Chapter 11: Managing Access Terms
Contents
1. amp A First Previous Next Last Reports Cancel OK OK 1 Elements required by the Archivists Toolkit 1 Subject term A descriptor that indicates the content or type of resource Subject terms may describe topics titles places events geographical areas occupations or functions documented in the materials or genres or forms that the records take 134 Chapter 11 This field allows for simple terms and phrases as well as modified terms and phrases entered with or without separation devices The Toolkit does not however enforce consistency in the use of separation devices Because the entire subject string is entered in as a single data element it may be necessary to edit some outputs where individual subfields are important for example MARC XML Examples Hiking Playing cards Correspondence Hydroelectric power plants Snake River Owens Valley Calif Fiction Subject term type Indicates the type or category of a subject term uniform title topical term geographic name genre form occupation or function The content of this field is populated with a controlled list so you may not add values to the field other than those listed below In addition to the name type the list provides the MARC equivalent for that type For example a geographic name corresponds to the 651 field in MARC In the Toolkit names that are subjects are managed with name records therefore a name type is not available he2. The complete concatenated version of the name containing all individual elements This is the form as it will be shown within Archivists Toolkit displays and is exported in reports and standardized outputs such as MARC and EAD By default the Sort name is automatically generated as content is entered into the record This feature can be activated or turned off through the Create Sort Name Automatically check box If the box is selected the Sort name will be automatically generated as the record is created or edited If the Sort name is not automatically created as you wish you can shut off the feature and edit the Sort name manually If you select the Create Sort Name Automatically check box once again the Toolkit will overwite the manually edited Sort name once again Examples Richardson H H 1838 1886 Henry Hobson New York University Graduate School of Arts and Science For corporate names 1 Name corporate primary The principal name for a corporate body including organizations government agencies educational institutions and conferences DACS Reference 9 8 11 5 14ff Examples Bollingen Foundation Irvine Company National Organization for Women United States for United States Bureau of Insular Affairs University of California San Diego for University of California San Diego Academic Computing Services United States for United States Congress Joint Committee on the Lib
3. Record Person Personal Prefix fo Personal Dates Personal Primary Name O O Qualifier Personal Rest Of Name O Personal Fuller Form Personal Title fo Name Source Personal Suffix fo Nae Rule x Number I Personal Direct Order Sort Name IV Create Sort Name Automatically Description Type o a Description Note a Citation BE E EE EM B8 a s8 amp First Previous Next Last Reports Cancel OK OK 1 1 Name personal rest The given name of the individual along with middle name or initials if necessary to differentiate the name from other similar names DACS Reference 9 8 11 5 12 1 12 11 143 Archivists Toolkit User Manual 144 Examples Winston for Churchill Winston Sir 1874 1965 Humphrey for Ward Humphrey Mrs 1851 1920 Carl F for Johnson Carl F fl 1893 1896 Name in direct order A checkbox used to indicate that an automatically generated Sort name should be expressed with the Name personal rest field followed by the Name personal primary field as opposed to Name personal primary Name personal rest For example because the name in direct order box is checked the Sort name for the following record is Isaac ben Aaron as opposed to Aaron Isaac ben See DACS rules 12 8 12 9 for examples of names expressed in direct order Screen shot Name personal prefix Any word associated with a name that in regular use would come before the name such as Mr Miss et
4. and resources and accession to which they are linked Report contains sort name type source and any resources records or accession records linked to that name 6 Name Record Select any name or any group of names to show all data contained in the record 7 Non Preferred Names to Name List Select any name or any group of names to show name records and their non preferred forms Report contains sort name type source and any other non preferred forms of that name Merging access terms The Toolkit offers a Merge feature for subjects and names which is useful for management and clean up of your authority lists Merging two terms together results in the undesirable or redundant heading being deleted and all of its linked accession and description records being linked to the more desirable heading You might use this feature to perform clean up if importing data has resulted in redundant records or if you find that related terms have been used inconsistently To merge two name or subject records 1 Open the Names or Subjects list screen 2 Select the two or more terms that you wish to merge 3 Press Merge 4 The Toolkit will prompt you to select the term you wish to merge into Select a term in the list 153 154 Archivists Toolkit User Manual x Select an item to merge into Name Type Zukofsky Louis 1904 1978 Person ingest Zukofsky Louis 1904 1978 Person ingest Cancel Select 5 Press Select 6 Y
