Create a new draft archival description
Introduction
This page provides instructions on how to create a new draft archival description in the Archives Catalogue. Metadata requirements depend on the level of arrangement and description. Refer to the metadata guidelines for archival description for detailed guidance on metadata requirements for each level of description.
The archival description data-entry form will time-out after periods of inactivity. Unsaved data cannot be recovered if the data-entry form times out or closes without saving. Recommended practice is to develop a practice of regularly saving and viewing your work as you create and draft new archival descriptions.
New archival descriptions are draft by default.
Navigate to the right location in the finding aid
Each new archival description added to the Archives Catalogue must reflect careful attention to the principles of archival arrangement and description. Before you can create a new archival description, you must consider whether the description is a new top-level description or a descendant of an existing description.
New archival description is a descendant of… | Then navigate to… |
|---|---|
Top-level archival description | Use the “Add” button in the horizontal menu |
Series-level description within a fonds | The fonds-level description |
Sub-series-level description within a series | The series-level description |
File- or item-level description within a series or sub-series | The series- or sub-series-level description |
Item-level description within a file | The file-level description |
Open “Add new archival description” data-entry form
To create a new top-level description, click on the “Add” button in the horizontal menu:
And select “Archival descriptions” from the drop-down menu:
To create a new description that is a descendant of a higher-level of description, navigate to the higher-level description and click on the “Add New” button at the bottom of the page:
Create new draft archival description
The data entry form for a new archival description will be “Untitled” and will show the areas of description outlined in the Rules for Archival Description.
Click on the “Title and statement of responsibility area” header to reveal the data-entry fields for that area.
Recommended practice is to complete the “Title and statement of responsibility area” and click on the “Create” button at the bottom of the page. Refer to the metadata guidelines for archival descriptions.
Recommended practice is to work through each area of description and develop a practice of saving and viewing your work as you progress through the data-entry form.
Publish draft archival descriptions
If each new draft archival description conforms to the metadata guidelines for archival descriptions, then the descriptions are ready to enter the publishing queue. Use the Publishing Checklist for guidance. Proceed to the instructions on publishing archival descriptions.