Version 2.3.1 is a legacy release, and these documents are no longer being maintained.

Rules for Archival Description (RAD) data entry and CSV template

On this page you will find:

RAD CSV template

To download the Rules for Archival Description CSV template for AtoM, please visit our wiki page (link to come).

Field descriptions

RAD is maintained by the Canadian Council of Archives and is available at http://www.cdncouncilarchives.ca/archdesrules.html.

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
  • RAD 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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Title and statement of responsibility area

An image of the data entry fields for the Title and statement of responsibility area.

The data entry fields for the Title and statement of responsibility area.

Title proper

Template field Title proper

CSV Column title

RAD Rule Enter the title proper, either transcribed or supplied (RAD 1.1B)

EAD

At a parent level:

<archdesc level="[name of level]">
   <did>
      <unittitle encodinganalog="1.1B">

At a child level:

<c level="[name of level]">
   <did>
      <unittitle encodinganalog="1.1B">

Note

The EAD tag <titleproper encodinganalog="title"> refers to the title of the finding aid, not the archival description.

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General material designation

Template field General material designation

CSV Column radGeneralMaterialDesignation

RAD Rule Select the General Material Designation at the highest level of description. If there are more than three, select “multiple media.” (RAD 1.1C)

EAD

<archdesc>
   <controlaccess>
      <genreform source="rad" encodinganalog="1.1C">

Note

Although the RAD standard specifies set values for General Material Designations, in AtoM these can be edited in the Material type taxonomy (see: Add a new term). As of 2.2, the RAD template also has a separate Genre taxonomy, which uses the <genreform> EAD element as well, but without the @source and @encodinganalog attributes.

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Parallel title

Template field Parallel title

CSV Column alternateTitle

RAD Rule [W]hen applicable, transcribe parallel titles that appear in conjunction with the formal title proper…(RAD 1.1D)

EAD

<did>
   <unittitle type="parallel" encodinganalog="1.1D">

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Other title information

Template field Other title information

CSV Column radOtherTitleInformation

RAD Rule Transcribe other title information that appears in conjunction with the formal title proper. (RAD 1.1E)

EAD

<did>
   <unittitle type="otherInfo" encodinganalog="1.1E">

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Title statement of responsibility

Template field Statements of responsibility

CSV Column radTitleStatementOfResponsibility

RAD Rule “At the item level of description, transcribe explicit statements of responsibility appearing in conjunction with the formal title proper in or on the chief source of information…” (RAD 1.1F)

EAD

<did>
   <unittitle type="statRep" encodinganalog="1.1F">

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Title notes - Statements of responsibility

Template field Title notes- Statements of responsibility

CSV Column radTitleStatementOfResponsibilityNote

RAD Rule “Make notes on any statement(s) of responsibility that appear outside the chief source of information or that appear on the chief source, but not in conjunction with a formal title proper. Record statements of responsibility that appear on the chief source of information for a file or series, if applicable.” (RAD 1.8B5)

EAD

<odd type="titleStatRep" encodinganalog="1.8B5"><p>

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Title notes - Attributions and conjectures

Template field Title notes- Attributions and conjectures

CSV Column radTitleAttributionsAndConjectures

RAD Rule “Make notes on authors to whom the unit being described has been attributed, and cite sources, if appropriate.” (RAD 1.8B6)

EAD

<odd type="titleAttributions" encodinganalog="1.8B6><p>

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Title notes - Continuation of title

Template field Title notes- Continuation of title

CSV Column radTitleContinues

RAD Rule “Complete the transcription if the formal title proper and/or other title information was abridged in the description.” (RAD 1.8B4)

EAD

<odd type="titleContinuation" encodinganalog="1.8B4><p>

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Title notes - Source of title proper

Template field Title notes- Source of title proper

CSV Column radTitleSourceOfTitleProper

RAD Rule “Indicate the source of a title proper, when appropriate.” (RAD 1.8B2)

EAD

<odd type="titleSource" encodinganalog="1.8B2"><p>

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Title notes - Variations in title

Template field Title notes- Variations in title

CSV Column radTitleVariationsInTitle

RAD Rule “Make notes on variant titles appearing outside the prescribed source of information. Make notes on titles by which the unit being described has been traditionally known other than the title proper.” (RAD 1.8B1)

EAD

<odd type="titleVariation" encodinganalog="1.8B1"><p>

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Title notes - Parallel titles and other title information

Template field Title notes- Parallel titles and other title information

CSV Column radTitleParallelTitles

RAD Rule “Make notes on parallel titles and other title information not recorded in the Title and statement of responsibility area if they are considered to be important.” (RAD 1.8B3)

EAD

<odd type="titleParallel" encodinganalog="1.8B3"><p>

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Level of description

Template field Level of description

CSV Column levelOfDescription

RAD Rule Select a level of description from the drop-down menu. See RAD 1.0A for rules and conventions on selecting levels of description.

