Hurley's
COMMON PRACTICE RULES
for the
DOCUMENTATION of AMBIENCE

HCPR-DEC-2002:01

Chris Hurley

Hurley's
COMMON PRACTICE RULES
for the DOCUMENTATION of
AMBIENCE

HCPR-DEC-2001-01

version :

17 March, 2002 (01.01)

Documentation of Ambience should be read in conjunction with -

• HCPR-DEA-2002:01(Introduction)
• HCPR-DEP-2002:01 (Provenance of Records)
• HCPR-DER-2002:01 (Description of Records)
• HCPR-DET-2002:01 (Contents of Records) in preparation

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 (subsequently State Records)

Table of Contents - HCPR (Ambience)

C 1.0.0	INTRODUCTION
C 1.1.0	: Identity of Ambient Entities
C 1.2.0	: What's New in Version 2002.1
C 2.0.0	IDENTITY
C 2.1.0	: Identifier
C 2.2.0	: Title
C 2.3.0	: Date
C 2.4.0	: Control Data
C 3.0.0	DESCRIPTION
C 3.1.0	: Mandate
C 3.2.0	: Abstract
C 3.3.0	: Place
C 3.4.0	: Description
C 3.5.0	: Function/Competence
C 3.6.0	: Subject
C 3.7.0	: Associations
C 3.8.0	: Not Otherwise Classified
C 3.9.0	: Language
C 3.10.0	: Business Rules
C 4.0.0	RELATIONSHIPS
C 4.1.0	: Ambience to Ambience
	ORGANISATION DATA SET JURISDICTION DATA SET FUNCTION DATA SET

SYNOPSIS

HCPR (AMBIENCE - EXAMPLES)

2001:01

Example

: Organisation : Jurisdiction : Function

C 1.0.0 INTRODUCTION

C 1.0.1

Ambience shows the context of Provenance by establishing relationships between an entity responsible for one or more defined recordkeeping or business activities and the larger context of which it forms a part. Four kinds of ambience are presently contemplated in the formulation of these Rules :-

• Organisations -
  - corporations controlling business units undertaking records-related activities
  - whole governments controlling agencies;
• Families
  - natural persons bound together by family relationships (however defined);
• Jurisdictions
  - areas of responsibility assigned within an organisation (e.g. a Government portfolio)
• Ambient Functions
  - the responsibility of a jurisdiction or provenance entity within an organisation

Types of Ambient Entity

Establishment and Dissolution

Structural Identity

Version and dating information about the documentation should nor be given here - go to C 2.4.0. Show your address and other contact details under C 2.4.0.

A unique identifying number or code is given to distinguish an ambient entity from -

• other descriptive entities within a documentation programme, and
• those in other archival documentation programmes.

To achieve this, an identifier will need to be made up of three components.

• The first of these is a programme specific identifier, reference code, control number, or other unique specification which distinguishes an entity from other entities documented in the same documentation programme.
• Additionally, provision may be made for a country code and a programme code which distinguish an entity described in one archival documentation programme from descriptions of documented in other programmes.

To ensure unique and unambiguous identification, identifiers may be cancelled but should not be re-used. A note should be kept of cancelled identifiers to enable information to be relocated and understood from superseded citations.

Assign a discrete number or code to each entity

The local code identifies entities within a documentation programme and distinguishes them from other entities described within that programme.

This data refers to the manager of the documentation. Data on anyone else involved in creating, maintaining, or using the record is under C 2.4.0.

Assign a country code in accordance with ISO 3166

This conforms to the data structure imposed by the International Council on Archives' ISAD(G) on records. A similar convention has been included for ICA's ISAAR(CPF).

Show your address or other contact details

Identify the documentation programme responsible for managing the entity

This is a statement about the identity of the documentation programme which is the source of information about the organisation, jurisdiction, family, or function - not about the location of records associated with those entities or the location of the entity.

Data exchange codes may be used to identify entities emanating from one documentation programme and distinguish them from other entities documented in other programmes.

Identify the type of documentation programme

This data describes the role and activity of the manager of the record. This data is not necessary if the manager of the record is documented in this or another documentation programme. Unless your documentation programme is identifiable as an entity within your own documentation of Provenance, some indication of the ambiance within which you yourself operate can be given here.

