The Commonwealth Record Series (CRS) Manual


.7. Provenance - Visibility and availability indicators

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 .7.0.  Provenance indicators

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.7.0.  Provenance Indicators

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

.7.0.1.  Definition

One or more compatible tags applied to a registration in RecordSearch that can:

(i) prevent or place conditions on the public and staff visibility of the registration itself;

(ii) restrict the physical movement or access of the object represented by the registration in RecordSearch.; or otherwise

(iii) provide a tool for archival management purposes to flag specific properties of registrations or the records they represent.

.7.0.2.  Purpose

Indicators determine which:

(i) registrations staff and public see on RecordSearch;

(ii) items (registered on RecordSearch) can be issued to public and staff

or flag particular properties of registrations (or the records they represent), to ensure the efficient and consistent management and control of registrations on RecordSearch across all levels of the CRS System.

.7.0.3.  Relative importance

Category 2 - essential if certain conditions apply.

.7.0.4.  Sources of information

Some of the values have to be set manually, while others are set through transactions performed elsewhere in the system. The validations attached to each indicator will determine visibility in the finding aids.

.7.0.5.  Standards of content

Where conditions at provenance level require withholding of information from the finding aids, it is essential that the inheritance principles within identification are understood and applied. If a provenance registration has been cancelled then it cannot record or control any series. A series may be cancelled without the provenance being cancelled. However, if a provenance description is to be cancelled then series and items associated with that agency must also be cancelled therefore the validations ensure that cancellation of the series and items would have to take place first. This principle ensures that consistency is applied and information is not inadvertently cancelled.

There are many possible indicators for provenance registrations. However the primary indicators that most directly relate to the registration rather than as a result of transactions once under intellectual control are:

Click here for a detailed list of indicators.

.7.0.6.  Amendments

Some indicators on descriptive information may change over time as different actions are performed on the records. For example, a provenance may be initially registered and have no restrictions placed on it. Later it has been found to be a duplicate of another registration and has to be cancelled rather than deleted as transactions have occurred against that registration and those transactions cannot be deleted. A provenance registration could be deleted if found to be an error or duplicate and no series or disposal classes attributed to it.

.7.0.7.  Application notes

The Archives officer chooses one or more indicator values, which the system then interprets and applies the appropriate validations or inheritance rules. The validations attached to the rules will also prevent certain actions from overriding other actions.

An attempt to add an availability indicator to a provenance registration, series or item (also referred to as object) will trigger a check of all contained objects to ensure that the new indicator is consistent in a business sense. For each object and indicator a decision will be made on the indicators that are compatible for contained objects.

At the point of saving data in a screen the validations work behind the scenes to ensure the business rules are not compromised or contradicted.

.7.0.9.  Last updated:  29 September  2004

 

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