National Archives and Records Administration - Introduction · Web view2020/07/07 · As designed, the Authority Service shall expand access to NARA’s knowledge base by providing

NATIONAL ARCHIVES AND RECORDS ADMINISTRATION

SYSTEM REQUIREMENTS SPECIFICATION (SYRS)

DESCRIPTION AND AUTHORITY SERVICES (DAS)

Version 5.6 FINAL

Prepared by the NARA Requirements Management Division (IR)

July 7, 2020

Description and Authority Services (DAS)System Requirements Specification (SyRS)

Table of Contents

1 Introduction.......................................................................................................................51.1 Purpose.........................................................................................................................................51.2 Scope.............................................................................................................................................5

1.2.1 Assumptions...........................................................................................................................51.3 References.....................................................................................................................................6

1.3.1 Compliance............................................................................................................................61.3.2 Guidance................................................................................................................................6

2 System Abstract.................................................................................................................72.1 System Purpose.............................................................................................................................72.2 System Scope................................................................................................................................82.3 System Overview...........................................................................................................................8

2.3.1 Description Service Software Perspective..............................................................................82.3.2 Authority Service Software Perspective.................................................................................92.3.3 User Groups and Characteristics..........................................................................................14

3 System Requirements......................................................................................................193.1 Attributes....................................................................................................................................19

3.1.1 Types....................................................................................................................................193.1.2 Categories............................................................................................................................193.1.3 Verbs and Grammar.............................................................................................................19

3.2 Requirements..............................................................................................................................20Tables that Support the DAS Requirements...........................................................................23Description and Authority Service Appendices.......................................................................56

Appendix A: Glossary.......................................................................................................................56Appendix B: Data Entry Permissions................................................................................................62Archival Descriptions Permissions:....................................................................................................62Authorities Permissions:...................................................................................................................67Appendix C: Accessibility Constraints..............................................................................................70Appendix D: Review and Tracking Workflow...................................................................................72Appendix E: Review Canned Language............................................................................................73Appendix F: Report Templates.......................................................................................................126Description Service Reports............................................................................................................126Authority Service Reports...............................................................................................................156

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Revision History

Date Version Author Revision Description

12/03/2010 1.0 Project Performance Corporation (PPC)

Original version


Accepted NARA Edits


Updates to all sections based upon Detailed Design

06/24/2015 2.0 Adil Latiwala (PPC) Updated Ingest (section 3.3) Requirements

09/09/2015 2.1 Adil Latiwala (PPC) API Requirements (section 3.3.2.)

10/08/2015 2.2 Carol Lagundo Updated various sections based on comments received from Sara Schlanger (IQS).

11/02/2015 2.3 Carol Lagundo Updated sections throughout to note deferred requirements and remove obsolete requirements.

12/03/2015 2.4 Carol Lagundo Added three new requirements for Partner Object Availability Date (section 3.3.4) and added Partner Object Availability Date definition to the Glossary of Terms.

04/28/2016 3.0 NARA IQ Team Migrated the DAS Requirements Document to the NARA System Requirements Specification (SyRS) and SyRS Requirements Traceability Matrix (RTM) standard templates. Added two new requirements to support the capability to cancel an ingest, and one new requirement for the capability to import Authority Lists. In addition, updated 10 requirements, added 23 requirements, and removed 24 requirements in order to bring the DAS Requirements baseline up-to-date and in-line with the requirements maintained by PPC in TFS.

09/27/2016 3.1 NARA IQ Team Updated embedded requirements spreadsheet to add seven (7) new requirements to support Task Order 003 for DAS Delta Ingest.

03/02/2017 3.2 NARA IQ Team Updated three requirements for clarity in support of RFC 2.1.8.0.

03/13/2017 3.3 NARA IQ Team Updated one requirement (REQ 652) in support of DAS Release 2.1.8.0.

04/18/2017 3.4 NARA IQ Team Added one requirement (REQ 1415) in support of DAS Release 2.1.9.0.

06/15/2017 3.5 NARA IQ Team Added one requirement (REQ 1416) in support of DAS Release 2.1.11.0.



Date Version Author Revision Description

12/07/2017 4.0 NARA IQ Team Added and updated requirements in support of legacy DAS Releases 1.3 and 2.0, which were deployed in production in 2014-2015. Deferred two requirements relating to Basic Search, and added new requirements in support of DAS Release 18.2.1.8.

09/25/2018 5.0 NARA Requirements Management Division (IR)

Revised the search requirements in the RVTM and accompanying search tables in the SyRS in support of DAS Task Order 6 and the move to Elasticsearch. Added new parent stakeholder requirements for all features throughout the RVTM to better organize the legacy requirements into a true hierarchy.


Removed numeric fields from Table 11 and added them to Table 15 for numeric field searches. Updated operators for the Running Time and Total Running Time searches in Table 15. Removed Object Type from the filters in Table 18.


Updated Tables 10-22 in support of minor search changes for Task Order 6.


Updated Tables 8, 11-12, 15-19, and 21 in support of minor search changes for Task Order 6 discovered during UAT.


Added 3 requirements for XML import error notification and search term highlighting; updated 1 requirement to clarify search term highlighting; and updated 7 requirements to mark them Obsolete and remove the digitizing import capability from the user interface in support of DAS Release 19.3.1.2.


Added one new requirement to support DAS Release 19.3.1.4 and a new error notification for failed ingest files.


Updated two requirements and added six requirements to support DAS Release 20.3.3.0 and fixes to the digitizing import capability.



1 Introduction

This section introduces the System Requirements Specification (SyRS) for the Description and Authority Services (DAS). It discusses the purpose and content of the document and provides an overview of the functionality that is addressed by the requirements.

1.1 Purpose

This document provides the requirement specifications for NARA’s Description and Authority Services. The document describes the requirements related to each service as well as overall solution requirements.

1.2 Scope

The document addresses the full scope of the DAS project. Since this document is a requirements specification, every effort has been made to constrain the document to address “what the Description and Authority Services should do” (i.e., requirements) rather than “how the tool should do it” (i.e., design.) This approach was taken so the ultimate design of the Description and Authority Services is not inappropriately constrained.

This document is organized into the following sections: Section 1, Introduction, contains the introduction to the document and a description of the

description and authority services. Section 2, System Abstract, describes at a general level the major elements of the system, user

classes and characteristics, and how they interact. The system overview includes appropriate diagrams and narrative to provide the context of the system, and lists assumptions and dependencies.

Section 3, System Requirements, contains the constraints and functional requirements for DAS, as well as the non-functional requirements such as performance, availability, reliability, scalability, and usability requirements.

1.2.1 Assumptions

The following assumptions pertain to the contents of this document in general and to the requirements specifically:

Public users shall be accessing the Authority Service data through the National Archives Catalog (NAC) system but not directly via the Authority Service.

The tool shall be designed and implemented in alignment with NARA’s Enterprise Architecture guidance.

The contractor shall be responsible for understanding service requirements and making service granularity decisions based on a set of well understood design criteria (vendor-defined and NARA-approved).

Variable-length character fields shall have no length limit. Assumption is that a limit of up to 2GB is acceptable.



The vendor and NARA shall work together to prototype and finalize display requirements. Workflow has not been accounted for in the LDM. NARA and the contractor will need to work

together to determine the workflow entities and attributes.

1.3 References

This section lists the documents that were utilized during the development of the DAS system requirements. It consists of two sub-sections, “Compliance” and “Guidance”. The documents listed under “Compliance” directly influenced the content of the stakeholder requirements (i.e., they contain requirements); the documents listed under “Guidance” contain information pertinent to the stakeholder requirements but do not themselves contain requirements.

1.3.1 Compliance

1.3.1-1. DAS Concept of Operations (CONOPS) Version 1.0; Project Performance Corporation (PPC); 12/08/2010.

1.3.1-2. DAS Requirements Document Version 2.4; NARA; 12/03/2015.

1.3.1-3. Lifecycle Data Requirements Guide (LCDRG) Version 2.0; NARA; January 18, 2002.

1.3.1-4. Section 508 of the Rehabilitation Act (29 U.S.C. '794 d), as amended by the Workforce Investment Act of 1998 (P.L. 105 - 220), August 7, 1998 (original source in uscode.house.gov); United States Federal Government; 8/7/1998; http://www.section508.gov/.

1.3.1-5. Security and Privacy Controls for Federal Information Systems and Organizations; National Institute of Standards and Technology (NIST); NIST Special Publication 800-53, revision 4; 4/2013.

1.3.2 Guidance

1.3.2-1. NARA Systems Development Life Cycle (SDLC) Methodology, Version 1.6; NARA; 11/27/2013.

1.3.2-2. NARA Requirements Management Plan: Guide to Services, Version 3.3; NARA (IR); 2/18/2020.

1.3.2-3. NARA Requirements Verification Traceability Matrix (RVTM) Template, Version 2.4; NARA (IR); 2/25/2019.

1.3.2-4. NARA System Requirements Specification (SyRS) Template, Version 3.6; NARA (IR); 4/23/2018.

1.3.2-5. International Standard ISO/IEC/IEEE 29148:2011(E): Systems and software engineering —Life cycle processes — Requirements engineering; Institute of Electrical and Electronics Engineers, Inc. (IEEE); 12/1/2011.


http://www.section508.gov/


2 System Abstract

This section introduces the Description and Authority Services (DAS) project and describes its system context.

2.1 System Purpose

The National Archives and Records Administration (NARA) serves as a public service gateway between United States citizens and the records and archives of their Government. NARA’s mission is to serve American democracy by safeguarding and preserving the records of our Government, ensuring that the people can discover, use, and learn from this documentary heritage. NARA ensures continuing access to the essential documentation of the rights of American citizens and the actions of their government. NARA supports democracy, promotes civic education, and facilitates historical understanding of our national experience.

Multiple NARA business process activities involve entering and/or looking up information about Organizations and People described in the Description and Authority Services requirements. It is possible these business processes may also need or want to update other information stored in the Description and Authority Services. These business activities are discrete business functions that cross multiple NARA business process areas and business offices, and are currently identified as functional requirements for multiple NARA IT systems

The new Authority Service will create and maintain authority records for names of Federal agencies and other sources (organizations, people, etc.) of records in the National Archives’ custody as authority records. Additionally, the Authority Service will create and maintain thesauri authority files for subject headings, as well as code lists or ‘authority lists’. It shall interface/exchange data with the Description Service and shall interface with NARA’s National Archives Catalog (NAC) system providing context for archival materials in NARA’s holdings and ensuring that archival descriptions are indexed consistently. A review of the lifecycle description activities across NARA business process flows indicates that users of the Electronic Records Archive (ERA) and the Holdings Management System (HMS) need to reference or enter information about the creators of records in order to identify and understand the archival context of the records.

The Description Service shall maintain descriptions of holdings at various levels of hierarchy, ranging from the broad level (Record Groups/Collections) to the detailed Item/Item (AV) level. It shall provide authorized data for public consumption including descriptive information about NARA’s holdings as well as links to digitized copies of archival holdings, and internal and external web pages.

The Description Service shall be developed so that it may interface/exchange data with the Authority Service, NARA’s Electronic Records Archive (ERA) system, NARA’s Holdings Management System (HMS), and NARA’s National Archives Catalog (NAC) System via the DAS Application Programming Interface (API).



2.2 System Scope

Authority Service

The Authority Service shall provide context to the holdings of the National Archives and Records Administration (NARA) through the description of archival creators. The Authority Service shall also supply consistent data values for archival description access points and authority lists (in the Description Service). As designed, the Authority Service shall expand access to NARA’s knowledge base by providing both standardized index terms for precise retrieval and also full, indexable authority records for the richer recall of relevant materials.

Description Service

The Description Service shall enable NARA staff to enter and track the review process for descriptions about NARA’s archival holdings. The tool shall be developed for NARA, which serves as a public service gateway between United States citizens and the records and archives of their government.

2.3 System Overview

2.3.1 Description Service Software Perspective

The Description Service shall enable authorized NARA staff to create, retrieve, update and delete archival descriptions. Archival Description is organized into five hierarchical levels comprising seven different types of description—Record Groups or Collections, Preliminary Descriptions (for Unprocessed Records), Series, File Units, and Items or Items (AV).

Authorized versions of Preliminary Descriptions and Series description must link up to either a Record Group or a Collection. Every File Unit description must link up to a Series description. Every Item/Item (AV) description must link up to either a Series description or a File Unit description. These parent/child linkages maintain the hierarchy of the records. These linkages may be changed over time. Unless otherwise specified, the requirements in this document refer to the ‘current’ hierarchical relationships, not to former relationships.



An Archival Control Group (ACG) is a grouping of archival materials and is identified as either a Record Group or a Collection. An Archival Materials Set (AMS) is a grouping of archival holdings that exist at the Preliminary Descriptions, Series, File Unit, or Item/Item (AV) level. Each Archival Materials Set may belong to one and only one current Archival Control Group at a time (the AMS may have formerly belonged to one or more different ACGs).

The term Archival Description is used to refer to any record that contains information for existing archival materials. An Archival Description can be either an Archival Control Group record or an Archival Materials Set record.

Authority files are used to ensure that Description Service index entries use consistent headings. Requirements for authority files and authority lists are covered in the Authority Service Requirements Specification.

The word domain is used to logically separate archival descriptions from authority headings and to further separate ‘Under Edit’ descriptions from ‘Approved’ descriptions that are ready for web publication.

2.3.2 Authority Service Software Perspective

The Authority Service will enable authorized NARA staff to create, retrieve, update and delete authority records. Authority Files are collections of authority records. They provide a source of access points for indexing archival descriptions and/or other authority records with consistent headings. Two Authority Files in DAS (Organizations and Person Names) also provide context for NARA holdings by capturing the historical background of the organizations and individuals who created the archival materials.

Each record in an Authority File has a heading or display name (created by concatenating separate fields of information) that represents the name of the Person, Organization, Geographic Area, Program Area, Specific Records Type, or Topical Subject captured in the authority record.

An authority record shall be further designated as either a preferred term or a non-preferred term. Only the headings or display names of preferred terms shall serve as indexable data values for access points in DAS. The application of consistent preferred terminology provides for precise retrieval within DAS. Non-preferred terms are synonyms or variants that have not been selected as authorized headings/display names and are captured so that users can search on any known term and be guided to the preferred term. Non-preferred terms may also be used as alternative access pathways to indexed material when associated with the preferred terms in a search engine.

Authority Lists are also used to standardize data values; however, these are simpler forms of authorities, and for the purpose of this document are treated as a separate category because the requirements are less complex.

The Authority Service has three conceptual Authority Files – (1) Organizations, (2) Person Names and (3) Subjects – as well as numerous pick lists that are managed as Authority Lists.



The term ‘record type’ is used to distinguish a class of information within an authority. The record types provide data values for specific attributes found in the Description and Authority Services.

The Organization Authority File data structure can be found in the Authority Service LDM. It provides a graphical representation of the structure. The organization data structure is compatible with the external standards ISAAR(CPF)1 and EAC2. Part Two of the LCDRG documents the data content standards for this record type.

Record Types:

a. OrganizationControls data values in the following Description Service attributes:

1. Creating Organization2. Organizational Contributor3. Organizational Donor4. Organizational Reference

The Person Name Authority data structure matches MARC 21.

Record Types:

a. PersonControls data values in the following Description Service attributes:

1. Creating Individual2. Personal Contributor3. Personal Donor4. Personal ReferenceControls data values in the following Authority Service attribute:

1. Organizations: Personal Reference

The Subject Authority hierarchical data structure is based on the ANSI/NISO Z39.19 standard Guidelines for the Construction, Format, and Management of Monolingual Controlled Vocabularies.3 The Authority File is divided into four separate authority files that have distinct data content standards:

1. The Geographic Reference authority file is controlled by a content standard provided by the Getty Thesaurus of Geographic Names (TGN).Record Types:

a. Geographic Reference

1 International Standard Archival Authority Record For Corporate Bodies, Persons and Families, found at <http://www.icacds.org.uk/eng/ISAAR(CPF)2ed.pdf>

2 Encoded Archival Context <http://www.iath.virginia.edu/eac/>3 <http://www.niso.org/kfile_download?pt=RkGKiXzW643YeUaYUqZ1BFwDhIG4-

24RJbcZBWg8uE4vWdpZsJDs4RjLz0t90_d5_ymGsj_IKVaGZww13HuDlXTWtluYrc77y9xWOHiF7M8%3D>



Controls data values in the following Description Service attribute:

o Geographic ReferenceControls data values in the following Authority Service attribute:

o Organizations: Jurisdiction2. The Program Area authority file is controlled by a content standard that is NARA-

specific.Record Type:

a. Program AreaControls data values in the following Authority Service attribute:

o Organizations: Program Area3. The Specific Record Type authority file is controlled by a content standard provided by

the Getty Art and Architecture Thesaurus (AAT).Record Types:

a. Specific Records TypeControls data values in the following Description Service attribute:

o Specific Records Type4. The Topical Subject authority file is controlled by a content standard that is NARA-

specific, but is compatible with the Library of Congress rules established for in Subject Cataloging Manual: Subject Headings.Record Types:

a. Topical SubjectControls data values in the following Description Service attribute:

o Topical Subject

Authority Lists are “pick lists” that have simple, non-hierarchical data structures. These pick lists control data values in DAS or in other external lifecycle systems.

Table 1: DAS Authority Lists

Authority List Record Types Controlled Attribute(s)Access Restriction Status Access Restriction StatusAccession Number Accession NumberAgency and Record Group Mapping Agency and Record Group MappingBase BaseBegin Congress Begin CongressClass Identifier Class IdentifierColor ColorCopy Status Copy Status



Authority List Record Types Controlled Attribute(s)Contributor Type Organizational Contributor Type

Personal Contributor TypeCreator Type Creating Individual Creator Type

Creating Organization Creator TypeDate Qualifier Archival Descriptions:

Broadcast Date Qualifier Copyright Date Qualifier Coverage End Date Qualifier Coverage Start Date Qualifier Description Date Qualifier Inclusive End Date Qualifier Inclusive Start Date Qualifier Production Date Qualifier Release Date Qualifier

Authority Records: Organization: Abolish Date Qualifier Organization: Establish Date Qualifier Person: Birth Date Qualifier Person: Death Date Qualifier

Data Control Group Data Control GroupDescription Status Description StatusDescription Type Description TypeDifficulty Level Difficulty LevelDigitizing Project/Partnership Digitizing Project/Partnership NameDimension DimensionDisposition Authority Number Disposition Authority NumberDisposition Code Disposition CodeEdit Status Edit StatusElement Number Element NumberEmulsion EmulsionEnd Congress End CongressFinding Aid Type Finding Aid TypeFinding Aid URL Finding Aid URLFormat FormatGeneral Media Type General Media TypeGeneral Records Type General Records TypeGPRA Indicator GPRA IndicatorHoldings Measurement Type Holdings Measurement TypeInternal Transfer Number Internal Transfer NumberLanguage LanguageLegal Transfer Type Legal Transfer TypeLocation Facility Location Facility



Authority List Record Types Controlled Attribute(s)Location Facility and Custodial Unit Location Facility and Custodial UnitMedia Disposition Media DispositionMicroform Publications Microform Publication Identifier

Microform Publication TitleObject Types Object TypesOnline Resource Online ResourceOther Preservation Characteristics Other Preservation CharacteristicsParty Designation Party DesignationPriority PriorityProcess ProcessRecord Covered Record CoveredRecording Speed Recording SpeedRecords Center Transfer Numbers Records Center Transfer NumbersRecord Source Person Name: Record Source

Organization: Record Source Geographic: Record Source Program Area: Record Source Specific Records Type: Record Source Topical Subject: Record Source

Reference Unit Reference UnitRetention Instructions Retention InstructionsReview Canned Language Review Canned LanguageRG Number and RG Title RG Number and RG TitleRoll Type Roll TypeSecurity Classification Security ClassificationSound Type Sound TypeSoundtrack Configuration Soundtrack ConfigurationSpecial Marking Special MarkingSpecial Project Special ProjectSpecific Access Restriction Type Specific Access Restriction TypeSpecific Media Type Specific Media TypeSpecific Use Restriction Specific Use RestrictionStatutory Citation Statutory CitationTape Thickness Tape ThicknessTransaction Number Type Transaction Number TypeTransfer Guidance Category Name Transfer Guidance Category NameTransfer Instructions Transfer InstructionsTransfer Problem Type Transfer Problem TypeUse Restriction Status Use Restriction StatusVariant Control Number Type Variant Control Number TypeWind Wind



2.3.3 User Groups and Characteristics

Each user performs data entry of archival descriptions or authority records, and is part of a User Group. The User Groups determine permissions for data entry, as well as for creating and saving searches and/or folders. Users are assigned to User Groups based on the actions they need to be able to perform and the data they need to have access to in the system. Users are also assigned to ‘Data Control Groups’ based on their Reference Unit, which controls the data they are allowed to create and update and in DAS. Below are the characteristics and permissions for both the Description and Authority User Groups.

Table 2: Description User Groups

User Group Characteristics Main Tool Component(s) UsedMain User GroupsAll Main User Groups Users who are able to edit data in the

Description Service have, at a minimum, the following data entry permissions.

1. Create, Retrieve, Update, and Delete (C/R/U/D) permissions for ‘Under Edit’ records that match his/her assigned Data Control Group(s) (DCG).

2. Create Edit Versions of ‘Approved’ records that match his/her assigned DCG(s).

3. Create Close Copies of ‘Approved’ and ‘Under Edit’ records regardless of the DCG value(s).

4. Mark descriptions as completed and ready for review.

5. View review comments for descriptions they marked as ready for review.

6. Update descriptions that require changes per the quality review process and mark them as ready for re-review.

7. Provide comments explaining non-compliance with individual review comment(s).

Users also have the ability to create, view, update, and delete Saved Searches for archival descriptions via the use of folders.

See the Appendix for Data Entry Permissions .

