Introduction

1. General Rules

1.1 Terminology

2. Formulating Titles for Archival Units

2.1 General Guidelines

2.1.1 Capitalization

2.1.2 Titles in Foreign Languages

2.1.3 Subtitles

2.1.4 Compound Words

2.1.5 Abbreviations, Acronyms

2.2 Formal and Supplied Titles

2.2.1 Formal Titles

2.2.2 Supplied Titles

2.3 Archival Authorities in Titles

2.3.1 If the Archival Authority if a Person or Family

2.3.2 If the Archival Authority is a Corporate Body

2.4 Geographical Names in Titles

2.5 Dates in Titles

3. Archival Authority Records

3.1 Corporate Body Names

3.2 Personal and Family Names

3.3 Date Formatting in Archival Authority Records

4. Archival Reference code(s)

3.1 Country Code

3.2 Repository References Code(s)

3.3 Local Reference Code

5. Subjects

5.1 Subjects: People

5.2 Subjects: Corporations

6. SNAP

6.1 General Communities and Collections

6.2 Open Society Foundation Program / Initiative Community and Collection Naming

6.3 Foundation Community and Collection Naming

6.4 Open Society Foundation Office Community and Collection Naming

Introduction

This Naming Convention will support the Vera and Donald Blinken Open Society Archives (OSA) in producing consistent names and title for archival units and archival authority records by providing concrete guidelines. Consistent names and titles supports intellectual control over OSA materials, thereby ensuring the accessibility and usability of the collections.

The Convention is based in part on international standards such as the General International Standard Archival Description (ISAD(G)) and the International Standard Archival Authority Records for Corporate Bodies, Persons and Families (ISAAR-CPF), OSA internal regulations and in consultation with International Standards Organization (ISO), Rules for Archival Description (RAD).

1. General Rules

The General Rules chapter describes the rules that should be applied across all naming and titles.

American English is the official language used at the OSA.

1.1 Terminology

Please do not...

• include words “fonds”, “sub-fonds” “series” in the titles
• use the term “collective fonds”

Records: The term “records” is used for the materials of institutions containing mixed media, various types of records.

Examples: HU OSA 205 Records of the Open Media Research Institute

HU OSA 300 Records of Radio Free Europe/Radio Liberty Research Institute

HU OSA 318 Records of the International Helsinki Federation for Human Rights

Papers: The term ‘papers’ will refer to materials accumulated by a person or family. It is possible to use Personal

Papers/Files if the unit contains only personal papers.

Examples: HU OSA 356 Pál Schiffer Papers

HU OSA 387 George Soros Papers

HU OSA 404 István György Tóth Papers

Collection: The term ‘collection’ will be used in the cases of the materials which were artificially collected on the

particular theme.

Examples: HU OSA 303 András Mihályhegyi Collection on the 1956 Hungarian Revolution

HU OSA 315 Dragoljub Acković Collection Relating to Roma Issues

HU OSA 317 Miklós Kun Collection Relating to the 20th Century History

2. Formulating Titles for Archival Units

Consistently formulated titles make it easier for researchers to find what they are looking for by giving them insight into what the archival unit contains, when it was created and the type of media.

This means access :)

2.1 General Guidelines

1. The guiding principle when creating a title is to preserve the original name of the person, unit or department.
2. Additional Title descriptive fields include General material designations; Parallel Titles; and Statement of responsibility.
3. See 1.1 Terminology for terminology guidance.

2.1.1 Capitalization

These capitalization rules refer to Titles. Use them when processing the following material:

• archival material: textual (paper based), photographic, moving image and sound;
• digital repository material (item level description);
• film library material (item level description).

Capitalize:

• the first word of a title
• the name of the fonds, sub-fonds, series titles, file names/folder entries
• nouns
• pronouns
• verbs
• adverbs

Do not capitalize

• Articles (a, an, the)
• prepositions
• coordinate conjunctions (and, but, or, nor, for)
• the word to used as part of an infinitive examples for “to” as part of an infinitive and as not part?

Examples: Economic Effects of War upon Women and Children

What It Is All About

The Stuff and the Dough

A Report on the Party and the Guests

In case of Hungarian language names of fonds, sub-fonds, series titles, file names/folder entries, only the first word is capitalized. The rest of the entries are in lowercase

Example: HU OSA 13-4 Általános pályázati iratok

2.1.2 Titles in Foreign Languages

Titles should be produced in a single language.

