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Hurley's
COMMON PRACTICE RULES
HCPR-DEA-2001-01


Chris Hurley





Hurley's
COMMON PRACTICE RULES
HCPR-DEA-2001-01


version : 17 March, 2001 (01.1)

HCPR (Introduction) should be read in conjunction with -

  • HCPR-DEC-996-01(Context of Records)
  • HCPR-DEP-996-01 (Provenance of Records)
  • HCPR-DER-996-01 (Description of Records)
  • HCPR-DET-996-01 (Contents of Records)

DRAFT ONLY - NOT FINALLY SETTLED

HCPR is work in progress. This version does not represent a finished product.

These Common Practice Rules derive from the latest edition of the Australian Common Practice Manual produced under auspices of a project mandated by the Australian Society of Archivists. In 1997, the ASA decided to withdraw from the project. Under the Agreement subsisting between ASA and the author, rights in the Project reverted to ASA and rights in the Work (ACPM) reverted to the Author. Under that Agreement, the author's publication rights over The Work become absolute after ASA failed to take up its option to publish within a specified period after termination of the Agreement.

This version of The Work continues to build upon information given by archives programmes chosen to participate in the Project. Their assistance is gratefully acknowledged and they are listed below. The Author has removed all reference to them from HCPR. Some of the examples are still based on material they supplied. They have, however, had identifying codes and references removed in HCPR, though their origin may still be recognisable. These examples should be regarded in the light of characters in a Hollywood film. No resemblance to real documentation programmes (living or dead) is intended.

Participants in the Australian Common Practice Manual Project

Australian Archives (subsequently National Archives of Australia)
National Library of Australia
Australian War Memorial
Northern Territory Archives Service
City of Sydney Archives
University of Sydney Archives
Queensland State Archives
City of Adelaide Archives
Public Record Office of Victoria
State Archives of Western Australia

Note 1 : The transition from ACPM to HCPR marks a shift from descriptive to prescriptive rules. It should be noted, however, that some of the rules in HCPR are alternatives and that not all rules need be applied. Specification of mandatory rules awaits a later version.

Note 2 : The next transmutation will be from HCPR to GEMMS (General-purpose Extensible Metadata Management Standard). The issues which must be decided before HCPR can be transformed into GEMMS include development of :
(a) version control and use history procedures, and
(b) relationship rules between two or more GEMMS compliant applications. These will be necessary to enable use within one GEMMS compliant application of entities created and maintained inside another.

Table of Contents - HCPR (Introduction)

GENERAL INTRODUCTION TO ACPM
SYNOPSIS (AMBIENCE)
SYNOPSIS (PROVENANCE)
SYNOPSIS (RECORDS)
SYNOPSIS (CONTENTS)

General Introduction to ACPM

Growing interest in the standardisation of descriptive practice has led, curiously, to a proliferation of manuals and rule-books. There are now four mainstream examples in English -

  • APPM
    Hensen, Steven L. Archives, Personal Papers, and Manuscripts : A Cataloguing Manual for Archival Repositories, Historical Societies, and Manuscript Libraries 2nd ed. (Chicago, 1989)
  • RAD
    Bureau of Canadian Archivists, Planning Committee on Descriptive Standards Rules for Archival Description (Ottawa, 1990)
  • MAD
    Cook, M. & Procter, M. Manual of Archival Description 2nd ed. (Aldershot, 1989)
  • ISAD(G)
    International Council on Archives, Ad Hoc Commission on Descriptive Standards ISAD(G) : General International Standard Archival Description (Stockholm, 1993)

Yet it is still not possible to state with any authority or conviction what is standard archival descriptive practice.

Why add to the proliferation of manuals? There are two reasons.

First. ISAD(G) is meant to provide for data exchange at the international level. There is an assumption that it will be read in conjunction with a "national standard". We, in Australia and New Zealand, must either develop such a standard, use someone else's, or go without.

Second. The other manuals are prescriptive and (necessarily) exclusive rather than inclusive in approach - though all try with more or less enthusiasm to accommodate variations. HCPR derives from The Australian common Practice Manual which tried to be descriptive and (in consequence) more inclusive. It can, if Australasian practitioners wish it, be the vehicle for getting to more universally accepted rules because it does not set out to provide such rules in the first place. What it does is to codify differences and draw out the underlying similarities.