Main User Groups: Local ReviewAll Local Review User Groups

Members of these User Groups may also carry out the following functions for ‘Under Edit’ archival descriptions they have permission to modify:

1. Create, modify, and delete their own review comments and mark descriptions



User Group Characteristics Main Tool Component(s) Usedready for “local compliance.”

2. Generate and print a ‘Review Sheet’, containing all of the review comments entered by the reviewer for each description.

3. Review local compliance comments at the same time as the updated description, to ensure that all required changes were made to the description, and if not, why not.

4. Mark descriptions as ready for the next level of review.

5. Delete local review compliance comments.6. Create central review non-compliance

comment(s) prior to marking descriptions as ready for re-review at the next level.

Main User Groups: Central Review Central Staff Level 1 This User Group may make changes to

descriptions of any description type.

Same as all local review permissions, but users within this group may also:

1. Create, modify, and delete their own review comments and mark descriptions ready for “local compliance” for ‘Under Edit’ archival descriptions of any type and assigned to any Data Control Group.

2. Mark descriptions as ready for the next level of review.

3. Review Central Compliance comments at the same time as the updated description, to ensure that all required changes were made to the description, and if not, why not.

4. Mark individual review comments as being fixed/completed or not fixed/not completed.

5. Mark descriptions as ready for re-review.6. View Archival Description tracking filters.7. Enter tracking data as needed.




User Group Characteristics Main Tool Component(s) UsedCentral Staff Level 2 Same as Central Staff Level 1, except members

of this group also have the following abilities:

1. Mark any ‘Under Edit’ descriptions as ‘Approved’.

2. Create, modify, and delete ‘canned/standard review language’.

3. Mark any ‘Under Edit’ descriptions as ‘Approved’, but with changes made by the reviewer.

4. Create review comments.5. Modify and Delete review comments

provided by any reviewer.6. Generate and print a ‘tracked changes’

report for the ‘Central Staff Level 1’ reviewer, showing what changes were made to the first level review comments.

7. Mark descriptions as ready for “central staff compliance.”

8. Assign batches of archival descriptions for review to both ‘Central Staff’ Levels 1 and 2 reviewers.


Supplemental User Groups: Members in these user groups must also belong to one of the main user groups.Import Data Users can:

1. Import descriptions via XML files as opposed to manually entering the data.

2. Import Digital Objects to Approved descriptions.


Global Changes These users (OPA Manager and Authority Manager) may perform the following functions globally across all records in any record type to which they have create/update/delete permissions:

1. update records, globally delete records2. create new, update, and delete field values

Table 3: Authority User Groups

User Group Characteristics Main ToolComponent(s) Used

Main User GroupsAll Main User Groups All users may search the main Authority Files

(Organizations, People, Subjects), as well as Authority Lists.

All users may also create, view, update, and




delete Saved Searches for authority records via the use of folders.

Archival Description Staff

Includes users from archival description program units. This User Group is split into multiple groups within the Description Service, but in relation to the Authority Service, this user group may Create/Retrieve/Update/Delete (C/R/U/D) archival lifecycle numbers as managed by associated Authority Lists.

In order to populate archival description attributes controlled by the authorities, users may also search for and select from an authority and link authority records to the archival descriptions.

C/R/U/D authority records in the lifecycle numbers Authority List record types:

Disposition Authority Number

Records Center Transfer Number

Accession Number Internal Transfer Number

Retrieve/Select authority records and link them to archival descriptions in the Description Service.


Central Authority Staff Level 1

Users within this group have the same abilities as the Archival Description Staff User Group as well as the following:

Users within this group may C/R/U/D authority records in the Organization, Person Name, and Subject authorities as well as a limited number of Authority Lists.

Users may also create and view Saved Searches. Users may also grant other users the right to view, update, or delete the Saved Searches

C/R/U/D records in the Organization, Person Name and Subject authorities.

C/R/U/D records in multiple Authority Lists.


Central Authority Staff Level 2

Users within this group have the same abilities as the Central Authority Staff Level 1 User Group as well as the following:

Review and Approve all authority records

C/R/U/D additional Authority Lists

C/R/U/D records in the main authorities (Organizations, Person Names, Subjects).

C/R/U/D records in multiple Authority Lists.


Supplemental User Groups: Members in these user groups also belong to one of the main user groups.Global Changes These users (OPA Manager and Authority

Manager) may perform the following functions globally across all records in any




record type to which they have create/update/delete permissions:

1. Update records, globally delete records2. Create new, update, and delete field

values

The System Administrator role is used to perform customization and configuration of the tool. The System Administrator is defined as the user account that encompasses full application management.



3 System Requirements

This section describes how the DAS requirements are organized and provides access to the requirements via an embedded Microsoft® Excel® object.

3.1 Attributes

This section describes some of the attributes of a system requirement utilized for the DAS system.

3.1.1 Types

Two types of requirements are specified in Figure 1.0. The attached requirements spreadsheet includes only one type, System requirements, for the DAS system.

Figure 1.0: Types of Requirements

Category Description

Stakeholder Stakeholder requirements define decisions about business needs, goals, and objectives from the perspective of the stakeholders and their role in the business.

Stakeholder requirements are expected to decompose the business requirements.

Stakeholder requirements are included with the system requirements to provide traceability and to promote a better understanding of the system requirements.

System A system requirement is a characteristic or feature that must be included in an information system to satisfy business requirements and be acceptable to users.

System requirements are expected to decompose the stakeholder requirements.

3.1.2 Categories

Three categories of system requirements are utilized for DAS, as specified in Figure 2.0.

Figure 2.0 Categories of System Requirements

Category Description

Constraint Constraints limit the options open to a designer of a solution by imposing immovable boundaries and limits (e.g., the system shall incorporate a legacy or provided system element, or certain data shall be maintained in an on-line repository).

Functional Functional requirements describe the system functions or tasks to be performed.

Non-Functional Non-Functional requirements identify operational or system properties. They define how a system should be. Information Management, Availability, Backup and Recovery, Compatibility, Maintainability, Reliability, Transferability, Performance, Capacity, Scalability, Security, Usability, and Interface requirements are examples of this type.

3.1.3 Verbs and Grammar



Each requirement is formulated as a “shall” statement. For example, “The tool shall provide a means for the user to do a basic search.”

The standard verbs listed in Figure 3.0 are used in the text of the system requirements for DAS.

Figure 3.0 Verbs in System Requirements

Verb Description

shall Mandatory (binding: requirement)Example: “The system shall require...”

will Optional (non-binding provisions: facts or declaration of purpose).Example: “The system will enable...”

should Suggestion or allowance (goal).Example: “The system should...”

The standard grammar listed in Figure 4.0 is used in the text of the system requirements for DAS.

Figure 4.0 Grammar in System Requirements

Phrase Description

shall require a user Action performed by a DAS user: required when the associated business process or task is performed.

shall enable a user Action optionally performed by a DAS user.

shall provide the capability to

Action that may be performed by a DAS user or automatically by the system.

shall verb Action performed automatically by the system

3.2 Requirements

The DAS system requirements are maintained in a Microsoft® Excel® workbook that is embedded in this document. To view the contents of this workbook, double-click the following icon.

↑ double-click to open ↑

Note: You must have Microsoft Excel 2007 or newer to view the above workbook.The equivalent “viewing” application may also be used.

This workbook consists of two worksheets:

Requirements



This worksheet contains the Requirement Id (i.e., Req #), requirements text and related information. The contents of this worksheet are sorted in ascending order by “Legacy Req Id”.

Standard Values

This worksheet contains the lists of standard IQ values that are used to instantiate drop-down lists for some of the columns of the Requirements worksheet.

The columns in the Requirements worksheet are defined as follows:

Req #

A unique identifier for the requirement as assigned in the IQ Management System (i.e., HP ALM.)

Legacy Req ID

The legacy requirement number used in the original hard copy version of the DAS Requirements Document in MS Word.

Requirement Text

The text of the requirement.

Type

The type of the requirement, such as "Stakeholder" or "System". Refer to Figure 1.0.

Category

The category of the requirement, such as "Functional" or "Non-functional". Refer to Figure 2.0 Categories of System Requirements.

Feature

The high-level function, capability, feature or other grouping that has meaning for the stakeholders. For categories of requirements other than "stakeholder", the system requirement should inherit its Feature from its parent stakeholder requirement.

Req Priority

The priority of the parent stakeholder requirement as assigned by the stakeholders "flowed down" to the system requirement.

The valid values for this column (MoSCoW) are recorded in Section 6 of Reference 1.3.2-2 and are reproduced below:

Must4 requirements that are CRITICAL to meeting the project's objectives

Should requirements that are critical and should be included if possible, but can be excluded

Could requirements that are part of the project's scope and add or enhance project benefits

4 Minimal Useable SubseT (MUST)



Would requirements that do not have a significant impact on project benefits or could be considered as a “would like to have”

Status

The status of the requirement.

Target Release

The release number for which the requirement will be developed and implemented.

Notes

Pertinent additional information about the requirement.

For example, it is sometimes very difficult to state a function clearly and precisely without resorting to confusing language syntax. In this case, simpler and more easily understood requirement text should be used with additional information under “Notes” which expands upon the intent of the requirement.



Tables that Support the DAS Requirements

The following tables are those referenced within the requirements ‘shall’ statements enclosed within the embedded Requirements Verification Traceability Matrix (RVTM) spreadsheet.

Table 4: Keyword Searching – Ignored Punctuation Marks

Punctuation Mark Name of Punctuation. Period! Exclamation Point

@ ‘at’ Sign# Pound Sign^ Caret+ Plus Sign& Ampersand= Equal Sign[ Left Square Bracket] Right Square Bracket| Divider Bar; Semi-Colon, Comma< Left Angle Bracket> Right Angle Bracket\ Back Slash? Question Mark~ Tilde’ Single Apostrophe

Table 5: Keyword Searching – Stop List

a because have last on such we after been he more one than were all but her most other that when also by his mr out the which an can if mrs over their who any could in ms s there will are for into mz so they with as from is no says this would at had it only she to up be has its of some was

Table 6: Description Basic Search



The Description Basic Search is a keyword search over selected archival description fields. The following archival descriptions fields are indexed and searched when selecting the Description Basic Search in DAS.

Fields to Search CommentsNAIDTitleLocal IDAccession NumberVariant Control NumberParent NAIDRecord Group NumberScope and Content NoteGeneral NoteCustodial History NoteDate NoteCollection IdentifierCreating Individual Search on the Person Name HeadingCreating Organization Search on the Organization Name HeadingTopical ReferencePersonal Reference Search on the Person Name HeadingOrganizational Reference Search on the Organization Name HeadingGeographic ReferenceOrganizational Contributor Search on the Organization Name HeadingPersonal Contributor Search on the Person Name Heading

Table 7: Authority Basic Search

The Authority Basic Search is a keyword search over selected authority fields. The following authority record fields are indexed and searched when selecting the Authority Basic Search in DAS.

Fields to Search CommentsAdministrative History NoteBiographical NoteDescription

Heading

This searches the Organization Name Heading, Person Name Heading, Topical Subject Heading, Geographic Reference Heading, Specific Records Type Heading, and Program Area Heading.

JurisdictionNoteNotesScope NoteSource Note



Fields to Search Comments

Term Name / Data Element

This searches across all Authority Lists on the Term Name or Data Element field (e.g., Access Restriction Status, Base, Color, etc.)

TitleVariant Name

Table 8: Description Pre-Defined Searches

These pre-defined description searches are available to DAS users in the search criteria builder. DAS users simply select the search and add their search parameters to the pre-configured search.

Search Name Type of Search Fields to Search CommentsCollection Identifier Keyword Search Collection Identifier This search should only retrieve

Collections (and not associated children).

Record Group Number

Keyword Search Record Group Number This search should only retrieve Record Groups (and not associated children).

Variant Control Number

Keyword Search Variant Control Number

Parent Series NAID Exact Match Search Parent Series NAID This search should search the National Archives Identifier of the parent Series description for File Units, Items, and Items (AV).

Local Identifier Keyword Search Local IdentifierNAID Exact Match Search National Archives

Identifier

Table 9: Authority Pre-Defined Searches

These pre-defined authority searches are available to DAS users in the search criteria builder. DAS users simply select the search and add their search parameters to the pre-configured search.

Search Name Type of Search Fields to Search CommentsOrganizationsOrganization: Variant Name

Keyword Search Variant Organization Name

Organization: Jurisdiction

Keyword Search Jurisdiction

Organization: Personal Reference

Keyword Search Personal Reference

Organization: Program Area

Keyword Search Program Area



Search Name Type of Search Fields to Search CommentsOrganization: Administrative History Note Keyword

Keyword Search Administrative History Note

Person NamesPerson Name: Creating Individual Keyword

Keyword Search Name (Preferred and Non-Preferred)

Biographical Note

Limited to Person authority records linked to Archival Descriptions as a Creating Individual.

Person Name: Heading Begins With Name (Preferred and Non-Preferred)

Topical SubjectsTopical Subject: Full Keyword

Keyword Search Topical Subject Heading (Preferred and Non-Preferred)

Scope Note Source Note Source Not Found Note Special Project Name Notes

Topical Subject: Heading Begins With Topical Subject Heading (Preferred and Non-Preferred)

Geographic ReferencesGeographic Reference: Full Keyword

Keyword Search Geographic Reference: Heading (Preferred and Non-Preferred)

Scope Note Source Note Special Project Name Notes

Geographic Reference: Heading

Begins With Geographic Display Name (Preferred and Non-Preferred)

Specific Records TypesSpecific Records Type: Full Keyword

Keyword Search Specific Records Type Heading (Preferred and Non-Preferred)

Scope Note Source Note Special Project Name Notes

Specific Records Type: Heading

Begins With Specific Records Type Heading (Preferred and Non-Preferred)

Program Areas



Search Name Type of Search Fields to Search CommentsProgram Area: Full Keyword

Keyword Search Program Area Heading (Preferred and Non-Preferred)

Scope Note Source Note Special Project Name Source Not Found Note Notes

Program Area: Heading Begins With Program Area Heading (Preferred and Non-Preferred)

Table 10: Description Advanced Searches on Note Fields

Record Type Operators Field Names Record Group Collection Series File Unit Item Item (AV)

Contains Does Not Contain Is Blank Is Not Blank

Date NoteScope and Content NoteStaff Only Note

Record Group Collection Series File Unit


Finding Aid NoteFinding Aid Source

Collection Series File Unit Item Item (AV)


Variant Control NumberVariant Control Number Note

Series File Unit Item Item (AV)


Access Restriction NoteCustodial History NoteExtentGeneral NoteLocation NoteMedia Occurrence NoteMicroform Publication NotePhysical Occurrence NotePhysical Restriction NoteScale NoteTechnical Access Requirements NoteTransfer NoteUse Restriction Note



Record Type Operators Field Names Series File Unit


Arrangement

Series Contains Does Not Contain Is Blank Is Not Blank

Container ListFunction and UseNumbering Note

Item Item (AV)


Shot ListSubtitle

Table 11: Description Advanced Searches on Small Text Fields

Record Type Operators Field Names Record Group Collection Series File Unit Item Item (AV)

Equals Does Not Equal Contains Does Not Contain Begins With Does Not Begin With Is Blank Is Not Blank

Description Author

Record Group Collection Series File Unit Item Item (AV)

Equals Does Not Equal Contains Does Not Contain Begins With Does Not Begin With Is Not Blank

Title

Record Group Equals Does Not Equal Contains Does Not Contain Begins With Does Not Begin With Is Blank Is Not Blank

Record Group Number

Collection Equals Does Not Equal Contains Does Not Contain Begins With Does Not Begin With

Collection Identifier



Record Type Operators Field Names Is Blank Is Not Blank


Equals Does Not Equal Contains Does Not Contain Begins With Does Not Begin With Is Blank Is Not Blank

Container IDLocal Identifier Other Title

Equals Does Not Equal Contains Does Not Contain Begins With Does Not Begin With

Access File NameLabel FlagObject DescriptionObject DesignatorObject IdentifierThumbnail Filename

Series Equals Does Not Equal Contains Does Not Contain Begins With Does Not Begin With Is Not Blank

Former Collection Title Former Record Group Title Parent Collection IdentifierParent Collection TitleParent Record Group Number

Parent Record Group Title File Unit Item Item (AV)


Parent Series Former Collection TitleParent Series Former Record Group TitleParent Series Parent Collection IdentifierParent Series Parent Collection TitleParent Series Parent Record Group NumberParent Series Parent Record Group TitleParent Series Title

Item Item (AV)


Parent File Unit Parent Series Parent Collection IdentifierParent File Unit Parent Series Parent Collection TitleParent File Unit Parent Series Parent Record Group NumberParent File Unit Parent Series Parent Record Group TitleParent File Unit Parent Series TitleParent File Unit Title

Item (AV) Equals Does Not Equal Contains Does Not Contain Begins With

Production Series NumberProduction Series SubtitleProduction Series Title



Record Type Operators Field Names Does Not Begin With Is Blank Is Not Blank

Table 12: Description Advanced Searches on Authority – Controlled Fields

Record Type Operators Field Names Record Group Collection Series File Unit

Begins With Contains Does Not Contain Equals

Finding Aid URL

Collection Contains Equals Does Not Equal Is Blank Is Not Blank Begins With Does Not Begin With

Organizational DonorPersonal Donor

Series Contains Equals Does Not Equal Is Blank Is Not Blank Begins With Does Not Begin With

Creating IndividualCreating OrganizationDisposition Authority NumberHoldings Measurement Type


Contains Equals Does Not Equal Is Blank Is Not Blank Begins With Does Not Begin With

Accession NumberGeographic ReferenceInternal Transfer NumberLanguageMicroform Publication IdentifierMicroform Publication TitleOnline ResourceOrganizational ContributorOrganizational ReferencePersonal ContributorPersonal ReferenceRecords Center Transfer NumberSpecific Records TypeTopical Subject

File Unit Item Item (AV)

Contains Equals Does Not Equal Is Blank Is Not Blank

Parent Series Creating IndividualParent Series Creating Organization



Record Type Operators Field Names Begins With Does Not Begin With

Item Item (AV)

Contains Equals Does Not Equal Is Blank Is Not Blank Begins With Does Not Begin With

Parent File Unit Parent Series Creating IndividualParent File Unit Parent Series Creating Organization

Table 13: Description Advanced Searches on Authority List Fields

Record Type Operators Field NamesAll: Record Group Collection Series File Unit Item Item (AV)

Begins With Contains Does Not Contain Equals Does Not Equal

Data Control Group

Begins With Contains Does Not Contain Equals Does Not Equal Is Blank Is Not Blank

Special Project

Record Group Collection Series File Unit

Equals Is Blank Is Not Blank

Finding Aid File Type Finding Aid Type

Collection Series File Unit Item Item (AV)


Variant Control Number Type



Access Restriction StatusColorCopy StatusDimensionGeneral Media TypeGeneral Record TypeLocation FacilityOrganizational Contributor TypeParty DesignationPersonal Contributor Type



Record Type Operators Field NamesProcessReference UnitSecurity ClassificationSpecific Access RestrictionSpecific Media TypeSpecific Use RestrictionUse Restriction Status


Approved ByBrought Under Edit ByChanged ByEntered By

Equals Object Type

Series File Unit Item (AV)


Edit Status

Series Equals Is Blank Is Not Blank

Creating Individual Creator Type Creating Organization Creator Type GPRA Indicator



Parent Series Creating Individual Creator TypeParent Series Creating Organization Creator Type

Item Item (AV)


BaseEmulsionParent File Unit Parent Series Creating Individual Creator TypeParent File Unit Parent Series Creating Organization Creator Type

Item (AV) Equals Is Blank Is Not Blank

FormatRecording SpeedRollSoundtrack ConfigurationSoundtrack LanguageTape ThicknessWind

Table 14: Description Advanced Searches on Date Fields

Record Type Operators Field NamesAll: Record Group Collection Series

Equals Does Not Equal Between Greater Than

Approved OnBrought Under Edit OnCoverage End DateCoverage Start Date



Record Type Operators Field Names File Unit Item Item (AV)

Greater Than or Equal To Less Than Less Than or Equal To

Date Changed/Changed OnDate Entered/Created DateImported On

Collection Equals Does Not Equal Between Greater Than Greater Than or Equal To Less Than Less Than or Equal To

Organization Donor Abolish DateOrganization Donor Establish DatePersonal Donor Birth DatePersonal Donor Death Date

Record Group Collection Series

Equals Does Not Equal Between Greater Than Greater Than or Equal To Less Than Less Than or Equal To

Inclusive Start DateInclusive End Date



Organization Contributor Abolish Date Organization Contributor Establish Date Organization Reference Abolish Date Organization Reference Establish Date Personal Contributor Birth Date Personal Contributor Death Date Personal Reference Birth Date Personal Reference Death Date Partner Object Availability Date

Series Equals Does Not Equal Between Greater Than Greater Than or Equal To Less Than Less Than or Equal To

Creating Individual Birth Date Creating Individual Death Date Creating Organization Abolish Date Creating Organization Establish Date



Parent Series Inclusive End DateParent Series Inclusive Start Date

Item Item (AV)

Equals Does Not Equal Between Greater Than

Copyright DateProduction Date



Record Type Operators Field Names Greater Than or Equal To Less Than Less Than or Equal To

Item (AV) Equals Does Not Equal Between Greater Than Greater Than or Equal To Less Than Less Than or Equal To

Broadcast DateRelease Date

Table 15: Description Advanced Searches on Number Fields

Record Type Operators Field NamesAll: Record Group Collection Preliminary

Description Series File Unit Item Item (AV)


NAID [National Archives Identifier]



Access File SizeBegin CongressDepthEnd CongressHeightPiece CountReproduction CountThumbnail File SizeWidth

Series Equals Does Not Equal Between Greater Than Greater Than or Equal To Less Than Less Than or Equal To

Holdings Measurement CountParent Collection NAIDParent Record Group NAIDFormer Collection NAIDFormer Record Group NAID