A title/name identifies and describes the entity. The title may be formally assigned by someone else or assigned by the documentation programme based on familiarity (best known form of name). If a title is assigned, it should stand meaningfully alone to give some indication (in conjunction with knowledge of date range and context) of the ambit and kind of activity likely to have been undertaken.

Use a title which uniquely distinguishes an entity

The use of reference codes may provide sufficient differentiation. Other methods include adding a distinctive number or letter -

e.g. Roman Empire I (for the Latin Empire)
Roman Empire II (for the Byzantine Empire)
Roman Empire III (for Holy Roman Empire)
Roman Empire IV (for Russian Empire)

In the case of families, tribes and clans, geographic or jurisdictional descriptors may be added entities of the same name -

e.g. Stuarts of Appin
Smiths of Genoa
Bourbons of Naples
Coburgs of Belgium

Distinguish between entities with the same name or title.

A title may be augmented to assist clarity

Examples include the distinction to be made between successive organisations called "New Zealand" e.g. Dominion of New Zealand (1907-1947) succeeded by Realm of New Zealand (1947-ct)

A preferred name should be chosen and alternatives may also be assigned using the following rules :

An assigned or designated name, derived from establishing legislation or other primary sources (e.g. annual reports, directories), should be documented as well as commonplace, colloquial, shortened, or better known forms of name, acronyms or abbreviations.

A formally assigned or designated name or title should be given as well as better known alternatives

Examples
New Zealand may be referred to successively as the Dominion of New Zealand (1907-1947) and as the Realm of New Zealand (1947-ct).
The acronym for Land Information New Zealand (LINZ) is well-known and both should be given.

Successive names should only be incorporated into a single title when confusion would otherwise result.

Prefer the most recent to earlier forms of title or name

Example
The preferred name for the Spencers, Dukes of Marlborough, is Churchill.

Alternative names can be included in the title if you wish, but it is not recommended. Where two or more titles which have been used in succession are given, the chronology should be indicated in the title.

Example
Victoria (State since 1901, formerly Self-Governing Colony) where it is decided to merge the State and S/G Colony into a single entity

Do not include former or later names belonging to separate entities.

Alternative forms of name may be included in a name or title

Make provision for alternative forms of name or title (not incorporated into the preferred title). Otherwise, alternatives should be referred to in the "Note" - see C 3.4.8a(i).

Alternative forms not included in a name or title should be documented elsewhere

A title should be chosen which adequately describes the entity.

Example
Do not use "England" where the United Kingdom is meant

Where successive entities have been treated as one, the successive phases may be reflected in the title by adding qualifying dates and phrases.

Example
New Zealand (Colony 1840-1907; Dominion 1907-1947; Realm 1947-ct)

However, if a change in the primary appellation occurs, multi-part title may be preferred.

Example
United Kingdom of Great Britain (1707-1801)
United Kingdom of Great Britain & Ireland (1801-1921)
United Kingdom of Great Britain and Northern Ireland (1921-ct))

Where component parts are not separately identified, the plurality of the jurisdiction may be reflected in the title.

Example
Holy Roman Empire
The component Crowns could be referred to in an extension of the title, eg "incorporating Kingdoms of Germany, Italy, and Arles".

Use the title to indicate where successive entities have been treated as one

Use the title to indicate where several coterminous entities have been treated as one

Avoid abbreviations, acronyms, shortened, and colloquial forms of title/name

Examples
United Kingdom of Great Britain and Northern Ireland not United Kingdom
Union of Soviet Socialist Republics not U.S.S.R.
Former Yugoslav Republic of Macedonia not F.Y.R. Macedonia

Exception : Use abbreviations/acronyms in specified cases

Example
ANZAC not Australian and New Zealand Army Corps

Include location details as part of the title when needed to aid identification

Examples
Education, Otago (not Education, Otago Province - cf. C 2.2.6a)
Defence Forces (Overseas)

Do not include data on other ambient entities

Avoid incorporating elements describing other documented entities into the title.

Examples
Education, Otago not Education, Otago Province (Jurisdiction within Organisation)
Education not Education, New Zealand (Function within Organisation)
Kingdom of Arles not K.of Arles, Holy Roman Empire(Organisation within Organisation)

Include a reference to a superior entity in the title of a subordinate entity

Where two entities are alike, and the name of the one is not distinctive or meaningful without the other, reference can be made in the title of one to the other.

