The Commonwealth Record Series (CRS) Manual


8.5. Item - Linkages

On this page:

8.5.1.  Series accession number / transfer job number
8.5.2.  Source item barcode number
8.5.3.  Parent item barcode number
8.5.4.  Alternative series number
8.5.5.  Alternative control symbol

Back to:    main contentsOrganisation | Agency | Person | Series | Item


8.5.1.  Series accession number / transfer job number

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

8.5.1.1.  Definition

The number arbitrarily assigned to a batch of records nominally belonging to the same series on their receipt into Archives custody (pre 2001) or approval for transfer into Archives custody (from 2001) at the one time.  Normally, such a batch is formed for particular disposal or storage requirements.

Between 1987 and 2001, this number was known as a consignment number.  This number was a single number allocated in association with the series number, eg A461/7 denotes the seventh accession of records belonging to series A461 received into Archives custody.  From 2001, these consignment numbers were also assigned equivalent transfer job numbers.

From 2001, this number is known as a transfer job number.  This number is an arbitrarily assigned annual single number, which, from 2001, denotes the year the records were approved for transfer into Archives.  eg 2003/00445534 denotes job number 445534 of the year 2003, which when the associated transfer record is consulted, documents the transfer of a specified number of items from series X into archival custody at a particular time.

8.5.1.2.  Purpose

From 2001, the transfer job number controls during the transfer process, and links together the record of transfer of all items once the transfer process is complete, a particular batch of records into archives custody.

Before 2001, the consignment number played a role in the physical management of the records in the archival repository, as well as documenting and controlling the transfer of a particular batch of records into archives custody.

8.5.1.3.  Relative importance

Category 1 - must be present for all registrations where records are held in Archives custody.

8.5.1.4.  Sources of information

Automatically assigned to a batch of records during the approval of their transfer to Archives.

8.5.1.8.  Relationship to ISAD(G):  3.1.1, 3.2.4

8.5.1.9.  Last updated:  20 Oct 2003


8.5.2.  Source item barcode number

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

8.5.2.1.  Definition

The barcode of the item from which a copy item has been made.

8.5.2.4.  Sources of information

The source item barcode number link is made from the copy item to the source item when the copy item is created as a 'child' of an item registration.


8.5.3.  Parent item barcode number

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

8.5.3.1.  Definition

The barcode of the item of which a sub item forms a part.

8.5.3.4.  Sources of information

The parent item barcode number link is made from the sub item to the parent item when the sub item is created as a 'child' of an item registration.

 


8.5.4.  Alternative series number

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

8.5.4.1.  Definition

An item may be controlled under more than one series over time. An item may have an alternative series number, but may or may not change its control symbol. It must also have a corresponding alternative control symbol, even if the item number has not changed. See the 'Application Notes' below for explanation of possible combinations of alternative control symbol and alternative series number.

8.5.4.2.  Purpose

This attribute is used to indicate a series number under which the item was previously controlled. An item may have one or more alternative series numbers.

Where the item was formerly ascribed to or controlled under (rightly or wrongly) another series, the previous series number should be identified. Conversion is the term applied to the process of changing the intellectual and physical control of records, eg changing an accession number allocated to a group of records to a series number or a group of series numbers. Conversion often results from arrangement and description work when several series are identified within the one accession or several accessions are brought together under the one series number.

8.5.4.3.  Relative importance

This field is essential to complete if a conversion process has been required to improve control and management of the item or to place the item in its correct series (category 2). If an alternative control symbol has been entered, there must be a corresponding alternative series number.

8.5.4.4.  Sources of information

The alternative series number may be extracted from annotations of paper-based or electronic recordkeeping control records; or from markings on items.

8.5.4.5.  Standards for content

The series number must be valid for RecordSearch.  This field cannot be used to record series numbers of other archival control systems. Such numbers should be explained in the Item Descriptive Note.

Enter a series number without the 'CRS' prefix. The letter prefix is in upper case. Do not enter transfer control (consignment) numbers for CRS System series A7985
   not A7985/1
Unserialised accessions and accession series must be entered in full without a transfer control (consignment) number AA1965/5
   not AA1965 or AA65/5 or AA1965/5/1
 CP78/1
   not CP78 or CP78/1/0
Enter a series number without spaces between characters A7985
   not A 7985
CP78/1
   not CP 78/1

8.5.4.6.  Amendments

Additional alternative series numbers may be added to an item over time, through the conversion process.