Equals Does Not Equal Between Greater Than Greater Than or Equal To

Parent Series Former Collection NAIDParent Series Former Record Group NAIDParent Series NAIDParent Series Parent Collection NAIDParent Series Parent Record Group NAID



Record Type Operators Field Names Less Than Less Than or Equal To

Item Item (AV)


Parent File Unit NAIDParent File Unit Parent Series NAIDParent File Unit Parent Series Parent Collection NAIDParent File unit Parent Series Parent Record Group NAID

Item (AV) Equals Does Not Equal Between Greater Than Greater Than or Equal To Less Than Less Than or Equal To

Element NumberFootageReel/Tape/Disc NumberTotal Footage

Equals Does Not Equal

Running TimeTotal Running Time

Table 16: Authority Advanced Searches for Authority Files

Record Type Operators Field NamesAll: Organization Organization Name Person Name Topical Subject Geographic Reference Specific Records Type Program Area

Contains Does Not Contain

All Fields[Note: See Table 7 for the selected fields that are indexed for a basic search across “all fields”]

Begins With Does Not Begin With Contains Does Not Contain Equals

Heading / Name Heading / Term Name


Approved ByChanged ByEntered By


NAID [National Archives Identifier]Date EnteredDate ChangedDate Approved

Organization Begins With Does Not Begin With

Jurisdiction Term NameOrganization Name



Record Type Operators Field Names Contains Does Not Contain Equals

Personal ReferenceProgram Area Term NameSpecial Project


Administrative History NoteSource Note

Does Not Equal Equals

NACO Submitted


Organization Name NAID

Organization Name Begins With Does Not Begin With Contains Does Not Contain Equals

Proposer NameProposer's Reference UnitRecord SourceVariant Name


Establish DateAbolish Date

Person Name Begins With Does Not Begin With Contains Does Not Contain Equals

Import Record Control NumberProposer NameProposer's Reference UnitRecord SourceSpecial Project


Biographical NoteNotesSource Note


Birth DateDeath Date


NACO Submitted

Topical Subject Begins With Import Record Control Number



Record Type Operators Field Names Geographic Reference Specific Records Type Program Area

Does Not Begin With Contains Does Not Contain Equals

Proposer NameProposer's Reference UnitRecord SourceSpecial Project


NotesScope NoteSource Note


SACO Submitted

Table 17: Authority Advanced Searches for Authority Lists

Record Type Operators Field NamesAll Authority Lists

[Note: The label in the DAS user interface for this search is “All”]

Begins With Does Not Begin With Contains Does Not Contain Equals

Term Name / Data Element / NumberApproved ByChanged By

Equals Does Not Equal Greater Than Greater Than or Equal To Less Than Less Than or Equal To Between

NAID [National Archives Identifier]Date ApprovedDate ChangedDate Entered

Begin Congress End Congress

Equals Does Not Equal Greater Than Greater Than or Equal To Less Than Less Than or Equal To Between

End DateStart Date

Finding Aid URL Online Resource URL

ContainsDescriptionNote


URL

Holdings Measurement Type Begins With Contains Does Not Contain Equals

CodeType

Microform Publication Title Begins With Identifier



Record Type Operators Field Names Contains Does Not Contain Equals

Object Type Begins With Contains Does Not Contain Equals

MIME Type

Review Canned Language Contains Brief StatementFieldFull Statement

Reference Unit Begins With Contains Does Not Contain Equals

Name

Table 18: Filter Options for Archival Description Searches

Filter Attribute Operators CommentsAccess Restriction Status

Equals

Base Color Copy Status Creating Individual – Creator Type Dimension Emulsion Finding Aid Type Format General Media Type General Records Type Location Facility Process Recording Speed Reference Unit Roll Security Classification Sound Type Soundtrack Configuration Special Project Specific Access Restriction Specific Media Type Specific Records Type Specific Use Restriction



Tape Thickness Use Restriction Status Variant Control Number TypeBroadcast Date

Equals Greater Than Greater Than or Equal To Less Than Less Than or Equal To Between

Copyright Date Coverage End Date Coverage Start Date Date Changed Date Entered Description Date Inclusive End Date Inclusive Start Date NAID Production Date Release Date

Workflow DatesFilters on dates associated with completed review steps.

Changed By Begins With Contains Equals Is Blank

Collection Identifier Creating Individual Filter on the Person Name Heading.

Creating OrganizationFilter on the Organization Name Heading.

Data Control GroupDescription TypeEntered ByFormer Collection IdentifierFormer Record Group NumberGeographic ReferenceHoldings Measurement TypeLanguageMicroform Publication IdentifierOnline Resource

Organizational ContributorFilter on the Organization Name Heading.

Organizational DonorFilter on the Organization Name Heading.

Organizational ReferenceFilter on the Organization Name Heading.

Personal Contributor Filter on the Person Name Heading.Personal Donor Filter on the Person Name Heading.Personal Reference Filter on the Person Name Heading.



Record Group Number

Review Batch Number

The batch number assigned to a batch of descriptions for Central Staff review, e.g., NLJFK013.

Topical SubjectVariant Control Number

Table 19: Filter Options for Authority Searches

Filter Attribute Operators CommentsAll Authority Files (Organizations, People, Subjects)Authority Type Begins With

Contains Equals Greater Than Greater Than or Equal To Is Blank Less Than Less Than or Equal To Between

Changed By

Is Preferred Equals



Organization Name FiltersEntered By Begins With

Contains Equals Greater Than Greater Than or Equal To Is Blank Less Than Less Than or Equal To Between

Reference Unit Equals This is the Reference Unit that proposed a particular Organization Name.

Table 20: Sort Options for Archival Descriptions Searches

Sort Attribute CommentsAccess Restriction StatusNational Archives IdentifierCollection IdentifierCoverage End DateCoverage Start DateCreating Individual Sort on the Person Name HeadingCreating Individual: Birth DateCreating Individual: Death DateCreating Organization Sort on the Organization Name HeadingCreating Organization: Abolish DateCreating Organization: Establish DateData Control GroupDate EnteredEntered ByDate Last ChangedLast Changed ByDescription TypeFormer Collection IdentifierFormer Record Group NumberInclusive End DateInclusive Start DateLocation FacilityRecord Group NumberReference UnitTitleUse Restriction Status



Sort Attribute CommentsVariant Control NumberVariant Control Number Type

Table 21: Sort Options for Authority Searches

Sort Attribute CommentsAll AuthoritiesAuthority Type The type of authority such as Organization Name, Person Name,

Topical Subject, Base, Color, etc.Organization SortsAbolish Date Relates only to OrganizationsEstablish Date Relates only to OrganizationsHeading Case insensitive order Organization Name Date Entered Relates only to OrganizationsOrganization Name Entered By Relates only to OrganizationsOrganization Name Date Changed Relates only to OrganizationsOrganization Name Changed By Relates only to OrganizationsDate Changed This relates to the last date any part of the full Organization record

was changed and not just to the last date that a specific Organization Name was changed.

Changed By This relates to whoever last changed any part of the full Organization record and not just to the Organization Name(s).

Record SourceSpecial ProjectPerson SortsDisplay NameEntered ByDate EnteredLast Changed ByDate Last ChangedRecord SourceSpecial Project NameSubject Sorts (Topical Subject, Geographic Reference, Specific Records Type, Program Area)Heading Default (sort by Heading is in case insensitive order)Date Last ChangedLast Changed BySpecial Project Name

Table 22: Archival Description Layouts – Secondary Searches

Field Search Name CommentsCollectionsOrganizational Donor Organization Authority File: All Names Keyword Default



Field Search Name CommentsOrganization Authority File: Names OR Variant Names KeywordOrganization Authority File: Full Keyword

Personal Donor Person Name: Full Keyword DefaultPerson Name: Heading

Preliminary DescriptionsContained By Record Group Number Default

Collection IdentifierRecord Group/Collection TitleRecord Group/Collection National Archives Identifier

SeriesContained By Record Group Number Default

Collection IdentifierRecord Group/Collection TitleRecord Group/Collection National Archives Identifier

Formerly Contained By Record Group NumberCollection IdentifierRecord Group/Collection TitleRecord Group/Collection National Archives Identifier

Creating Organization Organizational Contributor Organizational Reference

Organization Authority File: All Names Keyword DefaultOrganization Authority File: Names OR Variant Names KeywordOrganization Authority File: Full Keyword

Creating Individual Personal Contributor Personal Reference

Person Name: HeadingPerson Name: Full Keyword

File UnitsContained by Series: Title/Creating Organization Default

Series: Title/Creating IndividualSeries: TitleSeries: National Archives Identifier

Items and Items (AV)Contained by Series: Title/Creating Organization

Series: Title/Creating IndividualSeries: National Archives IdentifierHierarchy: File Unit TitleHierarchy: File Unit National Archives Identifier

Table 23: Authority Record Layouts – Secondary Searches

Field Search Name CommentsOrganization Secondary Searches



Jurisdiction Geographic Reference: NAIDGeographic Reference: Display Name DefaultGeographic Reference: Full Keyword

Personal Reference Person Name: Heading DefaultPerson Name: Full Keyword Person Name: NAID

Program Area Program Area: Heading DefaultProgram Area: Full KeywordProgram Area: NAIDProgram Area: Begins With

Organization Name Secondary Searches Predecessor Successor

Organization Authority File: All Names Keyword DefaultOrganization Authority File: Organization Name

Person Name Secondary SearchesSee Also Person Name: Heading Default

Person Name: Full Keyword Topical Subject Secondary Searches Broader Term Narrower Term Related Term

Topical Subject: Heading DefaultTopical Subject: Full Keyword

Geographic Reference Secondary Searches Broader Term Narrower Term Related Term

Geographic Reference: Display Name DefaultGeographic Reference: Full Keyword

Specific Records Type Secondary Searches Broader Term Narrower Term Related Term

Specific Records Type: Heading DefaultSpecific Records Type: Full Keyword

Program Area Secondary Searches Broader Term Narrower Term Related Term

Program Area: HeadingProgram Area: Full Keyword

Table 24: Default Field Values for Archival Descriptions

Level of Description

Field Name Default Value

Series





General Records Type The default shall be set based on the user’s Data Control Group:RDSC = Maps and ChartsRDSM = Moving ImagesRDSS = Photographs and other Graphic MaterialsRDTP1 and RDTP2 = Textual RecordsLL = Textual RecordsRDEP = Data FilesAll RE*, RL*, RM* and RW* Data Control Groups = Textual RecordsAll LP* Data Control Groups = Textual Records

Copy Status Preservation-Reproduction-ReferenceGPRA Indicator YesReference Unit The default shall be set based on the user’s Reference Unit. If the

user is associated with more than one Reference Unit, the tool shall provide one as the default.

Location Facility The default shall be set based on the user’s Location Facility.Special Media Type The default shall be set based on the description’s Data Control

Group:RDSC = PaperRDSM = No default as choices will varyRDSS = No default as choices will varyRDTP1 and RDTP2 = PaperLL = PaperRDEP = No default as choices will varyAll RE*, RL*, RM* and RW* Data Control Groups = PaperAll LP Data Control Groups = Paper

File UnitGeneral Records Type The default shall be set based on the General Records Type for the

parent Series.Access Restriction Status

The default shall be set based on the Access Restriction Status of the parent Series.

Specific Access Restriction/Security Classification

The default shall be set based on the Specific Access Restriction of the parent Series.Note: Security Classifications must be associated with Specific Access Restrictions.

Access Restriction Note

The default shall be set based on the Access Restriction Note of the parent Series.

Use Restriction Status The default shall be set based on the Use Restriction Status of the parent Series.

Specific Use Restriction

The default shall be set based on the Specific Use Restriction of the parent Series.

Use Restriction Note The default shall be set based on the Use Restriction Note of the parent Series.





Copy Status Preservation-Reproduction-ReferenceReference Unit The default shall be set based on the user’s Reference Unit. If the


Location Facility The default shall be set based on the user’s Location Facility.Special Media Type The default shall be set based on the description’s Data Control

Group:RDSC = PaperRDSM = No default as choices will varyRDSS = No default as choices will varyRDTP1 and RDTP2 = PaperLL = PaperRDEP = No default as choices will varyAll RE*, RL*, RM* and RW* Data Control Groups = PaperAll LP Data Control Groups = Paper

ItemReference Unit The default shall be set based on the user’s Reference Unit. If the


Location Facility The default shall be set based on the user’s Location Facility.Item AV

Reference Unit The default shall be set based on the user’s Reference Unit. If the user is associated with more than one Reference Unit, the tool shall provide one as the default.

Location Facility The default shall be set based on the user’s Location Facility.

Table 25: Data-Determined Mandatory Elements for Archival Descriptions

Data Element Standards RequiredAccess Filename Each digital object attached to a Series, File Unit, Item, or Item (AV)

description must have an Access Filename data value.Access File Size Each digital object attached to a Series, File Unit, Item, or Item (AV)

description must have an Access File Size data value.



Data Element Standards RequiredAccess Restriction Note An Access Restriction Note is required:

1. If the Access Restriction Status is “Restricted – Possibly” or “Undetermined.”

2. If a description has one or more of the following Specific Access Restriction data values:o Donated – Statuteo Donor Restrictedo FOIA (b)(3) Statuteo House Ruleo Presidential Records Act (p)(3) Statuteo Senateo Other

Access Restriction Status For archival descriptions with a Series, File Unit, Item or Item (AV) description type,1. If Access Restriction Status is populated with "Restricted – Fully"

or "Restricted – Partly", then one or more Specific Access Restrictions must be indicated.

2. If Access Restriction Status is populated with “Restricted – Possibly" or “Undetermined”, then an Access Restriction Note must be provided.

Base For descriptions with an Item and Item (AV) description type, to have Base, Specific Media Type must be populated for the media occurrence.

Broadcast Date Qualifier For descriptions with Item and Item (AV) description types, a Broadcast Date Qualifier cannot be included unless the description has a Broadcast Date value.

Color For descriptions with a Series, File Unit, Item, and Item (AV) description type, to have Color, Specific Media Type must be populated for the media occurrence.

Container ID For descriptions with a Series, File Unit, Item, and Item (AV) description type, to have Container ID, Specific Media Type must be populated for the media occurrence.

Container List For descriptions with a Series description type, to have Container List, Copy Status must be populated for that copy (physical occurrence) of the materials.

Copyright Date Qualifier For descriptions with Item and Item (AV) description types, a Copyright Date Qualifier cannot be included unless the description has a Copyright Date value.

Coverage End Date For all description types, if Coverage Start Date is specified, then a Coverage End Date must be created.

Coverage End Date Qualifier For all description types, to have a Coverage End Date Qualifier, a Coverage End Date must be created.



Data Element Standards RequiredCoverage Start Date For all description types, if Coverage End Date is specified, then a

Coverage Start Date must also be included.Coverage Start Date Qualifier For all description types, to have a Coverage Start Date Qualifier, a

Coverage Start Date must be created.Creating Individual (inherited down to File Units and Items)

For archival descriptions with a Series description type,1. The series may have only Creating Individual or Creating

Organization value(s), but not both.2. Creating Individual Type must be provided for each Creating

Individual.Creating Individual Type (inherited down to File Units and Items)

If a series has Creating Individual value(s), Creating Individual Type must also be included with each value.

Creating Organization (inherited down to File Units and Items)

For archival descriptions with a Series description type, 1. The series may have only Creating Organization or Creating

Individual value(s), but not both.2. Creating Organization Type must be provided for each Creating

Organization.Creating Organization Type (inherited down to File Units and Items)

If a series has Creating Organization value(s), Creating Organization Type must also be included with each value.

Date Note 1. For all archival description types/levels, one or more of the date elements must be populated for a Date Note to have a data value.

2. For archival descriptions with Record Group, Collection, or Series description type, a Date Note must be included if multiple date elements are populated.

Depth For archival descriptions with a Series, File Unit, Item or Item (AV) description type,1. Depth may not be populated if the Dimension attribute is

populated.2. To have Depth, Specific Media Type must be populated for the

media occurrence.Dimension For archival descriptions with a Series, File Unit, Item or Item (AV)

description type, 1. Dimension may not be populated if Depth, Height, and/or Width

is populated.2. To have Dimension, Specific Media Type must be populated for

the media occurrence.Element Number For archival descriptions with an Item or Item (AV) description type,

to have Element Number, Specific Media Type must be populated for the media occurrence.

Emulsion For archival descriptions with an Item or Item (AV) description type, to have Emulsion, Specific Media Type must be populated for the media occurrence.

Extent For archival descriptions with a Series, File Unit, Item, or Item (AV) description type, to have Extent, Copy Status must be populated for that copy (physical occurrence) of the materials.



Data Element Standards RequiredFinding Aid Note For archival descriptions with Record Group, Collection, or Series

description type, to have Finding Aid Note, Finding Aid Type must be populated.

Finding Aid Source For archival descriptions with Record Group, Collection, or Series description type, to have Finding Aid Source, Finding Aid Type must be populated.

Footage For archival descriptions with an Item (AV) description type, to have Footage, Specific Media Type must be populated for the media occurrence.

Format For archival descriptions with an Item (AV) description type, to have Format, Specific Media Type must be populated for the media occurrence.

GPRA Indicator For archival descriptions with a Series description type, to have GPRA Indicator, Copy Status must be populated for that copy (physical occurrence) of the materials.

Height For archival descriptions with a Series, File Unit, Item or Item (AV) description type,1. Height may not be populated if the Dimension attribute is

populated.2. To have Height, Specific Media Type must be populated for the

media occurrence.Holdings Measurement Count For archival descriptions with a Series description type,

1. To have Holdings Measurement Count, Copy Status must be populated for that copy (physical occurrence) of the materials.

2. For each type of holding in the Series, Holdings Measurement Count and Holdings Measurement Type must both be included.

Holdings Measurement Type For archival descriptions with a Series description type,1. To have Holdings Measurement Type, Copy Status must be

populated for that copy (physical occurrence) of the materials.2. For each type of holding in the Series, Holdings Measurement

Count and Holdings Measurement Type must both be included.Inclusive End Date (inherited down to File Units and Items)

For archival descriptions with Record Group, Collection, or Series description type, if Inclusive Start Date is specified, then an Inclusive End Date must be created.

Inclusive End Date Qualifier (inherited down to File Units and Items)

For archival descriptions with Record Group, Collection, or Series description type, to have an Inclusive End Date Qualifier, an Inclusive End Date must be created.

Inclusive Start Date (inherited down to File Units and Items)

For archival descriptions with Record Group, Collection, or Series description type, if Inclusive End Date is specified, then an Inclusive Start Date must also be included.

Inclusive Start Date Qualifier (inherited down to File Units and Items)

For archival descriptions with Record Group, Collection, or Series description type, to have an Inclusive Start Date Qualifier, an Inclusive Start Date must be created.



Data Element Standards RequiredLocation Facility For archival descriptions with a Series, File Unit, Item, or Item (AV)

description type, to have Location Facility, Copy Status must be populated for that copy (physical occurrence) of the materials.

Location Note For archival descriptions with a Series, File Unit, Item or Item (AV) description type,1. To have Location Note, Location Facility must be populated.2. To have Location Note, Copy Status must be populated for that

copy (physical occurrence) of the materials.Media Occurrence Note For archival descriptions with a Series, File Unit, Item, or Item (AV)

description type, to have Media Occurrence Note, Specific Media Type must be populated for the media occurrence.

Microform Publication Identifier For archival descriptions with a Series, File Unit, Item or Item (AV) description type that include references to Microform Publications, both Microform Publication Identifier and Microform Publication Title must both be included.

Microform Publication Title For archival descriptions with a Series, File Unit, Item or Item (AV) description type that include references to Microform Publications, both Microform Publication Title and Microform Publication Identifier must both be included.

Microform Publication Note For archival descriptions with a Series, File Unit, Item or Item (AV) description type, Microform Publication Note may only be populated if both Microform Publication Title and Microform Publication Identifier have been populated.

Object Identifier Each digital object attached to a Series, File Unit, Item, or Item (AV) description must have an Object Identifier data value.

Object Type Each digital object attached to a Series, File Unit, Item, or Item (AV) description must have an Object Type data value.

Online Resource Description For archival descriptions with a Series, File Unit, Item or Item (AV) description type, if Online Resource references are included, Online Resource Description and Online Resource URL must both be populated.

Online Resource Note For archival descriptions with a Series, File Unit, Item or Item (AV) description type, to have Online Resource Note, Online Resource Description and Online Resource URL must both be populated.

Online Resource URL For archival descriptions with a Series, File Unit, Item or Item (AV) description type, if Online Resource references are included, Online Resource Description and Online Resource URL must both be populated.

Organizational Contributor For archival descriptions with a Series, File Unit, Item or Item (AV) description type, if Organizational Contributors are included, both Organizational Contributor and Organizational Contributor Type must be populated.



Data Element Standards RequiredOrganizational Contributor Type For archival descriptions with a Series, File Unit, Item or Item (AV)

description type, if Organizational Contributors are included, both Organizational Contributor and Organizational Contributor Type must be populated.

Other Preservation Characteristics For archival descriptions with an Item or Item (AV) description type, to have a data value in Other Preservation Characteristics, Specific Media Type must be populated for the media occurrence.

Personal Contributor For archival descriptions with a Series, File Unit, Item or Item (AV) description type, if Personal Contributors are included, both Personal Contributor and Personal Contributor Type must be populated.

Personal Contributor Type For archival descriptions with a Series, File Unit, Item or Item (AV) description type, if Personal Contributors are included, both Personal Contributor and Personal Contributor Type must be populated.

Physical Occurrence Note For archival descriptions with a Series, File Unit, Item, or Item (AV) description type, to have Physical Occurrence Note, Copy Status must be populated for that copy (physical occurrence) of the materials.

Physical Restriction Note For archival descriptions with a Series, File Unit, Item, or Item (AV) description type, to have Physical Restriction Note, Specific Media Type must be populated for the media occurrence.