EAD

At the parent level:

<archdesc level="fonds" relatedencoding="RAD">

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.

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Add new child levels

Template field Identifier, Level, Title, Date

CSV Column See notes below

RAD Rule Identifier: Enter an unambiguous code used to uniquely identify the description.

Level: Select a level of description from the drop-down menu. See RAD 1.0A for rules and conventions on selecting levels of description.

Title: Enter the title proper, either transcribed or supplied (RAD 1.1B).

Date: (Works similarly to the display date field when adding a date of creation; see below for more information in RAD)

EAD N/A (see the related fields elsewhere in this page)

Note

This widget has been added to help improve workflows when creating new descriptions via the user interface. When entering descriptions manually, 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.

In CSV import, adding child records can be achieved using the legacyID and parentID columns. See Legacy ID mapping: dealing with hierarchical data in a CSV.

Repository

Template field Repository

CSV Column repository

RAD Rule Select the repository that has custody and control of the archival material. The values in this field are drawn from the Authorized form of name field in archival institution records. Search for an existing name by typing the first few characters of the name. Alternatively, type a new name to create and link to a new archival institution.

EAD

<archdesc>
   <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 RAD’s General Rule 1.0A2d Non-repetition of information: “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.

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Reference code

Template field Identifier

CSV Column identifier

RAD Rule Enter an unambiguous code used to uniquely identify the description.

EAD

<did>
   <unitid encodinganalog="1.8B11" countrycode="[2 letter country code]">

Note

This field displays 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. The @countrycode value is taken from the Country value entered into the Contact area of the related repository.

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Alternative identifier

Template field Add alternative identifier(s) [link beneath identifier field]

CSV Columns alternativeIdentifiers and alternativeIdentifierLabels

RAD 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.

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Edition area

An image of the data entry fields for the Edition area.

The data entry fields for the Edition area.

Edition statement

Template field Edition statement

CSV Column radEdition

RAD Rule “Transcribe the edition statement relating to the item being described.” (RAD 1.2B1) “If the item being described lacks an edition statement but is known to contain significant changes from other editions, supply a suitable brief statement in the language and script of the title proper and enclose it in square brackets.” (RAD 1.2B3)

EAD

<did>
   <unittitle type="editionStat" encodinganalog="1.2B1">
      <edition>

Note

This field also maps to the <editionstmt><edition> tag in <eadheader><filedesc>.

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Edition statement of responsibility

Template field Edition statement of responsibility

CSV Column radEditionStatementOfResponsibility

RAD Rule “Transcribe a statement of responsibility relating to one or more editions, but not to all editions, of the item being described following the edition statement if there is one.” (RAD 1.2.C1) “When describing the first edition, give all statements of responsibility in the Title and statement of responsibility area.” (RAD 1.2C2)

EAD

<did>
   <unittitle type="statRep" encodinganalog="1.2C">
      <edition>

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Class of materials specific details area

An image of the data entry fields for the Class of materials specific details area.

The data entry fields for the Class of materials specific details area.

RAD: “1.3A. Preliminary rule: 1.3A1. Scope: For instructions regarding this area, refer to the chapters dealing with the class(es) of material that use it.”

Statement of scale (cartographic)

Template field Statement of scale (cartographic)

CSV Column radStatementOfScaleCartographic

RAD Rule “Give the scale of the unit being described…as a representative fraction (RF) expressed as a ratio (1: ). Precede the ratio by Scale. Give the scale even if it is already recorded as part of the title proper or other title information.” (RAD 5.3B1)

EAD

<did>
   <materialspec type="cartographic" encodinganalog="5.3B1">

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Statement of projection (cartographic)

Template field Statement of projection (cartographic)

CSV Column radStatementOfProjection

RAD Rule “Give the statement of projection if it is found on the prescribed source(s) of information.” (RAD 5.3C1)

