focusing on the operation of state security organizations. The main topic of the fonds is the history of the secret police between 1945 and 1990, the 1956 revolution and the subsequent reprisals, the operations and daily practices of the state security organizations of the Kádár regime and the cooperation between Stasi (Ministry of State Security in the GDR) and Hungary.

Scope and content (Narrative)

ISAD(G) 3.3.1

Free text

To enable users to judge the potential relevance of the unit of description.

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.

Over 200 documentary films and news programs created by Black Box along with their inventory, providing alternative news and independent coverage about the social and political changes in Hungary 1988-1996; Over 3000 hours of raw, unedited footage shot on analog video by Black Box in Hungary and Eastern Europe 1988-1996; About 1 m of textual material containing hand-written script lists to the raw footage by Black Box; Original finding aid to the Black Box videos and the ready, edited films of Black Box in electronic format; Over 500 hours of evening news and political programs broadcast by the state-controlled Hungarian Television in 1989; Approx. 150 hours of video documenting the so called Opposition Roundtable Negotiations of 1989, with the participation of the Communist Party of Hungary, and the newly emerging democratic parties working out the mechanisms for the regime change in Hungary; Over 50 documentary films by the Roma Media School students about the Roma of Hungary; Approx. 50 hours of footage documenting the change of regimes in the former Eastern Bloc countries, produced by independent filmmakers. The collection also contains videotaped oral history interviews relating to the history and perception of Radio Free Europe – Radio Liberty.

Appraisal, destruction and scheduling information

ISAD(G) 3.3.2

Free text

To provide information on any appraisal, destruction and scheduling action.

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.

Where appropriate, record the authority for the action.

During the processing of the collection no destruction took place.

System of arrangement ISAD(G) 3.3.4

Free text

To provide information on the internal structure, the order and/or the system of classification of the unit of description.

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.

Alternatively, include any of this information in the Scope and Content element (3.3.1) according to national conventions.

The collection is organized based entirely on the original order, in the manner in which it was accessioned.

ISAD(G) Module : Access and Use Tab ISAD(G) 3.4

Embargo

YYYY-MM or YYYY-MM-DD

Physical characteristics and technical requirements ISAD(G) 3.4.4

Free text

To provide information about any important physical characteristics or technical requirements that affect use of the unit of description.

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.

The quality of the microfilm reels is degrading.

Related Finding Aids

ISAD(G) 3.4.5

URL

Internal Note: Add the URL and information in the appropriate fields in the AMS.

To identify any INTERNAL finding aids to the unit of description.

Give information about any INTERNAL 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(G) Module : Allied Materials Tab ISAD(G) 3.5

Location of Originals

ISAD(G) 3.5.1

URL + free text

To indicate the existence, location, availability and/or destruction of originals where the unit of description consists of copies.

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.

Originals are house at Hoover Institute at Stanford University in California, United States of America.

Location of Copies ISAD(G) 3.5.2

URL + Free text

To indicate the existence, location and availability of copies of the unit of description.

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.

Copies can be found at the East European Archives in Warsaw, Poland.

Publication Note ISAD(G) 3.5.4

Free text

To identify any publications that are about or are based on the use, study, or analysis of the unit of description.

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.

Fonds and series level descriptions described using Rules for Archival Description (RAD) standard rather than International Standard for Archival Description General, 2nd Edition (ISAD(G)).

ISAD(G) Module : Notes Tab ISAD(G) 3.6

Note ISAD(G) 3.6.1

Free text

To provide information that cannot be accommodated in any of the other areas.

Record specialized or other important information not accommodated by any of the defined elements of description.

Fonds title supplied by creator.

Internal Note

Free text

Use this field to indicate to OSA archivists information that should be shared internally about the unit of description. This field is not published in the catalog.

Archivists Note ISAD(G) 3.7.1

Free text

To explain how the description was prepared and by whom.

Record notes on sources consulted in preparing the description and who prepared it.

