ESSArch - ICA-Standards

ISAAR (CPF)

This section provides a detailed documentation of the entry fields of an authority record in ESSArch, their relation to ISAAR (CPF), 2nd Edition and default values available from a standard installation.

Identity Area

This sections purpose is to uniquely identify the entity being described and define standardized access points for the record.

ISAAR-CPF	ESSArch	Default Value	Purpose	Remarks
5.1.1 Type of entity	Type	[cooperate body, person, family]	To indicates whether the entity being described is a corporate body, person or family.	The values can be subtyped through admin configuration (Agent) this can be used for sub classifications of CPF
5.1.2 Authorized form(s) of name	Name(s)	Authorized	To create an authorized access point that uniquely identifies a corporate body, person or family	The entity being described can have multiple names which is distinguished trough types (alternative, abbreviations,parallel, etc.)
5.1.3 Parallel forms of name	Name(s)	Parallel	To indicate the various forms in which the Authorized form of name occurs in other languages or script	The entity being described can have multiple names which is distinguished trough types (alternative, abbreviations,parallel, etc.)
5.1.4 Standardized forms of name according to other rules	Name(s)	[Abbreviation, Earlier, Later ]	To indicate standardized forms of name for the corporate body, person or family that have been constructed according to rules other than those used to construct the authorised form of name.	The entity being described can have multiple names which is distinguished trough types (alternative, abbreviations,parallel, etc.)
5.1.5 Other forms of name	Name(s)	[Informal, Acronym]	To indicate any other name(s) for the corporate body, person or family not used elsewhere in the Identity Area	The entity being described can have multiple names which is distinguished trough types (alternative, abbreviations,parallel, etc.)
5.1.6 Identifiers for corporate bodies	Identifier(s)	N/A	To provide any numeric or alpha-numeric identifiers that are used to identify the corporate body.	By default ESSArch uses an UUID for identifying Authority Records, there’s however no limitations on creating custom identifiers. E.g. VAT or other unique identifiers.
5.2.1 Dates of existence	[Start date, End date]	N/A	To indicate the dates of existence of the corporate body, person or family

Description Area

This sections purpose is to record information about the nature, context and activities of the entity being described.

ISAAR-CPF	ESSArch	Default Value	Purpose	Remarks
5.2.1 Dates of existence	[Start date, End date]	N/A	To indicate the dates of existence of the corporate body, person or family
5.2.2 History	History	N/A	To provide a concise history of the corporate body, person or family.	It’s possible to create multiple history records
5.2.3 Places	Topography/Places	N/A	To indicate the predominant places and/or jurisdictions where the corporate body, person or family was based, lived or resided or had some other connection.
5.2.4 Legal Status	TODO	TODO	To indicate the legal status of a corporate body.	TODO
5.2.5 Functions, occupations and activities	See Classifications	See ISDF	To indicate the functions, occupations and activities performed by the corporate body, person or family.	ESSArch implements ISDF for describing functions, If one don’t want to use Classifications there’s always the possibility to use a customized note
5.2.6 Mandates/Sources of authority	Mandates	N/A	To indicate the sources of authority for the corporate body, person or family in terms of its powers, functions, responsibilities or sphere of activities, including territorial.	Mandates and reference to sources of authority is documented in the mandates section
5.2.7 Internal structures/Genealogy	Notes(Internal structures/Genealogy)	N/A	To describe and/or represent the internal administrative structure(s) of a corporate body or the genealogy of a family.
5.2.8 General context	Notes(General context)	N/A	To provide significant information on the general social, cultural, economic, political and/or historical context in which the corporate body, person or family operated, lived or was active.

Relationships Area

This sections purpose is to document and describe relationships with other corporate bodies, persons and/or families.