EAD

<did>
   <materialspec type="projection" encodinganalog="5.3C1">

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Statement of coordinates (cartographic)

Template field Statement of coordinates (cartographic)

CSV Column radStatementOfCoordinates

RAD Rule “At the fonds, series or file levels, record coordinates for the maximum coverage provided by the materials in the unit, as long as they are reasonably contiguous.” (RAD 5.3D)

EAD

<did>
   <materialspec type="coordinates" encodinganalog="5.3D">

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Statement of scale (architectural)

Template field Statement of scale (architectural)

CSV Column radStatementOfScaleArchitectural

RAD Rule “Give in English the scale in the units of measure found on the unit being described. If there is no English equivalent for the name of the unit of measure, give the name, within quotation marks, as found on the unit being described.” (RAD 6.3B)

EAD

<did>
   <materialspec type="architectural" encodinganalog="6.3B">

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Issuing jurisdiction and denomination (philatelic)

Template field Issuing jurisdiction and denomination (philatelic)

CSV Column radIssuingJurisdiction

RAD Rule “Give the name of the jurisdiction (e.g., government) responsible for issuing the philatelic records.” (RAD 12.3B1) “For all units possessing a denomination (e.g., postage stamps, revenue stamps, postal stationery items), give the denomination in a standardized format, recording the denomination number in arabic numerals followed by the name of the currency unit. Include a denomination statement even if the denomination is already recorded as part of the title proper or other title information.” (RAD 12.3C1)

EAD

<did>
   <materialspec type="philatelic" encodinganalog="12.3B1">

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Authority record fields

These fields are found in the CSV template but when entering descriptions manually are found in the authority record. However, the description can be linked to the authority record while entering the data manually.

Creator

Template field Creator

CSV Column eventActors

RAD Rule Use the Actor name field to link an authority record to this 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.

EAD

<origination encodinganalog="1.4D">
   <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

In the CSV template, this column can accept multiple values, separated by a pipe | character. The label values will be matched 1:1 with the identifiers.

Tip

When entering the description manually, the Creator field is found in the RAD template within the Dates of creation information area, labeled as “Actor name.”

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 RAD’s General Rule 1.0A2d Non-repetition of information: “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.

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Biographical history

Template field Biographical history

CSV Column eventActorHistories

RAD 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)

See also RAD section 1.7B1.

EAD

<bioghist id="[md5 hash]" encodinganalog="1.7B">
   <note>
      <p>

Note

When entering data manually, this field needs to be written in the authority record. If an authority record does not already exist, AtoM will create one when a new creator is entered, above. The user can then navigate to the authority record to enter the Biographical or Administrative history (see: Authority records).

Note

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.

In the CSV template, this column can accept multiple values, separated by a pipe | character. The label values will be matched 1:1 with the identifiers.

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.

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Dates of creation area

When entering data manually, the fields below are accessed by clicking “Add new” in the dates of creation area.

An image of the data entry fields for the Dates of Creation area

The data entry fields for the Dates of Creation area

Entering an actor’s name will automatically insert the actor’s biographical sketch or administrative history from the authority record.

When entering data manually, users can choose an event type from a drop-down menu. The event types can be edited by an administrator in the Event types taxonomy (see: Add a new term). When importing descriptions via CSV, the event type defaults to Creation.

Place

Template field Place

CSV Column N/A

RAD Rule “For an item, transcribe the place of publication, distribution, etc., in the form and grammatical case in which it appears.” (RAD 1.4C1). Search for an existing term in the places taxonomy by typing the first few characters of the term name. Alternatively, type a new term to create and link to a new place term.

EAD

<controlaccess>
   <geogname role="Creator" encodinganalog="1.4C" id="atom_200823_place">

Note

The above example assumes that the place was linked to a creator, as opposed to a publisher, broadcaster, or other role - the @role attribute value will depend on the type of event entered. An example @id is included in this example as well - atom will generate and use these to maintain the relationship between a creator name, date, and place when roundtripping.

Date(s)

Template field Date

CSV Column eventDates and eventTypes

RAD Rule “Give the date(s) of creation of the unit being described either as a single date, or range of dates (for inclusive dates and/or predominant dates). Always give the inclusive dates. When providing predominant dates, specify them as such, preceded by the word predominant…” (1.4B2). Record probable and uncertain dates in square brackets, using the conventions described in RAD 1.4B5.