In the titles of French, Italian, Spanish, and German works, capitalize only what would be capitalized in a normal sentence, according to their orthography.

Examples: Sobranie Dokumentov Samizdata

Magyarországi hírek

The first word of a subtitle would also be capitalized.

Example: Ateliers et forges de la Loire: Normed

The capitalization rules of the source language applies for titles of Eastern-European works (including Russian and Hungarian).

Examples: Nie ma róźy bez ognia

Vierka aneb záhada zmizení rodiny B.

Lásky jedné plavovlásky

Oglinda: Inceputul adevarului (I-II)

Власов: Дважды проклятый генерал

Where other foreign languages appear in the formal title at the folder level, please follow the national rules of the capitalization (e.g. Russian-language: only the first word in the name of organization is capitalized).

Transliteration in Formal Titles

The English language translation should be provided.

The names of the organizations and people should be first transliterated then the English translation provided

Transliteration is to be used in accordance with the OSA Transliteration Rules. For supplied titles at the fonds, sub-fonds and series level, transliteration is suggested for Cyrillic and other non-Latin script.

2.1.3 Subtitles

Capitalize the first word of the subtitle if it proceeds one of the following the punctuation:

: colon

; semicolon

/ dash

- hyphen

– long hyphen

-- double hyphen

Example: Az élelmiszergazdaság RBV védelme I.: Megelőzés

From Somewhere to Nowhere, between War and Peace in Cambodia

General Vlasov - - Between Life and Death

How to Overcome Urban Blight: A Twentieth-Century Problem

If the subtitle is separated from the title by a comma, the regular capitalization rules apply, i.e. articles, conjunction words and prepositions will be spelled with a lowercase letter.

Example: Forensic Monitoring Project Report: Hrgar, Jama-Bezdan Exhumations of the Bihać Expert Team

(PHR in Digital repository)

2.1.4 Compound Words

Capitalize the first and second element of compound words of a noun or proper adjective, or if it has equal force with the first element.

Examples: Twentieth-Century Literature in the Making

Computer-aided Graphics: A manual for Video-Game

2.1.5 Abbreviations and Acronyms

Avoid abbreviations where possible.

Acronyms can be used at the folder level only (as a representation on the folder itself).

An acronym can only be treated as an official abbreviation if an organization uses it.

For all levels of description, transcribe the full name (in original language). The exception to this rule is SNAP. Please see SNAP rules in chapter 6.

2.2 Formal and Supplied Titles

Formal and supplied titles identify archival units and act as access points for users to understand and potentially retrieve those archival units.

• Titles should be concise and representative of the archival hierarchical level they are naming.
• Titles should not be repeated.
• Folder/item level archival unit titles recorded on analog or electronic should be transcribed exactly in the database. If for any reason the titles cannot be exactly replicated in the database and ‘on’ the folder/item, the titles should reflect one another. For additional details on this, please see Physical Processing Rules

SNAP: For details specific to formulating titles for Open Society Foundations organizations, please see Chapter 6 of this convention, SNAP. Additionally, any Open Society Foundation titles should be checked against the Authority List for OSF or in consultation with OSA’s records management department.

2.2.1 Formal Titles

If the unit/material being described already has a title, that title should be used.

• Folder/item level archival units commonly have formal titles assigned by creators. Formal titles transcribed on the analog or electronic folder/item should reflect the title recorded in the database.
• At the fonds, sub-fonds and series level, formal titles seldom exist.
• At the fonds, sub-fonds and series level, formal titles for corporate fonds are based on the organizational structure of the institution/corporation/organization to which the archive is as.sociated

Examples: HU OSA 6 Records of the Open Society Institute--Sofia

HU OSA 6-1 Executive Office

• Corporate archive titles should include the organizational name which is reflected in the ISAAR-CPF record associated with that collection.

Example: HU OSA Records of the Soros Foundation-Hungary

2.2.2 Supplied Title

The supplied title is composed of a name element (usually the creating individual, family or organization) and a word or phrase that gives the nature of the archival unit.

• Folder/item level, if there is no formal title, supply one based on the content. Supplied titles transcribed on the analog or electronic folder/item should reflect the title recorded in the database.
• Folder/item level supplied titles should be transcribed in square parentheses.