Piece Count For archival descriptions with a Series, File Unit, Item, or Item (AV) description type, to have Piece Count, Specific Media Type must be populated for the media occurrence.

Process For archival descriptions with a Series, File Unit, Item, or Item (AV) description type, to have Process, Specific Media Type must be populated for the media occurrence.

Production Date Qualifier For descriptions with Item and Item (AV) description types, a Production Date Qualifier cannot be included unless the description has a Production Date value.

Production Series Number For archival descriptions with an Item (AV) description type, Production Series Number may only be populated if Production Series Title is populated.

Production Series Subtitle For archival descriptions with an Item (AV) description type, Production Series Subtitle may only be populated if Production Series Title is populated.

Recording Speed For archival descriptions with an Item (AV) description type, to have Recording Speed, Specific Media Type must be populated for the media occurrence.

Reel/Tape/Disc Number For archival descriptions with an Item (AV) description type, to have Reel/Tape/Disc Number, Specific Media Type must be populated for the media occurrence.

Reference Unit For archival descriptions with a Series, File Unit, Item, or Item (AV) description type, to have Reference Unit, Copy Status must be populated for that copy (physical occurrence) of the materials.



Data Element Standards RequiredRelease Date Qualifier For descriptions with Item and Item (AV) description types, a Release

Date Qualifier cannot be included unless the description has a Release Date value.

Reproduction Count For archival descriptions with a Series, File Unit, Item, or Item (AV) description type, to have Reproduction Count, Specific Media Type must be populated for the media occurrence.

Roll For archival descriptions with an Item (AV) description type, to have Roll, Specific Media Type must be populated for the media occurrence.

Running Time: Minutes For archival descriptions with an Item (AV) description type, to have Running Time: Minutes, Specific Media Type must be populated for the media occurrence.

Running Time: Seconds For archival descriptions with an Item (AV) description type, to have Running Time: Seconds, Specific Media Type must be populated for the media occurrence.

Security Classification For archival descriptions with a Series, File Unit, Item or Item (AV) description type, the following Specific Access Restriction data values require that Security Classification be populated:

Donated – Security Classified FOIA (b)(1) National Security Presidential Records Act (p)(1) National Security Classified PRMPA – National Security Classified (B)

Soundtrack Configuration For archival descriptions with an Item (AV) description type, to have Soundtrack Configuration, Specific Media Type must be populated for the media occurrence.

Soundtrack Language For archival descriptions with an Item (AV) description type, to have Soundtrack Language, Specific Media Type must be populated for the media occurrence.



Data Element Standards RequiredSpecific Access Restriction For archival descriptions with a Series, File Unit, Item or Item (AV)

description type,1. A Specific Access Restriction is required if the Access Restriction

Status is “Restricted-Fully” or “Restricted-Partly”.2. The following Specific Access Restriction data values require an

Access Restriction Note:o Donated – Statuteo Donor Restrictedo FOIA (b)(3) Statuteo House Ruleo Presidential Records Act (p)(3) Statuteo Senateo Other

3. The following Specific Access Restriction data values require an accompanying Security Classification data value:o Donated – Security Classifiedo FOIA (b)(1) National Securityo Presidential Records Act (p)(1) National Security Classifiedo PRMPA – National Security Classified (B)

Specific Media Type For archival descriptions with a Series, File Unit, Item, or Item (AV) description type, to have Specific Media Type, General Media Type must be populated for the media occurrence.

Specific Use Restriction For archival descriptions with a Series, File Unit, Item or Item (AV) description type,1. If Use Restriction Status is populated with "Restricted – Fully" or

"Restricted – Partly", then one or more Specific Use Restrictions must be indicated.

2. If one of the following Specific Use Restriction data values appear in an archival description, a Use Restriction Note is required.o Copyrighto Donor Restrictionso Othero Service Marko Trademark

Subtitle For archival descriptions with an Item or Item (AV) description type, to have Subtitle, Title must be created.

Tape Thickness For archival descriptions with an Item (AV) description type, to have Tape Thickness, Specific Media Type must be populated for the media occurrence.

Technical Access Requirements Note For archival descriptions with a Series, File Unit, Item, or Item (AV) description type, to have Technical Access Requirements Note, Specific Media Type must be populated for the media occurrence.



Data Element Standards RequiredTotal Footage For archival descriptions with an Item (AV) description type, to have

Total Footage, Copy Status must be populated for that copy (physical occurrence) of the materials.

Total Running Time: Minutes For archival descriptions with an Item (AV) description type, to have Total Running Time: Minutes, Copy Status must be populated for that copy (physical occurrence) of the materials.

Total Running Time: Seconds For archival descriptions with an Item (AV) description type, to have Total Running Time: Seconds, Copy Status must be populated for that copy (physical occurrence) of the materials.

Transfer Note For archival descriptions with a Series, File Unit, Item or Item (AV) description type, to have Transfer Note, either Internal Transfer Number or Records Center Transfer Number must be populated.

Use Restriction Note Use Restriction Note is required1. If the Use Restriction Status is “Restricted – Possibly” or

“Undetermined.”2. If the Specific Use Restriction is one of the following:o Copyrighto Donor Restrictionso Othero Service Marko Trademark

Use Restriction Status For archival descriptions with a Series, File Unit, Item or Item (AV) description type,1. If Use Restriction Status is populated with "Restricted – Fully" or

"Restricted – Partly", then one or more Specific Use Restrictions must be indicated.

2. If Use Restriction Status is populated with “Restricted – Possibly" or “Undetermined”, a Use Restriction Note must be provided.

Variant Control Number For archival descriptions with a Collection, Preliminary Description, Series, File Unit, Item or Item (AV) description type, if Variant Control Number information is included, both Variant Control Number and Variant Control Number Type must be populated.

Variant Control Number Type For archival descriptions with a Collection, Preliminary Description, Series, File Unit, Item or Item (AV) description type, if Variant Control Number information is included, both Variant Control Number Type and Variant Control Number must be populated.

Variant Control Number Note For archival descriptions with a Collection, Preliminary Description, Series, File Unit, Item or Item (AV) description type, if Variant Control Number Note is populated, both Variant Control Number and Variant Control Number Type must also be populated.



Data Element Standards RequiredWidth For archival descriptions with a Series, File Unit, Item or Item (AV)

description type, 1. Width may not be populated if the Dimension attribute is

populated.2. To have Width, Specific Media Type must be populated for the

media occurrence.Wind For archival descriptions with an Item (AV) description type, to have

Wind, Specific Media Type must be populated for the media occurrence.



Description and Authority Service Appendices

Appendix A: Glossary

Below are abbreviations and terms used in this document, as well as, those found in the requirements defined in the embedded Requirements Verification Traceability Matrix (RVTM).

Abbreviation Description

AAT Art & Architecture Thesaurus

ACG Archival Control Group

AMS Archival Materials Set

ANSI American National Standard Institute

API Application Programming Interface

ASCII American Standard Code for Information Interchange

AV Audio-Visual

DAS Description and Authority Services

EAC Encoded Archival Context

EAD Encoded Archival Description

ERA Electronic Records Archives

HMS Holdings Management System

HTML HyperText Markup Language

ISO International Standards Organization

LCNAF Library of Congress Name Authority File

MO Media Occurrence

NAC National Archives Catalog

NARA National Archives and Records Administration

PO Physical Occurrence

POMO Physical Occurrence/Media Occurrence

RTF Rich Text Format

RVTM Requirements Verification Traceability Matrix

SKOS Simple Knowledge Organization System

SQL Structured Query Language

SyRS System Requirements Specification

TGN Getty Thesaurus of Geographic Names

XML Extensible Markup Language



Glossary Term DefinitionAdvanced Search An advanced search is a search mechanism that allows the user to combine one

or more searches across selected description or authority fields with a variety of search operators.

Approve The process through which an ‘Under Edit’ record that has been reviewed becomes an Approved record.

Approved Record A term that applies to any record with a Record Status of Approved.Archival Control Group A grouping of archival materials that is identified as either a Record Group or a

Collection. The Archival Control Group is the highest grouping of archival descriptions in the archival description hierarchy.

Archival Description A record that contains information for existing archival materials. An Archival Description can be either an Archival Control Group record or an Archival Materials Set record.

Archival Materials Set A grouping of archival holdings that exist at the Preliminary Descriptions, Series, File Unit, or Item level. Each Archival Materials Set belongs to one and only one current Archival Control Group.

Authority File A collection of authority records. Authority Files are used to standardize access points in the archival descriptions, as well as those in other Authority Files. The Authority Files are Organizations, Person Names, and Subjects (includes Geographic References, Program Areas, Specific Records Types, and Topical Subjects).

Authority List Pick Lists that are used to control and standardize the values used in entering data into various description and authority fields, such as Access Restriction Status, General Records Type, and Sound Type.

Authority Record A record from an external or NARA authority that was created according to the rules for that Authority File or Authority List.

Basic Search A basic search is a search mechanism that allows the user to perform a keyword search over a pre-defined limited set of description or authority fields.

Child Record A term used in the Archival Description hierarchy to refer to a record that is linked up to a record that is at a higher level of the hierarchy. The term Children is used when referring to multiple child records.

Close Copy The process by which an independent copy is made of an existing record.Close Copy Version A new record that has been duplicated from an existing record. The close copy

version exists as a new record independent of the original record.Collection An artificial accumulation of documents brought together on the basis of some

characteristic (e.g., means of acquisition, creator, subject, language, medium, form, name of collector) without regard to the provenance of the documents. The highest grouping of archival materials in the hierarchy will be a Record Group or Collection.

Data Entry The process by which a new record is created or the information for an existing record is modified.



Glossary Term DefinitionData Group A data group is a logical collection of fields on a layout. For example, a Creating

Organization is a data group that is made up of the Organization Name, Establish/Abolish Dates, and Creator Type.

Data Rules The set of checks that are performed when information is entered into a record, such as ensuring that a date is a valid value.

Description Status For Archival Descriptions, the description status is an indicator of whether the archival description is waiting to be reviewed with a status of New, Modified, Description Completed, Local Review Completed, Awaiting Compliance, or Compliance Updated; or if the record is ready to be marked Approved.

Display Name In the Person Name authority file the Display Name concatenates multiple fields either imported from LCNAF or created via the MARC fields/subfields.

In the Organizations authority file, the Display Name for Organization Names concatenates multiple fields either imported from LCNAF or created via the MARC fields/subfields.

In addition, Display Names are created for Geographic Reference records that concatenate the heading with its hierarchy that provides the broader context, i.e., parents, grandparents, etc. of the place.

The Display Name is shown in place of the heading for Person Names, Organizations, and Geographic Reference records.

Edit Version The process by which a copy of an Approved record is copied and then available for modifying.

Exact Match Search A search that performs an exact match on a full column value. Wildcards are not allowed for an Exact Match Search. An example of an Exact Match Search is the National Archives Identifier search.

Field A field is an individual piece of information that is stored in a record or displayed on the screen.

File Unit An organized unit (folder, volume, etc.) of documents grouped together either for current use or in the process of archival arrangement. The File Unit is the intellectual handling of the record item, which may or may not be the physical handling. The third highest grouping of archival materials in the hierarchy is the File Unit level.

Folder A storage area used to hold the results of a saved search for Archival Descriptions, Organizations, Person Names, and Subjects. Each folder contains search results only from the corresponding record types. Users can create their own folders.

Heading A main term in an authority file used to create an access point in an archival description record or authority record. A heading can represent the name of a person, corporate body, geographic area, topical subject, specific records type, etc. A heading will be either a preferred term or a non-preferred term.



Glossary Term DefinitionHierarchy: Archival Descriptions

An ordering of the Archival Descriptions. A Record Group or Collection is the top level of the hierarchy, followed in order by Series, File Unit, and Item/Item (AV). An Item/Item (AV) may be the child of either a Series or a File Unit.

Preliminary Descriptions can be a child of a Record Group or a Collection, but because it is not a traditional archival grouping this Description Type will not have children archival descriptions.

Hierarchy: Thesaurus Broader (generic) to narrower (specific) or whole-part relationships, which are generally indicated in a controlled vocabulary through codes or indentation.

Hierarchy Display The display that presents the current hierarchy and former hierarchy for a specific Archival Description that is being viewed. This display should be included for each level of Archival Description and should include all higher levels of the hierarchy and all descriptions in the immediate level below.

Item The smallest intellectually indivisible archival unit (e.g., a letter, memorandum, report, leaflet, or photograph). The lowest grouping of archival materials in the hierarchy is the Item/Item (AV) level.

Keyword Search A search that allows the user to search for a word or phrase anywhere within the description or authority record fields that are indexed for the keyword search.

Layout The arrangement of fields for display and/or data creation/modification. For example, the Archival Description layout is comprised of all (or a subset) of the fields/data elements for archival descriptions.

Level of Description Used to distinguish the five levels of Archival Descriptions: Record Group/Collection, Preliminary Descriptions, Series, File Unit, and Item/Item (AV). May also be referred to as Description Type.

Name Authority Record A record that shows a person, organization or meeting heading in its established form cites the sources consulted in determining the choice of form or name, and indicates the references (variants) made to the heading. Although Authority List records are a type of authority record, they are not included in the term authority record within this RS.

National Archives Identifier A unique number assigned to each Archival Description. Once assigned, this is a permanent identifier for that record. This number does not change as a description is created, or as the record moves from an ‘Under Edit’ to ‘Approved’ status.

National Archives Catalog (NAC)

Online system available to the Public that provides access to the descriptions of NARA holdings as well as to the holdings themselves – digitized and born digital.

Parent Record A term used in the Archival Description hierarchy to refer to a record that has records at a lower level of the hierarchy linked up to that record.

Partner Object Availability Date

The date on which the digital object can be made available for public access by NARA, based on the digitization partner agreement (e.g., five years after the object is digitized by the digitization partner.)

Pick List A list of values from which the user can select one or more items to be included in the current record. Pick lists are used for Authority Lists.



Glossary Term DefinitionPre-defined Search A pre-configured set of selection criteria that specifies the fields to be searched

for a particular record type (e.g., Title / Creator Keyword Search).Primary Key The unique control number that is automatically assigned to each record. Record An entry that stores the information for a specific occurrence of a record type.

The information for a record may be stored in multiple places. Record Group A major archival unit that comprises the records of a large organization, such as a

Government bureau or independent agency. The highest grouping of archival materials in the hierarchy will be a Record Group or Collection.

Record Type Used to distinguish the type of information that is being stored in that record. For Archival Descriptions: Record Group, Collection, Series, File Unit, Item, or Item (AV). For Authorities: Organization, Person Name, Topical Subject, Geographic Reference, Specific Records Type, Program Area, or one of the many Authority Lists.

Search Operators A string of characters used in a search query to narrow the focus of the search. Includes the Boolean operators AND, OR, and NOT, as well as Begins With (stemming), Equals, Greater Than, Between, etc.

Search Results Set The set of records that are retrieved by a primary or secondary search using the saved search entered by the user.

Search Statement The user-entered term(s) along with any search operators and the selected field name(s) that are used to match against the data when performing a search.

Saved Search The set of parameters used to retrieve records, including the selected search (may be multiple searches for an advanced search), the user-entered search statements, the selected filters, and the selected sort options. Users may create, update, and delete their own saved searches.

Secondary Search A look-up mechanism that allows the user to select and retrieve authority records. The purpose of a Secondary Search is to select specific valid value(s) for a field in a record that is controlled by an Authority File or Authority List.

Sequence Number The number assigned to each Archival Description record that sequences the children (lower level) records under their parent (higher level) records within the hierarchy. The sequence number is a number that changes if you re-order a title record under a parent. The Sequence Number is not the same as the National Archives Identifier.

Series File units or documents arranged in accordance with a filing system or maintained as a unit because they result from the same accumulation or filing process, the same function, or the same activity; have a particular form; or because of some other relationship arising out of their creation, receipt, or use. The second highest grouping of archival materials is the Series level.

Stop Word A commonly used word (such as ‘a’ or ‘the’) that is ignored when retrieving records because it has the potential of matching on a large number of irrelevant records.



Glossary Term DefinitionSubject Authority Record A record of a subject heading that shows its established form, cites the sources

consulted in determining the choice and form of the heading, and indicates the cross references made to and from the heading. Subject headings include Topical Subjects, Specific Records Types, Geographic References, and Program Areas.

Preliminary Descriptions Groupings of archival materials accessioned into the holdings of the National Archives, but not yet processed. Also known as “Unprocessed Records”.

‘Under Edit’ record An Archival Description that has not yet been Approved. These records may be ‘Edit Versions’ of existing authorized (approved) records, ‘Close Copy’ versions, or new records.

Unreviewed Record New or modified records that have a description or record status of ‘New’, ‘Modified’, or ‘Description Completed’. These records may be ‘Close Copy’ versions, previously approved records that have been modified or new records that have not yet been reviewed.

Variant Name For an organization, a familiar or commonly used name other than the official NARA name.



Appendix B: Data Entry Permissions

Archival Descriptions Permissions:

User Group: Central Staff Level 1Key:DCG = Data Control Group(s)SA = System Administrator

green background = possible with appropriate permissions

red background = not possible without appropriate permissions

gray background = not possible due to system restrictions

yellow background = only possible for the System Administrator

ActivitiesApproved Archival Descriptions Under Edit Archival Descriptions

Matches User’s DCG(s)

Does Not Match User’s DCG



Record Group Create New Record N/A N/A Y SA

Create Edit Version* Y SA N/A N/ACreate Close Copy Y Y Y Y

Review S/A SA Y SAApprove N/A N/A SA

Modify and Delete S/A SA Y SACollection

Create New Record N/A N/A Y SACreate Edit Version* Y SA N/A N/A

Create Close Copy Y Y Y YReview S/A SA Y SA

Approve N/A N/A SAModify and Delete S/A SA Y SA

Series, File Unit, Item, Item (AV) Create New Record N/A N/A Y SA


Review S/A SA Y SAApprove N/A N/A SA

Modify and Delete S/A SA Y SAImport DataC/R/UD/Link ObjectLink Online Resource to Archival Descriptions*Create Edit Version will only work if no Under Edit Version already exists.



User Group: Central Staff Level 2Key: DCG = Data Control Group(s)SA = System Administrator



gray background = not possible due to system restrictions







Record Group Create New Record N/A N/A Y SA


Review SA SA Y SAApprove N/A N/A Y SA

Modify and Delete SA SA Y SACollection

Create New Record N/A N/A Y SACreate Edit Version* Y SA N/A N/A

Create Close Copy Y Y Y YReview SA SA Y SA

Approve N/A N/A Y SAModify and Delete SA SA Y SA

Series, File Unit, Item, Item (AV) Create New Record N/A N/A Y SA


Review SA SA Y SAApprove N/A N/A Y SA

Modify and Delete SA SA Y SAImport DataC/R/UD/Link ObjectLink Online Resource to Archival Description* Create Edit Version will only work if no Under Edit Version already exists.



User Group: Import DataKey:DCG = Data Control Group(s)SA = System Administrator



gray background = not possible due to tool restrictions


Approved Archival Descriptions Under Edit Archival DescriptionsMatches User’s

DCG(s)Does Not Match User’s

DCGMatches User’s

DCG(s)Does Not Match

User’s DCGRecord Group

Create New Record N/A N/A SACreate Edit Version* SA N/A N/A

Create Close CopyReview S/A SA SA

Approve N/A N/A SAModify and Delete S/A SA SA

Collection Create New Record N/A N/A SA

Create Edit Version* SA N/A N/ACreate Close Copy

Review S/A SA SAApprove N/A N/A SA

Modify and Delete S/A SA SASeries, File Unit, Item, Item (AV)


Create Close Copy Review S/A SA SA


Import Data Y SA Y YC/R/UD/Link Object Link Online Resource to Archival Description*Create Edit Version will only work if no Under Edit Version already exists.



User Group: Create/Edit ObjectsKey:DCG = Data Control Group(s)SA = System Administrator










Record Group Create New Record N/A N/A SA



Modify and Delete S/A SA SACollection




Series, File Unit, Item, Item (AV) Create New Record N/A N/A SA



Modify and Delete S/A SA SAImport DataC/R/UD/Link Object Y YLink Online Resource to Archival Descriptions*Create Edit Version will only work if no Under Edit Version already exists.



User Group: Online ResourcesKey:DCG = Data Control Group(s)SA = System Administrator










Record Group Create New Record N/A N/A SA



Modify and Delete S/A SA SACollection




Series, File Unit, Item, Item (AV) Create New Record N/A N/A SA



Modify and Delete S/A SA SAImport DataC/R/UD/Link Object Link Online Resource to Archival Descriptions

Y Y

*Create Edit Version will only work if no Under Edit Version already exists.