EAD (creator example)

<did>
   <unitdate id="[atom-generated-value]" normal="[start date/end date]" encodinganalog="1.4B2">

Note

The CSV column in earlier versions prior to 2.2 was named “creatorDates” - it has been updated to clarify its relation to the creation event - not to the dates of existence of the creator. However, we have added fallback code, so if the old name is used, the import will still succeed.

Note

This field will display the date as intended by the editor of the archival description, in the language of the standard being used. The start and end date values, which must be ISO-formatted (YYYY-MM-DD), will populate the @normal attribute. AtoM will also generate an ID to be able to link the creator name, place, and event date again when roundtripping from one AtoM instance to another.

Users can also set the type of event, using the “Event type” drop-down menu. In the RAD edit page, the default terms in the drop-down menu for “Event type” are:

  • Creation
  • Custody
  • Publication
  • Contribution
  • Collection
  • Accumulation
  • Reproduction
  • Distribution
  • Broadcasting
  • Manufacturing

AtoM will also add a @datechar attribute for different types of events. Here is an example for a broadcasting event date in EAD XML:

<did>
   <unitdate id="[atom-generated-value]" datechar="broadcasting" normal="[start date/end date]" encodinganalog="1.4F">

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Dates of creation - Start

Template field Start

CSV Column eventStartDates

Note

The CSV column in earlier versions prior to 2.2 was named “creatorDatesStart” - it has been updated to clarify its relation to the creation event - not to the dates of existence of the creator. However, we have added fallback code, so if the old name is used, the import will still succeed.

RAD Rule Enter the start year. Do not use any qualifiers or typographical symbols to express uncertainty. Acceptable date formats: YYYYMMDD, YYYY-MM-DD, YYYY-MM, YYYY.

EAD

<did>
   <unitdate id="[atom-generated-value]" normal="[start date/end date]" encodinganalog="1.4B2">

Note

This field only displays while editing the description. If AtoM is able to interpret the start date from the Date(s) field, above, it will autopopulate upon entering. In the EAD, the start and end date values are added to the @normal attribute of the corresponding <unitdate> element.

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Dates of creation - End

Template field Dates of creation - End

CSV Column eventEndDates

RAD Rule Enter the end year. Do not use any qualifiers or typographical symbols to express uncertainty. Acceptable date formats: YYYYMMDD, YYYY-MM-DD, YYYY-MM, YYYY.

EAD

<did>
   <unitdate id="[atom-generated-value]" normal="[start date/end date]" encodinganalog="1.4B2">

Note

The CSV column in earlier versions prior to 2.2 was named “creatorDatesEnd” - it has been updated to clarify its relation to the creation event - not to the dates of existence of the creator. However, we have added fallback code, so if the old name is used, the import will still succeed.

Note

This field only displays while editing the description. If AtoM is able to interpret the start date from the Date(s) field, above, it will autopopulate upon entering.In the EAD, the start and end date values are added to the @normal attribute of the corresponding <unitdate> element.

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Dates of creation - Note

Template field Event Note

CSV Column eventDescriptions

RAD Rule “Make notes on dates and any details pertaining to the dates of creation, publication, or distribution, of the unit being described that are not included in the Date(s) of creation, including publication, distribution, etc., area and that are considered to be important. ” (RAD 1.8B8) “Make notes on the date(s) of accumulation or collection of the unit being described.” RAD 1.8B8a)

Note

The CSV column in earlier versions prior to 2.2 was named “creatorDatesNotes” - it has been updated to clarify its relation to the creation event - not to the dates of existence of the creator. However, we have added fallback code, so if the old name is used, the import will still succeed.

Note

This field appears while editing as “Event note.”

EAD N/A

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Physical description area

An image of the data entry fields for the Physical description area.

The data entry fields for the Physical description area.

Physical description

Template field Physical description

CSV Column extentAndMedium

RAD Rule “At all levels record the extent of the unit being described by giving the number of physical units in arabic numerals and the specific material designation as instructed in subrule .5B in the chapter(s) dealing with the broad class(es) of material to which the unit being described belongs.” (RAD 1.5B1) Include other physical details and dimensions as specified in RAD 1.5C and 1.5D. Separate multiple entries in this field with a carriage return (i.e. press the Enter key on your keyboard).

EAD

<did>
  <physdesc encodinganalog="1.5B1">

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.

A comparison of the edit and view pages for physical description

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Publisher’s series area

An image of the data entry fields for the Publisher's series area.