Example: [Letter to Hillary Clinton]

[Best Wishes from Hillary Clinton]

• Fonds, sub-fonds and series level supplied titles should contain the creator-collector name. In this case ensure that the name used accurately reflects the ISAAR-CPF record

Example: HU OSA 300-5-40 Records of Aurél Bereznai: Subject Files

HU OSA 356 Pál Schiffer Personal Papers

HU OSA 356-1 Saját filmjeinek dokumentációja

2.3 Archival Authorities in Titles

• Cross-reference names against OSA’s ISAAR-CPF records and external authority files
• Should the any questions arise about a name that cannot be resolved, i.e. no internal or external authority files exist and a name appears in multiple forms in the acquisition content, consult the Deed of Gift to justify use of the name or consult with the donor
• Use non-English latin-character names in their original form, i.e. Hungarian, Russian, etc. and record the English form as a parallel name in archival authority records

2.3.1 If the Archival Authority is a Person or Family

• At the fonds, sub-fonds and series level, the personal or family name of creator should be recorded in the following order: First Name Last Name (without a comma)
• At the folder/ item level, the personal or family name should be recorded in the following order: Last name, First Name
• In case of a material/collection created by a Family or used in the context of familial relations, record the family name, e.g. Harvey Family Papers

The personal or family name of creator should be recorded in original language preserving diacritics. Cyrillic and other non-Latin names in transliterated form in accordance with OSA Transliteration Rules.

Example: HU OSA 361 Personal Papers of András Hegedüs

Replika : Dolny Śląsk miesięcznik niezależny, no. 11, 1983

Where a title includes a Hungarian language name, only the first word in the title and any institutional names in the title should be capitalized. The rest of the words should be recorded in lowercase.

Example: HU OSA 13-4 Általános pályázati iratok

If the name of creator, or collector is unknown, or the collection was assembled at OSA, do not record the name, rather, compose a title that identifies the nature and the topic of the material/unit.

Do not use titles in the name of creator. In exceptional cases, i.e. if a donor/creator insists, titles can be used in accordance with the Deed of Gift.

Example: HU OSA 336 General Béla Király Papers

In the case of three creators or fewer credited in the creation of an archival unit, all three names should be recorded in direct order

If there are more than three creators, record the name of the person whose materials predominate. If this does not apply, choose the name considered most appropriate or, optionally, include all names.

2.3.2 If the Archival Authority is a Corporate Body

The name of a corporate body archival authority should be transcribed in accordance with the legal documents and/or organizational chart (latest version), that reflect the associated ISAAR-CPF record.

If there are two registered names for an organization, the English-language name should be given preference.

Corporate body names in non-Latin alphabet language should be transliterated in accordance with OSA Transliteration Rules.

Acronyms

• Avoid using acronyms for Corporate Body on the fonds level.

• Corporate body acronyms can be used at the in sub-fonds and series level titles.
• All initials should be recorded in the ISAAR-CPF record in the parallel names and/or non-preferred names metadata field.

2.4 Geographical Names in Titles

Indicate geographical names at the fonds and sub-fonds level only they are a part of the official name of the organization.

Examples: HU OSA 324 Records of the Helsinki Committee for Human Rights in Bosnia and Herzegovina

HU OSA 16 Records of the Soros Foundation–Kyrgyzstan

• Geographical names may be included in supplied titles.

• Cross-reference the spelling of geographical names with ISAAR-CPF records and OSA controlled lists held in Koha and the AMS.

2.5 Dates in Titles

Date information should represent the time period over which an archival unit was created or accumulated. The definition of “created” refers to the original dates of items, which can be prior to their accumulation as records.

Date information can be included in titles at all archival hierarchical levels.

If date information is included in a title, it is mandatory to include the year, although it is advisable to have a year and a month.

• A year should always be a four-digit number (e.g. 1997)
• In case of range of years, use an en-dash without spaces ‘-‘(dash) between the two years numbers, e.g. 1992-1995. For titles at this hierarchical level an extra space inserted programmatically for extra clarity
• The month name instead of month number should be used in titles

File/Folder and Item-Level Additional Considerations

Date information included in titles in the following format: YYYY-MM-DD.