A distinction is to be drawn between the manuals and rule-books referred to above and data formats such as MARC AMC and EAD. It is possible to conform to a code or manual and still have data in incompatible formats (though the logic of adopting common descriptive rules is the development of common formats). Some of the manuals are written with a view to ensuring that data is consistent in format but it does not follow that users of the same manual will produce data in a common format. At this stage, there is no attempt to equate the headings in HCPR with data fields but such a development is clearly implied by any attempt to push standardisation further.

Another distinction is between system and format. Data can be recorded and processed in very different ways and still be output in a common format. Some Australian archives have supposed (wrongly) that ASA's attempts to have ISAD(G) modified to accommodate series-based practice implied a view that all should adopt the "series system". So far as ISAD(G) is concerned, the sole intention has been to make it flexible enough to accommodate series-based description along with other mainstream approaches. Whether it is desirable (or indeed possible) to settle on a single "system" as part of the development of national descriptive standards is a question which can only be decided in the context of further national debate.

ASA Questionnaire - December 1992

In December, 1992, ASA issued a questionnaire to selected Australian archives on the ISAD(G) rules and the ASA's preferred alternatives. The results of the questionnaire were incorporated into the first version of The Australian Common Practice Manual (ACPM).

To assist discussion on national descriptive standards, ACPM codified descriptive practice in Australia based on an examination of manuals in use by respondents to the questionnaire. It did not seek to replace those manuals. It was designed to be descriptive and to build statements (or rules) from an observation of common practice. The latest version (1996) sought to codify -

  • ISAD(G) : Stockholm redraft (Jan. 1993)
  • Australian Archives : CRS Manual (Vol.2) - Agencies (1990)
  • Australian Archives : CRS Manual (Vol.2) - Persons (1990)
  • Australian Archives : CRS Manual (Vol.2) - Series (1990)
  • State Archives of Qld: Arrangement & Description Procedures Manual (Jan. 1995)
  • Public Record Office, Vic : Agency Manual (1989)
  • Public Record Office, Vic : Series Registration & Identification Manual (1992)
  • State Archives of W.A. : Series Registration System Procedure Manual (Dec. 1991)
  • Keeping Archives 2nd edition (1993)
  • Information Exchange Steering Committee (IESC), Data Management Sub-Committee [Report] Management of Electronic Documents in the Australian Public Service (1993) - "Essential Features of a Corporate Electronic Document"

It was intended that later versions of ACPM would attempt to codify other manuals reported by respondents to the 1992 Questionnaire.

Distinction Between Data Capture and Data Use

HCPR is essentially a rule-book about data input. Some assumptions about data use and output will be apparent, however.

Structure of ACPM

HCPR is in 4 parts -

  • Ambience : describing categories of information about records-creators - organisational, familial, jurisdictional, functional;
  • Provenance : describing records-creators (including custodians) - administrative, corporate, functional, and personal;
  • Records : describing units of description as defined by ISAD(G) - fonds, series, etc.;
  • Contents : describing the component parts of units of description - accessions, consignments, transfers, items, documents, etc.

Each category of data is broken down into three types -

  • Identity Data
  • Descriptive Data
  • Relationship Data

The category and type of data is indicated in the shaded box at the beginning of each section of ACPM -

Example -


R 2.0.0 IDENTITY cont'd
R 2.2.0 : Title
CATEGORY OF DATA
Type of Data

Citations -

  • ISAD(G) - Stockholm 1993 : 3.1.2
  • ABN-MARC : TILAO
  • Keeping Archives 2 1993 : field 3

The title names the records entity and conveys some idea of its contents.

Each type of data is broken down into one or more areas shown in the shaded boxes within each section of ACPM -

Example -


R 2.2.1 NAMING RECORDS
AREA

and within each area, one or more common practice rules are specified -

R 2.2.1a Give the records a name
Common Practice Rule

The statements shown in boxes, therefore, are statements made by ACPM about the rules used by participating archival programmes. They are non-specific. Rules used by each programme will not be identical to the common practice rule statement in the box but they should not be inconsistent with the common practice statement. In some cases, of course, an archives programme will have no rule of its own corresponding to the common practice rule and may not even use data within that area.