The data entry fields for the Publisher’s series area.

Title proper of publisher’s series

Template field Title proper of publisher’s series

CSV Column radTitleProperOfPublishersSeries

RAD Rule “At the item level of description, transcribe a title proper of the publisher’s series as instructed in 1.1B1.” (RAD 1.6B)

EAD

<did>
   <unittitle>
      <bibseries>
         <title encodinganalog="1.6B1">

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Parallel titles of publisher’s series

Template field Parallel titles of publisher’s series

CSV Column radParallelTitlesOfPublishersSeries

RAD Rule “Transcribe parallel titles of a publisher’s series as instructed in 1.1D.” (RAD 1.6C1)

EAD

<did>
   <unittitle>
      <bibseries>
         <title type="parallel" encodinganalog="1.6C1">

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Other title information of publisher’s series

Template field Other title information of publisher’s series

CSV Column radOtherTitleInformationOfPublishersSeries

RAD Rule “Transcribe other title information of a publisher’s series as instructed in 1.1E and only if considered necessary for identifying the publisher’s series.” (RAD 1.6D1)

EAD

<did>
   <unittitle>
      <bibseries>
         <title type="otherInfo" encodinganalog="1.6D1">

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Statement of responsibility relating to publisher’s series

Template field Statement of responsibility relating to publisher’s series

CSV Column radStatementOfResponsibilityRelatingToPublishersSeries

RAD Rule “Transcribe explicit statements of responsibility appearing in conjunction with a formal title proper of a publisher’s series as instructed in 1.1F and only if considered necessary for identifying the publisher’s series.” (RAD 1.6E1)

EAD

<did>
   <unittitle>
      <bibseries>
         <title type="statRep" encodinganalog="1.6E1">

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Numbering within publisher’s series

Template field Numbering within publisher’s series

CSV Column radNumberingWithinPublishersSeries

RAD Rule “Give the numbering of the item within a publisher’s series in the terms given in the item.” (RAD 1.6F1)

EAD

<did>
   <unittitle>
      <bibseries>
         <num encodinganalog="1.6F">

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Note on publisher’s series

Template field Note on publisher’s series

CSV Column radPublishersSeriesNote

RAD Rule “Make notes on important details of publisher’s series that are not included in the Publisher’s series area, including variant series titles, incomplete series, and of numbers or letters that imply a series.” (RAD 1.8B10)

EAD

<odd type="bibSeries" encodinganalog="1.8B10">

Note

This field maps to the same EAD field as the field in Notes area below, Other notes- Publisher’s Series. Both notes refer to RAD 1.8B10.

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Archival description area

An image of the data entry fields for the Archival description area.

The data entry fields for the Archival description area.

Custodial history

Template field Custodial history

CSV Column archivalHistory

RAD Rule “Give the history of the custody of the unit being described, i.e., the successive transfers of ownership and custody or control of the material, along with the dates thereof, insofar as it can be ascertained.” (RAD 1.7C)

EAD

<custodhist encodinganalog="1.7C">
   <p>

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Scope and content

Template field Scope and content

CSV Column scopeAndContent

RAD Rule “At the fonds, series, and collection levels of description, and when necessary at the file and the item levels of description, indicate the level being described and give information about the scope and the internal structure of or arrangement of the records, and about their contents.” (RAD 1.7D)

“For the scope of the unit being described, give information about the functions and/or kinds of activities generating the records, the period of time, the subject matter, and the geographical area to which they pertain. For the content of the unit being described, give information about its internal structure by indicating its arrangement, organization, and/or enumerating its next lowest level of description. Summarize the principal documentary forms (e.g., reports, minutes, correspondence, drawings, speeches).” (RAD 1.7D1)

EAD

<scopecontent encodinganalog="1.7D">
   <p>

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Notes area

An image of the first block of data entry fields for the notes area.
An image of the second block of data entry fields for the notes area.
An image of the third block of data entry fields for the notes area.

The data entry fields for the Notes area.