5. be corporate names DACS Reference 11 6 Options Corporate body Person Family Name source Required if a value is not entered in Name rules A code for the authority file in which the name has been established DACS Reference 11 26 Note These terms are the default values entered into the name source lookup list as installed Items may be added to this list by the repository or in the process of importing legacy data If variants of these sources are added during legacy data import the list should be cleaned up using the Merge Items option in the Lookup Lists record See Chapter 16 Options Dictionary of Art Library of Congress Name Authority File Local Sources NAD ARK Authority Database Oxford Classical Dictionary Union List of Artist Names Name rules Required if a value is not entered in Name source The rules used to formulate the name entry DACS Reference 11 20 Note These terms are the default values entered into the name rules lookup list as installed Items may be added to this list by the repository or in the process of importing legacy data If variants of these rules are added during legacy data import the list should be cleaned up using the Merge Items option in the Lookup Lists record See Chapter 16 Options 139 Archivists Toolkit User Manual 3 Anglo American Cataloging Rules 2nd ed Describing Archives A Content Standard Local Sort name
6. country in which the person family or corporate body is located Examples U S A Canada Name contact mail code Zip code or other postal code used in the address Examples 10118 KIR 7A8 Name contact telephone Primary telephone for contacting the entity named in the identity section of the record Examples 312 555 1212 Name contact fax Primary fax number for the entity Examples 312 555 1213 Name contact e mail Primary email for contacting the entity Examples agency nyu edu 149 Archivists Toolkit User Manual 9 Name contact name Name in natural order of a person who serves as the primary contact for the entity recorded in the name record For example this may be an individual in a corporate office a family member or assistant for a personal name or an individual member of the family for a family name Examples Tom Jordan Contact notes A CSCC Names Contact Notes American Architectural Foundation Label Note Text gt On oa Agg First Previous Next Last Cancel OK OK 1 The following fields relate to contact notes You may add any number of contact notes to a single name record for example to record and track multiple interactions with the entity over time to record times the individual is available for picking up materials or to indicate the relationship between a contact name and the entity 1 150 Name contact note label Any term or phrase that
7. descriptive outputs such as catalog records and finding aids then it is not necessary to create and use subject records Basic steps for creating a subject record 1 From the Main Screen select Subjects and press New Record 2 Enter the subject term 3 Select the type of subject term topical geographical or form genre 4 Enter the source of the term 5 Save the subject record by pressing the OK command button at the bottom right corner of the window 133 Archivists Toolkit User Manual Caution Subject records must be unique If the subject term subject type and subject source of the new record match those fields in an existing record the Toolkit will indicate that the record cannot be saved because the record is not unique If the record does not include the required elements listed above the Toolkit will indicate that the record cannot be saved because one or more of the required fields is not completed The uncompleted fields will be indicated in the error message The required field s must be completed in lorder to save the record l Subject data elements Subjects Subject Term Subject Term Type z Subject Source Library of Congress Subject Headings Icsh x Subject Scope Note a Accessions Extent Number Extent Type Resources Extent Number Extent Type Resource Identifier Resources in Red have the subject term linked at the component level Big igie
8. Chapter 11 Managing access terms The Archivists Toolkit provides two different record types for managing controlled access points subject records and name records You may access subject and name records directly by selecting Subjects or Names in the main menu You may also access subject and name records within the context of an accession record or a description record during the process of adding subject terms source names creator names or subject names This chapter describes procedures for working directly in the subject and name modules which is useful for creating new subject terms and names and for managing authorities Information on procedures for adding subjects and names to accession and description records is available in Chapter 12 Managing subject non name headings Overview The Archivists Toolkit allows you to create and manage six different types of subject access points uniform titles topical terms geographical names genre form terms occupations and functions Names as subjects should be entered as a name record even if they have topical divisions See Chapter 12 for information on adding names as subjects to accession and description records The Toolkit does not support thesaurus management through designations of broader term related term narrower term etc but it does provide a scope note for recording local application guidelines If your repository does not wish to add controlled access terms to