Authorities Permissions:

Key: V = View Only C = Create R = Retrieve & select as an access point

U = Update D = Delete NA = Not Applicable

Record TypesUser Groups


Authority Staff Level 1


Online Resources

Person Name R C/R/U/D C/R/U/D NAOrganizations R C/R/U/D C/R/U/D NAGeographic Reference R C/R/U/D C/R/U/D NAProgram Area V C/R/U/D C/R/U/D NASpecific Records Type R C/R/U/D C/R/U/D NATopical Subject R C/R/U/D C/R/U/D NAAccess Restriction Status R C/R/U/D C/R/U/D NAAccession Number C/R/U/D C/R/U/D C/R/U/D NABase R NA C/R/U/D NABegin Congress R NA C/R/U/D NAColor R NA C/R/U/D NACopy Status R NA C/R/U/D NAContributor Type R NA C/R/U/D NACreator Type R NA C/R/U/D NADifficulty Level R NA C/R/U/D NADigitizing Partnership NA C/R/U/D C/R/U/D NADimension R NA C/R/U/D NADisposition Authority Number C/R/U/D C/R/U/D C/R/U/D NAEdit Status R C/R/U/D C/R/U/D NAElement Number R NA C/R/U/D NAEmulsion R NA C/R/U/D NAEnd Congress R NA C/R/U/D NAFinding Aid Type R NA C/R/U/D NAFinding Aid URL R NA C/R/U/D NAFormat R NA C/R/U/D NAGeneral Media Type R NA C/R/U/D NAGeneral Records Type R NA C/R/U/D NAGPRA Indicator R NA C/R/U/D NAHoldings Measurement Type R NA C/R/U/D NAInternal Transfer Number C/R/U/D C/R/U/D C/R/U/D NALanguage R NA C/R/U/D NALocation Facility R NA C/R/U/D NAMicroform Publication Title R C/R/U/D C/R/U/D NAObject Types V V C/R/U/D NA









Online Resources

Online Resource R NA NA C/R/U/DOther Preservation Characteristics

R NA C/R/U/D NA

Party Designation R NA C/R/U/D NAPriority R NA C/R/U/D NAProcess R NA C/R/U/D NARecording Speed R NA C/R/U/D NARecords Center Transfer Numbers

C/R/U/D C/R/U/D C/R/U/DNA

Review Canned Language R NA C/R/U/D NARoll Type R NA C/R/U/D NASecurity Classifications R C/R/U/D C/R/U/D NASound Type R C/R/U/D C/R/U/D NASpecific Access Restriction Type R C/R/U/D C/R/U/D NASpecific Media Type R NA C/R/U/D NASpecific Use Restrictions R C/R/U/D C/R/U/D NASoundtrack Configuration R NA C/R/U/D NATape Thickness R NA C/R/U/D NAUse Restriction Status R C/R/U/D C/R/U/D NAVariant Control Number Type R NA C/R/U/D NAWind R NA C/R/U/D NARecord Sources NA NA C/R/U/D NADate Qualifier R NA C/R/U/D NAReference Unit R C/R/U/D C/R/U/D NASpecial Projects V C/R/U/D C/R/U/D NAAgency and Record Group Mapping

V NA C/R/U/D NA

Class Identifier V NA C/R/U/D NADisposition Code V NA C/R/U/D NALegal Transfer Type V NA C/R/U/D NALocation Facility and Custodial Unit

V NA C/R/U/D NA

Media Disposition V NA C/R/U/D NARecord Covered V NA C/R/U/D NARetention Instructions V NA C/R/U/D NARG Number and RG Title V NA C/R/U/D NA









Online Resources

Special Marking V NA C/R/U/D NAStatutory Citation V NA C/R/U/D NATransaction Number Type V NA C/R/U/D NATransfer Guidance Category Name

V NA C/R/U/D NA

Transfer Instructions V NA C/R/U/D NATransfer Problem Type V NA C/R/U/D NA



Appendix C: Accessibility Constraints

Section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794d), requires that when Federal agencies develop, procure, maintain, or use electronic and information technology, Federal employees with disabilities have access to and use of information and data that is comparable to the access and use by Federal employees who are not individuals with disabilities, unless an undue burden would be imposed on the agency. Section 508 also requires that individuals with disabilities, who are members of the public seeking information or services from a Federal agency, have access to and use of information and data that is comparable to that provided to the public who are not individuals with disabilities, unless an undue burden would be imposed on the agency.

This section reproduces the requirements that are relevant to Web applications. It is based the Web Content Accessibility Guidelines 1.0. In the points listed below, (a) – (k) are consistent with the level A (priority 1 checkpoints) of this guide. In addition, points (l) – (p) also apply.

Section 1194.22 Web-based Internet information and applications Notes

a. A text equivalent for every non-text element shall be provided (e.g., via "alt", "longdesc", or in element content).

Use ALT tags to describe visual elements

b. Equivalent alternatives for any multimedia presentation shall be synchronized with the presentation.

Add synchronized captioning to audio and text transcripts to video presentations

c. Web pages shall be designed so that all information conveyed with color is also available without color, for example from context or markup.

Use text as well as color to convey information

d. Documents shall be organized so they are readable without requiring an associated style sheet.

Verify that the page is readable and displays correctly when style sheets are disabled

e. Redundant text links shall be provided for each active region of a server-side image map.

Provide text links and ALT tags; use client-side image maps, or no maps at all

f. Client-side image maps shall be provided instead of server-side image maps except where the regions cannot be defined with an available geometric shape.

Use client-side image map elements and text for hotspots, use text-only version as well

g. Row and column headers shall be identified for data tables. Avoid using tables for design, use Scope attribute to define columns and rows

h. Markup shall be used to associate data cells and header cells for data tables that have two or more logical levels of row or column headers.

Code data tables with TH and TD tags and Scope attribute

i. Frames shall be titled with text that facilitates frame identification and navigation

Include text within the body of each frame and a title to identify the frame; use noframes

j. Pages shall be designed to avoid causing the screen to flicker with a Avoid using <BLINK> tags,



Section 1194.22 Web-based Internet information and applications Notes

frequency greater than 2 Hz and lower than 55 Hz. check speed of animated gifs, Java applets, and plug-ins

k. A text-only page, with equivalent information or functionality, shall be provided to make a web site comply with the provisions of this part, when compliance cannot be accomplished in any other way. The content of the text-only page shall be updated whenever the primary page changes.

Add text-only page that contains equivalent information or functionality as primary pages

l. When pages utilize scripting languages to display content, or to create interface elements, the information provided by the script shall be identified with functional text that can be read by Assistive Technology.

Add image and ALT tags with application and/or “title” tags in the <A> tags as alternative content

m. When a web page requires that an applet, plug-in or other application be present on the client system to interpret page content, the page must provide a link to a plug-in or applet that complies with section 508 requirements §1194.21(a) through (l).

Link to accessible plug-in

n. When electronic forms are designed to be completed on-line, the form shall allow people using Assistive Technology to access the information, field elements, and functionality required for completion and submission of the form, including all directions and cues.

Use labels adjacent to input form fields

o. A method shall be provided that permits users to skip repetitive navigation links.

Use image and anchor link to skip navigation links

p. When a timed response is required, the user shall be alerted and given sufficient time to indicate more time is required.

Add prompt to alert users and allow users to increase time



Appendix D: Review and Tracking Workflow



Appendix E: Review Canned Language

Field Brief statement Full statement HyperlinkArrangement Arrangement: add

periodPlease add a period to the end of the arrangement statement.

http://www.nara-at-work.gov/archives_and_records_mgmt/archives_and_activities/accessioning_processing_description/lifecycle/elements/arrangement.html

Arrangement Arrangement: Must begin with arranged

Unless the arrangement is “Unarranged” or left blank, the statement must begin with “Arranged.”

http://www.nara-at-work.gov/archives_and_records_mgmt/archives_and_activities/accessioning_processing_description/lifecycle/elements/arrangement.html

Arrangement Arrangement: Delete "folder."

Delete the word “folder” because this is physical information. Please replace it with the word “file.”

Arrangement Arrangement: Acronyms The LCDRG states that an acronym used in a narrative field for the first time, must be defined unless it has been previously defined in the scope and content note or the title.

Please define the acronym in the following format: the full defined name followed by the acronym in parentheses, e.g.,

Petroleum Administration for War (PAW).Access Restrictions Access Restrictions:

Restricted fully/partly must include Spec. Acc. Restr.

If you select “Restricted-Fully” or “Restricted-Partly,” you must include a specific access restriction.

http://www.nara-at-work.gov/archives_and_records_mgmt/archives_and_activities/accessioning_processing_description/lifecycle/elements/access.html

Access Restrictions Access Restrictions: Possibly/undetermined – include Acc. Rest. Note

Please provide an access restriction note. According to the LCDRG, if “Restricted-Possibly” or “Undetermined” is the access restriction status, an access restriction note is also required.




Field Brief statement Full statement HyperlinkAccess Restrictions Access Restrictions:

Records of Concern "Restricted – Fully/Partly"

Please review the LCDRG guidance relating to Records of Concern and revise the description accordingly:

For archival materials that have been screened and identified as including Records of Concern, choose "Restricted – Fully" or "Restricted – Partly" as the appropriate access restriction status and choose the appropriate term(s) from the specific access restriction authority list. If required by the access restriction status selected, apply the appropriate term from the security classification authority list.

Explain that the archival materials were identified as Records of Concern in the staff only note. Do not explain that the archival materials were identified as Records of Concern in the access restriction note.

Access Restrictions Access Restrictions: Preliminary Descriptions

Access Restrictions for Preliminary DescriptionsPlease review the following and update the description, as needed.

Access restrictions are legal restrictions, not restrictions of availability due to processing. If the Preliminary Descriptions are not available for public use due to the restrictions placed on them by donor deed of gift, then please change the access restriction fields to the following:

Access restriction status: Restricted – Partly (or Fully)

Specific access restrictions: Donor Restricted

Access restriction note: The bulk (or all) of this series is unprocessed. As per the donor’s deed of gift, all unprocessed materials are fully restricted.

If the Preliminary Descriptions are not available to the public due to NARA unit policy regarding access to




Field Brief statement Full statement Hyperlinkunprocessed materials and not because of a specific legal restriction, please change the access restriction fields to the following:

Access restriction status: Undetermined

Access restriction note: The bulk (or all) of this series is unprocessed and may have access restrictions. Unprocessed materials are not made available to researchers.

Access Restrictions Access Restrictions: Provide Specific Access Restriction

Please provide a specific access restriction(s), as appropriate. According to the LCDRG, if “Restricted-Fully” or “Restricted-Partly” is the access restriction status, a specific access restriction is also required.

Access Restrictions Access Restrictions: Records of Concern – "Restricted – Possibly"

Please review the LCDRG guidance relating to Records of Concern, and revise the description accordingly:

For archival materials that have been screened and identified as possibly including Records of Concern, choose "Restricted – Possibly" for access restriction status.

Provide a generic note in access restriction note, such as "The materials may be restricted and need further review." Do not indicate in this note that the archival materials were identified as Records of Concern; instead provide that information in staff only note.

tblCannedLanguage.rtf.doc



Field Brief statement Full statement HyperlinkAccess Restrictions RD/FRD If Restricted Data / Formerly Restricted Data is used

as an access restriction, please delete FOIA (b)(1) and add FOIA (b)(3) Statute as the Specific Access Restriction. Add an Access Restriction Note statement that the Atomic Energy Act of 1954, as amended, is the statute restricting the records. For example:

“These records or portions of these records are restricted under the Atomic Energy Act of 1954, as amended.”

Creating Organization/Individual

Predecessor Creator(S): more than one

Predecessor Creator(s): Please delete the predecessor Creating Organization(s) that already appear(s) in the full organization authority record of the most recent Creating Organization. Names that appear in the same full organization authority records are considered "minor" predecessors/successors and should not all be listed as Creating Organizations in the same description. Only the one most recently associated with the materials should be noted as a Creating Organization.

http://www.nara-at-work.gov/archives_and_records_mgmt/archives_and_activities/accessioning_processing_description/arc/standards/clarifications.html

Creating Organization/Individual

Creator/SCN: most recent and prev creator have overlapping dates: add a note

The LCDRG states “when there are three or more creators and at least two of the creators have overlapping dates, an explanation of the relationship between the creators and the records must be added” to the Scope and Content Note. “The explanation should describe the relationship of the creators to the records not to each other.”

For example,

The records were originally maintained by the Passport Clerk. The Bureau of Accounts had responsibility for these records from July 11, 1895 to

tblCannedLanguage.rtf.doc



Field Brief statement Full statement HyperlinkJuly 2, 1902 after which the Passport Bureau assumed responsibility for the records.

Some case files were created by the U.S. District Courts for the Elkins and Philippi Divisions of the Northern District of West Virginia but transferred to Fairmont Division in 1938.

These records were originally maintained by the Department of Justice (DOJ). The DOJ's new Alien Property Bureau assumed responsibility for them in 1934, responsibility was then transferred to the Office of Alien Property Custodian in 1941, and finally to the Office of Alien Property in 1946.

Coverage Dates If coverage date used, use date note

If Coverage Dates are provided at the series level, a Date Note is required to explain the distinction between the Inclusive and Coverage Dates.

For example:

Although this series was created between 1981 and 1983, some material in it dates back to 1966.

Coverage Dates Coverage date same as inclusive date – delete

Please delete. The Coverage Dates are the same as or fall within the Inclusive Dates, but Coverage Dates should only be provided if they differ from the Inclusive Dates.

Custodial History Note

Custodial History Note: Please delete

Custodial History Note: Please delete. This field should be used to indicate breaks in the chain of government custody, or to provide information about the custodian that transferred the archival materials to NARA, especially if the information relates to the authenticity, integrity, or interpretation of the archival materials. It should not be used for accessioning or internal transfer information.



Field Brief statement Full statement HyperlinkCollection Identifier

Collection Identifier – left blank, please add

Collection Identifier: Please add a Collection Identifier, following LCDRG guidance, because it is required at the Collection level. Enter a unique identifier.

For collections held by the Office of Records Services – Washington, D.C. (NW) or the Office of Regional Records Services (NR), enter the identifier of the collection exactly as it appears on the collection allocation statement.

For collections held by the Office of Presidential Libraries (NL), create a unique identifier starting with the president's initials and followed by a dash. Do not use spaces. Use the following conventions for initials:

DDE – Dwight D. EisenhowerFDR – Franklin D. RooseveltGB – George BushGRF – Gerald R. FordHH – Herbert HooverHST – Harry S. TrumanJC – Jimmy CarterJFK – John F. KennedyLBJ – Lyndon Baines JohnsonRN – Richard NixonRR – Ronald ReaganWJC – William J. Clinton

http://www.nara-at-work.gov/archives_and_records_mgmt/archives_and_activities/accessioning_processing_description/lifecycle/elements/collectionid.html

Container List Container list: please delete

Please delete. There should not be a container list for a 1-container series.



Field Brief statement Full statement HyperlinkContainer List Container List: review

guidance and formatPlease review the guidance for Container List, and re-format accordingly.

3. List the container, followed by a colon and one space, before the title of the contents.

4. Each entry should include the starting title and ending title of the contents of each container.

5. Separate each container entry with a line break.Do not list all of the contents of the container, and do not include narrative annotations.

http://www.nara-at-work.gov/archives_and_records_mgmt/archives_and_activities/accessioning_processing_description/lifecycle/elements/container.html

Creator Type Change to Most Recent Please change the Creator Type from Predecessor to Most Recent.

Creator Type Creator – no most recent Creating Organization Or Individual: Please add a Most Recent Creator. The description currently has only a Predecessor Creator.



Field Brief statement Full statement HyperlinkInclusive Dates Inclusive Start Date

precedes establish dateInclusive Start Date / Creator Establish Date: The Inclusive Start Date of the series precedes the Establish Date of the Creating Organization, and that Creating Organization's authority record does not contain a minor predecessor that would accommodate the earlier dates. Please handle in one of the following ways:

6. If the Inclusive Start Date is really a Coverage Date, please add it to the Coverage Dates, change the Inclusive Start Date, and explain the existence of both Inclusive and Coverage Dates in Date Note.

7. If the Establish Date of the Creating Organization is wrong, please submit a request to change it.

8. Select a predecessor Creating Organization to accommodate the Inclusive Start Date.

9. If 1 and 2 do not apply, and it cannot be determined who the Predecessor Creator is, please let us know.

Inclusive Dates Inclusive End Date post-dates abolish date

Inclusive End Date / Creator Abolish Date: The Inclusive End Date of the archival materials post-dates the Abolish Date of the creator. Please handle in one of the following ways, as applicable:

10. If the Abolish Date of the Creating Organization is wrong, please submit a request to change it.

11. Change the creator to a Predecessor Creator, and choose a different Most Recent Creator.

12. If none of the above apply, explain in the Date Note. This option should be used rarely, for example, in the case where a Congressional committee staffer added a few documents to a committee for a few weeks or months after the official end of the committee. It generally would not apply to Federal or presidential materials.



Field Brief statement Full statement HyperlinkInclusive Dates Creator establish date

post dates series end date

Dates / Creator: The Birth / Establish Date of the Creator post-dates the series Inclusive End Date. Please reconcile this in one of the following ways:

13. Select a different creator.14. If the Birth / Establish Date of the Creator is

wrong, please submit a request to change it.15. Change the Inclusive Dates of the series.

Inclusive Dates Gaps in Creator dates don't cover inclusive dates and no predecessors

Creator Dates: The creator dates do not cover the Inclusive Date span of the records, and there are no minor predecessors in the Creating Organization authority record(s) that cover the date span. Please select different or additional creators as necessary.

Inclusive Dates Replace creator with another from the same authority file

The creator's dates do not cover the inclusive date span of the records. Please replace the predecessor with "[Fill in creator name and dates]" (in the same authority file).

Description Author Description Author: full name in direct order

Please revise so that a full name is used and it is in direct order (first name, middle name/initial, last name), e.g., Moe K. Szyslak.

http://www.nara-at-work.gov/archives_and_records_mgmt/archives_and_activities/accessioning_processing_description/lifecycle/elements/author.html

Date Note Date Note: Explain difference between inclusive and coverage

When using this field to explain the difference between Inclusive and Coverage Dates, please be as explicit as possible to help external users (who have made it clear they do not understand all of the archival dates). Please revise following this model: “Although this series was created in 1924, material in it dates back to 1912.” Or, “The [CREATOR] began creating this series in 1924, but gathered material that dates back to 1912.”



Field Brief statement Full statement HyperlinkDate Note Date Note: Matching

creator in SCN and creating org

The way you refer to the creator in the Date Note does not match the name of the creator in the Creating Organization field. Please change this to be consistent.

Date Note Abbreviations Review the guidance on abbreviations. Please do not abbreviate the following [insert erroneous abbreviation].

http://www.nara-at-work.gov/archives_and_records_mgmt/archives_and_activities/accessioning_processing_description/lifecycle/abbreviations.html

Date Note Acronyms The LCDRG states that an acronym used in a narrative field for the first time, must be defined unless it has been previously defined in the Scope and Content Note or the Title elements.


Petroleum Administration for War (PAW).Extent Extent: delete period Please delete the period at the end of the Extent

statement.http://www.nara-at-work.gov/archives_and_records_mgmt/archives_and_activities/accessioning_processing_description/lifecycle/elements/extent.html

Extent Extent: replace "and" with comma

Please replace "and" with a comma, e.g., "3 linear feet, 2 linear inches"

http://www.nara-at-work.gov/archives_and_records_mgmt/archives_and_activities/accessioning_processing_description/lifecycle/elements/extent.html



Field Brief statement Full statement HyperlinkExtent Extent: use comma with

4 digit numberPlease use a comma in 4-digit numbers, e.g., “1234 linear feet” should be “1,234 linear feet.”


Extent Extent: string together three or more

When the Extent statement includes three or more phrases, separate the last phrase with a comma and an “and.” For example: 4,000 pages, 2 audiocassettes, and 24 data files


Extent Extent: Reconcile with HM

Please reconcile the Extent with the Holdings Measurement Type/Count.

Finding Aid Finding Aid: each occurrence

Each finding aid should be placed in its own occurrence of the Finding Aid Type / Note / Source fields.

Finding Aid Type Finding Aid Type and Note: Delete Inventory

Please delete Inventory. Inventories and Preliminary Inventories (PIs) are not finding aids to individual series. (The exception would be if the PI contained an appendix that did, in fact, serve as a finding aid for a specific series.) PI entry numbers for series belong in the Variant Control Number elements. For further information, please see the Finding Aids and Microform Publications Tip sheet in the training binder or view it online at:

http://www.nara-at-work.gov/archives_and_records_mgmt/archives_and_activities/accessioning_processing_description/lifecycle/authority_lists/findinglist.html



Field Brief statement Full statement HyperlinkFinding Aid Finding Aid: Delete

second occurrencePlease delete the second occurrence of the Finding Aid fields and combine the Finding Aid Notes into one. For example, “A folder list for this series is available in two forms; an electronic version that is keyword searchable is available on the Library's web site, and a paper version is available in the Library's research room.” As currently written, the Finding Aid fields describe two physical copies of the same finding aid.

http://www.nara-at-work.gov/archives_and_records_mgmt/archives_and_activities/accessioning_processing_description/arc/training/tips_finding_aid.html

Finding Aid Finding Aid: referring to a series that is a microfilm publication

If a series is indexed by another series, and that series has been made into a microfilm publication, it is fine to cite the microfilm publication as long as the original records are referred to as well. Please revise the entry to follow this model:

Finding Aid Type: Index

Finding Aid Note: This series is indexed by the series “Alphabetical Index to Canadian Border Entries Through Small Ports in Vermont, 1895-1924.” It is available as Microfilm Publication M1462.


Finding Aid Finding Aid: explain 'database' content

If the Finding Aid Type is “Database,” a Finding Aid Note is required to explain further the type and content of the database, because a database can emulate various types of finding aids. For example: “This database contains an entry for each ship and gives the ship name, ship hull number and the captain’s name. It is available in the research room."

http://www.nara-at-work.gov/archives_and_records_mgmt/archives_and_activities/accessioning_processing_description/lifecycle/elements/findingnote.html

Finding Aid Note Finding Aid Note: no specific NARA units

Please do not cite specific NARA units, as the names might change over time. Instead, use a more general citation such as "This finding aid is available in the research room."




Field Brief statement Full statement HyperlinkFinding Aid Note Finding Aid Note: Use

full sentencesPlease write in full sentences.

Finding Aid Note Finding Aid Note: Referring to another series

Formatting Related Records References

When referring to another series, it should be clear that the material being cited is a series. For example:

An index to these records is available in the series “Index to Joe Smith’s Correspondence, 1980-1987.”

Notice that the word series is used, dates are included, and the series title and dates are in quotes.

In cases where the series will have annual accretions, the reference does not have to include dates to avoid having to make frequent updates.

Do not include parenthetical identifiers for the series being cited, such as the MLR Number or PI entry number; however, the National Archives Identifier may be provided. If it is, “Identifier” must be spelled out and the following format used:

This series indexes the series “Joe Smith’s Correspondence, 1980-1987” (NAID 555555).

