The broad description of items is achieved through their relevant series-level descriptions which, in turn, are linked to documentation for agencies, organisations and persons. Therefore, except for control number references, information given in organisation, agency, person and series registrations and consignment records should not normally be repeated at item level.
Each item consists of several attributes. You must choose the attributes and amount of information which are appropriate for the item being described. Information does not need to be included in every attribute. However, some are mandatory to establish a registration.
The attributes have been categorised according to the role they play in the registration and description process. Four broad categories of relative importance have been established.
|Category 1||Must be present for all registrations|
|Category 2||Must be present where applicable, to provide essential context or facilitate management|
|Category 3||Should be completed where applicable, to provide additional context|
|Category 4||Should be completed for significant registrations; may be completed in other cases|
The requirements for the following elements are set out in this document:
|Identification and descriptive elements||Relative importance|
|Contents date range||1|
|Accumulation start date||2|
|Alternative series number||2|
|Alternative control symbol||2|
|Availability/ visibility indicator||2|
|Disposal class number||2|
|Bar code number||1|
|Parent item barcode number||1|
|Date item registered||1|
|Last modified by||1|
|Date last modified||1|
|Location other than Archives||4|
|Copy exists (not in Archives)||4|
|Destruction due date||2|
These attributes cover the general requirements of the intellectual control of items in Archives custody, as well as those attributes required for items being transferred to the Archives.