9. Options Art amp Architecture Thesaurus aat Dictionary of Occupational Titles dot Form terms for archival and manuscripts control ftamc Genre Terms A Thesaurus for Use in Rare Book and Special Collections Cataloging rbgenr GeoRef Thesaurus georeft Library of Congress Subject Headings lcsh Local Medical Subject Headings mesh Thesaurus for Graphic Materials gmgpc Additional elements 1 Subject scope note The subject record can be extended by recording a subject scope note Use this field to indicate how a subject term is to be applied within your institution It is particularly useful to state the scope of local terms Examples Use the more specific term Landscape architecture drawings rather than Architectural drawings for landscape design materials Relationships with other records 136 Chapter 11 Subject records exist to help the archivist and the researcher discover relevant archival materials Toward this purpose you can add subject terms to accession records and to description records at any level see Chapter 12 for instructions Subject reports You can generate descriptive reports that draw upon data found in the subject records and administrative reports useful in authorities management See Chapter 14 for specific instructions for generating reports Examples of the following reports are available in the Appendices 1 Print Screen Print a list of subject re
10. Toolkit will not save the record if the name is not unique If l the elements in the name identity section match those in another record for the same type of name the Toolkit will indicate that the name record is not unique and prompt you to modify the record or cancel the process If the record does not include the required elements listed above the Toolkit will indicate that the record cannot be saved because one or more of the required fields is not completed The uncompleted fields will be indicated in the error message The required field s must be completed in order to save the record The sort name field is also required the default record setting is to automatically generate the content of field Name data elements The Toolkit requires data elements only in the identity section of the name record Additional identity elements not required by the Toolkit and description and contact data elements are listed below Within the sections listing name identity elements the data elements are grouped according to type of name Elements required by the Archivists Toolkit For all name types 138 1 Chapter 11 Name type An indicator of the type of name being described whether personal family or corporate The content of this field is populated with a controlled list so you may not add values to the field other than those listed below In compliance with the EAD standard conferences are considered to
11. c Examples Mrs for Ward Humphrey Mrs 1851 1920 Name personal suffix Any word associated with a name that in regular use would come after the name Examples Jr for King Martin Luther Jr 1929 1968 Name personal number A number used to distinguish like names Can include a roman numeral alone or a roman numeral and subsequent part of a forename as in the example below DACS Reference 9 8 11 5 12 1 12 11 Examples Comnenus for John II Comnenus Emperor of the East 1088 1143 Name personal title Titles and other words associated with a name Can include titles designating rank office or nobility terms of address and other words or phrases associated with the name Examples include Sir Saint or terms used to identify the name and differentiate it from other similar names DACS Reference 9 8 11 5 12 1 12 11 Examples Chapter 11 Sir for Churchill Winston Sir 1874 1965 Chief for Black Foot Chief d 1877 Emperor of the East for John IH Comnenus Emperor of the East 1088 1143 Musician for Taj Mahal Musician 7 Name personal dates Birth death or flourishing dates used to distinguish the name from other like forms May include a qualifier such as b for a birth date d for a death date or fl for flourishing dates DACS Reference 9 8 11 5 12 1 12 11 Examples 1874 1965 for Churchill Winston Sir 1874 1965 d 1877 for Black Foot Ch
12. cords as they are displayed in the list screen 2 Resources to Subject Term Display Repository Subject Guide Select any subject or any group of subjects to show subject records and resources and accessions to which they are linked Report contains sort subject term type source and any resource records and accession records linked to that subject 3 Subject Record Select any subject or any group of subjects to show all data contained in the records Managing name headings Overview Management and description of archival collections involves tracking relationships between the materials and various persons families and corporations that may have been sources or creators of the collection or subjects within the materials This section describes procedures for creating name authority records recording non preferred forms of the name and establishing related names Name records may consist of three distinct sections name details name description and contact information In addition non preferred forms and linked accessions and resources can also be viewed from the name record Only the name identity section is required Name description is available for entering administrative histories or biographical notes of creators or donors Contact information is primarily available for use with source names but could be added to creator and subject names if deemed useful You may also record non preferred forms of a name which will support see r