Physical condition

Template field Physical condition

CSV Column physicalCharacteristics

RAD Rule “Make notes on the physical condition of the unit being described if that condition materially affects the clarity or legibility of the records.” (RAD 1.8B9a)

EAD

<phystech encodinganalog="1.8B9a">
   <p>

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Immediate source of acquisition

Template field Immediate source of acquisition

CSV Column acquisition

RAD Rule “Record the donor or source (i.e., the immediate prior custodian) from whom the unit being described was acquired, and the date and method of acquisition, as well as the source/donor’s relationship to the material, if any or all of this information is not confidential. If the source/donor is unknown, record that information.” (RAD 1.8B12)

EAD

<acqinfo encodinganalog="1.8B12">
   <p>

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Arrangement

Template field Arrangement

CSV Column arrangement

RAD Rule “Make notes on the arrangement of the unit being described which contribute significantly to its understanding but cannot be put in the Scope and content (see 1.7D), e.g., about reorganisation(s) by the creator, arrangement by the archivist, changes in the classification scheme, or reconstitution of original order.” (RAD 1.8B13)

EAD

<arrangement encodinganalog="1.8B13">
   <p>

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Language of material

Template field Language of material

CSV Column language

RAD Rule “Record the language or languages of the unit being described, unless they are noted elsewhere or are apparent from other elements of the description.” RAD (1.8.B14).

EAD

<did>
   <langmaterial encodinganalog="1.8B9a">
      <language langcode="[ISO code]">

Note

Use a three-letter language code from ISO 639-2 when importing from CSV.

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Script of material

Template field Script of material

CSV Column script

RAD Rule “[N]ote any distinctive alphabets or symbol systems employed.” RAD (1.8.B14)

EAD

<archdesc>
   <did>
      <langmaterial encodinganalog="1.8B9a">
         <language scriptcode="[ISO code]">

Note

Use a three-letter language code from ISO 639-2 when importing from CSV.

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Language and script note

Template field Language and script note

CSV Column languageNote

RAD Rule “Record the language or languages of the unit being described, unless they are noted elsewhere or are apparent from other elements of the description. Also note any distinctive alphabets or symbol systems employed.” RAD (1.8.B14).

EAD

<did>
   <langmaterial encodinganalog="1.8B9a">

Note

Not intended to duplicate information from language or script, above.

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Location of originals

Template field Location of originals

CSV Column locationOfOriginals

RAD Rule “If the unit being described is a reproduction and the location of the original material is known, give that location. Give, in addition, any identifying numbers that may help in locating the original material in the cited location. If the originals are known to be no longer extant, give that information.” (RAD 1.8B15a)

EAD

<originalsloc encodinganalog="1.8B15a">
   <p>

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Availability of other formats

Template field Availability of other formats

CSV Column locationOfCopies

RAD Rule “If all or part of the unit being described is available (either in the institution or elsewhere) in another format(s), e.g., if the text being described is also available on microfilm; or if a film is also available on videocassette, make a note indicating the other format(s) in which the unit being described is available and its location, if that information is known. If only a part of the unit being described is available in another format(s), indicate which parts.” (RAD 1.8B15b)

EAD

<altformavail encodinganalog="1.8B15b">
   <p>

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Restrictions on access

Template field Restrictions on access

CSV Column accessConditions

RAD Rule “Give information about any restrictions placed on access to the unit (or parts of the unit) being described.” (RAD 1.8B16a)

EAD

<accessrestrict encodinganalog="1.8B16a">
   <p>

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Terms governing use, reproduction, and publication

Template field Terms governing use, reproduction, and publication

CSV Column reproductionConditions

RAD Rule “Give information on legal or donor restrictions that may affect use or reproduction of the material.” (RAD 1.8B16c)

EAD

<userestrict encodinganalog="1.8B16c">
   <p>

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Finding aids

Template field Finding aids

CSV Column findingAids

RAD Rule “Give information regarding the existence of any finding aids. Include appropriate administrative and/or intellectual control tools over the material in existence at the time the unit is described, such as card catalogues, box lists, series lists, inventories, indexes, etc.” (RAD 1.8B17)

EAD

<otherfindaid encodinganalog="1.8B17">
   <p>

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Associated materials

Template field Associated materials

CSV Column relatedUnitsOfDescription

RAD Rule For associated material, “If records in another institution are associated with the unit being described by virtue of the fact that they share the same provenance, make a citation to the associated material at the fonds, series or collection level, or for discrete items, indicating its location if known.” (RAD 1.8B18).

For related material, “Indicate groups of records having some significant relationship by reason of shared responsibility or shared sphere of activity in one or more units of material external to the unit being described.” (RAD 1.8B20).