Finding Aid Note Finding Aid Note: use of publication titles

Please place the publication title(s) in quotes.

Publication titles (such as titles of articles, finding aids, newspapers, books, and journals) that appear in narrative notes should be placed in quotation marks, e.g., This series contains clippings from newspapers such as the “Washington Post,” “Newsday,” and the “Chicago Times.”


Finding Aid Note Finding Aid Note: Write present tense for series/past tense for events in series

Please correct verb tense according to the following guidance:

In the Scope and Content Note and other narrative notes, refer to the series or records in the present



Field Brief statement Full statement Hyperlinktense (“This series consists of . . .”).

When discussing the historical events and issues relating to the records, past tense should be used.

For example:

Correct: This series consists of press releases Joe Smith wrote.

Incorrect: This series consists of press releases Joe Smith writes.

Correct: This video recording contains examples showing how corrections officers made decisions regarding inmate treatment.

Incorrect: This video recording contains examples showing how corrections officers make decisions regarding inmate treatment.



Field Brief statement Full statement HyperlinkFinding Aid Note Finding Aid Note: citing

and using quotesWhen citing a finding aid, give the full publication citation and include the title in quotation marks. For example:

Copies of "Television Interviews 1951-1955: A Catalog of Longines Chronoscope Interviews in the National Archives,” compiled by Sarah L. Shamley (Washington, DC: Government Printing Office, 1991), are located both in the research room finding aid drawer and with the records.

A box list can be found in Appendix A of “Preliminary Inventory of the Records of the United States Regular Army Mobile Units, 1821-1942,” (RG 391), compiled by Sarah Powell and Randall Roots.

A list of subjects can be found in Appendix A of the inventory “Records of the United States Naval Academy, 1845-1950” (RG 405), compiled by Geraldine N. Phillips and Aloha South (1975).


Finding Aid Note Finding Aid Note: Don't use postal codes for state names

Please spell out the state name(s) and do not use the postal code(s). This will assist with keyword searching.


Finding Aid Note Finding Aid Note: Delete related records reference

Please delete the references to related records or revise so the direct relationship between the series is clear. References based on subject or provenance are not allowed in any Note field.

Finding Aid Note Finding Aid Note: Delete physical info

Delete the note referring to a finding aid “in the first box” because this is physical information. Please replace it with “There is a finding aid at the beginning of the series.”



Field Brief statement Full statement HyperlinkFinding Aid Note Related Rec move to

SCNRelated Records References and Appropriate Field Location

References that describe the scope or content of the materials must go in the Scope and Content Note. For example:

This series consists of an index to the series "Letters Sent, 1800-1850" (National Archives Identifier 345678).

This series includes cross reference sheets to letters found in the series "Letters Sent, 1800-1850" (National Archives Identifier 345678) and "Letters Received, 1818-1862" (National Archives Identifier 456789).

The registers include annotations about letters found in the series "Letters Sent, 1800-1850" (National Archives Identifier 345678). The annotations include the date sent, name of recipient, and a summary of the letter.

Finding Aid Note Related Rec move to Fun. Use Note

Related Records References and Appropriate Field Location

Related records references that describe the function or use of a series must be placed in Function and Use. For example:

This series was used to index the series "Letters Sent, 1800-1850" (National Archives Identifier 345678).

The dockets were maintained by the clerk of the court to keep track of all proceedings associated with individual cases in the series "Civil Case Files, 1938-1970" (National Archives Identifier 456789).




Gen. NoteRelated Records References and Appropriate Field Location

Related records references to materials that have a direct relationship but do not refer to the function and use or scope and content of the series; are not about finding aids; and are not about shared boxes must be placed in General Note. For example:

The series have preceding or succeeding relationships to another series: Cases filed after 1950 can be found in the series "Case Files, 1951-1960" (National Archives Identifier 567890).

For duplicate copies found in another series: Annotated copies of the letters in this series received between 1840 and1850 can be found in the series "Endorsements of Letters Received, 1840-1850" (National Archives Identifier 678901).

The materials were separated into multiple series due to size: Oversized materials were removed from this series and can be found in the series “Oversized Exhibits, 1900-1911.”

Tapes are in one series and transcripts in another series: A transcript of the recording in this series can be found in the series “Transcript of Dwight D. Eisenhower’s D-Day Speech, 6/6/1944.”




Phys. Occ. NoteRelated Records References and Appropriate Field Location

Related records references that indicate that materials are stored in the same container must be placed in Physical Occurrence Note. For example:

This series shares a box with the series "Letters Sent, 1800-1803" (National Archives Identifier 345678) and "Index to Letters Received, 1800-1818" (National Archives Identifier 545454).

Finding Aid Note Numbers nine and under Numbers nine and under should be spelled out. Please revise [fill in number].

Finding Aid Note Numbers 10 and higher Numbers 10 and higher should be written with numerals. Please revise [fill in number].


Finding Aid Note Correct the related series title

Please correct the related series title so that it matches the title of the related series' description.

Finding Aid Note Correct the related National Archives Identifier

Please correct the National Archives Identifier of the related series.

Finding Aid Note Correct the related series dates

Please correct the dates of the related series so that they match the dates of the related series' description.

Finding Aid Note Place related series title and dates in quotes

Please place the related series title and dates in quotes. For example, This series is indexed by the series "General Index to Compiled Service Records of Confederate Soldiers, 1903 – 1927" (National Archives Identifier 595144).



Field Brief statement Full statement HyperlinkFinding Aid Note Abbreviations Review the guidance on abbreviations. Please do not

abbreviate the following [insert erroneous abbreviation].


Finding Aid Note Acronyms The LCDRG states that an acronym used in a narrative field for the first time, must be defined unless it has been previously defined in the Scope and Content Note or the Title elements.Please define the acronym in the following format: the full defined name followed by the acronym in parentheses, e.g.,Petroleum Administration for War (PAW).

Finding Aid Source Finding Aid Source: No Unit names

Please do not cite specific NARA units, as the names might change over time. Instead, use a more general citation such as "NARA" or "National Archives and Records Administration.”

Function and Use Note

Function and Use: Use full sentences

Please write in full sentences.


Function and Use: use of publication titles






Field Brief statement Full statement HyperlinkFunction and Use Note

Function and Use: Write present tense for series/past tense for events in series


In the Scope and Content Note and other narrative notes, refer to the series or records in the present tense (“This series consists of . . .”).


For example:






Use space when name has two initials

Please add a space between the two initials, as needed, in the names you have mentioned. For example, George H.W. Bush should be George H. W. Bush.


Use person's full name The first time that a person is mentioned in a description, his or her full name should be used (e.g., President Ronald Reagan, not President Reagan.)


Function and Use: unnecessary

Please delete or provide more specific information. The current statement can be inferred from the rest of the description.




Function and Use: Don't use postal codes for state names




Function and Use: includes Admin History

Your note includes administrative history information for the Creating Organization. The Function and Use Note should be a description of the specific activities or actions that resulted in the creation of the archival materials. Please revise the Function and Use Note so that the information you currently have is woven into a description of the function and use of the records, or delete the note and submit this information to be added to the creator’s Administrative History Note in the Organization Authority File:

http://www.nara-at-work.gov/archives_and_records_mgmt/archives_and_activities/accessioning_processing_description/lifecycle/organizationrequestform.html


Function and Use: Delete related records reference





Function and Use: Formatting relating records reference





Do not include parenthetical identifiers for the series being cited, such as the MLR Number or PI entry number; however, the NAID may be provided. If it is, “Identifier” must be spelled out and the following format used:

This series indexes the series “Joe Smith’s Correspondence, 1980-1987” (National Archives Identifier 555555).


Related Rec move to Find. Aid Note


Related records references to finding aids must be placed in the Finding Aid Note. For example:

This series is indexed by the series "Index to Letters Sent, 1800-1850" (National Archives Identifier 123456).

This series is registered by the series "Registers of Telegrams Received, 1880-1903" (National Archives Identifier 234567).




Related Rec move to SCN







Related Rec move to Gen. Note




For duplicate copies found in another series:



Field Brief statement Full statement HyperlinkAnnotated copies of the letters in this series received between 1840 and1850 can be found in the series "Endorsements of Letters Received, 1840-1850" (National Archives Identifier 678901).




Related Rec move to Phys. Occ. Note





Numbers nine and under Numbers nine and under should be spelled out. Please revise [fill in number].



Numbers 10 and higher Numbers 10 and higher should be written with numerals. Please revise [fill in number].





Correct the related series title



Correct the related National Archives Identifier



Correct the related series dates



Place related series title and dates in quotes

Please place the related series title and dates in quotes. For example, This series is indexed by the series "General Index to Compiled Service Records of Confederate Soldiers, 1903 – 1927" (National Archives Identifier 595144).


Replace negative with photographs

Delete the word “negatives” because this is a reference to physical characteristics of the records.

Please replace it with the word “photographs.”Function and Use Note

Abbreviations Review the guidance on abbreviations. Please do not abbreviate the following [insert erroneous abbreviation].



Acronyms The LCDRG states that an acronym used in a narrative field for the first time, must be defined unless it has been previously defined in the Scope and Content Note or the Title elements.


Petroleum Administration for War (PAW).General Note Gen Note: Use full

sentencesPlease write in full sentences.



Field Brief statement Full statement HyperlinkGeneral Note General Note: Referring

to another seriesWhen referring to another series, it should be clear that the material being cited is a series. For example:






General Note General Note: use of publication titles




General Note General Note: Write present tense for series/past tense for events in series


In the Scope and Content Note and other narrative notes, refer to the series or records in the present



Field Brief statement Full statement Hyperlinktense (“This series consists of . . .”).


For example:





General Note Abbreviations Review the guidance on abbreviations. Please do not abbreviate the following [insert erroneous abbreviation].


General Note General Note: if more than one title only use one General Note

Please combine your notes into one note.

If the description has one or more occurrence in the Other Title field, each does not need its own explanatory General Note (e.g., This series was referred to as “General Correspondence” and “Correspondence” in previous finding aids.)

General Note General Note: Please delete notes about gaps; use SCN or Date Note

Please delete your note explaining gaps. Gaps in coverage should be explained in either Date Note (when the gap is a date gap) or Scope and Content Note (when the gap is any type of gap, including dates).

http://www.nara-at-work.gov/archives_and_records_mgmt/archives_and_activities/accessioning_processing_description/lifecycle/elements/scope.html



Field Brief statement Full statement HyperlinkGeneral Note General Note: Delete

related records reference


http://www.nara-at-work.gov/archives_and_records_mgmt/archives_and_activities/accessioning_processing_description/lifecycle/elements/generalnote.html

General Note General Note: Delete citation information

Please delete. NARA researchers will not have the complete citation if they only have this information. The NARA directive found at http://www.nara-at-work.gov/nara_policies_and_guidance/directives/1600_series/1400_ch7.html#56 states in part that "Researchers, not NARA staff members, are responsible for properly citing the source of a reproduction… Reference units furnishing reproductions to persons engaged in substantive research shall therefore encourage researchers to use Citing Records in the National Archives of the United States, GIL No. 17." Within the various fields in DAS researchers can find all of the necessary information to properly cite this record following the guidance in GIL 17 (http://www.archives.gov/publications/general_information_leaflets/17.html).

General Note General Note: Don't use postal codes for state names



General Note General Note: delete "folder"




Field Brief statement Full statement HyperlinkGeneral Note Related Rec move to

Find. Aid NoteRelated Records References and Appropriate Field Location

Related records references to finding aids must be placed in the Finding Aid Note. For example:

This series is indexed by the series "Index to Letters Sent, 1800-1850" (National Archives Identifier 123456).

This series is registered by the series "Registers of Telegrams Received, 1880-1903" (National Archives Identifier 234567).

General Note General Note: Delete note explaining gaps

Please move the note explaining gaps.

Gaps in coverage should be explained in either Date Note (when the gap is a date gap) or Scope and Content Note (when the gap is any type of gap, including dates).

General Note Related Rec move to Fun. Use Note


Related records references that describe the function or use of a series must be placed in Function and Use. For example:

This series was used to index the series "Letters Sent, 1800-1850" (National Archives Identifier 345678).

The dockets were maintained by the clerk of the court to keep track of all proceedings associated with individual cases in the series "Civil Case Files, 1938-1970" (National Archives Identifier 456789).



Field Brief statement Full statement HyperlinkGeneral Note Related Rec move to

SCNRelated Records References and Appropriate Field Location





General Note Related Rec move to Phys. Occ. Note






Field Brief statement Full statement HyperlinkGeneral Note Numbers nine and under Numbers nine and under should be spelled out.

Please revise [fill in number].http://www.nara-at-work.gov/archives_and_records_mgmt/archives_and_activities/accessioning_processing_description/arc/standards/clarifications.html

General Note Numbers 10 and higher Numbers 10 and higher should be written with numerals. Please revise [fill in number].


General Note Correct the related series title


General Note Correct the related National Archives Identifier


General Note Correct the related series dates


General Note Place related series title and dates in quotes

Please place the related series title and dates in quotes. For example, This series is indexed by the series "General Index to Compiled Service Records of Confederate Soldiers, 1903 – 1927" (National Archives Identifier 595144.

General Note Acronyms The LCDRG states that an acronym used in a narrative field for the first time, must be defined unless it has been previously defined in the Scope and Content Note or the Title elements.


Petroleum Administration for War (PAW).



Field Brief statement Full statement HyperlinkGeographic Reference

Geographic Reference: delete larger geographic body

Please delete the following access point(s): [LIST THEM].

Only the specific geographic locations should be listed in Geographic Reference unless the materials also relate to the broader geographic area. For example, if the description refers to Philadelphia, Pennsylvania, then Philadelphia should be the Geographic Reference. The description should not also have Pennsylvania as a Geographic Reference, unless the state of Pennsylvania is clearly anchored as a separate concept in the description.

GPRA Indicator Please verify Please verify that the GPRA Indicator should be "No."Holdings Measurement Count

Holdings Measurement Type/Count – partial box

If a series fills up only part of a box, the Holdings Measurement Type / Count should reflect that. For example, 1 inch of material in a 5 inch box would have a Count of .2. Please revise the Count accordingly.

Holdings Measurement Count

HMC/Container ID Please resolve the discrepancy between the total number of boxes represented in your holdings measurement count listings ( ) and the total number of boxes represented in the container ID field ( ).

If the discrepancy results from an unusual box numbering sequence, please describe it in the physical occurrence note field. For example: “The box numbering sequence includes boxes numbered 3A, 10A, and 13A.”

If there are gaps in the container numbering sequence, revise the Container ID statement so that it identifies the gaps, e.g., “Boxes are numbered 1 – 4, 6 – 7, and 8 – 22.”



Field Brief statement Full statement HyperlinkInternal Transfer Note

Internal Transfer Note Please add a Records Center Transfer Number or an Internal Transfer Number or delete the Transfer Note. According to the LCDRG, Transfer Note may only be used if a Records Center Transfer Number or an Internal Transfer Number has been provided.

Local Identifier Local Identifier: No NARA mailcodes

Please delete the mailcode at the beginning of your Local Identifier. The LCDRG provides the following guidance: Please do not include mail codes in the local identifiers. Mail codes can change over time due to reorganizations.

http://www.nara-at-work.gov/archives_and_records_mgmt/archives_and_activities/accessioning_processing_description/lifecycle/elements/localidentifier.html

Lifecycle Numbers Record Center Transfer Number contains extra info, please delete

Records Center Transfer Numbers: Please delete all extra information (such as box numbers) from each occurrence of this field, as needed. This field should contain only the actual records center transfer number as it appears on a Standard Form 135, in NARS 5, or on a private records center dossier.

http://www.nara-at-work.gov/archives_and_records_mgmt/archives_and_activities/accessioning_processing_description/lifecycle/elements/recordscenter.html

Media Type Media Type: Change to "Bound Volumes"

Please change the Media Type to "Bound Volumes" because although "Paper" is the currently selected as the Media Type, the Holding Measurement Type(s) is/are "Volume, Oversize" and/or "Volume, Journal Size.”

Occasional Comments

sub-series to subseries Please change the term “sub-series” to “subseries.” We realize this sounds picky, but this is a common term in the database and we just had to pick one way to do it.


Occasional Comments

NREL Number Please delete the reference to the NREL Number, which represents the shipment number for materials sent to Lee’s Summit, Missouri for offsite storage. This should not be displayed to the public. In cases where material has been sent to Lee’s Summit for



Field Brief statement Full statement Hyperlinkoffsite storage, you must do the following:

Indicate so by placing the following in the Location Facility field: NARA's Central Plains Region (Lee’s Summit, MO)

Include a Physical Restriction Note, to the effect of: "Because these records are stored offsite, researchers must request the records 48 hours in advance."

You may also do the following:

Include the NREL shipment number, if desired, in the Staff Only Note. Do not refer to it as an "accession number," as accession refers to the transfer of legal custody to NARA.

Refer to it as a shipment number. For example, “The NREL shipment number for this material is NREL 000-04-003.”



Field Brief statement Full statement HyperlinkOccasional Comments

Finding Aid – SF 135 is not a finding aid

Please delete. The SF 135 is not considered a finding aid to a series.

However, if the SF 135 contains a box or folder list, that can be cited as a finding aid.

If the SF 135 is mentioned in the Finding Aid Note, it must be referred to so that it is clear to users what it is (external users will not be familiar with the form).

Examples:

Finding Aid Type: Container ListFinding Aid Source: Department of JusticeFinding Aid Type: Folder ListFinding Aid Note: A folder list that the agency created to transfer the records to NARA is available in the research room.Finding Aid Type: Folder ListFinding Aid Note: A folder list that the agency sent with the form that transferred the records to NARA (Standard Form 135) is available in the accession dossier.


Occasional Comments

Please delete "United States"

Please delete "United States." This term should be used only when the materials being described provide a broad overview of U.S. history, geography, or economics.

For example, the reference can be applied to a series that contains histories and geographical books and studies about the United States – information that provides in depth coverage not typically associated with a body of records created by a federal agency in the ordinary course of business.



Field Brief statement Full statement HyperlinkOccasional Comments

Holdings Measurement Type – do not use other

Please delete the value of OTH (Other). This value is in the authority list to accommodate legacy data, but should not be used for new or edited descriptions. Please select a different container. If the container needed is not on the list, please request that it be added using the form at http://www.nara-at-work.gov/archives_and_records_mgmt/archives_and_activities/accessioning_processing_description/lifecycle/listrequestform.html.

Occasional Comments

Web site two words [FIELD]: Please change "website" to "web site.”

Occasional Comments

Online no hyphen [FIELD]: Please delete the hyphen in “on-line” so that it is one word, “online.”

Occasional Comments

Arrangement: change "by subject XYZ" to "by subject"

Please change “subject XYZ” to simply “subject.” “Arranged by subject” is NARA's traditional way to convey this type of arrangement.

Occasional Comments

Missing blank line between paragraphs

Please add a blank line between paragraphs, as needed.

Occasional Comments

Extra blank line between paragraphs, please remove

Please delete the extra blank lines between paragraphs, as needed. There should be only one blank line between paragraphs.

Organizational Reference

Organizational Reference: delete creating org as reference

Please delete the Organizational Reference that contains the Creating Organization name.

The creator should only rarely be used as a subject reference, and then only if the materials contain information about that creator beyond what is normally found or implied in the holdings (like a history of the creator). Materials inherently convey information about the creator because the simple creation, use, and maintenance of a series provides evidence of the creator's functions and activities.



Field Brief statement Full statement HyperlinkOrganizational Reference

Org Reference: Delete and add as Org Contributor

Please delete the Organizational Reference and add it as an Organizational Contributor. The Organizational Reference describes who the records are about while the Organizational Contributor describes who the records are by.

Other Title Other title: if you use General Note, explain source

Please include both the variant title and the source of the variant title. For example:

Dawes Rolls is the informal name of this series.

This series was known as “Miscellaneous” in previous finding aids.

This series was titled “Index to Entry 36” in “Preliminary Inventory XYZ.”

Other Title Please delete quotation marks from Other Title

Please delete the quotation marks around the Other Title.

Other Title Don't use narrative note or quotes in other title

Please revise the Other Title so that only the variant title (no narrative notes) appears in this field. Do not place the title in quotation marks.

Physical Occurrence Note

Related records reference formatting





Do not include parenthetical identifiers for the series being cited, such as the MLR Number or PI entry number; however, the NAID may be provided. If it is, “Identifier” must be spelled out and the following



Field Brief statement Full statement Hyperlinkformat used:


Personal Reference

Personal Reference: Delete Creating Individuals name

Please delete the Personal Reference that contains the Creating Individual name.

The creator should only rarely be used as a subject reference, and then only if the materials contain information about that creator beyond what is normally found or implied in the holdings (like a biography of the creator). Materials inherently convey information about the creator because the simple creation/use/maintenance of a series provides evidence of the creator's activities.

Personal Reference

Personal Reference: Delete and add as Contributor

Please delete the Personal Reference and add it as a Personal Contributor. The Personal Reference describes who the records are about while the Personal Contributor describes who the records are by.

Specific Access Restriction

Spec. Acc. Restr.:FOIA(b)1, PRA (p)1, or PRMPA – national security

Please add a Security Classification(s).

If the Specific Access Restriction is "FOIA(b)1", "Donated-Security Classified", "PRA (p)1", or "PRMPA – national security classified", the Security Classification field must be completed as well.

http://www.nara-at-work.gov/archives_and_records_mgmt/archives_and_activities/accessioning_processing_description/lifecycle/elements/specificaccess.html

Specific Access Restriction

Spec. Acc. Restr.:FOIA(b)3, PRA (p)3, House/Senate, explain in Acc. Restr. Note

Please provide an Access Restriction Note.

If the Specific Access Restriction is “Donor Restricted,” “FOIA (b)(3) Statute,” “PRA (p)(3),” “House Rule,” “Senate,” or “Other,” an explanation must be provided in the Access Restriction Note.

http://www.nara-at-work.gov/archives_and_records_mgmt/archives_and_activities/accessioning_processing_description/lifecycle/elements/specificaccess.html



Field Brief statement Full statement HyperlinkScope and Content Note

SCN: Mixing SRT's and topics, please revise

Please revise.