Physical Folders:

When representing date data on physical folders:

• The date format for date data on physical folders is YYYY-MM-DD or YYYY-MM or YYYY.
• For folders or items, when the date is missing and has to be assigned, use square bracket and ca. Will precede the assigned date:

Example: [ca. 1951]-1980

Electronic Folders:

When representing date data in electronic folder titles:

• The date format for date data in The month name instead of month number should be used

Example: 27 February 1987

Ukrainian Service Monitoring: News and Commentaries Broadcast by Ukrainian Radio, 27 July 1984 - 24 September 1984

Ukrainian Service Monitoring: News and Commentaries Broadcast by Ukrainian Radio, 23 March 1984 - 4 May 1984

• If the date range is known for a folder containing multiple dates, indicate the date range by year only or by month and year

Example: Economy: Agriculture: Land Property, 1993 – 1996

3. Archival Authority Records

This chapter outlines the way to formulate names for archival authorities using the International Standard Archival Authority Record for Corporate Bodies, Persons, and Families (ISAAR-CPF) along with any OSA local adaptations.

If the need to resolve any questions about about a name arises, consult the Deed of Gift to justify the use of a name or consult with the donor. Other language names should be recorded as Parallel Name.

When there is are additional questions about a name, consult with external name authorities such as the Virtual International Authority File.

3.1 Corporate Body Names

A corporate body is an organization or group of persons that is identified by a particular name and that acts, or may act, as an entity.

Corporate bodies may be clearly or informally defined and can include, but are not limited to government agencies, universities, colleges, non-governmental organizations, cultural institutions, even exhibitions and conferences.

A corporate name file may include some or all of the following components and should contain as many of these components as are required for precise identification of the body described:

1. Name of corporate body
2. Name of jurisdiction or territorial authority
3. Name of subordinate body
4. Additions and qualifiers

How to Formulate Corporate Body Names

1. Name of the corporate body

• Choose the name by which the corporate body is commonly identified based on Organizational Chart or papers issued by the institution.
• The name should be written in original language order, using capital letters for 'words of substance' (i.e. not the, of, etc) e.g. (Original language order means the official name, like not writing e.g. Cambridge University)

Examples: University of Cambridge

Churchill College

• If there is a well-established use of a name, other than the corporate body's legal or formal name, then the conventional name may be used

Example: English Heritage (not Historic Buildings and Monuments Commission for England)

Open Society Archives instead of (Vera and Donald Blinken Open Society Archives at Central

European University)

• When a corporate body has changed its name, a new form of the name authority record should be created. Previous authority records should be retained and linked to the newest version of the authority record.
• Abbreviations are not used in the fonds or collection names or for archival authorities. Record abbreviations for which a body is legally or formally known, in the ‘Other form of name’ field in ISAAR-CPF records.
• Omit an initial article unless the sense of the body disappears without the article

Example: 'University of Cambridge', not 'The University of Cambridge'

’Central European University’, not ’The Central European University’

2. Name of jurisdiction or territorial authority

• It is recommended that a national level (country, city) should be included if required to distinguish the corporate body from another with a similar name.

3. Name of subordinate body

• Subordinate bodies should be entered directly under its own name if it has an identity separate from the parent institution.
• Subordinate bodies should be formulated as sub-headings of their parent bodies if the name of the parent body is needed for identification. The punctuation for this case is: Corporate Body. Subordinate Body

Examples: Churchill College. Admissions Office

University of Cambridge. Faculty of Classics

4. Additions and qualifiers

• In case of companies and NGOs: the registered name of a company/NGO sometimes includes terms (or abbreviations of terms) which indicate the status of the company/ NGO and these should be included in the name.

Examples: Woodhead Publishing Ltd

Ernest Doe & Sons Ltd

John Lewis Partnership

CEU Alapítvány

Note: Associated Corporations

• These are corporations important in the creation and use of the item, and although not the creator, have a direct involvement and a role in the creation of these items.
• Associated Corporations names should be formulated following the guidance in section 2.1 of this convention.

3.2 Personal and Family Names

This section will support the formulation of consistent personal and family names for ISAAR-CPF records.

How to Formulate Personal and Family Names

There are four metadata fields in which Personal and Family Names can be recorded in OSA’s AMS ISAAR records. For specific rules on metadata entry please see Catalog Manual Appendix C Metadata Style Guide. Generally, follow these three rules:

1. Provide full name
2. Order the first name and last names as follows: Last Name, First Name(s)
3. Record personal titles

3.3 Date Formatting

This section will support the formulation of consistent date data for ISAAR-CPF records.

