Introduction

This page outlines the mandatory metadata elements for fonds-level descriptions.

Title and statement of responsibility area

RAD Element	Guidance	Notes
1.1B Title proper	Mandatory
1.1C General material designation	Mandatory
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
1.1F Statement of responsibility	Do not use	Only for item-level descriptions.
1.8B6 – Title notes (attributions and conjectures)	Do not use
1.8B4 – Title notes (Continuation of title)	Do not use
1.8B3 – Title notes (Parallel titles and other title information)	Do not use
1.8B2 – Title notes (Source of title proper)	Do not use
1.8B5 – Title notes (Statements of responsibility)	Do not use
1.8B1 – Title notes (Variations in title)	Do not use
1.0A – Level of Description	Mandatory
Repository	Mandatory	Creates a link between a finding aid and a repository described in the Archives Catalogue.
Identifier	Mandatory	Usually a unique Collection ID.

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.

RAD Element	Guidance	Notes
5.3B1 – Statement of scale (cartographic)	Do not use
5.3C1 – Statement of projection (cartographic)	Do not use
5.3D1 – Statement of coordinates (cartographic)	Do not use
6.3B1 – Statement of scale (architectural)	Do not use
12.3B1; 12.3C1 – Issuing jurisdiction and denomination (philatelic)	Do not use

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

RAD Element	Guidance	Notes
1.5B1 – Extent and material designation	Mandatory
1.5C1 – Other physical details	Optional
1.5D1 – Dimensions	Optional
1.5E1 – Accompanying material	Do not use	Only for item-level descriptions.

RAD Element	Guidance	Notes
1.6B – Title proper of publisher’s series	Do not use
1.6C1 – Parallel title of publisher’s series	Do not use
1.6D1 – Other title information of publisher’s series	Do not use
1.6E1 – Statement of responsibility relating to publisher’s series	Do not use
1.6F1 - Numbering within publisher's series	Do not use
1.8B10 - Notes on publisher's series area	Do not use

RAD Element

Guidance

Notes

1.7C – Custodial history

Mandatory

1.7D – Scope and content

Mandatory

RAD Element	Guidance	Notes
1.8B9a – Physical condition	Optional
1.8B12 – Immediate source of acquisition	Do not use
1.8B13 – Arrangement	Optional
1.8B14 –Language of material	Mandatory
1.8B14 – Script of material	Optional
1.8B14 – Language and script notes	Optional
1.8B15a – Locations of originals	Mandatory if material is a reproduction
1.8B15b – Availability of other formats	Optional
1.8B16a – Restrictions on access	Mandatory
1.8B16c and 1.8B16d – Terms governing use, reproduction, and publication	Mandatory
1.8B17 – Finding aids	Optional
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
1.8B19 – Accruals	Mandatory
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
1.8B11 – Other notes (alphanumeric designations)	Optional
7.8B5b – Other notes (cast note)	Do not use
1.8B9b – Other notes (conservation)	Optional
7.8B5a – Other notes (credits note)	Do not use
Other notes (edition)	Do not use
Other notes (physical description)	Optional
Other notes (publisher’s series)	Do not use
Other notes (rights)	Optional
Other notes (signatures) (RAD	Optional

RAD Element	Guidance	Notes
1.9B1 – Standard number	Do not use

RAD Element	Guidance	Notes
Subject access point	Mandatory
Place access point	Mandatory
Genre access point	Mandatory
Name access point (link authority record as subject)	Optional

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

RAD Element	Guidance	Notes
Description identifier
Institution identifier
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
Script	Do not use
Sources	Optional

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