Processed by Jane Smith, February 2000 - July 2000; Processing and description completed by Jerry David, September 2000 - December 2000.

Rules or Conventions ISAD(G) 3.7.2

Free text

To identify the protocols on which the description is based.

Record the international, national and/or local rules or conventions followed in preparing the description.

Description prepared based on the Oral History Cataloging Manual (Chicago: Society of American Archivists, 1995).

Finding Aids Module

Templates

Internal.

Insert explanation for Templates

Folders/Items

Published.

In this section of the AMS the user will be producing item level or folder level descriptions. This is the most granular level of description. The metadata fields in this section of the AMS are based on the OSA Data Model.

These descriptions will be searchable in the OSA Catalog. They may also be displayed in the OSA Digital Repository.

One of four possible mediums can be added to the add at the Folder/Item level. These are Textual, Video, Audio, Still Image. Depending on the medium type chose to add to the selected series, some of the metadata fields in the AMS will be changed slightly.

Accordingly, in this Folders/Items section clearly indicates if specific fields relate to specific mediums only.

Finding Aids Module : Required Values Tab

Field Standards Reference

Format

Purpose

Rule

Example

Archival Unit

automated value

Archival Reference Number

automated value

Container

automated value

Processing Sequence Number

automated value

Primary Type

automated value

Description level

automated value

Title ISAD(G) 3.1.2

[Refer to OSA Naming Convention, Appendix E of OSA Cataloging Manual]

To name the unit of description.

Generally as inscribed on the material itself or assigned by the cataloguer using data from material and collection. Should be unique.

For archival material, most titles can be considered inscribed, unless a title is wholly created by the cataloguer and not based on evidence from the material or archival collection.

If appropriate, abridge a long formal title, but only if this can be done without loss of essential information.

For supplied titles, one may include, for example, the name of the author of the document and a term indicating the form of the material comprising the unit of description and, where appropriate, a phrase reflecting function, activity, subject, location, or theme.

Foreign Correspondence: France

Sequence Info

free text

Internal Note: Mandatory if folders have the same title and date.

To distinguish folders of the same title and date (split folders)

If more than one folders have the same title and date sequence info should be added.

1 of 2

Dates

ISAD(G) 3.1.3

YYYY or YYYY-MM or YYYY-MM-DD Circa Year

Date of Creation controlled list

To identify and record the date(s) of the unit of description.

Record the date(s) when folder/item was created.

Assign year with month or exact day, when applicable. Can be date the item was created, collected, or published / distributed, when applicable. Details can be given in Administrative History.

Add additional date information using the Add+ button, as required.

1985

circa year: 5

(The document has been created presumably between 1980 and 1990)

Extent Number

Integer

A/v and audio:

00:00:00

To record the number related to the Extent Unit.

Use only an integer value.

For a/v and audio recordings,depending on the type of description being produced, this field may be used to record the duration of the sequence being described OR entire length

5

A/v and audio

00:13:54 for an item, which is a part of a 45 minute long whole

OR 00:45:00

Extent Unit

Controlled list

Finding Aids Module : Title Tab

Alternative Title

[Refer to OSA Naming Convention, Appendix E of OSA Cataloging Manual]

Internal Note: Translated titles from the old OSA Finding Aids (FA) Database will be imported to this field.

To produce an alternative title for the unit of archival description, if there is a need.

Title in another form: translated or transliterated. Need not be unique.

English translation of title is required for non-English title works.

Create an alternative title based on the Naming Guidelines in Appendix G.

Tick the box to the left of the alternative title field, an alternative title is assigned to the unit of archival description

Finding Aids Module : Creation Tab

Associated Countries

Controlled list

Countries (including historical) important in the creation or use of the item.

This is a controlled value which refers to countries listed elsewhere in the record, i.e. Place of Creation or Administrative History.

Associated Places

Free text

URL to authority source

Places (including historical) important in the creation or use of the item.