• Record the start date and end date.
• Do not use any qualifiers here (e.g. "ca.") or typographical symbols (e.g. "[194?]") to express uncertainty.
• If the start and end years are the same, enter data only in the "Date" field and leave the "End date" blank.
• Input date information at lower levels of description even if you are leaving the creator name field empty (e.g. when describing a series, you do not need to repeat the creator name from the fonds description, but you do need to enter the date range of the series).
• Enter circa date information using square brackets.

Example: [1992]

4. Archival Reference Codes

The fields addressed in this section are title sections or they are fields in the AMS that may require additional formatting guidance. The guidelines in this convention should be used alongside the Appendix C Metadata Style Guide of OSA’s Catalog Manual.

4.1 Country Code

The country code in accordance with the latest version of ISO 3166 Codes for the representation of names of countries. OSA uses the country code

HU

4.2 Repository Reference Code

The repository code is created in accordance with the national repository code standard or other unique location identifier. For OSA materials the following repository and country code is to be used:

OSA (abbreviates: Hungary: Vera and Donald Blinken Open Society Archives)

Repository reference codes for archival units are based on a numerical system and includes number of the fonds, sub-fonds and series.

Example: HU OSA 205-4-1

4.3 Local Reference Code

A specific local reference code, control number, or other unique identifier. Local reference codes are based on a numerical system and include the number of the fonds, sub-fonds and series, to the hierarchical level the reference code is referring to.

Example: HU OSA 205-4-1 (refers to series 1 of sub-fonds 4 of fonds 205)

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

5. Subjects

Subjects are the topics of the content of the unit of archival description.

This chapter outlines the steps and guidelines to follow when producing subject terms. Subject terms may be stored in multiple languages /alphabets. This field is free text.

Examples: Russian literature

Civil rights

World politics

Subject names originating in Cyrillic alphabet languages:

1. Use the English name when it exists in external verified sources. Implement the transliteration rules found in Appendix B, ii, without diacritics.

   Example: Select Yeltsin, Boris Nikolayevich, over LC transliteration Boris El’tsin

2. Names should not include ligatures.

3. Name may include diacritics. Please see Catalog Manual Appendix B, Transliteration Policy for guidance.

Example: Zaslavskaia, Tat'iana Ivanovna; Zaslavskii, Igor'

4. In cases when the name does not exist in the catalog, use the automatic transliteration.

5. For parallel record collections with original language in Cyrillic alphabet, the names will be transliterated automatically. For Russian Cyrillic alphabet original names, the transliteration will follow the LOC transliteration rules. Why does this part concentrate so much on Russian, i.e. Cyrillic written languages and transliteration?

5.1 Subjects: People

The names of Subjects: Personal names should be cross-referenced with an external authority file such as the Virtual International Authority File or the Library of Congress (LC) Name Authority Files. When producing a subject term of a personal name, consider the follow:

Person subject names in any alphabet:

1. If the original name of the person (in their country of origin or country of work) is in a Latin alphabet language, the person’s name should be recorded in the standard form of that country

Example: Kálmán, Imre

Kemény, István

Trudeau, Justin

1. All names must be presented in the following form: “Last Name, First Name Patronymic” when possible Example: Gorbachev, Mikhail Sergeevich
2. When the patronymic is missing, record the “Last Name, First Name”
3. When only initials are recorded, it is mandatory to include the patronymic initial as “Last Name, F P.” or “Last Name, F.”.
4. When only initials are recorded, it is mandatory to include the patronymic initial as “Last Name, F. P.”. The use of “Last Name, F.” is not allowed in the indexes .

Person subject names originating in Cyrillic alphabet languages:

1. Do not use any titles in the name of creator, but do provide the title in the Authority Record. In exceptional cases the title (military, etc) can be used in accordance with Deed of Gift (if a donor/creator insists)

5.2 Subjects: Corporations

Use corporation names in their original format. The original name is derived from legal statutory documents or the latest organizational chart establishing the statement of responsibility for the whole collection

Example: Open Society Foundations

Avoid abbreviations and acronyms

Records in the Latin alphabet

Examples: Міжнародний фонд <відродження>

Mizhnarodnyj fond "Vidrodzhennya"

International Renaissance Foundation

6. SNAP

This chapter provides guidance for naming formats for SNAP[4] (Soros Network Archival Portal). The aim of SNAP is to provide a stable, well-managed, permanent archive for digital records created by Open Society Foundation (OSF) network entities, specifically by OSF Initiatives, Offices, and National Foundations as well as by those who receive grants from these entities.