Examples
Otago Province, New Zealand

Otago Province is a subordinate Organisation to New Zealand.

Exception : Exclude a reference to a superior legal entity if the title stands alone

Examples
Otago Province, New Zealand

Example
Commonwealth of Australia (not Commonwealth of Australia, 1901-ct)

Dates may be included as qualifying phrases to clarify meaning.

Examples
Kingdom of Jerusalem (Acre after 1191)
Post-Secondary Education (to 1971)

A parallel entry is made when the name/title is represented in another form to the one given in C 2 1.0. This is not an alternative name or variant (e.g. New Holland instead of Australia) - cf. C 2.2.2. A parallel name is a second preferred name or alternative rendering of the preferred name. A common instance of parallel name is in programmes employing two or more official languages - e.g. English and Maori.

Give the parallel name of an entity

Example
New Zealand Parallel Name : Aotearoa

State the language used for the parallel entry

Example
New Zealand - Parallel Name : Aotearoa (Maori)

Date ranges of ambient entities can be shown to represent :

• dates of existence (analogous to life span of a natural person)
• dates of activity, operation, or influence (usually less than existence dates)
• dates of records (created, surviving, controlled, used, or held),
• dates of earliest and latest members actually documented (entities within families, organisations, jurisdictions, or functions).

Cases exist where entities are brought into existence "legally" or formally but remain inactive (or which are inactive long before they are legally abolished). Less usual, but not unknown, are cases where activity precedes formal or legal establishment.

Give the date (or range of dates) for commencement and cessation of an entity

Approximate dates where they cannot be ascertained

The dates for commencement and cessation of an entity the corresponding dates of existence for any controlled entities

A corporation is established when it is brought into existence by legal or administrative action

See C 1.2.3 for examples of legal or administrative action affecting existence

An entity established by or under statute commences when the relevant statutory provisions come into effect

The date of commencement of the provisions establishing a statutory entity (which may be fixed by a commencement provision in the Act, royal assent, or proclamation) is normally the commencement date given for the entity.

Example
Commonwealth of Australia (1901-ct) came into existence in 1 January, 1901, in accordance with the Act of the Imperial Parliament passed in 1900 giving effect to the Commonwealth Constitution.

An entity established by executive action commences when the decision takes effect

Example
The Kingdom of Portugal came into existence in 1140 when Alfonso Henriquez proclaimed himself King (or, arguably, in 1143, when this was recognised by Leon and Alfonso placed Portugal under the protection of the Holy See).

Entities are not necessarily abolished and recreated when they are reconstituted

Examples
In the Carolingian period, the title and honours of count were not initially heritable, but could be re-assigned to someone other than an heir. As the hereditary principle was established, this became a formality and was eventually discarded, so that titles and honours passed in succession without being re-created or re-assigned.
Similarly, until the establishment of the principle of "dignitas not moritur", feudal relationships (and, arguably, the entities which they supported) had to be reconstituted whenever one of the parties to the feudal oath died.

See also C 2.3.4d.

Give the date of birth of the founding member

The commencement date for an entity may pre-date its formal establishment if there is evidence of prior activity

Ambient entities may be active before the event which is recognised as formally establishing them. This distinction may be recognised as "de facto" and "de jure". With ambient functions there is often a period during which an organisation is empowered (or competent) to do something before it actually undertakes it. The same issue arises when a more recent view of the world triggers activity previously not undertaken - e.g. modern government activity in the area of ecology, biosecurity, and environmental protection were within the competence of most governments long before anything was actually done about them apart from protecting fauna and flora and establishing parks and reserves. A prior date (if the gap is significant) should be shown wherever the pre-existence of the entity is not located within a predecessor entity (e.g. a functional competence documented as part of another predecessor function).

Example
The Holy Roman Empire is reckoned to have begun with the coronation of Charlemagne in by Pope Leo III. The term "sacrem Romanum imperium", however, dates from the 13th century. The Empire is sometimes regarded as having formally begun with the coronation of Otto I in 962. Before their coronation by the Pope, Emperors were styled "King of the Romans" and were not regarded as having succeeded to the imperial office.
Louis XVIII dated his reign from the death of his nephew in 1797, but he did not assume sovereignty de facto until 1814. Where legislation merely confirms or formalises an entity's existence, its commencement date will be earlier.