8.5.4.7.  Application notes

Where an item has an alternative control symbol, there must also be an entry in the Alternative Series Number attribute, even if the series number is the same. Inheritance principles have been adopted to reduce error rate and association of incorrect series and item numbers. Three scenarios are possible:

Current item & series Alternative series number Alternative item control symbol Explanation
Current series: A1 

Current control symbol: 1920/55
A1 1919/1040 In this example, the item has an alternative control symbol only
  A2 1920/55 In this example, the item control symbol has not changed, but the item has been converted to another series
  A5 NG1923/36 In this example the item number has an alternative and current control symbol. It has also been converted to another series

8.5.4.8.  Relationship to ISAD(G): 3.1.1

8.5.4.9.  Last updated:  15 May 2000


8.5.5.  Alternative control symbol

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

8.5.5.1.  Definition

The alternative control symbol is an item control symbol, which was allocated to the item at the time of registration in a recordkeeping system by the agency recording, in accordance with the scheme of control for the series. It has been superseded by the current item control symbol. An item may or may not stay in the same series when an alternative control symbol is identified. See 'Application notes' for possible scenarios with alternative control symbols.

8.5.5.2.  Purpose

It is essential to record an alternative control symbol in cases where the whole item has been controlled by more than one item number during its existence, especially during the period of its custody and public access in the Archives. Conversion is the term applied to the process of changing the intellectual and physical control of records, eg changing an accession number allocated to a group of records to a series number or a group of series numbers. Conversion often results from arrangement and description work when several series are identified within the one accession or several accessions are brought together under the one series number. These cases include where:

In cases where it is not appropriate for a top-numbered reference to be placed in the Alternative Control Symbol attribute, for example if only part of an item was top-numbered or if there is more than one alternative item number arising from the cases covered in the first paragraph above, place this information in an Archivist Note.

This information is not currently required for items being transferred to the Archives, but may be obtained if subsequent retrieval would be improved.

8.5.5.3.  Relative importance

This field should be completed if conversion is initiated by Archives staff (category 2). Instances of previous control records in agency recordkeeping systems may also be entered in this field.

8.5.5.4.  Sources of information

Sources include annotation of paper-based or electronic control records, markings on items.

8.5.5.5.  Standards for content

The standards for content are the same as those for the Control Symbol attribute. Alternative control symbols are also validated against the system of arrangement and control for the series.

8.5.5.6.  Amendments

This attribute could be updated with one or more control symbols over time to provide a history of archival control and links to transactions performed against that item. Alternative control symbols recorded in agency recordkeeping systems may be electronically loaded into this attribute.

8.5.5.7.  Application notes

See 'Application notes' for Alternative Series Number for an explanation of the possible combinations of series and control symbols where the item control symbol changes. When items have been top-numbered within the same series, it may not be necessary to enter previous control number(s) because this registry action has been well recorded in the creating agency's control records.

Current item & series Alternative series number Alternative item control symbol Explanation
Current series: A1 

Current control symbol: 1920/55
A1 1919/1040 In this example, the item has an alternative control symbol only
  A2 1920/55 In this example, the item control symbol has not changed, but the item has been converted to another series
  A5 NG1923/36 In this example the item number has an alternative and current control symbol. It has also been converted to another series

 

On very rare occasions, there is no item number or recognisable system of control symbols for the item which you are attempting to describe. Sometimes, there is an existing control system that is clearly ineffective for archival control purposes. For example, retrieval is difficult because the original system of item identification across the series was poor. In these circumstances you will need to impose a simple control system in consultation with local staff responsible for records control and description. A single number system is generally the best approach.

Having chosen to replace the existing ineffective control system, the earlier item number or control symbols should be copied to this descriptive element to facilitate retrieval. The new item control symbol will be validated against the system of arrangement and control for the series.

Also, you need to note the imposition of item control in the series documentation. Explain what was imposed, when and why, in the System of Arrangement/Control subheading in the Series Descriptive Note. 

8.5.5.8.  Relationship to ISAD(G): 3.1.1

8.5.5.9.  Last updated:  15 May 2000

 


  Related Links

Previous section:   8.4.  Item descriptive elements

Next section:  8.6.1.  Common registration notes

Contents:    main contents | Organisation | Agency | Person | Series | Item

Copyright