ISAAR-CPF	ESSArch	Default Value	Purpose	Remarks
5.3.1 Names/Identifiers of related corporate bodies, persons or families	Related Authority Records	N/A	To indicate the names and any unique identifiers of related entities and to support linkages to the authority records for related corporate bodies, persons or families.
5.3.2 Category of relationship	Related Authority Records (Type)	[superior/subordinate, controlled/controlling, owner of/owned by; predecessor/successor; ]	To identify the general category of relationship between the entity being described and another corporate body, person or family.	Any other associative relationship can be used if set up as a mirrored typed relationship e.g. Provider/client, parent/children
5.3.3 Description of relationship	Related Authority Records (Description)	N/A	To provide a specific description of the nature of the relationship.
5.3.4 Dates of the relationship	Related Authority Records (Period of validity start/Period of validity end)	N/A	To indicate the dates of duration of the relationship with another corporate body, person or family.
5.3.1 Names/Identifiers of related corporate bodies, persons or families	Related Authority Records	N/A	To indicate the names and any unique identifiers of related entities and to support linkages to the authority records for related corporate bodies, persons or families.
5.3.2 Category of relationship	Related Authority Records (Type)	[superior/subordinate, controlled/controlling, owner of/owned by; predecessor/successor; ]	To identify the general category of relationship between the entity being described and another corporate body, person or family.	Any other associative relationship can be used if set up as a mirrored typed relationship e.g. Provider/client, parent/children
5.3.3 Description of relationship	Related Authority Records (Description)	N/A	To provide a specific description of the nature of the relationship.
5.3.4 Dates of the relationship	Related Authority Records (Period of validity start/Period of validity end)	N/A	To indicate the dates of duration of the relationship with another corporate body, person or family.

Control Area

This sections purpose where information is recorded on how, when and by which agency the authority record was created and maintained.

ISAAR-CPF	ESSArch	Default Value	Purpose	Remarks
5.4.1 Authority record identifier	Identifier(s)	UUID	To identify the authority record uniquely within the context in which it will be used.
5.4.2 Institution identifiers	Reference code	N/A	To identify the agency(ies) responsible for the authority record.	Combined key made up from country code eg. SE and institutional code eg. 999
5.4.3 Rules and/or conventions	NOT EXPLICITLY USED (See Notes)	N/A	To identify the national or international conventions or rules applied in creating the archival authority record.	This section is not explicitly used that is there’s no specific field or vocabulary used but one can use a customized note type to record this information
5.4.4 Status	Status	[draft, finalized]	To indicate the drafting status of the authority record so that users can understand the current status of the authority record.
5.4.5 Level of detail	Level of detail	[minimal, partial, full]	To indicate whether the authority record applies a minimal, partial or a full level of detail.
5.4.6 Dates of creation, revision or deletion	Create Date / last edited	Current timestamp	To indicate when this authority record was created, revised or deleted.
5.4.7 Language(s) and script(s)	Language / Script	All ISO-codes	To indicate the language(s) and/or script(s) used to create the authority record.
5.4.8 Sources	Notes (Sources)	N/A	To identify the sources consulted in creating the authority record.
5.4.9 Maintenance notes	Notes (Maintenance)	N/A	To document the creation of and changes to the authority record.

Relating To Archival Materials/Other Resources

This sections purpose is for linking archival authority records to the descriptions of records created by the entity and/or other information resources about or by them.

ISAAR-CPF	ESSArch	Default Value	Purpose	Remarks
6.1 Identifiers and titles of related resources	Related resources	N/A	To identify uniquely the related resources and/or enable the linking of the authority record to a description of the related resources, where such descriptions exist.
6.2 Types of related resources	Related resources (All levels recorded)		To identify the type of related resource(s) being referenced.
6.3 Nature of relationships	Related resources (Type)	[creator, custodian, copyright owner, controller, owner, copyright owner,author]	To identify the nature of the relationships between the corporate body, person or family and the related resources.
6.4 Dates of related resources and/or relationships	Related resources(Period of validity start/Period of validity end)	N/A	To provide any relevant dates for the related resources and/or the dates of the relationship between the corporate body, person or family and the related resources, and to indicate the significance of those dates.

ISAD-G

This section provides a detailed documentation of the entry fields of an archival description in ESSArch, their relation to ISAD-G 2nd edition and default values available from a standard installation.

Identity statement Area

ISAD-G	ESSArch	Default value	Purpose	Remarks
3.1.1 Reference code(s)	Reference code	UUID( top-level resources)	To identify uniquely the unit of description and to provide a link to the description that represents it.	Combined key made up from country code eg. SE and institutional code eg. 999
3.1.2 Title	Name	N/A	To name the unit of description.
3.1.3 Date(s)	[start date, end date]	N/A	To identify and record the date(s) of the unit of description.
3.1.4 Level of description	Type	[Fonds, Series, Sub-series,File]	To identify the level of arrangement of the unit of description.	Values can be user defined to fit other purposes e.g. describing collections
3.1.5 Extent and medium of the unit of description (quantity, bulk, or size)	TODO	TODO	To identify and describe a.the physical or logical extent and b.the medium of the unit of description.	TODO

