1 Introduction
2 RAD 1.1 - Title and statement of responsibility area
3 RAD 1.3 - Class of material specific designation area
4 RAD 1.4 - Dates of creation area
5 RAD 1.5 - Physical description area
6 RAD 1.6 - Publisher's series area
7 RAD 1.7 - Archival description area
8 RAD 1.8 - Notes area
9 RAD 1.9 - Standard number area
10 Access points
11 Control area

Introduction

The University Archives publishes archival descriptions and archival authority records that comply with the Rules for Archival Description (RAD) and the International Archival Authority Record for Corporate Bodies, Persons, and Families (ISAAR-CPF).
This page provides summary information on mandatory, optional, and prohibited metadata in each level of description.
The tables lists each metadata field in the order in which they appear in the RAD data entry form in the Access to Memory software application. Specifications are based on local institutional practice at the University Archives and do not always reflect guidance found in RAD.
Guidelines are partially adapted from Simon Fraser University’s AtoM Data Entry Guidelines (GDL-39).

RAD 1.1 - Title and statement of responsibility area

Use the following

Element	Top-level description	Lower-levels	File	Item

Element	Top-level description	Lower-levels	File	Item
1.1B – Title proper	Mandatory	Mandatory	Mandatory	Mandatory
1.1C – General Material Designation	Mandatory	Mandatory	Mandatory	Mandatory
1.1D – Parallel Titles	Do not use	Do not use	Do not use	Do not use
1.1E – Other Title Information	Do not use	Do not use	Mandatory if other title information is present	Mandatory if other title information is present
1.1F – Statement of Responsibility	Do not use	Do not use	Do not use	Do not use
1.8B6 – Title notes (attributions and conjectures)	Do not use	Do not use	Do not use	Do not use
1.8B4 – Title notes (Continuation of title)	Do not use	Do not use	Mandatory if formal title proper and/or other title information was abridged in the title proper field	Mandatory if formal title proper and/or other title information was abridged in the title proper field
1.8B3 – Title notes (Parallel titles and other title information)	Do not use	Do not use	Do not use	Do not use
1.8B2 – Title notes (Source of title proper)	Optional	Optional	Mandatory for transcribed formal titles	Mandatory for transcribed formal titles
1.8B5 – Title notes (Statements of responsibility)	Do not use	Do not use	Do not use	Do not use
1.8B1 – Title notes (Variations in title)	Do not use	Do not use	Do not use	Do not use
1.0A – Level of Description	Mandatory	Mandatory	Mandatory	Mandatory
Repository	Mandatory	Do not use	Do not use	Do not use
Identifier	Mandatory ( usually a unique Collection ID)	Do not use	Mandatory (usually a unique Collection ID combined with a box and folder number to form a unique reference code)	Mandatory (usually a unique Collection ID combined with a box and folder number to form a unique reference code)

RAD 1.3 - Class of material specific designation area

The class of material specific designation area

Element	Top-level description	Lower-levels	File	Item

Element	Top-level description	Lower-levels	File	Item
5.3B1 – Statement of scale (cartographic)	Do not use	Do not use	Optional	Mandatory
5.3C1 – Statement of projection (cartographic)	Do not use	Do not use	Optional	Mandatory
5.3D1 – Statement of coordinates (cartographic)	Do not use	Do not use	Optional	Mandatory
6.3B1 – Statement of scale (architectural)	Do not use	Do not use	Optional	Mandatory
12.3B1; 12.3C1 – Issuing jurisdiction and denomination (philatelic)	Do not use	Do not use	Optional	Mandatory

RAD 1.4 - Dates of creation area

The dates of creation area links archival descriptions to archival authority records.

Element	Top-level description	Lower-levels	File	Item

Element	Top-level description	Lower-levels	File	Item
1.4B – Date(s) of creation entry	Mandatory	Mandatory	Mandatory	Mandatory
Actor name	Mandatory	Do not use, unless creator is different than the creator inherited from a higher level of description	Do not use, unless creator is different than the creator inherited from a higher level of description	Do not use, unless creator is different than the creator inherited from a higher level of description
Event type	Mandatory	Mandatory	Mandatory	Mandatory
1.4C1 – Place	Do not use	Do not use	Optional	Optional, mandatory at the item-level if item is published, distributed, etc.
1.4B2 – Date	Mandatory	Mandatory	Mandatory	Mandatory
1.4B2 – Start date	Mandatory	Mandatory	Mandatory	Mandatory
1.4B2 – End date	Mandatory	Mandatory	Mandatory	Mandatory
1.8B8 – Event note	Do not use	Do not use	Do not use	Do not use

RAD 1.5 - Physical description area

The physical description area

Element	Top-level description	Lower-levels	File	Item

Element	Top-level description	Lower-levels	File	Item
1.5B1 – Extent and material designation	Mandatory	Mandatory	Mandatory	Mandatory
1.5C1 – Other physical details	Optional	Optional	Optional	Optional, mandatory if digital object exists
1.5D1 – Dimensions	Optional	Optional	Optional	Optional, mandatory if digital object exists
1.5E1 – Accompanying material	Do not use	Do not use	Do not use	Optional, mandatory if digital object exists