This field requires a link to an VIAF authority file or an authority file from another recognized source.

Czechoslovakia

https://viaf.org/processed/LC%7Cn%20%2081032269

Associated People

Free text

URL to authority source

Record the names of persons important to the creation and/or use of the item, e.g. author, photographer, interviewer.

This field requires a link to an VIAF authority file or an authority file from another recognized source.

Entries in this field should have been referred to elsewhere in the record, i.e. Creator or Administrative History.

Use the term from the Authority File.

Rev, Istvan

https://viaf.org/processed/LC%7Cn%202004029591

Associated Corporations

Record the name of a group or legal body/entity important to the creation and/or use of the item.

This field requires a link to an VIAF authority file or an authority file from another recognized source.

This is a controlled value referring to a corporation listed elsewhere in the record, i.e. Creator or Administrative History.

Open Society Archives

https://viaf.org/processed/LC%7Cno%2000070623

Finding Aids Module : Content Tab

Languages

Controlled list

Include the languages covered in the content of the unit of archival description.

Select the languages covered in the content of the unit of archival description from the controlled list.

Language Statement

Free text

Use this section to give supporting information about the languages listed in the ‘Languages’ field.

This field may also be used to specify the distinct use of multiple languages in the items, the nature of the language spoken in a film, or language content in a visual item.

The film is dubbed in Hungarian and with English subtitles.

Contents Summary

Free text

Use this section to include a short summary about the item.

This can be an explanation of the subject matter of the item or a description of its form.

For visual materials, or even the context in which the item was created.

This may be given by the cataloger or taken from the source or other reference material. When the source or reference material are used, this should be noted in the Collection Description and/or in Additional Note and/or in the Publication Fields.

Contents Tables

Free text

Use this section to include a copy of a table of contents, should the item contain one.

Generally taken from the source.

Finding Aids Module : Coverage Tab

Spatial Coverage (Countries)

Controlled list

Countries (including historical) covered in the content of the item.

Input countries covered in the unit of archival description.

Spatial Coverage (Places)

Controlled

Use this field to input historical places or other geographic entities covered in the unit of archival description.

This field requires a link to an VIAF authority file or an authority file from another recognized source.

This is a controlled value for a reference to a place (including historical), made reference to elsewhere in the record, i.e. Place of Creation or Administrative History.

Use term from Authority Files.

For additional formatting guidance please see Naming Convention Appendix of the OSA Cataloging Manual.

Czechoslovakia

https://viaf.org/processed/LC%7Cn%20%2081032269

Subjects (People)

Controlled

Use this field to input a personal subject name covered in the unit of archival description.

Add from the existing controlled list or create a new entry.

To add a new Subject (People) name, this field will require a link to an VIAF authority file or an authority file from another recognized source.

For additional guidance please see the Naming Convention of the OSA Cataloging Manual.

Rev, Istvan

https://viaf.org/processed/LC%7Cn%202004029591

Subjects (Corporations)

Controlled

Use this field to input the name of a corporation subject covered in the unit of archival description.

Add from the existing controlled list or create a new entry.

To add a new Subject (Corporations) name, this field will require a link to an VIAF authority file or an authority file from another recognized source.

For additional guidance please see the Naming Convention of the OSA Cataloging Manual.

Open Society Archives

https://viaf.org/processed/LC%7Cno%2000070623

Subjects

Controlled list

Use this field to input additional subjects for the unit of archival description.

For additional guidance please see Appendix G Naming Convention.

Correspondence

Finding Aids Module : Source Physical Description Tab

Material forms

Controlled list

Use this field to indicate the material form of the unit of archival description.

Physical Description

Free text

Textual description of the physical form and qualities of the source item; its components, as well as techniques or materials used in production.

For AV material this may include framerate which accompanies the extent, sound, aspect ratio, colour.

For Still Images this may include size.

