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Introduction
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This page outlines the mandatory metadata elements for fondstop-level descriptions (e.g., fonds-, collection, etc.).
Title and statement of responsibility area
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RAD Element | Guidance | Notes | |
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1.1B Title proper | Mandatory |
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1.1C General material designation | Mandatory |
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1.1D Parallel titles | Do not use | A parallel title is seldom found at higher levels of description (e.g., fonds, series, or collection). | |
1.1E Other title information | Do not use |
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1.1F Statement of responsibility | Do not use | Only for item-level descriptions. | |
1.8B6 – Title notes (attributions and conjectures) | Do not use |
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1.8B4 – Title notes (Continuation of title) | Do not use |
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1.8B3 – Title notes (Parallel titles and other title information) | Do not use |
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1.8B2 – Title notes (Source of title proper) | Do not use |
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1.8B5 – Title notes (Statements of responsibility) | Do not use |
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1.8B1 – Title notes (Variations in title) | Do not use |
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1.0A – Level of Description | Mandatory |
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Repository | Mandatory | Creates a link between a finding aid and a repository described in the Archives Catalogue. | |
Identifier | Mandatory | Usually a unique Collection ID. |
Edition area
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RAD Element | Guidance | Notes |
|---|---|---|
1.2A1; 1.2B1; 1.2B3 – Edition Statement | Do not use | Only for item-level descriptions. |
1.2C1; 1.2C2 – Statement of Responsibility Relating to the Edition | Do not use | Only for item-level descriptions. |
Class of material specific designation area
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RAD Element | Guidance | Notes |
|---|---|---|
5.3B1 – Statement of scale (cartographic) | Do not use | |
5.3C1 – Statement of projection (cartographic) | Do not use | |
5.3D1 – Statement of coordinates (cartographic) | Do not use | |
6.3B1 – Statement of scale (architectural) | Do not use | |
12.3B1; 12.3C1 – Issuing jurisdiction and denomination (philatelic) | Do not use |
Dates of creation area
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The dates of creation area links archival descriptions to archival authority records.
RAD Element | Guidance | Notes |
|---|---|---|
1.4B – Date(s) of creation entry | Mandatory | This entry is a small form within the archival description template. |
Actor name | Mandatory | Actor name “inherits” from top-level description to lower levels. Only provide at lower levels if the creator is different than the creator inherited from a higher level of description. |
Event type | Mandatory | Only use “creation” event type. |
1.4C1 – Place | Do not use | Use geographic access points in the Access Points area. |
1.4B2 – Date | Mandatory | See writing style guidelines for advice on formatting dates. |
1.4B2 – Start date | Mandatory | See writing style guidelines for advice on formatting dates. |
1.4B2 – End date | Mandatory | See writing style guidelines for advice on formatting dates. |
1.8B8 – Event note | Do not use |
Physical description area
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RAD Element | Guidance | Notes |
|---|---|---|
1.5B1 – Extent and material designation | Mandatory | |
1.5C1 – Other physical details | Optional | |
1.5D1 – Dimensions | Optional | |
1.5E1 – Accompanying material | Do not use | Only for item-level descriptionsdescription. |
Publisher’s series area
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RAD Element | Guidance | Notes |
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1.6B – Title proper of publisher’s series | Do not use | |
1.6C1 – Parallel title of publisher’s series | Do not use | |
1.6D1 – Other title information of publisher’s series | Do not use | |
1.6E1 – Statement of responsibility relating to publisher’s series | Do not use | |
1.6F1 - Numbering within publisher's series | Do not use | |
1.8B10 - Notes on publisher's series area | Do not use |
Archival description area
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RAD Element | Guidance | Notes |
|---|---|---|
1.7C – Custodial history | Mandatory | |
1.7D – Scope and content | Mandatory |
Notes area
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RAD Element | Guidance | Notes |
|---|---|---|
1.8B9a – Physical condition | Optional | |
1.8B12 – Immediate source of acquisition | Do not use | |
1.8B13 – Arrangement | Optional | |
1.8B14 –Language of material | Mandatory | |
1.8B14 – Script of material | Optional | |
1.8B14 – Language and script notes | Optional | |
1.8B15a – Locations of originals | Mandatory if material is a reproduction | |
1.8B15b – Availability of other formats | Optional | |
1.8B16a – Restrictions on access | Mandatory | |
1.8B16c and 1.8B16d – Terms governing use, reproduction, and publication | Mandatory | |
1.8B17 – Finding aids | Optional | |
1.8B18 – Associated materials | Optional | Use this not to make reference to associated/related material at Dalhousie or other archives. |
1.8B20 – Related materials | Do not use | |
1.8B19 – Accruals | Mandatory | |
1.8B21 –General note(s) | Optional | Use the general note field to provide content warnings if necessary. |
1.8B9c – Other notes (accompanying material) | Do not use | |
1.8B11 – Other notes (alphanumeric designations) | Optional | |
7.8B5b – Other notes (cast note) | Do not use | |
1.8B9b – Other notes (conservation) | Optional | |
7.8B5a – Other notes (credits note) | Do not use | |
Other notes (edition) | Do not use | |
Other notes (physical description) | Optional | |
Other notes (publisher’s series) | Do not use | |
Other notes (rights) | Optional | |
Other notes (signatures) (RAD | Optional |
Standard number area
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RAD Element | Guidance | Notes |
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1.9B1 – Standard number | Do not use |
Access points area
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RAD Element | Guidance | Notes |
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Subject access point | Mandatory | |
Place access point | Mandatory | |
Genre access point | Mandatory | |
Name access point (link authority record as subject) | Optional |
Control area
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The control area is not part of RAD. It is included in the AtoM data entry template.
RAD Element | Guidance | Notes |
|---|---|---|
Description identifier | ||
Institution identifier | ||
Rules or conventions | Mandatory | Always “Rules for Archival Description” |
Status | Mandatory | Always select “Final” |
Level of detail | Mandatory | Always select “Full” |
Dates of creation, revision, and deletion | Mandatory | Start with YYYY-MM-DD |
Language | Mandatory | |
Script | Do not use | |
Sources | Optional |
Administrative area
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Note: The administrative area is not part of RAD. It is included in the AtoM data entry template.
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