The Commonwealth Record Series (CRS) Manual


.8. Automated registration elements

On this page:

    .8.1. Registration date
    .8.2. Date modified
    .8.3. User id

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.8.1.  Registration date

Definition | Purpose | Relative importance | Sources of information | Standards for content | Amendments | Application notes | Relationship to ISAD(G) and ISAAR(CPF) | Last updated 

.8.1.1.  Definition

The date the registration was first registered and allocated a registration number in the CRS System.

.8.1.2.  Purpose

To show the date the organisation, agency, person, series or item was registered for internal recordkeeping purposes. Once recorded, this date cannot be altered.

.8.1.3.  Relative importance

Category 1 - must be present for all registrations.

.8.1.4.  Sources of information

The registration date is automatically allocated by RecordSearch when the registration is lodged in the database.

.8.1.5.  Standards for content

The date is allocated by RecordSearch  in  the format     day, month, year ( DD Mon YYYY), eg  23 Feb 1999.

.8.1.6.  Amendments

This date cannot be amended.

.8.1.7.  Application notes

This date is publicly displayed by RecordSearch in organisation, agency, person and series registrations under the heading 'date registered', but does not display in item descriptions.

Staff are able to view this date in the data entry interface to RecordSearch.

.8.1.8.  Relationship to 
   ISAD(G)
:  3.7.3
   ISAAR(CPF):  3.3 (2nd ed. : 5.4.6)

.8.1.9.  Last updated:  21 September 2004


.8.2.  Date modified

Definition | Purpose | Relative importance | Sources of information | Standards for content | Amendments | Application notes | Relationship to ISAD(G) and ISAAR(CPF) | Last updated

.8.2.1.  Definition

The date the content of a registration was last amended on RecordSearch.

.8.2.2.  Purpose

To show when the information in a registration was last changed.

.8.2.3.  Relative importance

Category 1 - must be present for all registrations.

.8.2.4.  Sources of information

Assigned by RecordSearch.

.8.2.5.  Standards for content

The date is allocated by RecordSearch at the time of alteration of a data element of a registration in the format: day month year, eg 04 Apr 1995.

.8.2.6.  Amendments

RecordSearch will automatically change the date after the registration is updated.

.8.2.7.  Application notes

The date modified is displayed to Archives staff in the initial enter/update screens of RecordSearch for provenance (organisation, agency, person), series and item registrations, in association with the relevant user id. This data is not displayed to the public.

.8.2.8.  Relationship to
   ISAD(G):  3.7.3
   ISAAR(CPF):  3.3 (2nd ed. : 5.4.6)

.8.2.9.  Last updated: 29 September 2004


.8.3.  User id

Definition | Purpose | Relative importance | Sources of information | Standards for content | Amendments | Application notes | Relationship to ISAD(G) and ISAAR(CPF) | Last updated

.8.3.1.  Definition

A unique alphanumeric code that is assigned to each authorised staff member who uses the Archives RecordSearch database.

.8.3.2.  Purpose

To identify the Archives staff member who initially registered or last changed the contents of a registration on RecordSearch.

.8.3.3.  Relative importance

Category 1 - must be present for all registrations.

.8.3.4. Sources of information

Assigned by RecordSearch to the relevant registration records, using the login id of the staff member amending the registration.

.8.3.5.  Standards for content

The user id is an alphanumeric code with up to eight characters, usually representing a staff memberís first and last name in a unique way.

.8.3.6.  Amendments

The user id is only assigned to a registration by RecordSearch as a consequence of a staff member creating or amending a registration. The user id will be automatically changed when any changes are made to a registration in RecordSearch.

.8.3.7.  Application notes

The identity of a user id can be found by using other modules of the RecordSearch database which are restricted to staff use only.

.8.3.8.  Relationship to
   ISAD(G):  3.7.1
   ISAAR(CPF):  3.1 (2nd ed. : 5.4.9)

.8.3.9.  Last updated: 29 September 2004


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