SNAP is maintained by OSA in Budapest, Hungary. It is a repository meant to house permanent organizational records only.

For access permissions please contact the OSA Records Office.

6.1 General Communities and Collections

All top community names shall be provided by the entities, themselves and formulated in accordance to this Naming Convention, including acronyms at the top level.

1. All top-level community names shall be the official entity names and acronyms taken from the Authority List (*). In both cases, the current (or most recent) preferred name/acronym shall be used. The acronym shall be included after the official name and a space. It is listed in parentheses with no spaces. If there is no official acronym, none should be included.

Examples: Foundation Open Society Institute–Macedonia (FOSIM)

Open Society Institute–New York (OSI-New York)

OSI International Higher Education Support Program (HESP)

2. All communities and subcommunities shall have names that refer to organizational entities. These generally contain terminology signaling their organizational type or function, e.g. Institute; Foundation; Program; Initiative; Fund; Board; Department; Committee; Office; Council; Project; Scheme. The possessive case should be avoided in sub-community names, e.g. Director Office.

Examples

- Fund for an Open Society–Serbia (FOSS)

FOSS Board

- Open Society Institute–Budapest (OSI-Budapest)

OSI-Budapest Executive Office

- OSI Human Rights and Governance Grants Program (HRGGP)

HRGGP Director Office

3. All archival units shall have names that refer to groups of records. These generally contain terminology signaling the format or type of material being described, e.g. Records; Documents; Material; Reports; Files; Budgets; Minutes; Correspondence; Contracts; Lists. Multiple record groups listed together shall be separated with a comma without the use of “and”.

Examples:

IRF Executive Board Meeting Minutes

Media Program Strategies, Progress Reports, Evaluations

OSI-Brussels Publications, PR and Events Material

4. Title case should be used in all names.

5. An em-dash shall be used without spaces in the top-level community name of OSI administrative offices and foundation names. A simple hyphen shall be used without spaces in acronyms.

Examples: Open Society Institute–New York (OSI-New York)

Foundation Open Society Institute–Representative Office Montenegro (FOSI-ROM)

FOSI-ROM Capacity Development Program (CDP)

FOSI-ROM CDP Project Files

6. The repetition of terms in a single community or collection name should be avoided. When the term is embedded in an acronym, it may optionally be repeated for clarity's sake.

Examples: OSFL Debate Program

OSFL Debate Program Strategies, Reports, Evaluations

OSI Public Health Program

Public Health Program Director Office

OSI EU Monitoring and Advocacy Program (EUMAP)

EUMAP Director Office

EUMAP Program Strategies, Progress Reports, Evaluations

6.2 Open Society Foundation Program/Initiative Community and Collection Naming

1. OSI programs will be preceded by “OSI” at the top level. The OSI prefix will not carry down to sub-communities or to collections.

Examples: OSI Arts and Culture Network Program (ACNP)

ACNP Bridge of Understanding

2. Most OSI program sub-communities are individually-named projects or programs; a few are also generic organizational units, such as Director/Program Director Office and Sub-Board. Both are preceded by the acronym of the top-level community. If there is no official acronym, the full name or abbreviated name, if one exists, shall be used.*

Examples: OSI International Higher Education Support Program (HESP)

HESP Academic Fellowship Program (AFP)

HESP Sub-Board

OSI Open Society Justice Initiative

Justice Initiative International Justice

Justice Initiative Director Office

OSI Public Health Program

Public Health Program Law and Health Initiative

Public Health Program Director Office

3. OSI program collections: All collections immediately below the top level take the acronym, full name, or abbreviation of the top-level community. As noted above, the OSI prefix does not carry down.*

Examples: OSI Education Support Program (ESP)

ESP Publications, PR and Events Material

OSI Open Society Justice Initiative

Justice Initiative Publications, PR and Events Material

OSI Public Health Program

Public Health Program Publications, PR and Events Material

4. All collections below sub-communities that are individually-named projects or programs take the acronym, full name, or abbreviation of the community above them. Acronyms of top-level communities do not carry down.*