For each common practice rule, ACPM will endeavour to give one or more statements of the "in-house" rules from which the common practice statement is itself derived. These "applications" will not be exact transcriptions of the rules as each of the participating archival programmes articulates them, but a summary and synthesis so that two or more archival programmes may be shown as subscribing to the same application of a common practice rule -

Example -

(i) Assign a title to each unit of description
: ISAD(G); CRS; PROV; KAII

Different applications of the same common practice rule may contradict each other, but they should all be consistent with the common practice rule which they illustrate.

The hierarchy thus established was as follows -

Early versions of ACPM will concentrate on identifying and describing what data we use. The 1992 Questionnaire reveals there is already much common ground among respondents. More variation is to be expected on how we use the data (i.e system and format). These more difficult questions, how to describe and correlate these differences, will be left to later versions of ACPM.

The overall scheme is set out in the accompanying diagram.

It must be re-emphasised that the ACPM "rules" (the common practice rules) are descriptive not prescriptive. They are intended as statements which synthesise divergent practices. As other archives programmes are analysed and their practices are incorporated, the synthesis attempted in this version will have to be modified and revised (and the structure may have to be refashioned) to accommodate them.

It should be understood also that there is no expectation that all archives programmes will use all common practice rules. R 3.15.0 (Publication Note), for example, was used by very few of the respondents to the 1992 Questionnaire.


 

 
SYNOPSIS HCPR (AMBIENCE - IDENTITY) 2001:01
C 2.0.0 IDENTITY
C 2.1.0
C 2.1.1
C 2.1.2
a
C 2.1.3
a
b
Reference Code(s)
:
Elements of a Reference Code
: Local Repository Codes
Give the entity a number or code
: Data Exchange Codes
Use an agreed code to tell people where you are
Use another code to tell people who you are

C 2.2.0
C 2.2.1
a
b

C 2.2.2
a
b
c

d
C 2.2.3
a
C 2.2.4
a
C 2.2.5
a
C 2.2.6
a

b
C 2.2.7
a
b

C 2.2.8
a
b

Title
: Naming the Ambient Entities
Give the entity a name
Don't use the same name twice

: Alternative Forms of Title/Name
Use an "official" name
Use the most recent form of name
You can include alternative forms of name in the title
If you don't, put them somewhere else

: Several Entities Treated As One
The title should refer to all
: Abbreviations/Acronyms
Avoid abbreviations, etc
: Inclusion of Geographical Data in Titles
Use geographic information if you want
: Inclusion of Information From Other Fields : Ambience
Don't include data on ambience
Put a parent body in the name of a branch or division

: Inclusion of Information From Other Fields : Dates
Don't repeat dates in the title
Unless it is necessary for comprehension

: Parallel Entries
say what it is
say what language it is in

C 2.3.0
C 2.3.1
a
C 2.3.2
a

b
c
d
e

C 2.3.3
a

C 2.3.4
a
b
c
d
e

C 2.3.5
a
C 2.3.6
a
b
c
d

C 2.3.7

Dates
: Dating Ambience
Give dates for each entity
: Dates of Existence : Commencement
Say when an entity is legally or formally established
Statute-based entities begin with legislation
Some entities begin with a decision
Some entities are reconstituted
Say when a family was founded

: Dates of Activity : Commencement
Say when activity is different from establishment date
: Dates of Existence : Cessation
Say when an entity is formally or legally abolished
Some entities end with legislation
Some entities end with a decision
Some entities are reconstituted
Say when a family becomes extinct

: Dates of Activity : Cessation
Say when activity is different from cessation date
: Expression of Dates
Use a range of dates to show beginning and end
Use an open date range if still current
Use a single date where appropriate
Show doubt or uncertainty if you don't know

: Dates of Relationships

C 2.4.0
C 2.4.1
a
C 2.4.2
a
C 2.4.3
a
C 2.4.4
a
b

C 2.4.5
a
b
c
d
e
f

Control Data
: Level of Documentation
Identify the level of description
: Status of Documentation
Say what stage your description has reached
: Source of Documentation (Internal)
Say who amongst you archives described it
: Security Codes
Say who can see your data output
Say who can access your system

: Other Data Management Codes
Name the person who described the entity
Say when it was done
Say when it was (or will be) revised
Show status codes if any
Say what descriptive rules were used
Say anything else you want