This [paragraph, sentence] mixes records types and topics in a way that blurs distinctions between them.

For example:

Mixed Records Types / Topics: This series consists of press releases, election issues, memos and oil policy.

Corrected Sentences: This series consists of press releases and memos relating to election issues and oil policy.

Or: This series consists of press releases and memos. Topics covered include election issues and oil policy.


Scope and Content Note

SCN: Use full sentences Please write in full sentences.


Use space when name has two initials

Please add a space between the two initials, as needed, in the names you have mentioned. For example, George H.W. Bush should be George H. W. Bush.


Use person's full name The first time that a person is mentioned in a description, his or her full name should be used (e.g., President Ronald Reagan, not President Reagan.)


SCN: use of publication titles







SCN: Don't use postal codes for state names




Numbers 10 and higher Numbers 10 and higher should be written with numerals. Please revise [fill in number].



Numbers nine and under Numbers nine and under should be spelled out. Please revise [fill in number].





SCN: Write present tense for series/past tense for events in series


In the Scope and Content Note and other narrative notes, refer to the series or records in the present tense (“This series consists of . . .”).


For example:






SCN: delete "bound volumes" physical info

Delete the word “bound” because this is physical information. “Bound volume” may be selected as a Media Type.

http://www.nara-at-work.gov/archives_and_records_mgmt/archives_and_activities/accessioning_processing_description/lifecycle/intro.html


SCN: Replace "folder" with "file"



Replace negative with photographs

Delete the word “negatives” because this is a reference to physical characteristics of the records.

Please replace it with the word “photographs.”




SCN: subordinate org for actual org

Please clarify the relationship of the "XYZ" to the Creating Organization

If the “XYZ” is the series Creator, please request that it be added to the Organization Authority File so that you may select it as the Creating Organization.



SCN: Matching creator in SCN and creating org

Please change the way you refer to the creator in the Scope and Content Note because it does not match the name of the creator in the Creating Organization field.


SCN: Delete details of Admin History

Please delete the portion of the Scope and Content Note that details the administrative history of the Creating Organization. According to the LCDRG, “Do not include agency history, personal biographies, or other information about the creators in Scope and Content Note (submit this information for inclusion in the proper authority file.)” If you wish, you may submit this information to be added to the creator’s Administrative History Note in the Organization Authority File:

http://www.nara-at-work.gov/archives_and_records_mgmt/archives_and_activities/accessioning_processing_description/lifecycle/organizationrequestform.html


Correct the related series title



Correct the related National Archives Identifier



Correct the related series dates





Place related series title and dates in quotes

Please place the related series title and dates in quotes. For example: This series is indexed by the series "General Index to Compiled Service Records of Confederate Soldiers, 1903 – 1927" (National Archives Identifier 595144).


SCN: Delete related records reference



Referring to another series










SCN: Related Rec move to Find. Aid Note

Related Records References and Appropriate Field LocationRelated records references to finding aids must be placed in the Finding Aid Note. For example:This series is indexed by the series "Index to Letters Sent, 1800-1850" (National Archives Identifier 123456).This series is registered by the series "Registers of Telegrams Received, 1880-1903" (National Archives Identifier 234567).


SCN: Related Rec move to Fun. Use Note

Related Records References and Appropriate Field LocationRelated records references that describe the function or use of a series must be placed in Function and Use. For example:This series was used to index the series "Letters Sent, 1800-1850" (National Archives Identifier 345678).The dockets were maintained by the clerk of the court to keep track of all proceedings associated with individual cases in the series "Civil Case Files, 1938-1970" (National Archives Identifier 456789).




Related Rec move to Gen. Note




For duplicate copies found in another series: Annotated copies of the letters in this series received between 1840 and1850 can be found in the series "Endorsements of Letters Received, 1840-1850" (National Archives Identifier 678901).






Related Rec move to Phys. Occ. Note





Delete extra paragraph returns

Please delete the multiple hard returns at the end of the note.


Acronyms The LCDRG states that an acronym used in the Scope and Content field for the first time, must be defined unless it has been previously defined in the Title elements.


Petroleum Administration for War (PAW).Scope and Content Note

Abbreviations Review the guidance on abbreviations. Please do not abbreviate the following [insert erroneous abbreviation].




Field Brief statement Full statement HyperlinkSpecific Records Type

SRT: Delete broader term (correspondence)

Please delete "Correspondence" because the description only refers to "Letters.”

Please review the scope notes for these two Specific Records Types to see the distinction between the two terms:

Correspondence – Any forms of addressed and written communication sent and received, including letters, postcards, memorandums, notes, telegrams, or cables.

Letters (correspondence) – Use for pieces of correspondence that are somewhat more formal than memoranda or notes, usually on paper and delivered.

Specific Records Type

SRT: delete narrower term (letters: correspondence)

Please delete "Letters (correspondence)" because the description only refers to "Correspondence.”

Please review the scope notes for these two Specific Records Types to see the distinction between the two terms:

Correspondence – Any forms of addressed and written communication sent and received, including letters, postcards, memorandums, notes, telegrams, or cables.

Letters (correspondence) – Use for pieces of correspondence that are somewhat more formal than memoranda or notes, usually on paper and delivered.

Specific Use Restriction

Specific Use Restriction: If Donor or other must explain in Use Restriction Note

Please add a Use Restriction Note.

If the Specific Use Restriction is “Donor Restrictions” or “Other,” an explanation is required in the Use Restriction Note.

http://www.nara-at-work.gov/archives_and_records_mgmt/archives_and_activities/accessioning_processing_description/lifecycle/authority_lists/specificuselist.html



Field Brief statement Full statement HyperlinkTitle Title: remove period Please remove the period at the end of Title. http://www.nara-at-work.gov/

archives_and_records_mgmt/archives_and_activities/accessioning_processing_description/lifecycle/elements/title.html

Title Title: Remove creator's name

Please remove the creator’s name from the Title.

The LCDRG guidance for Title at the series level states “Do not include dates or creator names in a title. Dates belong in Inclusive Start Date or Inclusive End Date. Creator names belong in Creating Individual or Creating Organization. It is necessary to have separate elements for dates and title because they have different values and different search techniques. Though titles, dates, and creators have separate elements, they can be displayed together to form a unique header for archival materials.”

Title Title: Use initial caps except for prepositions and articles

Please use initial capitals, except for articles and prepositions, e.g., “Correspondence Relating to the Civil War,” or “Photographs of Union Soldiers.”

http://www.nara-at-work.gov/archives_and_records_mgmt/archives_and_activities/accessioning_processing_description/lifecycle/elements/title.html

Title Title: Make records type plural

Please make the records type plural (e.g., “Subject Files” not “Subject File”). According to the LCDRG, at the series level, the specific records type term usually will be plural.




Field Brief statement Full statement HyperlinkTitle Title: include a records

typePlease include a records type. The LCDRG guidance states “Include a Records Type. The title may include a term selected from the General Records Type Authority List or the Specific Records Type Thesaurus, such as memorandums, registers, indexes, minutes, reports, letters, files, etc.

Do not use a physical term like "prints" or "negatives" in the title. Instead, choose an appropriate intellectual records type like "photographs" or "portraits." Terms from the Media Type Authority List or Process Authority List are generally considered physical.

For example, “Records Relating to Oil Policy” or “Oil Policy Files” not just “Oil Policy.” Be as specific as possible (“Letters Relating to Oil Policy” is better than “Records Relating to Oil Policy” and “Oil Policy Files.”)

Title Title: revise title so it is clearer/more explanatory

Please revise the title so that it is clearer/more explanatory.

The title is one of the main identifiers for archival materials and should be as clear as possible so researchers know if they want to review the full description. Also, titles that are ambiguously short, catchy, or contain jargon are not helpful to the researcher and should not be used at the series level.

Variant titles may be added to the other title field if they likely are known by researchers.

Examples:

Incorrect: General Correspondence – “A” Series

Correct: General Correspondence Filed Under the Letter A




Field Brief statement Full statement HyperlinkTitle Title: no punctuation for

subgroupings, use natural language

Please revise the title so that it does not include punctuation to indicate subgroupings or characteristics; natural language should be used instead.

Incorrect: Correspondence: Incoming

Correct: Incoming Correspondence


Title Title: 2 series cannot have same Title/Creator/Dates

Title / Dates / Creator

This series has the same title, creating organization, and overlapping inclusive dates as National Archives Identifier [Fill in numbers]. You cannot have more than one series with the same title, dates, and creator, because although titles, dates and creators are separate elements, they are displayed together to form a unique header for each description.

Please revise the title, creating organization, and/or inclusive dates accordingly.

Title Title: Numbers nine and under

Numbers nine and under should be spelled out. Please revise [fill in number].


Title Title: Number 10 and higher

Numbers 10 and higher should be written with numerals. Please revise [fill in number].


Title Use person's full name The first time that a person is mentioned in a description, his or her full name should be used (e.g., President Ronald Reagan, not President Reagan.)



Field Brief statement Full statement HyperlinkTitle Use space when name

has two initialsPlease add a space between the two initials, as needed, in the names you have mentioned. For example, George H.W. Bush should be George H. W. Bush.

Title Acronyms The LCDRG states that an acronym used in the Title must be defined.


Petroleum Administration for War (PAW).Title Abbreviations Review the guidance on abbreviations. Please do not

abbreviate the following [insert erroneous abbreviation].


Title Title: Negatives Delete the word “negatives” because this is a reference to physical characteristics of the records.

Please replace it with the word “photographs.”Topical Subject Topical Subject: Already

have narrower termPlease delete [Fill in term]. You have already chosen [Fill in narrower term]. When choosing access points you should always chose the narrowest possible term. For example, if the Scope and Content Note mentions the American Civil War, you should choose only “American Civil War, 1861-1865” as an access point rather than choosing both “Civil War” and “American Civil War, 1861-1865.”



Field Brief statement Full statement HyperlinkTopical Subject Topical Subject: Replace

with narrower termPlease delete [Fill in term] and replace with the more specific term [Fill in narrower term]. For example, if the Scope and Content Note mentions North American Indians, you should choose “Indians of North America” as an access point rather than “Indians.”

Topical Subject Topical Subject: Delete and add SRT

Please delete the Topical Subject Reference and add [Fill in SRT] as a Specific Records Type. Topical Subjects are the topics represented in the archival materials – what the records are “about.” Specific Records Types are the physical form of the archival materials – what the records “are.”

Use Restriction Use Restr: Restricted Fully/Partly must include Spec. Use Restr.

Please add a Specific Use Restriction(s).

If “Restricted-Fully” or “Restricted-Partly” is the Use Restriction Status, a Specific Use Restriction is required.

http://www.nara-at-work.gov/archives_and_records_mgmt/archives_and_activities/accessioning_processing_description/lifecycle/elements/use.html

Use Restriction Use Restrictions: Restricted Possibly/Undetermined include Use Restr. Note

Please add a Use Restriction Note.

If “Restricted-Possibly” or “Undetermined” is the Use Restriction Status, a Use Restriction Note is required.

http://www.nara-at-work.gov/archives_and_records_mgmt/archives_and_activities/accessioning_processing_description/lifecycle/elements/use.html



Field Brief statement Full statement HyperlinkUse Restriction Use Restriction Status:

copyright and news clippings

Please update Use Restriction Status to "Restricted – Possibly" and update the Use Restriction Note to account for the possibly copyrighted material mentioned in your Scope and Content Note.

Please change the Use Restriction Note to: Some or all of the records may be subject to copyright restrictions. Researchers should contact the publisher for further information.

Or: Most government records are in the public domain, however, this series includes commercial materials, such as newspaper clippings, that may be subject to copyright restrictions. Researchers should contact the copyright holder for information.

Variant Control Number Note:

Variant Control Number Note: delete MLR note

Please delete the Variant Control Number Note(s) associated with the MLR entries. This information belongs in the MLR itself, not in DAS, which will eventually link to the MLR. The information should not be maintained in both systems.

Variant Control Number

Variant Control Number: Enter each separately

Please enter each number separately, as this is a repeatable field. For example:

Variant Control Number Type: Master Location Register (MLR) Entry Number

Variant Control Number: A1 10445

Variant Control Number Type: Master Location Register (MLR) Entry Number

Variant Control Number: A1 10446



Appendix F: Report Templates

The following shall be included with the Description Tool. Sample data has been included. Report layouts are not required as shown.

Description Service Reports

The following reports shall be included with the Description Service as standard reports. Sample data has been included. Report layouts will be finalized at a later date, but all the data elements displayed will be included. Parameters for each report are also included.

1.0 Summary Report of Digital Objects Linked to Descriptions in NARA’s Online Catalog

1.1 Report ParametersMonth-to-DateYear-to-DateQuarter-to-DateTotal-to-DateDate RangeLocal Office Group

1.2 Sample Report

Summary Report of Digital Objects Linked to Descriptions in NARA’s Online Catalog

Catalog Descriptions With Digital Objects (Deferred – the first table of this report)

Source of digitization

# Series descriptions in the

Catalog

# Item descriptions in the

Catalog

# File Unit descriptions in the

Catalog

Cubic Footage of descriptions linked to digital

objects in the catalog

Footnote 8 0 1297 695.04 cu. ft.

Google 0 0 0 0 cu. ft.

Amazon 119 2760 0 12557.462 cu. ft.

Access to Archival Databases (AAD) system

56 0 549 227902419 ldr

Ancestry 4 333912 0 69.88 cu. ft.

In-house Digitization 275 29214.935 cu. ft.

Digital Objects Linked to Catalog Descriptions

Digital Object TypesTotal # of Each Digital Object

Type

Number of Objects linked to Item Descriptions

Number of Objects linked to File Unit

Descriptions

Number of Objects linked to Catalog

Descriptions

ASCII Text 101 3 18 21Audio/Visual (RealMedia Video Stream)

1 0 0 0



Digital Object TypesTotal # of Each Digital Object

Type

Number of Objects linked to Item Descriptions

Number of Objects linked to File Unit

Descriptions

Number of Objects linked to Catalog

Descriptions

Audio/Visual File (AVI) 3 1 0 1

Audio/Visual File (MOV) 2 0 0 0

Audio/Visual File (MP4) 294 148 0 148

Audio/Visual File (WMV) 4034 3114 2 3116

EBCDIC Text 0 0 0 0HTML 0 0 0 0Image (BMP) 47 0 0 0Image (GIF) 128085 119878 0 119878Image (JPG) 232636 144995 49757 194752MS Excel Spreadsheet 6 5 0 5

Microsoft PowerPoint Document

1 1 0 1

Microsoft Word Document 3 2 0 2

Microsoft Write Document 1 1 0 1

Portable Document File (PDF) 25730 13666 5314 18980

Shapefile 0 0 0 0Sound File (MP3) 156 144 0 144Sound File (WAV) 48 1 0 1World Wide Web Page 20 3 1 4

XML - Extensible Markup Language 0 0 0 0

ZIP 0 0 0 0Total # of Digital

Objects 391168

Total # of Linked Archival

Descriptions199298



Number of catalog descriptions by custodial unit with digital objects created by NARANumber of NW Descriptions with Digital Objects Attached: 161,572Number of NW File Unit Descriptions: 4,240Number of NW Item Descriptions: 157,332Number of NW Descriptions by Reference Unit:NWCS-C File Unit(s): 0 Item(s): 59,600NWCS-M File Unit(s): 0 Item(s): 3,237NWCS-S File Unit(s): 1,074 Item(s): 80,274NWCT1R File Unit(s): 8 Item(s): 2,362NWCT2R[C] File Unit(s): 6 Item(s): 830NWCT2R[M] File Unit(s): 3,008 Item(s): 8,557NWCTF File Unit(s): 0 Item(s): 201NWL File Unit(s): 120 Item(s): 2,269NWME File Unit(s): 24 Item(s): 2Number of NR Descriptions with Digital Objects Attached: 25,455Number of NR File Unit Descriptions: 9Number of NR Item Descriptions: 25,446Number of NR Descriptions by Reference Unit:NRAAB File Unit(s): 1 Item(s): 125NRAAN File Unit(s): 0 Item(s): 511NRBA



File Unit(s): 0 Item(s): 340NRCA File Unit(s): 0 Item(s): 2,637NRDA File Unit(s): 1 Item(s): 7,304NREA File Unit(s): 0 Item(s): 3,133NREA[A] File Unit(s): 0 Item(s): 0NRFA File Unit(s): 4 Item(s): 4,797NRGA File Unit(s): 0 Item(s): 1,956NRHAR File Unit(s): 0 Item(s): 995NRHAS File Unit(s): 3 Item(s): 892NRIAA File Unit(s): 0 Item(s): 1,086NRIAS File Unit(s): 0 Item(s): 1,552NRPAO File Unit(s): 0 Item(s): 9NRPCO File Unit(s): 0 Item(s): 5NRPM File Unit(s): 0 Item(s): 104Number of NL Descriptions with Digital Objects Attached: 12,263Number of NL File Unit Descriptions: 2,163Number of NL Item Descriptions: 10,100Number of NL Descriptions by Reference Unit:



NLDDE File Unit(s): 103 Item(s): 132NLFDR File Unit(s): 0 Item(s): 3,468NLGB File Unit(s): 0 Item(s): 155NLGRF File Unit(s): 2,058 Item(s): 370NLGRFM File Unit(s): 0 Item(s): 0NLGWB File Unit(s): 0 Item(s): 0NLHH File Unit(s): 0 Item(s): 33NLHST File Unit(s): 0 Item(s): 2,316NLJC File Unit(s): 2 Item(s): 929NLJFK File Unit(s): 0 Item(s): 1,225NLLBJ File Unit(s): 0 Item(s): 312NLMS File Unit(s): 0 Item(s): 0NLRN File Unit(s): 0 Item(s): 444NLRNS File Unit(s): 0 Item(s): 0NLRR File Unit(s): 0 Item(s): 415



NLWJC File Unit(s): 0 Item(s): 301

2.0 Overall Review Statistics

2.1 Report ParametersMonth-to-DateYear-to-DateQuarter-to-DateTotal-to-DateDate RangeLocal Office Group

2.2 Sample Report

Summary Report of Digital Objects Linked to Descriptions in NARA’s Online Catalog

Review Statistics – FY 2009 Year-to-Date (also run monthly)

Note: This report provides review statistics from the beginning of the fiscal year to the chosen date. Users shall also be able to produce this report based on other date parameters, e.g., for a particular month. This is a central office report; submitted in this case means it was submitted to the central office. The figures are submitted to LCS by reference unit – in this case, data control group.

Total Descriptions Submitted Total Currently Under ReviewBy LevelCollection 155 Collection 1Series 24,009 Series 524File Unit 4,145 File Unit 49Item 400 Item 0Item (AV) 1,947 Item (AV) 10Total 30,656 Total 584

This is the total number of descriptions retrieved by This is the number of descriptions under review by

LCS since 10/1/2008. LCS as of 8/31/2009 that have not been approved orhad a review sheet returned to the unit.

Review Sheets Sent Total Approved with LCS CorrectionsCollection 34 Collection 16Series 3,274 Series 1,321File Unit 159 File Unit 29Item 41 Item 41Item (AV) 293 Item (AV) 269Total 3,801 Total 1,676



This is the number of review sheets sent by LCS This is the number of descriptions that LCS corrected

between 10/1/2008 and 8/31/2009. It may include prior to approving and during compliance. LCS makesdescriptions retrieved prior to 10/1/2008. Review sheets corrections to descriptions that have typographical,

refer to descriptions returned to POCs with comments. grammatical, or descriptions status errors only. Notethat descriptions corrected by LCS and then approvedare not counted with the number of descriptions thatrequired change

Approved without Comment Total ApprovedCollection 119 Collection 152Series 20,193 Series 23,374File Unit 3,721 File Unit 3,874Item 347 Item 384Item (AV) 1,644 Item (AV) 1,959Total 26,024 Total 29,743

This is the number of descriptions approved without This is the number of descriptions approved by LCS

comment by LCS between 10/1/2008 and 8/31/2009. between 10/1/2008 and 8/31/2009.

Submitted to LCS by Unit, All Levels of Approved by LCS by Unit, All Levels of Description Description

Custodial Unit Total Custodial Unit Total ApprovedNLDDE 27 NLDDE 23NLFDR 60 NLFDR 37

(remaining custodial units)…Total 30,656 Total 29,743

The approved column may include descriptions review in prior fiscal years that were synched in FY09. The total includes everything that was sent back and has been resubmitted as approved.

Review Sheets Sent since 10/1/2008 Currently Awaiting ComplianceCustodial Unit Total Custodial Unit Total

NLDDE 6 NLFDR 23NLFDR 44 NLGB 1

(remaining custodial units)…Total 3,801 Total 357

This is the number of descriptions LCS has reviewed

and sent required changes to the units, but the unitshave not yet sent notification to LCS that the changeshave been made as of 8/31/2009.



Possible parameters: Year-to-date, month-to-date, Total-to-date, date range, DCG, region

3.0 Review Turnaround Statistics

3.1 Report Parameters

Date RangeLocal Office Group

3.2 Sample Report

Review Turnaround Statistics - 2009

First Quarter Average Turnaround

Second Quarter Average Turnaround

Third Quarter Average Turnaround

July FY 2009 Average Turnaround

August FY 2009 Average Turnaround

Total 8 business days 9 business days 5 business days 4 business days 6 business daysCollections 8 business days 9 business days 6 business days 4 business days 7 business daysSeries 8 business days 9 business days 5 business days 4 business days 5 business daysFile units 6 business days 7 business days 3 business days 3 business days 5 business daysItems 8 business days 6 business days 4 business days 4 business days 7 business daysItems (AV) 8 business days 9 business days 7 business days 8 business days 10 business

days

This is the average for the number of days between LCS retrieval and the date the review sheet was sent or the date the description was approved (for descriptions not requiring a review sheet). The elapsed time stops being measured after the second level review.