Where legislation merely confirms or formalises an entity's existence, its commencement date will be earlier.

The commencement date for activity may post-date its formal establishment if evidence of activity is lacking

Where there is a significant interlude between formal establishment and commencement of activity, the latter date may be given as commencement. Activity of a statutory corporation may post-date proclamation of an establishing Act if evidence of activity is lacking.

Give date of commencement of activity separately from date of commencement of existence

Give date of commencement of records-creation separately from date of commencement of existence

Give date of earliest survival of records separately from date of commencement of existence

An entity is abolished when it is terminated by legal or administrative action

See C 1.2.3 for examples of legal or administrative action affecting the existence of corporations.

An entity abolished by statute ceases when the relevant statutory provisions come into effect

The date of commencement of the provisions abolishing a statutory corporation (which may be fixed by a commencement provision in the Act, royal assent, or proclamation) is normally the abolition date for the corporation.

An entity abolished by executive action ceases when the decision takes effect

Examples
In 1804, the Holy Roman Emperor, Francis II, declared himself hereditary Emperor of Austria, and two years later resigned the old imperial dignity with effect from 6 August, 1806.
On 3 July, 1997, the British Colony of Hong Kong (1841-1997) ceased to exist when sovereignty reverted to China in accordance with the provisions of the Treaty of Nanking (1842).

Entities are not necessarily abolished and recreated when they are reconstituted

Example
In 1900, the Commonwealth of Australia was established by Act of the Imperial Parliament, Each of the six federating Self-Governing Colonies was formally abolished and recreated as States of the newly established Commonwealth. Some systems show the States of the reconstituted pre-existing Self-Governing Colonies. Alternatively, it would be possible to show the Colonies continuing through that change :-

• Victoria (Self-Governing Colony from 1856, State from 1901) 1856-ct Victoria (Crown Colony) 1851-1856

Instead of :-

• Victoria (State) 1901-ct succeeded to Victoria (Self-Governing Colony) 1856-1901
  Victoria (Self-Governing Colony) 1856-1901 succeeded by Victoria (State) 1901 - ct

See also C 2.3.2d.

Give the date of death of the last person belonging to the family

The cessation date for an entity may post-date its legal or formal termination if there is evidence of later activity

Formal commencement or termination may not correspond to actual activity. In such cases three possibilities arise : the date of the entity may be extended to include activity, the rule requiring subordinate or dependent entities to fall within the dates may be relaxed, or an alternative rule allowing them to fall within activity dates (rather than dates of existence) may be developed.

Examples
The Society of Jesus I (Jesuits) was founded on 15 August, 1534, and authorised by Pope Paul III in 1540. It was suppressed on 21 July, 1773, by Clement XIV and reconstituted as Society of Jesus II by Pius VII on 4 August, 1814. During the interregnum, members of the Society continued to live in informal association. Unless the interregnum period is ignored or made the basis for a separate entity, the dates either side may be extended.

The cessation date for an organisation may pre-date its legal or formal termination if evidence of activity is lacking

The formal existence of an entity may be insisted upon in clear defiance of the facts. Such issues affect decisions on identity, but may also be reflected in the dating.

Example
Hungary owed a "doubtful" allegiance to the Holy Roman Empire from the days of Otto I. "After Frederick II, by whom it was recovered from the Mongol hordes, no imperial claims were made for so many years that at last they became obsolete, and were confessed to be so by the Constitution of Augsberg, AD 1566" (Bryce, The Holy Roman Empire, London, 1968, p. 180)

Give the date of cessation of activity separately from the date of cessation of existence

Give the date of cessation of records-creation separately from the date of cessation of existence

Give the date of records survival separately from the date of cessation of existence

Dates are expressed using one or more of the following components according to dating and timing conventions currently in use in Australia :-

• year
• month
• day
• time of day

There are no agreed conventions for dealing with time zone variations. Chronological data is normally ordered as day-month-year

Examples
12 June, 1954
12/06/1954

Use a date range to show the lapse of time between the commencement (birth) and cessation (death) of a corporation (person)

Examples
12 June 1954 - 31 Dec 1978
2/06/1954 - 31/12/1978

Use an open ended date range if cessation or death has not yet occurred

Examples
12/06/1954 -
12/06/1954 - ct

Use a single date if the date of commencement (birth) and the date of cessation (death) are the same