13. e z Sort Name Create Sort Name Automatically Description Type x Description Note a Citation Em E E o Yg First Previous Next Last Reports Cancel OK OK 1 1 Name family prefix Terms used to distinguish two similar family names May include a statement of occupation nationality or geographic location Use only if necessary to differentiate the heading from other like forms Examples Placeholder 2 Name family qualifier Terms used to distinguish two similar family names May include a statement of occupation nationality or geographic location Use only if necessary to differentiate the heading from other like forms Examples New York NY for Farquhar family New York NY French for Giroux family French Winemakers for Charron Lecorre family Winemakers Name description elements 146 Chapter 11 Using the following fields you may add descriptive information to any name record regardless of the type of record or relationship of the person family or corporation to the archival materials being described Description information is particularly useful for providing contextual information about records creators and this context is output into MARC records and finding aids Although the Toolkit does not require any of these fields there are requirements associated with some of the data elements if they are utilized 1 Name description type Required if a Name description no
14. e prefaced with the word other So for example for a corporate body a non preferred form has fields for Other name corporate primary Other name corporate subordinate 1 etc You may add one or more non preferred forms to any name record Use the following instructions to add a non preferred name 151 Archivists Toolkit User Manual 1 From the name record select the Non Preferred Forms tab al E x Details Non Preferred Forms Acessions amp Resources Contact Info Non Preferred Forms Name Type Add Non Preferred Form Remove Non Preferred Form Extent Number Accessions Accession Number Extent Type Resources Extent Number Extent Type Resource Identifier Resources in Red have the subject term linked at the component level Big eis o Z First Previous Next Last Reports Cancel OK OK 1 2 Press Add Non Preferred Form and enter data into the non preferred form template Only a primary name is required to save a non preferred form In general descriptions of name data elements given in the previous section are also applicable to corresponding fields in the non preferred name template The primary difference is that non preferred forms do not follow rules such as AACR2 or DACS 3 Save the name record including the new non preferred form by pressing the OK command button at the bottom right corner of the window Relationships with other records The Archivi
15. eferences and related names that become see also references Name records in the Archivists Toolkit are designed to conform with the International Council on Archives ISAAR CPF International Standard Archival Authority Record for Corporate Bodies Persons and Families 2nd ed and to support the proposed standard Encoded Archival Context EAC Name records also accommodate creation of names according to rules established in standards such as AACR2 and DACS It is beyond the scope of this user manual however to provide guidelines for creating headings according to these standards Examples are given to illustrate use of Archivists 137 Archivists Toolkit User Manual Toolkit fields but should not be seen as a replacement for rules for establishing forms of names It is recommended that the names module be used to record creators of materials at a minimum It is not necessary to record source or subject names in the Toolkit if you do not wish to manage those names in the application Basic steps for creating a name record 1 From the Main Screen select Names and press New Record 2 Select the type of name 3 Enter the source of the name or indicate the rules used to construct the name 4 Enter the primary corporate name for a corporate name type or the primary name for personal or family name types 5 Save the name record by pressing the OK command button at the bottom right corner of the window Caution The
16. egardless of the type of name or the relationship of the person family or corporation to the archival materials being described This section of the name record was however primarily designed to assist in managing contacts with records sources such as donors dealers and institutional offices transferring records to the repository 1 Salutation Form of name used for greeting in writing or in person Unlike the Contact name see below the Salutation may refer to the same entity identified in the name record though in a different form For example a record for Wiget Pamela may have the Salutation Ms Wiget Pam Wiget or Pam 2 Name contact address 1 Street or postal address for the person family or corporate body named in the identity section of the record Examples 112 Main St P O Box 27 2 Name contact address 2 Additional address information needed to record the address of the person family or corporate body named in the identity section of the record Examples 148 Chapter 11 Unit 2 Name contact city City or town in which the person family or corporate body is located Examples New York Ottawa Name contact region State province etc in which the city is located The choice of whether to use a mailing code NY or full name New York is up to the repository As of version 1 0 this information is not output in mailing lists Examples NY Ontario Name contact country Name of the
