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| Information element | Usage | Guidelines | CAAIS element |
|---|---|---|---|
| Title | Mandatory | Supply an accession title that consists of the creator’s name(s) and the type of material. The accession title may be an interim title and may be subject to revision during processing. | 1.4 Accession title |
| Identifier | Mandatory | Assign a unique accession identifier using a standardized system for generating numeric or alphanumeric codes. | 1.2 Accession identifier |
| Accession date | Mandatory | Record the date the accessioning took place. Add event statements to record additional date information. | 5.1 Event statement |
| Content description | Mandatory | Record a summary that includes: functions and activities that resulted in the material’s generation, dates, the geographic area to which the material pertains, subject matter, arrangement, classification, and documentary forms. This is recorded as a free text statement. | 3.3 Scope and content |
| Condition description | Optional | Provide a description of the physical condition of the contents of the accession, including any special handling requirements. Use preservation statements to provide information about material in the accession that is known to be at-risk of becoming inaccessible due to physical damage or degradation; that requires special equipment or technology to access its content; or that will require specific supplies or expertise to preserve. | 4.3 Material assessment statement |
| Disposition | Optional | Describe how the contents of the accession have been assigned to different fonds or collections. | 1.5 Archival Unit |
| Inventory | Optional | 4.5 Associated documentation | |
| Provenance | |||
| Retention rule | |||
| General note | |||
| Acquisition type | Mandatory | 1.6 Acquisition method | |
| Resource type | Mandatory | ||
| Restrictions apply? | |||
| Publish? | Do not use | Do not use | |
| Access restrictions? | Mandatory | Check the box if there are any access restrictions for the contents of the accession. | |
| Access restrictions note | Mandatory | If there are restrictions provide an explanatory note. | |
| Use restrictions? | Mandatory | Check the box if there are any use restrictions for the contents of the accession. | |
| Use restrictions note | Mandatory | If there are restrictions provide an explanatory note. |
Dates area
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Accession records can include multiple date notes. The following guidelines apply to each date note.
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