 
SYNOPSIS HCPR (AMBIENCE - DESCRIPTION) 2001:01
C 3.0.0 DESCRIPTION
C 3.1.0
C 3.1.1
a
C 3.1.2
a
Related Legislation
: Creation/Abolition
Say what legislation establishes/abolishes an entity
: Activities
Describe related legislation

C 3.2.0
C 3.2.1
a
C 3.2.2
a
b

Abstract
: Summary Description
Summarise the description in C 3.4.0
: Information from Other Fields
You may repeat other information here if you want Index the title

C 3.3.0
C 3.3.1
a

Address/Location
: Location of Organisations
Identify the geographical area

C 3.4.0
C 3.4.1
a
C 3.4.2
a

b
c

C 3.4.3
a
C 3.4.4
a

C 3.4.5
a
C 3.4.6
a
C 3.4.7
a
C 3.4.8
a
b

History/Description
: Functions and Activities
Describe functions and activities in the "Note"
: History and Relationships
Describe commencement and cessation in the "Note"
Describe relationships in the "Note"
Include other significant information in the "Note"

: Legislation
Describe related legislation in the "Note"
: Structure
Describe an organisation's internal structure in the "Note"

: Address/Location
Give the location of an organisation in the "Note"
: Sources
Say in the "Note" what sources you have used
: Problems
Use the "Note" to state your doubts and difficulties
: Other Data
You can include other data in the "Note"
You can say here if records are to be found elsewhere
C 3.5.0
C 3.5.1
a
Function/Competence
: Documenting Functions
Describe functions/activities of an organisation
C 3.6.0
C 3.6.1
a
Subject
: Describing Subjects
Show related subjects

C 3.7.0
C 3.7.1
a
C 3.7.2
a
b

C 3.7.3
a

b
C 3.7.4
a
C 3.7.5
a
b

Associations
: Controlled/Controlling Associations
Say if an organisation supervises another entity
: Previous/Subsequent Associations
Say if a jurisdiction supervises another entity
Say if a function is carried out by an entity

: Other Associations
Say if there are other associated corporations (not records)
Say if there are associated records
: Citations
Give name of associated entity
: How to Express Associations
Give a date for each association
Show how each entity is associated
C 3.8.0
C 3.8.1
a
b

C 3.8.2
a
C 3.8.3
a
C 3.8.4
a
Not Otherwise Classified
: Location of Records
Give the whereabouts of records
Say who holds the records

: Internal Structure
Describe the structure of an organisation
: Sources
Say what sources you have used
: Anything Else
Put down anything else you want to say
C 3.9.0
C 3.9.1
a
Language
: Language Employed
Say what language is used in the description
C 3.10.0
C 3.10.1
a
b
c

Business Rules
: Business Rules
Say what rules apply
Say when they have been applied
Say what they are

 
SYNOPSIS HCPR (AMBIENCE - RELATIONSHIPS) 2001:01
C 4.0.0 RELATIONSHIPS
C 4.1.0
C 4.1.1
a
b
c
Ambience to Ambience
: Controlled/Controlling
Say if an entity owns
Say how they are related
Say when they are related

C 4.1.2
a
b
c

: Previous/Subsequent
Say if an entity precedes another
Say how they are related
Say when they are related

 
SYNOPSIS HCPR (PROVENANCE - IDENTITY) 2001:01
P 2.0.0 IDENTITY
P 2.1.0
P 2.1.1
P 2.1.2
a
P 2.1.3
a
b
c
Reference Code(s)
: Elements of a Reference Code
: Local Repository Codes
Give the provenance a code or number
: Data Exchange Codes
Use an agreed code to tell people where you are
Use another code to tell people who you are
Cite legal number(s) where appropriate

P 2.2.0
P 2.2.1
a
b

P 2.2.2
a
b
c
d

e
P 2.2.3
a
P 2.2.4
a
P 2.2.5
a
P 2.2.6
a
b

P 2.2.7
a
b

P 2.2.8
a
P 2.2.9
a
b

Title
: Naming Corporations and Persons
Give the provenance a name
Don't use the same name twice

: Alternative Forms of Title/Name
Use a corporation's "official" name
Use a person's birth-name
Use a corporation's most recent form of name
You can include alternative forms of name in the title
If you don't, put them somewhere else

