Introduction

Agent record metadata guidelines are derived from the International Standard Archival Authority Record for Corporate Bodies, Persons, and Families (2nd edition) and the tool tips provided in ArchivesSpace.
Guidelines are organized in accordance with the agent record data entry form provided in ArchivesSpace, not the ISAAR(CPF) standard.

Basic information area

Information element	Usage	Guidelines	ISAAR(CPF) element
Agent type	Mandatory		1.4 Accession title
Publish	Mandatory	Assign a unique accession identifier using a standardized system for generating numeric or alphanumeric codes.	1.2 Accession identifier
Dates of existence

Dates of existence area

Agent records can include multiple date notes. The following guidelines apply to each date note.

Information element		Usage	Guidelines	CAAIS element
Label		Mandatory	Each agent record must contain a "Dates of existence" note with "bulk dates" of existence information in the expression field. Begin date and end date information should be provided whenever possible.	5.2.1 Dates of existence
Expression		Mandatory	Provide the dates of existence. See RAD 1.4B5 for guidance on expressing probable and uncertain dates.	5.2.1 Dates of existence
Type		Mandatory	Select the type of date expression: Bulk dates Inclusive dates Single date Each agent record must contain a "creation" note with "bulk dates" of creation information in the expression field.	5.2.1 Dates of existence
	Begin	Mandatory (certain dates)		5.2.1 Dates of existence
	End	Mandatory (certain dates)		5.2.1 Dates of existence
Certainty			If a probable or uncertain date is expressed in accordance with RAD 1.4B5, select the appropriate level of certainty from the drop-down menu: Approximate Inferred Questionable	5.2.1 Dates of existence
Era		Do not use	Do not use	5.2.1 Dates of existence
Calendar		Do not use	Do not use	5.2.1 Dates of existence

Extents area

Accession records can include multiple extent notes. The following guidelines apply to each extent note.

Information element	Usage	Guidelines	CAAIS element
Portion
Number
Type
Container summary
Physical details
Dimensions

Agent links area

Information element	Usage	Guidelines	CAAIS element

Related resources area

Information element	Usage	Guidelines	CAAIS element
Resources	Do not use	Do not use	1.5 Archival unit

Related accessions area

Information element	Usage	Guidelines	CAAIS element
Relationship type	Do not use	Select "Part of" relationship if: The accession forms one part of another accession, or The accession has multiple parts described in other accession records Select "Sibling" relationship if the accession is bound with other accessions that together form part of another accession	N/A
This accession	Do not use	If Relationship type is "Part of," the "This accession" field automatically includes two options: This accession forms part of This accession has part If Relationship type is "Sibling," the "This accession" field automatically changes to "Is Sibling of"	N/A
Accession	Do not use	Type to search available records	N/A
Relator type	Do not use	If Relationship type is "Part of," the relator type automatically changes to "Part" relationship If Relationship type is "Sibling," the relator type automatically changes to "Bound With" relationship	N/A

Subjects area

Information element	Usage	Guidelines	CAAIS element
Subjects	Do not use.	Do not use.

External documents area

Information element

Usage

Guidelines

CAAIS element

Title

Not yet determined

Provide a reference for documentation related to the material in the accession, when applicable. This reference may specify a physical location for this documentation or it may consist of a link to an electronic file.

Record the title of the associated documentation. This may be assigned by the originator of the documentation or by the repository.

4.5 Associated documentation

Location

Not yet determined

Record the location of the file, ideally a resolvable URI.

4.5 Associated documentation

Publish?

Do not use

Do not use. If this box is checked, the reference to the external document is published to public (patron) interfaces.

4.5 Associated documentation

Rights statement area

Information element	Usage	Guidelines	CAAIS element

Instances area

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

New "Top Containers" must be created for each accession record

Information element	Usage	Guidelines	CAAIS element
Container profile
Container type
Indicator
Barcode	Do not use	Do not use	N/A
ILS Holding ID	Do not use	Do not use	N/A
ILS Item ID	Do not use	Do not use	N/A
Exported to ILS?	Do not use	Do not use	N/A
Locations
Status
Start date
End date
Note
Location

Deaccessions area

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

Collections management area

Information element	Usage	Guidelines
Processing priority	Optional	Indicate the priority assigned to processing of the accession. If the material is scheduled for a monetary appraisal, select "high" priority.
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.
Processing plan	Optional
Processors	Optional
Processing hrs/unit estimate	Optional
Processing total extent	Optional
Extent type	Optional
Total processing hours	Optional
Funding source	Optional
Processing status	Mandatory

Classifications area

Information element	Usage	Guidelines	CAAIS element
Classifications	Do not use	Do not use	N/A

User defined fields area

Note: the User defined fields include information about monetary appraisals and legacy identifiers (e.g., old accession numbers, ULM identifiers).

Information element	Usage	Guidelines	CAAIS element
Boolean 2	Mandatory, if applicable
Date 1	Mandatory, if applicable	Record the date of the monetary appraisal report, if applicable.
String 1	Mandatory, if applicable	Record the name of the monetary appraiser, if applicable.
String 2	Mandatory, if applicable	Record the value of the montary appraisal, if applicable.
Accessioned by (String 3)	Mandatory	Record the name of the Archives staff member responsible for the creation or revision of the accession record.	7.3.3. Action agent
Text 1	Do not use	Element includes legacy accession numbers. Data was transcribed from paper accession records into the Archivists' Toolkit database in 2011 and then migrated into ArchivesSpace in 2018.	1.3 Other identifier
Text 2	Do not use	Element includes legacy identifiers originally published in union list of manuscripts in Canadian repositories (ULM). Data was transcribed from paper accession records into the Archivists' Toolkit database in 2011 and then migrated into ArchivesSpace in 2018.	1.3 Other identifier
Text 3	Optional	Record monetary appraisal notes, as necessary.	4.4.3 Appraisal statement note