The Commonwealth Record Series (CRS) Manual


6.4. Person - Descriptive elements

On this page:

6.4.1.  Person number
6.4.2.  Person name
6.4.3.  Alternative name
6.4.4.  Person date range

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6.4.1.  Person number

Definition | Purpose | Relative importance | Sources of information | Standards for contentAmendments | Application Notes |  Relationship to ISAAR(CPF) | Last updated

6.4.1.1.  Definition

A unique number with a ‘CP’ (Commonwealth Person) prefix that is sequentially allocated to all person registrations.

6.4.1.2.  Purpose

To uniquely identify a registered person.

6.4.1.3.  Relative importance

This field must be present for all registrations (category 1).

6.4.1.4.  Sources of information

The person number is assigned automatically when a new person is registered.

6.4.1.5.  Standards for content

Each number consists of CP followed by a number, eg CP 1, CP 50, CP 500.

6.4.1.6.  Amendments

Person numbers are protected against update.

6.4.1.8.  Relationship to ISAAR(CPF): 1.1  (2nd ed. : 5.1.1, 5.4.1)

6.4.1.9.  Last updated:  24 September 2004


 

6.4.2.  Person name

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

6.4.2.1.  Definition

The present name of the person being registered, including surname or family name, given names, pre-nominals and post-nominals.

6.4.2.2.  Purpose

To identify the person being registered.

6.4.2.3.  Relative importance

This field must be present for all registrations (category 1).

6.4.2.4.  Sources of information

Information can be obtained from primary or secondary sources by or about the person being described.

6.4.2.5.  Standards for content

This attribute has four elements: pre-nominals, given names, surname, and post-nominals.

6.4.2.6.  Amendments

If the person was a Member of Parliament the registration should be updated when the person leaves Parliament.

6.4.2.7.  Application notes

A person's name consists of several elements:

6.4.2.7.1.  Pre-nominals and post-nominals

These entries are for the abbreviations included before and after a person's name, including honours and awards. The pre- and post-nominals should be correct as at the time of registration of the person or when the registration is updated subsequently.

Accuracy with pre- and post-nominals is important, so check the Style Manual for Authors, Editors and Printers (AGPS) or Debrett's Handbook of Australia for the correct form, and Parliamentary Handbooks, Commonwealth Directories or Who's Who in Australia for current information.

Do not enter abbreviations for gender, social or marital status in this field, such as Mr, Miss, Mrs, Ms, Esq, etc.

6.4.2.7.1.1.  Punctuation in pre- and post-nominals

Do not use full stops when expressing pre- and post-nominals. Separate post-nominals by a comma, if more than one.

6.4.2.7.1.2.  Pre-nominals - members of Parliament

While Senator is added, where relevant, in the Pre-nominal field, Members of the House of Representatives have MP added to the Post-nominal field. Senator and MP are only used while the person is a sitting member of either House of Parliament.

Therefore, if a person was a Senator but at the time of registration is a Member of the House of Representatives, MP is given in the Post-nominal field after his or her name and a reference to service in both chambers should be given in the Person Descriptive Note.

6.4.2.7.1.3.  Pre-nominals - Honourable and Right Honourable

Commonwealth Ministers of State are ex-officio members of the Federal Executive Council (CA 2) and are described as The Hon. They retain this honorific after leaving the Commonwealth Parliament.

Members of the Privy Council were appointed by the Queen after nomination by the Commonwealth Government and although this practice has ceased, it may be necessary to refer to them in future registrations. They are described as The Rt Hon, and they retain this honorific for the rest of their lives. Care should be taken to enter The Rt Hon in their Pre-nominal field.

Thus, the Pre-nominal entry for Senators or Members would be one of the following:

Sen the Hon(for Senator the Honourable)
Sen the Rt Hon(for Senator the Right Honourable)
The Hon(for The Honourable)
The Rt Hon(for The Right Honourable)
6.4.2.7.1.4.  Post-nominals

The abbreviations identifying the person's honours should be listed after the given names and surname. As a general rule, the most recent issue of Who's Who in Australia for each person gives the correct listing of post-nominals. It also contains sections detailing the meaning of these abbreviations, the order of seniority of the imperial and military honours systems and, therefore, the order to be used when citing them. Who's Who in Australia also details educational qualifications, but these should not be included as post-nominals. Honorary degrees and memberships of associations also should not be included as post-nominals.

Some honours have several grades. Reference to the higher grade should be made rather than to the lower grade if an individual has been awarded both, eg the KCMG supersedes the CMG, therefore only the KCMG would be listed in the post-nominal entry:

KCMG, DSO

6.4.2.7.2.  Given names

Provide the given or first name(s) of the person in full, eg

Joseph Benedict

Initials can be included if the full names cannot be identified. If one or more of a person's given names was not used, indicate the name that the person was usually known by in the Person Descriptive Note.

6.4.2.7.3.  Surnames

The surname of a person should be entered in upper case in this field, eg

CHIFLEY
McCARTHY

The entry should attempt to reproduce as accurately as possible the family name of the person.

If the person being registered is still alive, give the family name (surname) used by the person at the time of registration by the Archives.

If the person being registered is deceased, give the family name (surname) commonly used by or associated with the person during their association with the Commonwealth.

Additional or variant surnames should be provided as an Alternative Name entry including, for a married woman, the surname(s) not used professionally, if known and thought appropriate for inclusion.