: Several Corporations Treated As One
The title should refer to all
: Abbreviations/Acronyms
Avoid abbreviations, etc
: Inclusion of Geographical Data in Titles
Use geographic information if you want
: Inclusion of Information From Other Fields : Ambience
Don't include data on ambience
Put a parent body in the name of a branch or division

: Inclusion of Information From Other Fields : Dates
Don't repeat dates in the title
Unless it is necessary for comprehension

: Persons - Prenominals/Postnominals
yet to be developed
: Parallel Entries
say what it is
say what language it is in

P 2.3.0
P 2.3.1
a
P 2.3.2
a

b
c
d
e

P 2.3.3
a

P 2.3.4
a

b
c
d
e

P 2.3.5
a
P 2.3.6
a
b
c
d

P 2.3.7

Dates
: Dating Provenance
Give dates for each provenance entity
: Dates of Existence : Commencement
Say when a corporation is legally or formally established
Statutory corporations begin with their legislation
Some corporations begin with a decision
Some corporations are reconstituted
Say when a person was born

: Dates of Activity : Commencement
Say when activity is different from establishment date
: Dates of Existence : Cessation
Say when a corporation is formally or legally abolished
Statutory corporations end with their legislation
Some corporations end with a decision
Some corporations are reconstituted
Say when a person dies

: Dates of Activity : Cessation
Say when activity is different from cessation date
: Expression of Dates
Use a range of dates to show beginning and end
Use an open date range if still current
Use a single date where appropriate
Show doubt or uncertainty if you don't know

: Dates of Relationships

P 2.4.0
P 2.4.1
a
P 2.4.2
a
P 2.4.3
a
P 2.4.4
a
b

P 2.4.5
a
b
c
d
e
f

Control Data
: Level of Documentation
Identify the level of description
: Status of Documentation
Say what stage your description has reached
: Source of Documentation (Internal)
Say who amongst you described the entity
: Security Codes
Say who can see your data output
Say who can access your system

: Other Data Management Codes
Name the person who described the provenance
Say when it was done
Say when it was (or will be) revised
Show status codes if any
Say what descriptive rules were used
Say anything else you want

 
SYNOPSIS PROVENANCE - DESCRIPTION 2001:01
P 3.0.0 DESCRIPTION

P 3.1.0
P 3.1.1
a

P 3.1.2
a

Related Legislation
: Corporations- Creation/Abolition
Say what legislation establishes/abolishes a corporation
: Corporations - Activities
Describe related legislation

P 3.2.0
P 3.2.1
a
P 3.2.2
a
b

Abstract
: Summary Description
Summarise the description in P 3.4.0
: Information from Other Fields
You may repeat other information here if you want
Index the title

P 3.3.0
P 3.3.1
a
b

P 3.3.2
a

Address/Location
: Address of Corporations
Identify the geographical area
Give the address
: Domicile of Persons
Give the address

P 3.4.0
P 3.4.1
a
P 3.4.2
a

b
c

P 3.4.3
a
P 3.4.4
a

P 3.4.5
a
P 3.4.6
a
P 3.4.7
a
P 3.4.8
a
b

History/Description
: Functions and Activities
Describe functions and activities in the "Note"
: History and Relationships
Describe commencement and cessation in the "Note"
Describe relationships in the "Note"
Include other significant information in the "Note"

: Legislation
Describe related legislation in the "Note"
: Structure
Describe a corporation's internal structure in the "Note"
: Address/Location
Give the address of a corporation in the "Note"
: Sources
Say in the "Note" what sources you have used
: Problems
Use the "Note" to state your doubts and difficulties
: Other Data
You can include other data in the "Note"
You can say here if records are held by other archives
P 3.5.0
P 3.5.1
a
Function/Competence
: Documenting Functions
Describe functions/activities
P 3.6.0
P 3.6.1
a
Subject
: Describing Subjects
Show related subjects

P 3.7.0
P 3.7.1
a
P 3.7.2
a
b

P 3.7.3
a
b

P 3.7.4
a
P 3.7.5
a
b

Associations
: Controlled/Controlling Associations
Say if one entity supervises another
: Previous/Subsequent Associations
Say if one entity precedes this one
Say if one entity succeeds this one