Examples
Where only the year is shown and an entity commences and is abolished in a single year -
• 1943
In computerised systems, however, it may be necessary to repeat the date to differentiate a single date from an open date range -
• 1943-1943

Modify dates to indicate doubt or difficulty

Examples

Dates are used to describe the relationship between organisations and -

• other organisations (previous and subsequent)
• other organisations (subordinate and superior)
• jurisdictions exercised within the organisation
• agencies (subordinate)

and to describe the relationship between jurisdictions and

• other jurisdictions (previous and subsequent)
• other jurisdictions (superior and subordinate)
• ambient functions carried on within a jurisdiction
• agencies operating within the jurisdiction

and the relationship between ambient functions and

• other ambient functions (previous and subsequent)
• business functions carried out in furtherance of an ambient function
• agencies having primary carriage of the ambient function
• other agencies having carriage of the function

There is a dating element also in

• geographic location

This data documents and enables management of the documentation as a record. It describes the documentation itself, not the thing being documented. The Level of Documentation (C 2.4.1) is the Category Type of the thing being documented.

The kind of entity being documented should be indicated - organisation, family, jurisdiction, or ambient function.

Say whether the entity is an organisation, jurisdiction, family, or ambient function

This data can be used to say if the documentation is a registration or a publication.

Say whether a registration or a publication view is being provided

Show if the view being provided is partial

A code may be used to indicate whether documentation is provisional, draft, or final. This code indicates the status of the documentation - not the status assigned to the entity being described (for which, see C 2.4.5d).

Show the standard of documentation

This data identifies the source of the documentation within an archival documentation programme (e.g. where documentation is done in sections, branches, divisions, or regional offices). It should not be confused with data showing the location of the entity being described (C 3.3.1a). It should not be used to identify who is responsible for approving and managing the documentation (C 2.1.3). This code is "internal" to the documentation programme; it can extend, however, to identifying other sources for data within the programme (e.g. in a national register, union list, or manuscripts commission catalogue). The Australian War Memorial, for example, which has its own documentation programme, submits data to the Australian Archives RINSE programme and is given a code (for this purpose) in sequence with codes for Australian Archives' regional offices. A distinction can be made between who prepared the documentation and who approved it. May be distinguished from authorship (C 2.4.5a).

Identify the author, section, branch, division, or regional office responsible for the preparation.

Identify the approver, branch, or regional office responsible for registration.

This data indicates access restrictions to the data (staff, public, or external).

Show if access to information about the entity is restricted to authorised users

Access to ambient registrations may be restricted to authorised users.

Indicate by what authority access is restricted or allowed

This data indicates what kind of access is available to authorised users. Different levels of access may be available for different users.

Show access permissions

Access permissions include rights to see, create, open, alter, migrate, preserve, and delete the record. Data management controls (permissions for on-line access : read only/modify data) may also be dealt with here.

This data indicates restrictions on use of the data (staff, external, or public).

Show if use of information about the entity is restricted to authorised users

Use of ambient registrations may be restricted to authorised users.

Indicate by what authority use is restricted or allowed

This data indicates what kind of use may be made by authorised users. Different levels of use may be available for different users.

Show use permissions

Use permissions include rights to copy, publish, or mirror.

Do not use unless the identity of the author is different from the source (C 2.4.3).

Identify the author of the documentation

This data records create actions undertaken by the author (C 2.4.5a), the source (C 2.4.3), or the manager (C 2.1.3).

Show the date on which the information was entered

Includes access involving create permissions (C 2.4.4). To document use of other access permissions see C 2.4.5f.

This data records modify and delete actions undertaken by the author (C 2.4.5a), the source (C 2.4.3), or the manager (C 2.1.3).

Show the date(s) on which the information was revised or deleted Includes access involving modify or delete permissions (C 2.4.4).

To document use of other access permissions see C 2.4.5f.

Show review date(s)

Say which version it is

These status codes are used to categorise instances of the same entity by type. They indicate status assigned to the entity being documented - not the status of the documentation about the entity (for which, see C 2.4.2). Example : to distinguish jurisdictions which are based on portfolio arrangement from those which are not.

Use a code to categorise jurisdictions

Example
Ministerial or Non-Ministerial

Use C 3.10.0 when documenting Business or Recordkeeping.

