Required Elements for Archival Description is our local descriptive content standard for archival materials. All resource records created must be compliant with these requirements. This standard is based on Describing Archives: A Content Standard, and informed by our departmental values of access and transparency. These requirements are also available in our local ArchivesSpace manual (Google Doc).
Always use these fields when creating descriptions. Multilevel descriptions should include all of the elements used at higher levels, unless the information is the same as that of a higher level or if it is desirable to provide more specific information.
| Name | DACS Rule | EAD Tag |
|---|---|---|
| Collection Number | 2.1 | <unitid> |
| Name and Location of Repository | 2.2 | <repository> |
| Title | 2.3 | <unittitle> |
| Date | 2.4 | <unitdate> |
| Extent | 2.5 | <physdesc> |
| Name(s) of Creator(s) | 2.6 | <origination label="creator"> |
| Access Points | n/a | <controlaccess> |
| Abstract | n/a | <abstract> |
| Arrangement Note | 3.2 | <arrangement> |
| Biographical/Historical Note | 2.7 | <bioghist> |
| Conditions Governing Access Note | 4.1 | <accessrestrict> |
| Conditions Governing Use Note | 4.4 | <userestrict> |
| Immediate Source of Acquisition Note | 5.2 | <acqinfo> |
| Language of Materials Note | 4.5 | <langmaterial> |
| Preferred Citation Note | 7.1.5 | <prefercite> |
| Processing Information Note | 7.1.8 | <processinfo> |
| Scope and Content Note | 3.1 | <scopecontent> |
These fields are required as appropriate to the collection; conditions that require these notes are outlined in the ACM ArchivesSpace Manual (Google Doc) under Required if Applicable Notes.
| Name | DACS Rule | EAD Tag |
|---|---|---|
| Accruals Note | 5.4 | <accruals> |
| Appraisal Note | 5.3 | <appraisal> |
| Custodial History Note | 5.1 | <custodhist> |
| Existence and Location of Copies Note | 6.2 | <altformavail> |
| Existence and Location of Originals Note | 6.1 | <originalsloc> |
| Location Note | 4.2.6 | <physloc> |
| Other Finding Aids Note | 4.6 | n/a |
| Physical Requirements and Technical Requirements Note | 4.2, 4.3 | <phystech> |
| Related Archival Materials Note | 6.3 | <relatedmaterial> |
| Separated Materials Note | 6.3 | <separatedmaterial> |
These elements should be used sparingly and only in exceptional cases. Consult with your supervisor if you believe use of one of these elements is warranted.
| Name | DACS Rule | EAD Tag |
|---|---|---|
| Bibliography | 6.4 | <bibliography> |
| Dimensions Note | 2.5 | <dimensions> |
| File Plan Note | n/a | <fileplan> |
| General Note | 7 | <odd> |
| General Physical Description Note | n/a | <physdesc> |
| Index | n/a | <index> |
| Legal Status Note | 4.1 | <legalstatus> |
| Physical Facet Note | 4.2, 4.3 | <physfacet> |
The Required Elements for Accessioning identify the fields that constitute a complete accession record. These requirements are also available in our local ArchivesSpace manual (Google Doc).
| Element Name | DACS Rule | EAD Tag | Requirement |
|---|---|---|---|
|
Accession Identifier |
n/a | n/a | Required |
| Name and Location of Repository | 2.2 | <repository> | Required |
| Title | 2.3 | <unittitle> | Required |
| Resource Type | 2.3.19 | <unittitle> | Required |
| Date(s) | 2.4 | <unitdate> | Required |
| Extent(s) | 2.4 | <physdesc> | Required |
| Container Summary | 2.5 | <physdesc> | Required |
| Name(s) of Creator(s) | 2.6 | <origination label="creator"> | Required |
| Name(s) of Donor(s) | n/a | n/a | Required |
| Access Points | n/a | <controlaccess> | Required |
| Content Description | 3.1 | <scopecontent> | Required |
| Disposition | n/a | n/a | Required |
| Access Restrictions Note | 4.1 | <accessrestrict> | Required |
| Use Restrictions Note | 4.4 | <userestrict> | Required |
| Provenance | 5.1, 5.2 | <acqinfo>, <custodhist> | Required |
| Related Resources | 2.1 | <unitid> | Required |
| Acquisition Type | n/a | n/a | Required if applicable |
| Retention Rule | n/a | n/a | Required if applicable |
| Inventory | n/a | n/a | Required if applicable |
| External Documents | n/a | n/a | Required if applicable |