: Other Associations
Say if there are other associated corporations
Say if there are associated records

: Citations
Give name of associated body or person
: How to Express Associations
Give a date for each association
Show how each entity is associated

P 3.8.0
P 3.8.1
a
b

P 3.8.2
a
P 3.8.3
a
P 3.8.4
a

Not Otherwise Classified
: Location of Records
Give the whereabouts of records
Say if records are held by others

: Internal Administrative Structure
Describe the structure of a corporation
: Sources
Say what sources you have used
: Anything Else
Put down anything else you want to say
P 3.9.0
P 3.9.1
a
Language
: Language Used
Say what language is used in the description
P 3.10.0
P 3.7.1
a
b
c

Business Rules
: Business Rules
Say what rules apply
Say when they have applied
Say what they are

 
SYNOPSIS HCPR (PROVENANCE - RELATIONSHIPS) 2001:01
P 4.0.0 RELATIONSHIPS
P 4.1.0
P 4.1.1
a
b
c
d

P 4.1.2
a
P 4.1.3
a
b
Provenance to Ambience
:Organisation or Family
Say if a corporation supervises another
Say if a corporation belongs to an organisation
Say if a corporation belongs to a jurisdiction
Say if a person belongs to a family

: Functional Ambience
Say what functions a corporation carries out
: How to Express Relationships with Ambience
Give dates for each relationship
Corporations may belong to more than one ambience

P 4.2.0
P 4.2.1
a
b
c

P 4.2.2
a
P 4.2.3
a
P 4.2.4
a

Provenance to Provenance
: Previous/Subsequent Relationships
Say if a corporation precedes another
Say if a corporation succeeds another
Say if a person is descended from another

: Other Relationships
Say if a person is connected with a corporation
: Citations
Give related reference codes and titles
: How to Express Relationships
Give a date for each relationship

 
SYNOPSIS HCPR (RECORDS - IDENTITY) 2001:01
R 2.0.0 IDENTITY

R 2.1.0
R 2.1.1
R 2.1.2
a
R 2.1.3
a
b
c

d

Reference Code(s)
: Elements of a Reference Code
: Local Repository Codes
Give the records a code or number
: Data Exchange Codes
Use an agreed code to tell people where you are
Use another code to tell people who you are
Alternatively, use the Australian Bibliographic Network
Say what numbers have been assigned in union catalogues

R 2.2.0
R 2.2.1
a
b

c
d

R 2.2.2
a

b

c
d
e

Title
: Naming Records
Give the records a name
Use the name of the records if they have one (transcribed title)
Otherwise, make one up (composed title)
Explain terms not in general use

: Inclusion of Information from Other Fields
Usually, the title will not include references to other records
You may include information on provenance if you want
Don't repeat dates in the title
The title may refer to physical format
The location of the records should not usually be included

R 2.3.0
R 2.3.1
a
b
c

R 2.3.2
a

b

c
d

Dates
: Records Making Process (Accumulation)
Say when the records were made (creation)
Say what dates have survived (extant)
Say what dates you hold (in custody)

: Contents of Records
Say when documents in the records were made (contents)
Say when what you hold was made (contents in custody)
Say when the records were used (transactions)
Say when copies, etc. were made (data)

R 2.4.0
R 2.4.1
a

R 2.4.2
R 2.4.3
a

R 2.4.4
a
b

R 2.4.5
a
b
c
d
e
f
g

Control Data
: Level of Documentation - ISAD(G)
Use ISAD(G) rules to identify level of documentation
: Status of Documentation
: Repository Codes (Internal)
Say what part of your archives described the records
: Security Codes
Say who can see your data output
Say who can access your system

: Other Management Codes
Name the person who described the records
Say when it was done
Say when it was (or will be) revised
Say who reviewed it last
Show format codes if any
Show data mangement codes (if any)
Note other relevant data

 
SYNOPSIS HCPR (RECORDS - DESCRIPTION) 2001:01
R 3.0.0 DESCRIPTION
R 3.1.0
R 3.1.1
a
R 3.1.2
a
R 3.1.3
a
R 3.1.4
a
R 3.1.5
a
Quantity
: Quantity in Custody
Say what quantity you hold
: Quantity out of Custody
Say what quantity you don't hold
: Quantity in Existence
Say what the quantity totals
: Quantity Statement Format : 1 - Number and Form
You can say how many items make up the total
: Quantity Statement Format : 2 - Length or Volume
Or you can use a shelf length or cubic measure

