Mandatory metadata elements for top-level descriptions
- Creighton Barrett
- 1 Introduction
- 2 Title and statement of responsibility area
- 3 Edition area
- 4 Class of material specific designation area
- 5 Dates of creation area
- 6 Physical description area
- 7 Publisher’s series area
- 8 Archival description area
- 9 Notes area
- 10 Standard number area
- 11 Access points area
- 12 Control area
- 13 Administrative area
Introduction
This page outlines the mandatory metadata elements for top-level descriptions (e.g., fonds-, collection, etc.).
Title and statement of responsibility area
RAD Element | Guidance | Notes |
|---|---|---|
1.1B Title proper | Mandatory | Usually a supplied title proper (formal titles are seldom found at the fonds-level). |
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 |
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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) | Mandatory |
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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
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
RAD Element | Guidance | Notes |
|---|---|---|
5.3B1 – Statement of scale (cartographic) | Do not use |
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5.3C1 – Statement of projection (cartographic) | Do not use |
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5.3D1 – Statement of coordinates (cartographic) | Do not use |
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6.3B1 – Statement of scale (architectural) | Do not use |
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12.3B1; 12.3C1 – Issuing jurisdiction and denomination (philatelic) | Do not use |
|
Dates of creation area
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
RAD Element | Guidance | Notes |
|---|---|---|
1.5B1 – Extent and material designation | Mandatory |
|
1.5C1 – Other physical details | Optional |
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1.5D1 – Dimensions | Optional |
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1.5E1 – Accompanying material | Do not use | Only for item-level description. |
Publisher’s series area
RAD Element | Guidance | Notes |
|---|---|---|
1.6B – Title proper of publisher’s series | Do not use |
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1.6C1 – Parallel title of publisher’s series | Do not use |
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1.6D1 – Other title information of publisher’s series | Do not use |
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1.6E1 – Statement of responsibility relating to publisher’s series | Do not use |
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1.6F1 - Numbering within publisher's series | Do not use |
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1.8B10 - Notes on publisher's series area | Do not use |
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Archival description area
RAD Element | Guidance | Notes |
|---|---|---|
1.7C – Custodial history | Mandatory |
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1.7D – Scope and content | Mandatory |
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Notes area
RAD Element | Guidance | Notes |
|---|---|---|
1.8B9a – Physical condition | Optional |
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1.8B12 – Immediate source of acquisition | Mandatory | Used to provide accession numbers (e.g., Accession 1970-037) |
1.8B13 – Arrangement | Mandatory | Used to describe the internal organization of the fonds. |
1.8B14 – Language of material | Mandatory |
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1.8B14 – Script of material | Optional |
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1.8B14 – Language and script notes | Optional |
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1.8B15a – Locations of originals | Mandatory if material is a reproduction |
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1.8B15b – Availability of other formats | Optional |
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1.8B16a – Restrictions on access | Mandatory |
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1.8B16c and 1.8B16d – Terms governing use, reproduction, and publication | Mandatory |
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1.8B17 – Finding aids | Optional |
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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 | Dalhousie uses the associated materials field to describe all associated and related material. |
1.8B19 – Accruals | Mandatory |
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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 |
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1.8B11 – Other notes (alphanumeric designations) | Optional |
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7.8B5b – Other notes (cast note) | Do not use |
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1.8B9b – Other notes (conservation) | Optional |
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7.8B5a – Other notes (credits note) | Do not use |
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Other notes (edition) | Do not use |
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Other notes (physical description) | Optional |
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Other notes (publisher’s series) | Do not use |
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Other notes (rights) | Optional |
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Other notes (signatures) (RAD | Optional |
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Standard number area
RAD Element | Guidance | Notes |
|---|---|---|
1.9B1 – Standard number | Do not use |
|
Access points area
RAD Element | Guidance | Notes |
|---|---|---|
Subject access point | Mandatory |
|
Place access point | Mandatory |
|
Genre access point | Mandatory |
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Name access point (link authority record as subject) | Optional |
|
Control area
The control area is not part of RAD. It is included in the AtoM data entry template.
RAD Element | Guidance | Notes |
|---|---|---|
Description identifier |
|
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Institution identifier |
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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 |
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Script | Do not use |
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Sources | Optional |
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Administrative area
Note: The administrative area is not part of RAD. It is included in the AtoM data entry template.
RAD Element | Guidance | Notes |
|---|---|---|
Display standard | RAD, July 2008 version. Canadian Council of Archives |
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