Context area

ISAD-G	ESSArch	Default value	Purpose	Remarks
3.2.1Name of creator(s)	Creator	N/A	To identify the creator (or creators) of the unit of description	An initial creator need to be linked when a top-level resource is first created. Additional creators as well as other types of relations to the units being described (donors, contributors etc) can be linked after the top-level resource has been created
3.2.2 Administrative / Biographical history	See remark	N/A	To provide an administrative history of, or biographical details on, the creator (or creators)of the unit of description to place the material in context and make it better understood.	Archival descriptions are created and controlled separately from authority records in ESSArch and are associated by linking. One can however use a custom noted if there’s a need to record this information.
3.2.3 Archival history	Notes (Archival history)	N/A	To provide information on the history of the unit of description that is significant for its authenticity, integrity and interpretation.
3.2.4 Immediate source of acquisition or transfer	See remark	N/A	To identify the immediate source of acquisition or transfer.	Archival descriptions are created and controlled separately from accession records one can however also record this information with a custom note

Content and structure area

ISAD-G	ESSArch	Default value	Purpose	Remarks
3.3.1 Scope and content	Description	N/A	To enable users to judge the potential relevance of the unit of description.
3.3.2 Appraisal, destruction and scheduling information	Notes (Appraisal,destruction, scheduling information)	N/A	To provide information on any appraisal, destruction and scheduling action.
3.3.3 Accruals	Notes (Accruals)	N/A	To inform the user of foreseen additions to the unit of description.	Besides using the note type accruals to record information of foreseen additions there’s also the possibility to have this information in either a submission agreement or by preparing a accession record as an expected transfer
3.3.4 System of arrangement	Structures	N/A	To provide information on the internal structure, the order and/or the system of classification of the unit of description.	Specifications of the system of classification are provided on the structure level in ESSArch

Conditions of access and use area

ISAD-G	ESSArch	Default value	Purpose	Remarks
3.4.1 Conditions governing access	TODO	TODO	To provide information on the legal status or other regulations that restrict or affect access to the unit of description.
3.4.2 Conditions governing reproduction	Notes[Reproduction restriction]		To identify any restrictions on reproduction of the unit of description.
3.4.3 Language/scripts of material	TODO	TODO	To identify the language(s), script(s) and symbol systems employed in the unit of description
3.4.4 Physical characteristics and technical requirement	Notes (Physical characteristics , technical requirement)	N/A	To provide information about any important physical characteristics or technical requirements that affect use of the unit of description.
3.4.5 Finding aids	Related structure units / Notes (Finding aids)	Finding aid	To identify any finding aids to the unit of description.	If the finding aid is another unit of description a relation record is preferred if the finding aid is located elsewhere a note of type Finding Aid can be created

Allied materials area

ISAD-G	ESSArch	Default value	Purpose	Remarks
3.5.1 Existence and location of originals	Related structure units / Notes(location of originals)	Originals	To indicate the existence, location, availability and/or destruction of originals where the unit of description consists of copies.	If an original of the unit of description is available in the institution a relation record is preferred. If an original is available elsewhere a note of type Location of originals can be created
3.5.2 Existence and location of copies	Related structure units / Notes(location of copies)	Copies	To indicate the existence, location and availability of copies of the unit of description.	If a copy of the unit of description is available in the institution a relation record is preferred. If a copy is available elsewhere a note of type Location of copies can be created
3.5.3 Related units of description	Related Structure units / Notes (Related unit of description)	Related unit of description	To identify related units of description.	If a related unit of description is available in the institution a relation record is preferred. If a related unit of description is available elsewhere a note of type Related unit of description can be created.
3.5.4 Publication note	Note (Publication Note)	Publication note	To identify any publications that are about or are based on the use, study, or analysis of the unit of description.

Notes area

ISAD-G	ESSArch	Default value	Purpose	Remarks
3.6.1 Note	Note	Custom Note	To provide information that cannot be accommodated in any of the other areas.

Description control area

ISAD-G	ESSArch	Default value	Purpose	Remarks
3.7.1 Archivists Note	Note (Archivist note)	Archivist Note	To explain how the description was prepared and by whom.
3.7.2 Rules or Conventions	Structures	N/A	To identify the protocols on which the description is based.	Rules and convention followed are provided on the structure level in ESSArch. If needed a note of type “Rules and Convention” can be created
3.7.3 Date(s) of descriptions	Create date / last changed	N/A	To indicate when this description was prepared and/or revised.