R 3.2.0
R 3.2.1
a
R 3.2.2

Content/Abstract
: Information on Subject, Content, or Function
Summarise what's in the records
: Inclusion of Data from Other Fields

R 3.3.0
R 3.3.1
a

Disposal Action
: Current Disposal Status and Disposal History
Summarise what has or what will be destroyed

R 3.4.0
R 3.4.1
a

Accruals
: Future Accruals
Say if you expect more transfers
R 3.5.0
R 3.5.1
a
R 3.5.2
a
R 3.5.3
a
R 3.5.4
a
System of Arrangement
: System(s) of Arrangement and Control : Records
Say how the records are arranged
: System(s) of Arrangement and Control : Contents
Say how the information in the records is arranged
: Imposed Order or Control
Tell people if you have arranged the records
: Range of Control Symbols
Say what the first and last numbers are
R 3.6.0
R 3.6.1
a
R 3.6.2
R 3.6.3
a
Legal Status
: Ownership, Custody or Disposal
Say what legal obligations apply to you
: Access/Copyright [do not use - see R 3.8.0]
: Authorities
Cite legislation or other authorities affecting creation of the records

R 3.7.0
R 3.7.1
a

R 3.7.2
a

Access Conditions
: Restrictions on Access to Information
Say whether access to information in the records is restricted
: Restrictions on Use of Records
Say whether originals are too fragile to be used
R 3.8.0
R 3.8.1
a
b

R 3.8.2
a
Copyright and Reproduction
: Restrictions on Copying
Say whether there are legal obstacles to copying
Say whether originals are too fragile to copy

: Restrictions on Use of Copies
Say whether copies can be published
R 3.9.0
R 3.9.1
a
Language
: Language etc.
a. Say what language the records are in
R 3.10.0
R 3.10.1
a
R 3.10.2
a
R 3.10.3
a

Physical Characteristics
: Physical Format
a. Say what the records look like
: Size
a. Describe length, breadth, and height of the items
: Characteristics Affecting Usability/Preservation
a. Say what physical details limit the use of the records

R 3.11.0
R 3.11.1
a
Finding Aids
: Existence of Finding Aids
Tell people what finding aids exist

R 3.12.0
R 3.12.1
a

b
R 3.12.2
a
b

R 3.12.3
a

Location
: Records in custody
Use a code to tell people if you have any of the records
Say what part of the archives holds the records

: Records Not In Custody/Possesion
Say where records not yet transferred are held
Say if some of the records are held by others

: Location of Records (Where Copies Are Described)
If you have copies, say where the originals are
R 3.13.0
R 3.13.1
a
Existence of Copies
: Existence of Copies
If you have originals, say whether copies exist

R 3.14.0
R 3.14.1
R 3.14.2
a
b

c

d
R 3.14.3
a
R 3.14.4
a

Associations
: Associations With Ambience
: Associations With Provenance
Say who made the records (creation)
Say who the records belong to if different (control)
Say who has been vested with the records if different (custody)
Say who has held the records if different (possession)

: Associations With Other Records
Describe related records (not documented)
: Associations With Contents
Describe the contents (if not documented elsewhere)
R 3.15.0
R 3.15.2
a
Publication Note
: Publication Note
Say which authors have used the records
R 3.16.0
R 3.16.1
a
R 3.16.2
a
Not Otherwise Classified
: Additional Information
Use a "Note" to say anything else you want
: Inclusion of Infortmation from Other Fields
In the "Note" you can repeat information from elsewhere

 
SYNOPSIS HCPR (RECORDS - RELATIONSHIPS) 2001:01
R 4.0.0 RELATIONSHIPS
R 4.1.0
R 4.1.1
a
Records to Ambience
: Related Functions/Activities
Say what function(s) or activity(ies) the records reflect

R 4.2.0
R 4.2.1
a
b
c
d

R 4.2.2
a
R 4.2.3
a
b

Records to Provenance
: Related Corporations and Natural Persons
Say who made the records (creation)
Say who the records belong to if different (control)
Say who has held the records if different (custody)
Say who has held onto the records if different (possession)