EAD

<relatedmaterial encodinganalog="1.8B18">
   <p>

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Accruals

Template field Accruals

CSV Column accruals

RAD Rule “When the unit being described is not yet complete, e.g., an open fonds or series, make a note explaining that further accruals are expected… If no further accruals are expected, indicate that the unit is considered closed.” (RAD 1.8B19)

EAD

<accruals encodinganalog="1.8B19">
   <p>

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An image of the data entry fields for the other notes fields.

The data entry fields for Other notes. Multiple notes can be added by clicking “Add new”

Other notes - Accompanying material

Template field Other notes - Accompanying material

CSV Column radNoteAccompanyingMaterial

RAD Rule “Give details of accompanying material not mentioned in the Physical description area (see 1.5E).” (RAD 1.8B9c)

EAD

<odd type="material" encodinganalog="1.5E">
   <p>

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Other notes - Alpha-numeric designations

Template field Other notes - Alpha-numeric designations

CSV Column radNoteAlphaNumericDesignation

RAD Rule “If desirable, make a note of any important numbers borne by the unit being described other than publisher’s series numbers (see 1.6F) or standard numbers (see 1.9).” (RAD 1.8 B11)

EAD

<odd type="alphanumericDesignation" encodinganalog="1.8B11">
   <p>

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Other notes - Cast note

Template field Other notes - Cast note

CSV Column radNoteCast

RAD Rule “List featured players, performers, presenters or other on-screen personnel.” (Moving images - RAD 7.8B5b)

EAD

Note

At this time, the RAD Cast note field in AtoM has not been mapped to the EAD import/export.

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Other notes - Conservation

Template field Other notes - Conservation

CSV Column radNoteConservation

RAD Rule “If the unit being described has received any specific conservation treatment, e.g., if repair work has been done on it, briefly indicate the nature of the work.” (RAD 1.8B9b)

EAD

<odd type="conservation" encodinganalog="1.8B9b">
   <p>

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Other notes - Credits note

Template field Other notes - Credits note

CSV Column radNoteCredits

RAD Rule “List persons (other than the cast) who have contributed to the artistic and/or technical production of a moving image document. Preface each name or group of names with a statement of function.” (Moving images - RAD 7.8B5a)

EAD

Note

At this time, the RAD Credits note field in AtoM has not been mapped to the EAD import/export.

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Other notes - Edition

Template field Other notes - Edition

CSV Column radNoteEdition

RAD Rule “Make notes relating to the edition being described or of the relationship of the unit being described to other editions.” (RAD 1.8B7)

EAD

<odd type="edition" encodinganalog="1.8B7">
   <p>

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Other notes - Physical description

Template field Other notes - Physical description

CSV Column radNotePhysicalDescription

RAD Rule “Make notes relating to the physical description of the unit being described.” (RAD 1.8B9)

EAD

<odd type="physDesc" encodinganalog="1.8B9">
   <p>

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Other notes - Publisher’s series

Template field Other notes - Publisher’s series

CSV Column radPublishersSeriesNote

RAD Rule “Make notes on important details of publisher’s series that are not included in the Publisher’s series area, including variant series titles, incomplete series, and of numbers or letters that imply a series.” (RAD 1.8B10)

EAD

<odd type="bibSeries" encodinganalog="1.8B10">
   <p>

Note

This column maps to the same EAD field as the column above, Note on Publishers Series. Both notes refer to RAD 1.8B10.

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Other notes- Rights

Template field Other notes- Rights

CSV Column radNoteRights

RAD Rule “Indicate the copyright status, literary rights, patents or any other rights pertaining to the unit being described.” (RAD 1.8B16b)

EAD

<odd type="rights" encodinganalog="1.8B16b">
   <p>

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Other notes- Signatures note

Template field Other notes- Signatures note

CSV Column radNoteSignatures

RAD Rule “Make notes on signatures, inscriptions, or monograms, etc., which appear on the unit being described. Indicate where such signatures and inscriptions appear.”(RAD 3.8B6)

See also: RAD 4.8B7 (Graphic materials); RAD 5.8B6 (Cartographic materials); RAD 6.8B6 (Architecture and technical drawings); RAD 11.8B7 (Objects); and RAD 12.8B7 (Philatelic records).

EAD

Note

At this time, the RAD Signatures note field in AtoM has not been mapped to the EAD import/export.

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Other notes - General note

Template field Other notes - General note

CSV Column radNoteGeneral

RAD Rule “Use this note to record any other descriptive information considered important but not falling within the definitions of the other notes. (RAD 1.8B21).