17. ief d 1877 1886 1961 for H D Hilda Doolittle 1886 1961 1088 1143 for John II Comnenus Emperor of the East 1088 1143 fl 1893 1896 for Johnson Carl F fl 1893 1896 8 Name personal fuller form A more complete form of the name than that found in the Personal name rest field Generally used to resolve conflicts with other similar names DACS Reference 9 8 11 5 12 1 12 11 Examples Hilda Doolittle for H D Hilda Doolittle 1886 1961 9 Name personal qualifier A word or phrase that distinguishes between two headings identical in all other respects The qualifier may include a term of honor or address a title of position or offices initials indicating an academic degree or membership in an organization or a geographical location Generally used only when other information such as dates or fuller form of the name are not available or do not serve to differentiate the names DACS Reference 12 19 Examples Notary for Johannes Notary F I P S for Brown George F I P S Captain for Brown George Captain of Falls Church Va for Baker Miss of Falls Church Va 145 Archivists Toolkit User Manual For family names ST Details Non Preferred Forms Acessions amp Resources Contact Info Name Identity Record Family Family Name Eo 7 Family Name Prefix CT Qualifier ee Name Source x Name Rul
18. ou will be asked to verify that you wish to merge the records into the record you selected Press Yes Merge ij xi YD Are you sure you want to merge 1 records into Zukofsky Louis 1904 1978 If a number of records are linked the operation may take a few seconds and the Toolkit will display the progress meter If there are few or no records linked the process will take place immediately Chapter 11 Caution Merging subjects and names will create changes in any records linked to the term that is to be merged The Toolkit will not alert you to those records that will be changed If you wish to identify the records that will be changed complete a search for the term to be merged in the Accessions and Resources functional areas to retrieve a list of the linked records 155
19. rary For personal names 1 140 Name personal primary The family name surname or primary name of the individual Chapter 11 DACS Reference 9 8 11 5 12 1 12 11 Examples Churchill for Churchill Winston Sir 1874 1965 Ward for Ward Humphrey Mrs 1851 1920 Johnson for Johnson Carl F fl 1893 1896 Black Foot for Black Foot Chief d 1877 H D for H D Hilda Doolittle 1886 1961 John for John II Comnenus Emperor of the East 1088 1143 Taj Mahal for Taj Mahal Musician For family names 1 Name family primary The last or surname for a family DACS Reference 9 8 11 5 12 29 Examples Hudson famil Farguhar fan Ly for Hudson family nily for Farquhar family New York NY Giroux fami Ly for Giroux family French Charron Lecorre family for Charron Lecorre family Winemakers Additional identity elements The identity section of the minimum identity record can be extended by recording data for any of the following elements For corporate names 141 Archivists Toolkit User Manual CO a ee Details Non Preferred Forms Acessions amp Resources Contact Info Name Identity Record Corporate Body Corporate Primary Name Corporate Subordinate1 Corporate Subordinate2 Number Qualifier Name Source x Name Rule x Sort Name j IV Create Sort Name Automatically Description Type x Description Note a H Cita
20. re Note These terms are the default values entered into the subject source lookup list as installed Items may be added to this list in the process of importing legacy data but it should be cleaned up using the Merge Items option in the Lookup Lists record See Chapter 16 Options Uniform Title 630 Topical Term 650 Geographic Name 651 Genre Form 655 Occupation 656 Function 657 Subject source Provides the thesaurus in which the term is listed giving the authority for the term The field is populated using a controlled list derived from the Library of Congress list of codes for term name and title sources The option Local Other is available for cases when the term has not been built upon one of the thesauri provided in the list or is based on local guidelines 135 Archivists Toolkit User Manual Contents of the controlled list for Subject source contain only the abbreviation for the thesaurus but the complete name is also given in the list below Note These terms are the default values entered into the subject source lookup list as installed If you add terms to this list you must follow the same format title followed by code in parentheses in order for the code to exported into standardized outputs such as MARCXML and EAD Items may be added to this list in the process of importing legacy data but the lists should be cleaned up using the Merge Items option in the Lookup Lists record See Chapter 16