: Related Activities
Say what activity(ies) the records reflect
How to Express Relationships With Provenance
Identify related persons and corporations
Say how long the relationship lasted

R 4.3.0
R 4.3.1
a
b
c

R 4.3.2
a
b

Records to Records
: Related Records Already Documented
Describe related records which you hold
Describe related records (not held)
Describe all related records regardless of custody or survival

: How to Express Relationships Between Records
Identify related records
Say when the relationship existed

 
SYNOPSIS HCPR (CONTENTS) IDENTITY 2001:01
T 2.1.0 Reference Code(s)

T 2.1.1

T 2.1.2

T 2.1.3

T 2.1.4

Transfers
(a) Give each transfer a number
Accessions
(a) Give each accession a number
Consignments
(a) Give each consignment a number
Items
(a) Give each document a unique number
(b) Give each unit a number
T 2.2.0 Title
T 2.2.4 Items
(a) Give a name to each document
T 2.3.0 Dates

T 2.3.1

T 2.3.3

 

T 2.3.4

Transfers
(a) Give the date of transfer
Consignments
(a) Show records accumulation dates (R 2.3.1) in this consignment
(b) Show records contents (R 2.3.4) in this consignment
Items
(a) Show the dates of an item
(b) Give the date and time of creation of a document
T 2.4.0 Control Data
T 2.4.4 Items
(a) Give the security classification of a document
(b) Give the date and time of registration of a document

 
SYNOPSIS HCPR (CONTENTS) DESCRIPTION 2001:01
T 3.1.0 Quantity
T 3.1.3 Consignments
(a) Show the consignment quantity (number of units)
(b) Show the consignment quantity (type of unit)
(c) Show the consignment quantity (range of unit numbers)
(d) Show the consignmenty quantity (metreage)
T 3.2.0 Content/Abstract
T 3.2.4 Items
(a) Assign keywords to a document
T 3.3.0 Disposal Action

T 3.3.3

 

 

T 3.3.4

Consignments
(a) Indicate what disposal action (if any) is to be taken and when
(b) Indicate what disposal action (if any) has been taken and when
(c) Cite authority for disposal action

Items
(a) Give a sentence or retention period for a document T 3.5.0 System of Arrangement
T 3.5.3 Consignments
(a) Give range of control symbols (R 3.5.4) in the consignment
T 3.7.0 Access
T 3.7.3 Consignments
(a) Show the access conditions applying to the records (R 3.7.1a) for each consignment making up a unit of description
T 3.10.0 Physical Characteristics
T 3.10.3 Consignments
(a) Describe the physical format of the material
(b) Indicate the physical condition of the material
T 3.12.0 Location
T 3.12.4 Items
(a) Cite the "shelf location" of each item

 
SYNOPSIS HCPR (CONTENTS) RELATIONSHIPS 2001:01
T 4.1.0 Contents to Context
T 4.1.3 Consignments
(a) Show the record group to which the transferring agency (T 4.2.3a) belongs
T 4.2.0 Contents to Provenance

T 4.2.3

 

 

T 4.2.4

Consignments
(a) Cite the corporation whence each consignment is transferred into the custody of the source archives
(b) Bring together data on consignments transferred by the same corporation

Items
(a) Identify the author or originator of a document
(b) Identify the owner/manager of a document
(c) Give the controller/controller code/organisational code for a document
T 4.3.0 Contents to Records

T 4.3.3

 

 

 

 

 

 

T 4.3.4

Consignments
(a) Describe consignments or material making up the units of description
(b) Include dates of consignments or material making up the unit of description
(c) Include dates of contents of consignments or material making up the unit of description
(d) Include quantity in custody of consignments or material making up the unit of description
(e) Include access conditions on consignments or material making up the unit of description
(f) Include physical characteristics data on consignments or material making up the unit of description

Items
(a) Describe units making up the unit of contents
(b) Describe the dates (R 2.3.1) making up the unit of contents
(c) Describe the dates of contents (R 2.3.4) making up the unit of contents

 

...

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Authorised by Head, School of Information Management and Systems. Caution.
Maintained by Records Continuum Research Group.
AGLS Compliant
Last updated 3 May 2001.