Examples: OSI Arts and Culture Network Program (ACNP)

ACNP Cultural Link

Cultural Link Competition Announcements, List of Grantees

Cultural Link Financial Documents

OSI Public Health Program

Public Health Program International Harm Reduction Development (IHRD)

IHRD Publications, PR and Events Material

5. All collections below sub-communities that are generic organizational units take the acronym, full name, or abbreviation of the top-level community only.*

Examples: OSI Human Rights and Governance Grants Program (HRGGP)

HRGGP Director Office

HRGGP Program Strategies, Progress Reports, Evaluations

OSI Information Program

Information Program Director Office

Information Program Strategies, Progress Reports, Evaluations

6.3 Foundation Community and Collection Naming

1. Many foundation sub-communities, such as Board, Executive Office, and Sub-Board, are generic organizational units. Others are individually-named projects or programs. All sub-communities are preceded by the acronym of the top-level community. If there is no official acronym, the full name shall be used. Similarly, if the official acronym is the same for two foundations, the full name shall be used in both cases.

Examples: Foundation Open Society Institute–Representative Office Montenegro (FOSI-ROM)

FOSI-ROM Board

FOSI-ROM Capacity Development Program (CDP)

Soros Foundation–Kazakhstan (SFK)

Soros Foundation–Kazakhstan Executive Office

Soros Foundation–Kyrgyzstan (SFK)

Soros Foundation–Kyrgyzstan Executive Office

2. Foundation collections

• All collections immediately below the top level take the acronym or full name of the top-level community.*

Examples: International Renaissance Foundation (IRF)

IRF Publications, PR and Events Material

• All collections below sub-communities that are individually-named projects or programs take the acronym, full name, or abbreviation of the community above them along with the acronym or full name of the top-level community. This is to distinguish foundation program sub-communities and their collections from those of the OSI network programs of the same name.*

Examples: Open Society Fund–Lithuania (OSFL)

OSFL Debate Program

OSFL Debate Program Strategies, Reports, Evaluations

OSFL East East Program: Partnership Beyond Borders

OSFL East East Program Competition Announcements, Lists of Grantees

OSFL East East Program Grant Files / Individual

• All collections below sub-communities that are generic organizational units take the acronym or full name of the top-level community only.

Examples: International Renaissance Foundation (IRF)

IRF Executive Board

IRF Executive Board Authorizations, TORs

IRF Executive Board Meeting Minutes

Open Society Fund–Bosnia and Herzegovina (OSF BH)

OSF BH Executive Office

OSF BH External Correspondence

OSF BH Financial Documentation

OSF BH Foundation Strategies, Progress Reports, Evaluations

6.4 Open Society Foundation Office Community and Collection Naming

1. OSI administrative offices will take the name “Open Society Institute” followed by an en-dash without spaces and the city name. The acronym is “OSI” followed by a hyphen without spaces and the city name.*

Examples: Open Society Institute–Budapest (OSI-Budapest)

Open Society Institute–New York (OSI-New York)

2. Most OSI office sub-communities are individually-named or geographically specific organizational units; a few are also generic organizational units, such as Executive Office. Both are preceded by the acronym of the top-level community.*

Examples: Open Society Institute–Brussels (OSI-Brussels)

OSI-Brussels Executive Office

Open Society Institute–New York (OSI-New York)

OSI-New York Regional Director Office–Africa

OSI-New York Regional Director Office–West Balkans

3. OSI office collections:

• All collections immediately below the top level take the acronym of the top-level community.*

Examples: Open Society Institute–Baltimore (OSI-Baltimore)

OSI-Baltimore Publications, PR and Events Material

• All collections below sub-communities that are individually-named or geographically specific organizational units take the full name, acronym, or abbreviation of the community above them along with the acronym of the top-level community.*

Examples: Open Society Institute–New York (OSI-New York)

OSI-New York Regional Director Office–Africa

OSI-New York Regional Director Office–Africa Publications, PR and Events Material

• All collections below sub-communities that are generic organizational units take the acronym of the top-level community only.*

Examples: Open Society Institute–Brussels (OSI-Brussels)

OSI-Brussels Executive Office

OSI-Brussels Strategies, Progress Reports, Evaluations