Archival Descriptions
Archival Descriptions identifies and explains the context and content of archival materials in order to promote its accessibility. ESSArch adheres to ISAD (G), 2nd Edition and comes with a standard set of controlled vocabularies for typed fields which can be customized or supplemented by additional values. Archival descriptions are created and controlled separately from authority records in ESSArch and are associated by linking.
Structures
Structures are a basis for the arrangement, classification and description of records and can in be filing plans, business process classifications description of functions or basically any other classification system that can be represented as either a flat or a tree hierarchy structure.
Structures in ESSArch largely based upon ISDF 1st edition For a detailed crosswalk between ESSArch and ISDF please see the ICA Standards section.
Adding new structure types
New structure types are added through ESSArch’s administration interface.
A structure type can be configured to either allow or disallow:
Editable instances of a template
Editable relations (to other levels or structures) of a template
Movable instance units (nodes in a tree) of a template
Adding new Structure Unit Types
Structure units are the levels of classification and description within a given structure and are added to a structure type through ESSArch’s administration interface.
two different structure types with example structure units (levels).
Structure Type |
Structure Unit |
Business Classification Scheme |
Transaction |
Business Classification Scheme |
Activity |
Business Classification Scheme |
Function |
Catalogue structure |
Series |
Catalogue structure |
Sub-series |
Catalogue structure |
File |
Adding new Structure
Structures (template) are administrated under the structure section of ESSArch.
To add a new structure, click the new structure button .
Adding Structure units
Structure units are added to a structure by right clicking on a node in the tree.
Adding relationships to other Structures / Structure units
Publish
When a Structure has been published it becomes available for use through out ESSArch.
Top-level Resources
All resources described in ESSArch need to have a top-level resource. Intellectually this can represent the archival descriptions on the fonds or collections level.
There are no limitations of the types of top-level resources that can be used in ESSArch. One institution might settle with just one top-level whilst another has a need for distinguish different types of archives or collections.
Adding a new top-level resource
Under the resource tab click on the “new resource” button. From the structures field choose one or more structures that will act as a template for the the top-level resource it self and underlying resource descriptions defined in the structure.
When initially creating an top-level resource record the following fields are required:
Name (ISAD-G Title)
Structures
Creator
Type
Reference code
Adding new structure units
Structure units are the levels of classification and description within a given structure. If the user has the right permissions new structure units can be added to an instance (top-level resource) of a structure.
To add a new structure unit, right click on the tree node and select “add structure unit”
Adding nodes
Nodes can be described as something with a physical representation within a logical structure, something that can be moved around. e.g. analogue information packages archival boxes, other containers as well as digital information packages (AIP) and items contained in these packages.
Nodes are added under structure units by right clicking on a structure unit in the tree and select “add node”.
When a structure unit is selected in the tree, an overview of the contents is displayed.
Adding descriptive texts and notes
In ESSArch one can have multiple descriptive texts / notes for resource records
Standard type of notes that can be used in ESSArch:
Archival history
Administrative / Biographical history
Immediate source of acquisition or transfer
Appraisal
Destruction
Scheduling
Accruals
System of arrangement
Physical characteristics
Finding aid
Publication note
Archivist’s note
To add a new descriptive text click on the History or Remarks tab and then the add button.