Cite the rules or conventions used to prepare the documentation

Example
HCPR-DEC-2001:01

Give the date and version of the rules used

Give data pertinent to the maintenance of the record

The author (C 2.4.5a) or the manager (C 2.4.3) of the record may make any notes appropriate to the maintenance of the record.

Example
This documentation should be updated by reference to the Annual Report of ....

Say when the documentation was accessed or used

This documents an event history (access to and use of your data), if required. Do not use to log creation, modification, or deletion - for which see C 2.4.5b and C 2.4.5c.

Say by whom the documentation was accessed or used

This documents access to and use of your data, if required.

Say what access or use was made

This documents access to and use of your data, if required. Do not use to log creation, modification, or deletion - see C 2.4.5b and C 2.4.5c.

Say how those involved in access or use of the record may be contacted

This allows contact to be made with those identified in C 2.1.3, C 2.4.3, C 2.4.4, or C 2.4.5a and may include address or other contact details.

Say what language is being used to document this entity

Do not use until the distinction between description and entity is clarified - see C 3.9.0.

Say what medium or format the description has

Say where the record is held within the documentation programme

This locates the description of the entity physically or within a computerised system (e.g. document name, application).

Use for separately formatted data on legislation or other instruments affecting the creation/abolition or functioning of an entity or to say what legislation/instruments are administered by the entity.

This data may be repeated in C 3.4.3a which should be used in preference to this rule if the data is not separately formatted.

Cite legislation or instrument(s) which created/abolished an entity.

This data may be repeated in C 3.4.3a which should be used in preference to this rule if the data is not separately formatted.

Cite legislation or instrument(s) administered by or affecting the operation of an entity.

An abstract allows a concise textual summary to be separately formatted. The abstract can be used in circumstances where the greater length of the "Note" (C 3.4.0) would preclude searching or display. Even if the "Note" is separately searched or displayed, it may be useful to provide a summary for easy scanning. The abstract might also include summary data from other fields.

Do not use for functions and activities (cf. C 3.5.0) or for subject analysis.

Concisely summarise information about an entity.

Concisely summarise information given elsewhere

In addition to abstracting the History/Description (C 3.4.0), give data on -

• creation and abolition (C 2.2.0)
• relationships with other corporations (C 4.2.0)
• functions (C 3.5.0)

Indicate index keywords from title

Indicate index terms and/or keywords from any other part of the record

These rules are for separately formatted geographiacl or location data. For unformatted data in the "Note" use C 3.4.5.

Use a code or descriptor to show the geographical area(s) in which a corporation exists or has existed

Example -

Australian Capital Territory ACT
Western Australia WA
New South Wales NSW
Northern Territory NT
Victoria VIC
Papua New Guinea PNG
Queensland QLD
Elsewhere NOC
South Australia SA
Tasmania TAS
New Zealand NZ
Australia AUS

These codes show the location of the entity being described and should not be confused with data management codes showing the source of the documentation (C 2.4.3a). While location codes or descriptors ma be assumed within the documentation programme, they will be useful when documented entities are made available in cyberspace (e.g. Internet or data sharing).

Example
It would be appropriate to show the jurisdiction of the British Privy Council as a court of appeal from overseas jurisdictions. As this varies from time to time, it may be convenient to use a single code (e.g. NOC) and to explain variations over time in the "Note".

Show the geographical area(s) within which an entity operates or has operated

Give the address of an organisation

Show the geographical area(s) within which an entity has or has had jurisdiction or authority

The "Note" provides an opportunity to format data that is otherwise allowed for in formatted fields to be documented in a free-text field and to capture data not provided for elsewhere. Data which is separately formatted, eg

• related legislation (C 3.1.0)
• address/location (C 3.3.0)
• functions (C 3.5.0)
• internal structure (C 3.8.0)

may be repeated and/or expanded upon here.

Where data on the functions (responsibilities) assigned to an organisation or jurisdiction is separately formatted use "Function/Competence" (C 3.5.0). Data from that area may be repeated in the "Note".

Document the functions and activities undertaken by an organisation

Information on functions and activities may be recorded in the "Note" and may repeat separately formatted data from C 3.5.0.

Document the functions exercised within a jurisdiction

Describe the establishment of an entit