Physical Condition

Free text

Use this field to indicate the condition of the unit of archival description, especially that which impedes access (e.g. Illegibility, state, lacuna or missing parts). May also include information on technical requirements for access.

Film is beginning to decay by means of vinegar syndrome. Must be digitized as soon as possible.

Finding Aids Module : Notes Tab

Publication Note ISAD(G) 3.5.4

Free text

To identify any publications that are about or are based on the use, study, or analysis of the unit of archival description.

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 archival description. Include references to published facsimiles or transcriptions.

Internal Note

Free text

To provide information for internal use, that cannot be accommodated in any other fields or published to researchers.

This collection was acquired in 10 cardboard boxes, two of which contained traces of bugs. With the written approval of the donor, all boxes and contents were frozen for 6 months.

Finding Aids Module : *Text Information Tab

This tab will only appear if the content type being described is textual.

Illustration Statement

Free text

Use this field to record any details about illustrations in the textual unit of archival description.

Illustrations appear on pages 4, 6, 10 and 11 of the book.

Color Statement

Free text

Use this field to record any details about color in the textual item or illustrations in the textual item.

The illustrations in the book are full colour and appear on pages 4, 6 and 10.

Dimensions

Free text

Number or numerical expression associated with physical dimensions of the source item. Should be recorded as a statement along with associated units. For volumes or documents, first height, then width.

Can also record equivalent statements in other units of measurement, qualifiers (e.g. “maximum”), dimensions of components, as well as brief remarks on the shape of the object (e.g. “round”), if appropriate.

4 centimeters tall, 2 centimeters deep and round.

Finding Aids Module : *Video Information Tab

This tab will only appear if the content type being described is video.

Colored?

Free text

Use this field to record if the video has color or not.

Color Statement

Free text

Use this field to record any details about the color in the video.

Video is filmed in technicolour.

Finding Aids Module : *Audio Information Tab

This tab will only appear if the content type being described is sound.

Sound Statement

Free text

Use this field to record any details about the audio recording’s sound.

The audio cuts off at 56:05 and resumes at 56:30.

Finding Aids Module : *Still Image Information Tab

This tab will only appear if the content type being described is a still image.

Color Statement

Free text

Use this field to record any details about the color in the still image.

The photographs are black and white.

Dimensions

Free text

A number or numerical expression associated with physical dimensions of the source item. Should be recorded as a statement along with associated units. For volumes or documents, first height, then width.

Can also record equivalent statements in other units of measurement, qualifiers (e.g. “maximum”), dimensions of components, as well as brief remarks on the shape of the object (e.g. “round”), if appropriate.

8” x 10”

Finding Aids Module : Digital Version Tab

Digital Version Path select path tick box if inputting

Part of Digital Collection

To link the description of the archival unit to a digital version of that item, if one exists.

If a digital version does not exist, leave this tab entirely empty.

Digital Collection Module

Published.

This module is used to produce the Archival Hierarchical Structure of the collection to be described.

digitalCollection.title.label mandatory

Create a unique title for the digital collection.

Do not reuse the title or any of the collection’s archival structure, as the title of the digital collection.

When creating a title for the digital collection, please create names according to the OSA’s Naming Guidelines, which can be found in Appendix C of this manual.

Internal Note: Please consider if the title of the digital collection should relate closely to titles of other archival units, such as the archival collection’s fonds title.

For examples for structuring titles for each of the archival hierarchical levels, please see the Naming Guidelines, Section 3 Naming Conventions for Archival Units.

Finding Aids Module : Required Values Tab

Field Standards Reference

Format

Purpose

Rule

Example

Select Series

Controlled list

Select the appropriate OSA archival unit from the controlled list.

Digital Collections

Controlled list

Select the appropriate digital collections from this list, populated by the selected series in the previous field, ‘Select Series’.

Folders/Items

The content for the 3 above fields, Select Series, Digital Collections and Folders/Items, will populate automatically based on the series selected.