RAD 1.6 - Publisher's series area

The publisher's series area

Element	Top-level description	Lower-levels	File	Item

Element	Top-level description	Lower-levels	File	Item
1.6B – Title proper of publisher’s series	Do not use	Do not use	Do not use	Do not use
1.6C1 – Parallel title of publisher’s series	Do not use	Do not use	Do not use	Do not use
1.6D1 – Other title information of publisher’s series	Do not use	Do not use	Do not use	Do not use
1.6E1 – Statement of responsibility relating to publisher’s series	Do not use	Do not use	Do not use	Do not use
1.6F1 - Numbering within publisher's series	Do not use	Do not use	Do not use	Do not use
1.8B10 - Notes on publisher's series area	Do not use	Do not use	Do not use	Do not use

RAD 1.7 - Archival description area

The archival description area

Element	Top-level description	Lower-levels	File	Item

Element	Top-level description	Lower-levels	File	Item
1.7C – Custodial history	Mandatory	Do not use	Do not use	Do not use
1.7D – Scope and content	Mandatory	Mandatory	Optional, mandatory if digital object exists	Optional, mandatory if digital object exists

RAD 1.8 - Notes area

Element	Top-level description	Lower-levels	File	Item
1.8B9a – Physical condition	Optional	Optional	Optional	Optional
1.8B12 – Immediate source of acquisition	Do not use	Do not use	Mandatory	Mandatory
1.8B13 – Arrangement	Mandatory	Optional	Optional	Optional
1.8B14 –Language of material	Mandatory	Mandatory	Mandatory	Mandatory
1.8B14 – Script of material	Optional	Optional	Optional	Optional
1.8B14 – Language and script notes	Optional	Optional	Optional	Optional
1.8B15a – Locations of originals	Mandatory if material is a reproduction	Mandatory if material is a reproduction	Mandatory if material is a reproduction	Mandatory if material is a reproduction
1.8B15b – Availability of other formats	Optional	Optional	Optional	Optional
1.8B16a – Restrictions on access	Mandatory	Mandatory if restrictions exist	Mandatory if restrictions exist	Mandatory if restrictions exist
1.8B16c and 1.8B16d – Terms governing use, reproduction, and publication	Mandatory	Optional	Optional	Optional
1.8B17 – Finding aids	Optional	Do not use	Do not use	Do not use
1.8B18 – Associated materials	Optional	Optional	Optional	Optional
1.8B20 – Related materials	Do not use	Do not use	Do not use	Do not use
1.8B19 – Accruals	Mandatory	Do not use	Do not use	Do not use
1.8B21 –General note(s)	Optional	Optional	Optional	Optional
1.8B9c – Other notes (accompanying material)	Do not use	Do not use	Do not use	Do not use
1.8B11 – Other notes (alphanumeric designations)	Optional	Optional	Optional	Optional
7.8B5b – Other notes (cast note)	Do not use	Do not use	Do not use	Do not use
1.8B9b – Other notes (conservation)	Optional	Optional	Optional	Optional
7.8B5a – Other notes (credits note)	Do not use	Do not use	Do not use	Do not use
Other notes (edition)	Optional	Optional	Optional	Do not use
Other notes (physical description)	Optional	Optional	Optional	Optional
Other notes (publisher’s series)	Do not use	Do not use	Do not use	Do not use
Other notes (rights)	Optional	Optional	Optional	Optional
Other notes (signatures) (RAD	Optional	Optional	Recommended if signatures and/or inscriptions are found	Recommended if signatures and/or inscriptions are found

RAD 1.9 - Standard number area

The standard number area

Element	Top-level description	Lower-levels	File	Item

Element	Top-level description	Lower-levels	File	Item
1.9B1 – Standard number	Do not use	Do not use	Do not use	Optional for published items with ISBNs or ISSNs

Access points

Element	Top-level description	Lower-levels	File	Item

Element	Top-level description	Lower-levels	File	Item
Subject access point	Mandatory	Optional	Optional	Optional, mandatory if digital object exists
Place access point	Mandatory	Optional	Optional	Optional, mandatory if digital object exists
Genre access point	Mandatory	Optional	Optional	Optional, mandatory if digital object exists
Name access point (link authority record as subject)	Mandatory	Optional	Optional	Optional, mandatory if digital object exists

Control area

The control area is not part of RAD. It is included in the AtoM data entry template

Element	Top-level description	Lower-levels	File	Item

Element	Top-level description	Lower-levels	File	Item
Description identifier	Do not use	Do not use	Do not use	Do not use
Institution identifier	Do not use	Do not use	Do not use	Do not use
Rules or conventions	Mandatory	Mandatory	Mandatory	Mandatory
Status	Mandatory	Mandatory	Mandatory	Mandatory
Level of detail	Mandatory	Mandatory	Mandatory	Mandatory
Dates of creation, revision, and deletion	Mandatory	Mandatory	Mandatory	Mandatory
Language	Mandatory	Mandatory	Mandatory	Mandatory
Script	Do not use	Do not use	Do not use	Do not use
Sources	Optional	Optional	Optional	Optional

University Archives Manual

Metadata guidelines for each level of archival description