ISDF

This section provides a detailed documentation of the entry fields of an authority record in ESSArch, their relation to ISDF 1st edition and default values available from a standard installation.

ESSArch uses the term “function” in the same way as ISDF do; to include not only functions but also any of the subdivisions of a function such as subfunction, business process, activity, task, transaction or other term in international, national or local usage.

Identity area

This sections purpose is to uniquely identify the function and define a standardized access point.

ISDF	ESSArch	Default Value	Purpose	Remarks
5.1.1 Type	Type	N/A	To indicate whether the description is a function or one of its subdivisions
5.1.2 Authorised form(s) of name	Name	N/A	To establish an authorised access point that uniquely identifies the function.
5.1.3 Parallel form(s) of name	NOT USED	N/A	To indicate the various forms in which the authorised form(s) of name occurs in other languages or scripts.
5.1.4 Other form(s) of name	NOT USED	N/A	To indicate any other names of the function
5.1.5 Classification	Reference Code	N/A	To classify the function according to a classification scheme

Context area

This section covers the nature and context of the function.

ISDF	ESSArch	Default Value	Purpose	Remarks
5.2.1 Dates	Start date / End date	N/A	To identify the date or range of dates of the function
5.2.2 Description	Description	N/A	To provide information about the purpose of the function
5.2.3 History	NOT USED	N/A	To provide a concise history of the function.
5.2.4 Legislation	NOT USED	N/A	To identify the legal basis of the function.

Relationships area

This section covers relationships with other functions.

ISDF	ESSArch	Default Value	Purpose	Remarks
5.3.1 Authorised form(s) of name/Identifier of the related function	Related structure units	N/A	To provide the authorised form(s) of name and any unique identifier of the related function.	functions in ESSArch and are associated by linking
5.3.2 Type	Related structure units	N/A	To indicate whether the relationship is established with a function or one of its subdivisions.	functions in ESSArch and are associated by linking
5.3.3 Category of relationship	Type (Related structure units )	[earlier,later, hierarchical, associative ]	To identify the general category of relationship between the function and the related function.
5.3.4 Description of relationship	Description (Related structure units )	N/A	To provide a specific description of the nature of the relationship
5.3.5 Dates of relationship	Start Date / End Date (Related structure units )	N/A	To indicate the dates of duration of the relationship of the function with the related function.

Control area

This sections purpose is to uniquely identify and record information on creation and maintenance of the description itself.

ISDF	ESSArch	Default Value	Purpose	Remarks
5.4.1 Function description identifier	Id	UUID	To identify uniquely the function description within the context in which it will be used.
5.4.2 Institution identifiers	NOT USED	N/A	To identify the agency(ies) responsible for the description
5.4.3 Rules and/or conventions used	NOT EXPLICITLY USED	N/A	To identify the national or international conventions or rules applied in creating the description.	Not explicitly used but one can however record this information in the description of a structure
5.4.4 Status	Published/Unpublished	Published/Unpublished	To indicate the drafting status of the description, so that users can understand the current status of the description	In ESSArch a structure can be either published or unpublished this applies to the structure as a whole and not on individual function descriptions
5.4.5 Level of detail	NOT USED	N/A	To indicate whether the description applies a minimal, partial or a full level of detail.
5.4.6 Dates of creation, revision or deletion	Create date/ last modified	N/A	To indicate when this description was created, revised or deleted.
5.4.7 Language(s) and script(s)	NOT USED	N/A	To indicate the language(s) and/or script(s) used to describe the function
5.4.8 Sources	NOT USED	N/A	To indicate the sources consulted in describing the function.
5.4.9 Maintenance notes	See Remark	N/A	To document the creation of and changes to the description.	Every change of a Structure (as templates) requires a new version to be made. An instance of a template has a change log for every change to the description

Relating functions to other resources

This section covers the linking of function descriptions to authority records and archival descriptions.

ISDF	ESSArch	Default Value	Purpose	Remarks
6.1 Identifier and authorised form(s) of name/title of related resource	See Remark	N/A	To identify uniquely the related resource and enable the linking of the function description to the description of the related resource	Functions in ESSArch and are associated by linking when a resource applies a given Structure
6.2 Nature of relationship	See Remark	N/A	To identify the nature of the relationship between the function and the related resource	When a resource applies a structure it generally should be understand as a Corporate body/family/person is performing the activity more detailed information could be recorded in the instance description of the function itself.
6.3 Dates of relationship	NOT USED	N/A	To indicate the dates of duration of the relationship between the function and the related resource.