EAD

<odd type="general" encodinganalog="1.8B21">
   <p>

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Standard number area

An image of the data entry fields for the Standard number area.

The data entry fields for the Standard number area.

Standard number

Template field Standard number

CSV Column radStandardNumber

RAD Rule “Give the International Standard Book Number (ISBN), International Standard Serial Number (ISSN), or any other internationally agreed standard number for the item being described. Give such numbers with the agreed abbreviation and with the standard spacing or hyphenation.” (RAD 1.9B1)

EAD

<did>
   <unitid type="standard" encodinganalog="1.9B1">

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Access points

An image of the data entry fields for Access points.

The data entry fields for Access points.

Subject access points

Template field Subject access points

CSV Column subjectAccessPoints

RAD Rule “Search for an existing term in the Subjects taxonomy by typing the first few characters of the term. Alternatively, type a new term to create and link to a new subject term.”

EAD

<controlaccess>
   <subject>

Note

The values in this column/field will create terms in the subjects taxonomy where those do not already exist.

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Place access points

Template field Place access points

CSV Column placeAccessPoints

RAD Rule “Search for an existing term in the Places taxonomy by typing the first few characters of the term name. Alternatively, type a new term to create and link to a new place term.”

EAD

<controlaccess>
   <geogname>

Note

The values in this column/field will create terms in the places taxonomy where those do not already exist.

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Genre access points

Template field Genre access points

CSV Column genreAccessPoints

Note

The Genre taxonomy access points were added to AtoM in version 2.2. Currently the access point field is only available on the RAD template, though we hope to make it available on the ISAD and DACS in the future. At this time, it has not been added to the CSV import templates.

RAD Rule N/A

EAD

<controlaccess>
   <genreform>

Note

The Genre taxonomy comes pre-populated in AtoM with genre/documentary form terms. All 45 terms included have been taken from the US Library of Congress’ “Basic Genre Terms for Cultural Heritage Materials,” available at: http://memory.loc.gov/ammem/techdocs/genre.html. All terms can be edited or deleted by users, and new ones can be added. When using the Genre access point field in the RAD template, new values added in this field will create terms in the Genre taxonomy where those do not already exist.

Tip

The Genre terms can be used as a facet in the Browse and search pages. The label on the facet can be customized by an administrator via Admin > Settings > User interface labels. See: User interface labels.

Name access points

Template field Name access points

CSV Column nameAccessPoints

RAD Rule “Choose provenance, author and other non-subject access points from the archival description, as appropriate. All access points must be apparent from the archival description to which they relate.” (RAD 21.0B) The values in this field are drawn from the Authorized form of name field in authority records. Search for an existing name by typing the first few characters of the name. Alternatively, type a new name to create and link to a new authority record.

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.

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Control area

An image of the data entry fields for the Control area.

The data entry fields for the Control area. More fields continue below the screen shown.

For more information on the use of fields in the control area, see control area.

Description record identifier

Template field Description record identifier

CSV Column descriptionIdentifier

RAD 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>

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Institution identifier

Template field Institution identifier

CSV Column institutionIdentifier

RAD 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>

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Rules or conventions

Template field Rules or conventions

CSV Column rules

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

EAD

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

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Status

Template field Status

CSV Column descriptionStatus

RAD 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.

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Level of detail

Template field Level of detail

CSV Column levelOfDetail

RAD 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

<odd type="levelOfDetail">
   <p>

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.

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Dates of creation, revision and deletion

Template field Dates of creation, revision and deletion

CSV Column revisionHistory

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

EAD

<processinfo>
      <date>

Note

This is a free text field, allowing users to also write narrative notes about the revision history of the description.

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Language of description

Template field Language of description

CSV Column languageOfDescription

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

EAD

<eadheader>
   <profiledesc>
      <language>
         <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.

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Script of description

Template field Script of description

CSV Column scriptOfDescription

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

EAD

<eadheader>
   <profiledesc>
      <language>
         <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.

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Sources

Template field Sources

CSV Column sources

RAD 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">
      <p>

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.

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Rights area

This area of the description allows users to enter a rights record compliant with PREMIS. These fields are separate from the RAD rights notes, above, and editing one area does not effect the other. Rights records cannot be imported with descriptions via CSV.

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).

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Administration area

An image of the data entry fields for the Administration area.

The data entry fields for the Administration area.

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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.

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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.

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Version 2.3.1

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