21. sts Toolkit uses name records to document sources and creators of collections as well as persons families and organizations found as subjects in the materials The AT allows you to add names as sources to accession records and top level description records You can also add creator names and subject names to accession records and to all description records See Chapter 12 for more information on assigning source creator and subject names Name reports 152 Chapter 11 You may generate descriptive reports that draw upon data found in the name records and administrative reports useful in authorities management See Chapter 14 for specific instructions for generating reports Examples of the following reports are available in the Appendices 1 Print Screen Print the list of name records as they are displayed in the list screen 2 Names Select any name or any group of names Report contains sort name type and source 3 Accessions to Name List Select any name or any group of names to show name records and accessions to which they are linked Report contains sort name type source and any accession records linked to that name 4 Resources to Name List Select any name or any group of names to show name records and resources to which they are linked Report contains sort name type source and any resources records linked to that name 5 Resources and Accessions to Name List Select any name or any group of names to show name records
22. te is provided An indication of the type of description being entered into the Name description note field The content of this field is populated with a controlled list so you may not add values to the field other than those listed below Options Administrative History Biographical Statement Name description note A note providing biographical information in the case of personal or family names or an organizational administrative history in the case of a corporate body Enter in paragraph list or paragraph and list formats DACS Reference 10 13ff 11 12 Name citation A bibliographic reference citing any sources for establishing the name record DACS Reference 11 26 Examples Eichenwald Kurt Conspiracy of fools a true story New York Broadway Books 2005 Name contact information elements 147 Archivists Toolkit User Manual al x Names Details Non Preferred Forms Acessions amp Resources Contact Info Salutation ST Contact Address1 Contact Address2 SSS ss eee Contact City ia Contact Region o Contact Mail Code y y Contact Country a Contact Phone P Contact Fax siz Contact Email a Contact Name ee O O Noe Add Note Remove Contact Note EE GN DE EM B a s8 s OK 1 First Previous Next Last Reports Cancel OK Use the following fields to record contact information for the person in question Contact information can be added to any name record r
23. tion a BE OS S EE 8 a 8leZ First Previous Next Last Reports Cancel OK OK 1 1 Name corporate subordinate 1 The name of an organizational unit within the entity named in the Corporate primary name field DACS Reference 9 8 11 5 14ff Examples Bureau of Insular Affairs for United States Bureau of Insular Affairs Academic Computing Services for University of California San Diego Academic Computing Services Congress for United States Congress Joint Committee on the Library 2 Name corporate subordinate 2 The name of an organizational unit within the entity named in the Name corporate subordinate 1 field DACS Reference 9 8 11 5 14ff Examples Joint Committee on the Library for United States Congress Joint Committee on the Library 142 Chapter 11 3 Name corporate number Number of a meeting Examples 2nd for National Conference on Physical Measurement of the Disabled 2nd 3 Name corporate qualifier A term or phrase that distinguishes the corporate name from another with the same content The qualifier may be a place term date or a generic descriptor Examples Osaka Japan for Expo 70 Osaka Japan 1966 for Belgian Netherlands Antarctic Expedition 1966 1857 Republican for Minnesota Constitutional Convention 1857 Republican For personal names x Details Non Preferred Forms Acessions amp Resources Contact Info Name Identity
24. will help to identify the type of information found in the contact note Examples Phone Conversation Times of Availability Relationship Name contact note sequence If you wish to establish a particular order of contact notes enter a number to indicate the sequential position of the note in relation to other contact notes for the same name record If a value is not entered Chapter 11 the notes will be listed in record number order that is the order in which they were entered If some notes have a sequence value and others do not those with a sequence will be listed in order accordi ng to sequence number and the rest will be listed in the order in which they were entered 3 Name contact note Note for clarifying data recorded in the contact fields for maintaining a contact log or any other act of contacting them Examples March 21 1992 Discu Scott s office files information related to the entity and the ssed contents of Chancellor to be transferred to the archives and necessity of box list with transfer cali T Pii Tom Jordan is Amy Stanford s nephew All contacts related to her papers should be directed to him Adding a non preferred form of name The Archivists Toolkit also allows you to record non preferred forms of names which can then be used to generate see references The fields that form a non preferred name mimic those outlined in the previous section b ut ar
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