6.4.2.8.  Relationship to  ISAAR(CPF): 1.3, 2.2.2 (2nd ed. :  5.1.1, 5.1.2, 5.1.4)

6.4.2.9.  Last updated: 24 September 2004


6.4.3.  Alternative name

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

6.4.3.1.  Definition

A different name by which the person is or has also been known.

6.4.3.2.  Purpose

To provide an additional retrieval access point if the person being described was known by a name or names different from the person name entry, eg former name, pseudonym, title, alias, nickname.

6.4.3.3.  Relative importance

This field should be completed where applicable, to provide additional context (category 3).

6.4.3.4.  Sources of information

Sources include primary or secondary sources by or about the person being described.

6.4.3.5.  Standards for content

This is a text field completed in the sequence: pre-nominals, given names, surname, and post-nominals. Enter the surname, where given, in upper case. Give the alternative name in full.

6.4.3.7.  Application notes

An alternative name may consist of several components:

See application notes for Person name for further details on describing these components.

In general, restrict the use of the Alternative Name entry to major departures from the main name.

Married name
Pseudonyms
Alternative spelling of surname
Variant or preferred given names

6.4.3.7.1.  Married name

If a person sometimes used the names of their spouses or partners, those names may be entered here, if it is considered relevant to the purpose of the registration. The form of the name can be given as it was actually used at the time, for example, a woman may have been known by the name of her husband, such as CP 38:

Person name:  Adela Viola Zimmermann
Alternative name:  Adela Viola Purvis
Married name:  Mrs Robert Henry Purvis 

The choice of alternative name would depend on which was used.

6.4.3.7.2.  Pseudonyms

Persons occasionally use a pseudonym, for example, Hilda Gertrude Harnett (CP 52) was the author of articles and books under the pseudonym of Haliden Hartt, so her Alternative Name entry is:

Person name:  Hilda Gertrude Harnett 
Alternative name:
Married name:  Mrs Charles Lydiard Aubrey Abbott
Pseudonym:  Haliden Hartt

6.4.3.7.3.  Alternative spelling of surname

Persons sometimes use different spellings of their surname. The most commonly used spelling or the spelling used when the person was associated with the Commonwealth would be entered in the Person Name field and the other versions included in the Alternative Name field:

CP428

Person name:  Robert Frederick Felgenner
Alternative name:  Robert Frederick Felgenhaur

6.4.3.7.4.  Variant or preferred given names

Persons are sometimes commonly known by variants of their given names, especially by shortened forms. In cases such as these, consider whether a user would still be able to retrieve the person registration without the variant names being provided. For example, it is widely known that Bernard may be called Bernie, Francis (Frank), James (Jim), Edward (Ted) etc. It would be redundant to include both, as in the following example:

Person name:  Francis Smith
Alternative name:  Frank Smith

and so the Alternative Name field should not be completed. The abbreviated version of a given name, for example, Tim, can be included in the Person Note, for example, Timothy Andrew Fischer (known as Tim) was ....

However, there may be occasions when a person does not use their given names and is clearly known by an alternative given name. In such cases, it may be useful to include an alternative name:

CP 433

Person name:  Reginald Francis Xavier Connor
Alternative name:  Rex Connor

6.4.3.8.  Relationship to ISAAR(CPF): 1.3, 1.5 (2nd ed. : 5.1.2, 5.1.4, 5.1.5)

6.4.3.9.  Last updated:  24 September 2004

 


6.4.4.  Person date range (date of birth and date of death)

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

6.4.4.1.  Definition

The dates of a person’s birth, and when applicable, death.

6.4.4.2.  Purpose

To identify the person who is the subject of the registration and the period in which the person lived and created records.

6.4.4.3.  Relative importance

This field must be present for all registrations (category 1).

6.4.4.4.  Sources of information

Who's Who in Australia is a very good source of information about prominent persons. The Commonwealth Parliamentary Handbook contains information on a person's party affiliation, length of service and the date of death of all Members and Senators since Federation.

6.4.4.5.  Standards for content

The dates of birth and death should be recorded as accurately as possible. It is usually easier to find dates of birth than dates of death. Approximations to year only are acceptable.

6.4.4.5.1.  Expression of dates

All dates in predetermined date fields are subject to validation to facilitate searching, sorting, validations and consistency in reports. It is not necessary to enter day, month and year if the full date is not known. Use a date qualifier only if the year is in doubt. (Unless notes are kept to indicate the part or parts of the date to which a qualifier applies, the use of the qualifier can be misleading, especially when just year ranges and qualifiers are presented in reports.)

Date range conventions
Start date qualifier

 (only if year is in doubt)

 circa

 by
Start date

 
1952

 May 1952

 23 May 1952
End date qualifier

 
(only if year is in doubt)

 circa

 by
End date

 
1978

 Nov 1978

 23 Nov 1978

6.4.4.6.  Amendments

This entry can be amended to change incorrect data, or to add a date of death after initial registration.

6.4.4.7.  Application notes

If the exact dates of birth and death are not known, use a date qualifier such as, by or c (circa) as appropriate, eg

Where there is conflicting information about dates of birth or death, mention this briefly in the Person Descriptive Note.

6.4.4.8.  Relationship to ISAAR(CPF): 2.2.3 (2nd ed. : 5.2.1)

6.4.4.9.  Last updated: 24 September 2004


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