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| Information element | Usage | Guidelines | CAAIS element |
|---|---|---|---|
| Title | Required | 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 processingduring processing. | 1.4 3 Accession title |
| Identifier | Required | Assign a unique accession identifier using a standardized system for generating numeric generating numeric or alphanumeric codes. | 1.2 Accession identifier |
| Accession date | Required | Record the date the accessioning took place. Add event statements to record additional date information. | 5.1 Event statement |
| Content description | Required | 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 4 Archival Unit |
| Inventory | Optional | ||
| Provenance | Optional | Provide provenance information about the accession, such as custodial history, detailed acquisition information, etc. | |
| Retention rule | Do not use | Retention rules are provided in the file classifications. | |
| General note | Optional | ||
| Acquisition type | Required | 1.6 5 Acquisition method | |
| Resource type | Required | ||
| Restrictions apply? | |||
| Publish? | Do not use | Do not use | |
| Access restrictions? | Required | Check the box if there are any access restrictions for the contents of the accession. | |
| Access restrictions note | Required | If there are restrictions provide an explanatory note. | |
| Use restrictions? | Required | Check the box if there are any use restrictions for the contents of the accession. | |
| Use restrictions note | Required | If there are restrictions provide an explanatory note. |
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| Information element | Usage | Guidelines | CAAIS element |
|---|---|---|---|
| Rights Type | 4.2.1 Rights Type |
Instances area
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| Information element | Usage | Guidelines | CAAIS element |
|---|---|---|---|
| Type | |||
| Top container | Type to search available records... | N/A | |
| Child type | Not yet determined | N/A | |
| Child indicator | Not yet determined | N/A | |
| Grandchild type | Not yet determined | N/A | |
| Grandchild indicator | Not yet determined | N/A |
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| Information element | Usage | Guidelines | CAAIS element |
|---|---|---|---|
| Portion | |||
| Description | |||
| Reason | |||
| Disposition | |||
| Notification given? | |||
| Deaccession date | |||
| Deaccession date label | |||
| Deaccession date expression | |||
| Deaccession date type | |||
| Deaccession date certainty | |||
| Deaccession date era | |||
| Deaccession date calendar | |||
| Deaccession extents | |||
| Portion | |||
| Number | |||
| Type | |||
| Container summary | |||
| Physical detailsq | |||
| Dimensions | |||
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Collection management area
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| Information element | Usage | Guidelines | CAAIS element | |
|---|---|---|---|---|
| Processing priority | Optional | Indicate the priority assigned to processing of the accession. If the material is scheduled for a monetary appraisal, select "high" priority.Do not use | Do not use | |
| Rights determined? | Optional | Check the box if the rights for the accession have been determined and a rights record has been created and linked to the accession record.Do not use | Do not use | |
| Processing planOptional | Do not use | Do not use | ||
| ProcessorsOptional | Do not use | Do not use | ||
| Processing hrs/unit estimateOptional | Do not use | Do not use | ||
| Processing total extent | OptionalDo not use | Do not use | ||
| Extent typeOptional | Do not use | Do not use | ||
| Total processing hours | OptionalDo not use | Do not use | ||
| Funding sourceOptional | Do not use | Do not use | ||
| Processing statusMandatory | Do not use | Do not use |
Classifications area
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| Information element | Usage | Guidelines | CAAIS element | ||
|---|---|---|---|---|---|
| Classifications | Required for University Records Do not use | Do not use | N/A for private donations | Select the appropriate DalClass classification(s) from the drop-down list. | 1.6 Disposition Authority |
User defined fields area
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Note: the User defined fields include information about monetary appraisals and legacy identifiers (e.g., old accession numbers, ULM identifiers).
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