Average Turnaround with Review Sheet in August 2009: 7 business days

This is an average of the number of days between the LCS retrieval of a description from the review folder and the day the review sheet was sent to the unit. In FY 2008, it took LCS an average of 6 business days to review descriptions that needed to be returned to the unit.

Average Turnaround with No Review Sheet in August 2009: 6 business days

This is an average of the number of days between the date of LCS retrieval and the date of approval for descriptions that did not require a review sheet. In FY 2008, it took LCS an average of 5 business days to review and synchronize descriptions that did not need revision.

Average Processing Days in August 2009: 69 business days

This is an average of the number of days between the date of LCS retrieval and the date of approval for description that required revision. In FY 2008, it took an average of 24 business days to review, return the description to the unit, await unit corrections, check for compliance, and approve descriptions.

4.0 Total File Units by Staff




Month-to-DateYear-to-DateQuarter-to-DateTotal-to-DateDate RangeLocal Office Group

4.2 Sample Report

Monthly Total File Units by Staff – [Reference unit]

Note: Provide for all Reference units.

Staff Number of FileUnits Added

Black 63Clingerman 11Crowder/Clinge 60Gardner 51Henderson 29McAnear 1Neptune 81Paul 733Thiele 370Waldman 592Walker 129Grand Total 8431

Whoever submits the file unit to the workflow should be counted as the description author



5.0 Monthly Count – Series – Final Approval



5.2 Sample Report

Note: Provide separate reports for all Reference Units. Provide for all and Collections that have series associated with [Reference Unit]. Sort by Record Group first and then Collection; thereunder, sort Record Groups numerically and Collection Identifiers alphanumerically.

RG 033MLR Description

IDSeries Date

Entered Date sent to Central Staff

Date of Final Approval

Cubic Feet

Submitted By

P51 2965661 Records of National 4-H Development Committees

7/20/2009 8/6/2009 8/19/2009 1.632 Atkinson

P52 2990032 Records Related to 4-H Staff

7/20/2009 8/6/2009 8/19/2009 1.224 Atkinson

NC 23 3 3314732 Registers of Department of Agriculture Pay Warrants

8/17/2009 8/17/2009 8/19/2009 0.438 Saxton



RG

MLRDescription ID

Series Date Entered

Date sent to Central Staff

Date of Final Approval

Cubic Feet

Submitted By

NC 23 3

3314732 Registers of Department of Agriculture Pay Warrants

8/17/2009

8/17/2009

8/19/2009

0.438 Saxton

… [Continue for all Record Groups and then Collections.]

6.0 Series Reviewed/Returned to Units with Comments

6.1 Report ParametersDate RangeLocal Office Group

6.2 Sample Report

Note: Provided for all NL*, NR* and NW* Reference Units.

POC

1st Qrtr 2009 # Reviewed

2nd Qrtr 2009 # Reviewed

3rd Qrtr 2009 # Reviewed

August FY09 # Reviewed

1st Qrtr FY 2009 # that Required Changes

2nd Qrtr 2009 # that Required Changes

3rd Qrtr 2009 # that Required Changes

August FY09 # that Required Changes

1st Qrtr FY09 % Reviewed that Required Changes

2nd Qrtr FY09 % Reviewed that Required Changes

3rd Qrtr FY09 % Reviewed that Required Changes

August FY09 % Reviewed that Required Changes

NLDDE - 1 5 2 - 1 1 1 - 100% 20% 50%



NLFDR 12 38 4 - 9 31 2 - 75% 82% 50% -

… provide for all NL* Data Control Groups

TOTAL 487 504 133 15 211 169 49 6 43% 34% 37% 40%

This report can also be run on demand as needed. Required changes will be sent back to POCs.

7.0 Series Retrieved by Month with Collaboration





7.2 Sample Report

This report counts the number of series that are moved to the local office for review monthly.



8.0 Description Service Summary Statistics



8.2 Sample Report

Agency Totals

Authorized‘Under Edit’ – New, ‘Local Approved’

‘Under Edit’ – Edit version of previously Authorized

Total ‘Non-Authorized’ = New, Edit Versions

Record Groups/CollectionsRecord Groups 503 5 12 1

Collections 2,348 162 6 176Total RG & Collections 2851 167 18 177

Lower LevelsPreliminary Descriptions 0 0 0 0

Series 94,392 7,714 744 9,264Files 2,328,630 1,509 104 1,670

Items/Items (AV) 292,263 1,036 318 1625Total Lower Levels 2,715,285 10,259 1,166 12,559

Total 2,718,136 10,426 1,184 12,752

GPRA Holdings in the Description Service

Cubic Feet 2,455,494 160,285 48,011 230,454Logical Data Records 6,313,095,793 98,671,390 3,892,402,350 4,047,242,301

Artifacts 464,996 700 221 921






Non-GPRA Holdings in the Description Service

Cubic Feet 1,044,161 252 37 2,363Logical Data Records 20,925,970 0 0 0

Artifacts 0 0 0 0

Total (GPRA & Non-GPRA) Holdings

Cubic Feet 3,499,655 160,537 48,048 232,817Logical Data Records 6,334,021,763 98,671,390 3,892,402,350 4,047,242,301

Artifacts 464,996 700 221 921



Office/Reference Unit Breakdown

Note: This portion of the report shall be repeated for NR and NW and include all NR* and NW* Reference Units, respectively.



Total ‘Non-Authorized’ = New, Edit Versions (a + b)

Preliminary Descriptions, Series, Files, Items

Preliminary Descriptions

NLDDE 0 0 0 0

NLFDR 0 0 0 0

Etc. for all NL* Ref. Units

Total NL 0 0 0 0

Series

NLDDE 672 10 3 14

NLFDR 217 5 21 29


Total NL 6,596 398 46 469

Files

NLDDE 255 1 0 1

NLFDR 21,419 0 0 0


Total NL 252,482 448 64 513

Items

NLDDE

NLFDR






Total ‘Non-Authorized’ = New, Edit Versions (a + b)

Total NL

Items (AV)

NLDDE 157 1 1 2

NLFDR 3,357 3 2 6


Total NL 15,162 28 76 108

Total NL Preliminary Descriptions, Series, Files, Items

274,240 874 186 1,090








GPRA Holdings in the Description Service

Cubic FeetNLDDE 12,781 16 29 46

NLFDR 10,387 30 93 139Etc. for all NL* Ref. Units

Total NL 140,502 6,291 3,605 10,235

Logical Data Records

NLDDE 0 0 0 0NLFDR 0 0 0 0

Etc. for all NL* Ref. UnitsTotal NL 20,232,240 0 0 0

ArtifactsNLDDE 66,950 0 0 0


Total NL 463,175 0 0 0








Non-GPRA Holdings in the Description Service

Cubic FeetNLDDE 672 10 3 14

NLFDR 217 5 21 29Etc. for all NL* Ref. Units

Total NL 140,502 6,291 3,605 10,235


NLDDE 0 0 0 0NLFDR 0 0 0 0

Etc. for all NL* Ref. UnitsTotal NL 20,195,886 0 0 0

ArtifactsNLDDE 0 0 0 0

NLFDR 0 0 0 0Etc. for all NL* Ref. Units

Total NL 0 0 0 0








Total (GPRA & Non-GPRA Holdings) in the Description Service

Cubic FeetNLDDE 12,783 27 29 57


Total NL 140,724 6,302 3,607 10,248


NLDDE 0 0 0 0NLFDR 0 0 0 0

Etc. for all NL* Ref. UnitsTotal NL 40,428,126

ArtifactsNLDDE 66,950 0 0 0


Total NL 463,175 0 0 0



9.0 Description Service Record Group Statistics – Record Group Totals


GPRA/Non-GPRADate RangeLocal Office GroupRegion

9.2 Sample Report

Record Group Statistics – Record Group Totals

Note: Include data for all Record Groups in Record Group Number order. For Office Totals, list separately each Reference Unit that has Cubic Feet, Logical Data Records, and/or Artifacts for that Record Group. Do not list individual Reference Units if they do not have holdings for a particular Record Group.

RG 0001 Records of the War Labor Policies Board, 1918 – 1919Series: 7

Agency TotalsCubic Feet

GPRA 17Non-GPRA 0Total 17

Logical Data RecordsGPRA 0Non-GPRA 0Total 0

ArtifactsGPRA 0Non-GPRA 0Total 0

Office TotalsCubic Feet

GPRATotal NL 0Total NR 0NW

NWCT2R[C] 17Total NW 17

Non-GPRATotal NL 0Total NR 0Total NW 0

Logical Data RecordsGPRA

Total NL 0Total NR 0



Total NW 0Non-GPRA

Total NL 0Total NR 0Total NW 0

ArtifactsGPRA



10.0 Description Service Collection Statistics – Collection Totals


GPRA/Non-GPRADate RangeLocal Office GroupRegion

10.2 Sample Report

Description Service Collection Statistics – Collection Totals

Note: Include data for all Collections in Collection Identifier alphanumeric order. For Office Totals, list separately each Reference Unit that has Cubic Feet, Logical Data Records, and/or Artifacts for that Collection. Do not list individual Reference Units if they do not have holdings for a particular Collection.

Kennedy Family Photographs, 1878 – 1980Series: 0





Office Totals



Cubic FeetGPRA






ArtifactsGPRA




1AV White House Films (Kennedy Administration), 01/20/1961 – 11/25/1963Series: 2






GPRANL 0

NLJFK 3Total NL 3Total NR 0Total NW 0





ArtifactsGPRA




AAS American Antiquarian Society Collection, 1923 – 1926Series: 1






GPRATotal NL 0Total NR 0NW

NWCS-M 1Total NW 1

Non-GPRATotal NL 0Total NR 0NW

NWCS-M 2Total NW 2




ArtifactsGPRA




11.0 Users Who Have Accessed the Description and Authority Services between {MM/DD/YYYY} and {MM/DD/YYYY}


Month to Current DateQuarter to Current DateYear to Current DateTotal to DateLocal Office GroupDate Range

11.2 Sample Report

User’s Login ID Number of Logins Most Recent Login

ADAVEREDE 1 01/30/2009 7:20 AM

APUGSLEY 1 02/07/2009 1:20 PM

BABRAMS 4 02/21/2009 1:46 PM

BBURGER 7 02/27/2009 5:06 PM

BGETCHELL 2 02/21/2009 3:01 PM

BKEPLEY 11 02/14/2009 8:34 PM

BPARHAM 23 01/30/2009 10:13 AM

BZERBY 6 02/11/2009 8:19 AM

CGOERINGER 9 02/11/2009 2:45 PM

CHANSON 5 02/11/2009 3:02 PM

CLAGUNDO 8 02/11/2009 9:27 AM

CMWRIGHT 6 02/11/2009 10:28 AM

CSAVO 12 02/11/2009 12:46 PM

CWRIGHT 4 02/11/2009 10:37 AM

DBLANTON 4 02/11/2009 7:47 AM

DBYRD 6 02/11/2009 2:28 PM

DCONNELL 9 02/11/2009 10:33 AM

DEDGE 4 02/11/2009 12:38 PM

DKODIAK 8 02/11/2009 11:56 AM

**Organized by data control group. Note in title.



12.0 Users Currently Logged into the Description and Authority Services


Local Office Group

12.2 Sample Report

User’s Login ID First Name Last Name

ADAVEREDE AJ DAVEREDE

AFISHER ALISON FISHER

ARICE ANNE RICE

BBOHANAN BOB BOHANAN

BGETCHELL BILL GETCHELL

BGROVER BILL GROVER

BKEPLEY BRENDA KEPLEY

CHANSON COURTNEY HANSON

CLAGUNDO CAROL LAGUNDO

DBOTTOMS DARRYL BOTTOMS

DCLARK DAVID CLARK

DHOLMES DEBRA HOLMES

DLELANSKY DEBORAH LELANSKY

DWALL DEBRA WALL

DWALLACE DAVID WALLACE

EBITTNER ERIC BITTNER

GLONGACR GLENN LONGACRE

GSTERN GARY H. STERN

IKIRSHENBAU IRA KIRSHENBAUM

Total Number of Users Logged on: 19**Organized by data control group. Note in title.

13.0 List of All Current Description and Authority Service User Accounts




User GroupRole

13.2 Sample Report

User’s Login ID First Name Last Name Most Recent Login

ADAVEREDE AJ DAVEREDE 01/30/09

AFISHER ALISON FISHER 10/11/08

ARICE ANNE RICE 10/21/08

BBOHANAN BOB BOHANAN 06/08/07

BGETCHELL BILL GETCHELL 09/20/09

BGROVER BILL GROVER 08/16/09

BKEPLEY BRENDA KEPLEY 05/04/09

CHANSON COURTNEY HANSON 09/19/09

CLAGUNDO CAROL LAGUNDO 09/19/09

DBOTTOMS DARRYL BOTTOMS 07/14/09

DCLARK DAVID CLARK 04/14/08

DHOLMES DEBRA HOLMES 09/17/09

DLELANSKY DEBORAH LELANSKY 05/12/06

DWALL DEBRA WALL 01/30/09

DWALLACE DAVID WALLACE 10/11/08

EBITTNER ERIC BITTNER 10/21/08

GLONGACR GLENN LONGACRE 06/08/07

GSTERN GARY H. STERN 09/20/09

IKIRSHENBAU IRA KIRSHENBAUM 08/16/09

JGEARIN JOAN GEARIN 05/04/09

JHARTLEY JAMES HARTLEY 09/19/09

JMARTINEZ JOHN MARTINEZ 09/19/09

JMATHIS JAMES MATHIS 07/14/09

JREILLY JILL REILLY 04/14/08

KANSON KATE ANSON 09/17/09

KMAXWELL KATHLEEN MAXWELL 05/12/06



User’s Login ID First Name Last Name Most Recent Login

KSCATES KIM SCATES 01/30/09

LGOODSELL LYNN GOODSELL 10/11/08

LHARALAMPUS LISA HARALAMPUS 10/21/08

LSIMMONS LEANNE SIMMONS 06/08/07

MBENNET MARJORIE BENNET 09/20/09

MFINCH MIKE FINCH 08/16/09

MKNILL MARY KNILL 05/04/09

MMCSWEENEY MARYANN MCSWEENEY 09/19/09

MMOORE MICHAEL MOORE 09/19/09

MPROCTOR MADELINE PROCTOR 07/14/09

NGORE NANCY GORE 04/14/08

NSULLIVAN NANCY SULLIVAN 09/17/09

PANDERSON PAMELA ANDERSON 05/12/06

PBROWN PATRICE BROWN 01/30/09

PCONNELLY PATRICIA CONNELLY 10/11/08

RHENDERS RICHARD HENDERSON 10/21/08

RSODANO RON SODANO 06/08/07

SDAVIS STACY DAVIS 09/20/09

SNELSON SHARON NELSON 08/16/09

TCHESTNUT TRACY CHESTNUT 05/04/09

TFRANCE TIM FRANCE 09/19/09

THULL TED HULL 09/19/09

WCARPENTER WILLIAM CARPENTER 07/14/09

WMAHONEY WILLIAM MAHONEY 04/14/08

WMCNITT WILLIAM MCNITT 09/17/09

**Organized by data control group. Note in title.



Authority Service Reports

The following reports shall be included with the Authority Service as standard reports. Sample data has been included. Report layouts will be finalized at a later date, but all the data elements displayed will be included.

14.0 NARA Authority Sources


Week-to-DateMonth-to-DateYear-to-DateQuarter-to-DateTotal-to-DateDate RangeLocal Office GroupStandard/Non-StandardAuthority Type

14.2 Sample Report

NARA Authority Sources Monthly (also quarterly and yearly) Statistics Report (as of 07/01/2009)

Standard Authority Records:

Authority File/Thesaurus TotalsSubject headings5 Xxx,xxx,xxxPerson names Xxx,xxx,xxxOrganization names6 Xxx,xxx,xxxTotal authority records: X,xxx,xxx,xxx

Non-Standard Authority Records:

Authority File/Thesaurus TotalsSubject headings 23782Organization headingsPerson names 16868Total authority records: 40650

Archival Descriptions Linked to Standard Authority Records:

Authority File/Thesaurus TotalsSubject headings Xx,xxx

5 Includes topical, geographic, specific records type and program area.6 Includes LCDRG and AACR2 (corporate and meeting/conference) authority records.



Authority File/Thesaurus Totals

Person names Xx,xxxOrganization names Xxx,xxxTotal authority records: Xxx,xxx

Archival Descriptions Linked to Non-Standard Authority Records:

Authority File/Thesaurus TotalsSubject headings 19847Person names 13469Total authority records: 30605

Authority File/Thesaurus Maintenance:

Authority Work Type TotalsBiography notes created 49Admin. history notes created 162Orphan headings created 0Duplicate headings created7 0Authority records edited 579Authority records de-duplicated8 12,000Authority records deleted9 4NACO contributions 49SACO contributions 17

15.0 Statistics for Authority Work


Week-to-DateMonth-to-DateYear-to-DateQuarter-to-DateTotal-to-DateDate RangeLocal Office GroupStandard/Non-StandardAuthority Type

15.2 Sample ReportStatistics for Authority Work:

7 Duplicate headings will not actually exist. If this number is more than zero, there is a problem.8 How many records have been converted from non-standard to standard.9 Standard and non-standard.



Organization NamesSummary Statistics:

Proposals received 356Proposals approved 350Proposals denied 6Headings added 415Headings edited 51Headings deleted 1Administrative Histories requested10 11Administrative Histories rejected 0Total Administrative Histories edited 0Total Administrative Histories added 55NACO contributions 0Headings de-duped 0Pending this month 0Pending from prev. month(s) 0

NRProposals Received

Proposals Approved

Proposals Denied

Admin. Hist. Requested

Admin. Hist. Rejected

NRAP 0 0 0 0 0NRAN 2 2 0 0 0NRCAA 5 5 0 0 0NRAAB (Boston) 1 1 0 0 0NRBA (Philadelphia) 5 4 1 0 0NRDC 8 8 0 4 0NREKA 2 2 0 0 0NRFF 0 0 0 0 0NRGDC 0 0 0 0 0NRHSA 8 8 0 0 0NRHLA 0 0 0 0 0NRISA 9 9 0 2 0NRIA-A 0 0 0 0 0NRPM 0 0 0 0 0Total NR 40 39 1 6 0

NLProposals Received

Proposals Approved

Proposals Denied

Admin. Hist. requested

Admin. Hist. rejected

NLHH 0 0 0 0 0

10 This is part of the proposal process. The reviewer can approve the proposal but reject the administrative history. When the reviewer is accepting the proposal, they will also have to determine whether or not they are accepting the administrative history as well.



NLFDR 0 0 0 0 0NLHST 1 0 1 0 0NLDDE 0 0 0 0 0NLJFK 0 0 0 0 0NLLBJ 0 0 0 0 0NLNS 1 1 0 0 0NLMS 0 0 0 0 0NLGRF 0 0 0 0 0NLJC 0 0 0 0 0NLRR 0 0 0 0 0NLGB 0 0 0 0NLWJC 0 0 0 0 0Total NL 2 1 1 0 0

NWProposals Received

Proposals Approved

Proposals Denied



NWCR 0 0 0 0 0NWCS-S 1 0 1 0 0NWCS-M 0 0 0 0 0NWCS-C 0 0 0 0 0NWCT 0 0 0 0 0NWCTB/NWCTC-1P 16 16 0 0 0NWCTC/NWCT-2P 270 268 2 5 0NWCTF 0 0 0 0 0NWL 0 0 0 0 0NWME 5 5 0 0 0NWMD-A1 0 0 0 0 0NWMD-A2 22 21 1 0 0NWTS 0 0 0 0 0Total NW 314 310 4 5 0

LCSProposals Received

Proposals Approved

Proposals Denied



LCS Staff 0 0 0 0 0

Authority File: Person NamesSummary Statistics:

Proposals received 36Proposals approved 34Proposals denied 2



Biographies requested11 1Biographies added 54Headings added 59Headings edited 94NACO contributions 29Headings de-duped 6Pending this month 0Pending from prev. month(s) 0

Detailed Breakdown by NARA Office


Proposals Approved Proposals Denied Bios. Requested

NRAA 0 0 0 0NRAP 0 0 0 0NRAAN 0 0 0 0NRCA 0 0 0 0NRBA 0 0 0 0NRB 0 0 0 0NRDA 0 0 0 0NREA 0 0 0 0NRFA 0 0 0 0NRGA 0 0 0 0NRHAS 0 0 0 0NRHAL 0 0 0 0NRIAS 0 0 0 0NRIAA 0 0 0 0NRPA-O 0 0 0 0NRPM 0 0 0 0Total NR 0 0 0 0



NLHH 0 0 0 0NLFDR 0 0 0 0NLHST 31 29 2 0NLDDE 0 0 0 0NLJFK 0 0 0 0NLLBJ 0 0 0 0NLNS 1 1 0 1NLGRF 0 0 0 0

11 This field will be generated automatically if the biography line is filled out on the proposal form.





NLJC 0 0 0 0NLRR 0 0 0 0NLGB 0 0 0 0NLWJC 3 3 0 0Total NL 35 33 2 1



NWCR 0 0 0 0NWCS-S 0 0 0 0NWCS-M 0 0 0 0NWCS-C 0 0 0 0NWCTB 0 0 0 0NWCT-2P 1 1 0 0NWCTF 0 0 0 0NWCTM 0 0 0 0NWL 0 0 0 0NWME 0 0 0 0NWMD-A1 0 0 0 0NWMD-A2 0 0 0 0NWTS 0 0 0 0Total NW 1 1 0 0



LCS Staff 0 0 0 0

NS Cleanup De-dupes Deletes Combined Totals # Desc. AffectedPerson Names 6 0 0 10



Authority File: Subject HeadingsSummary Statistics:

Proposals received 3Proposals approved 3Proposals denied 0Total Headings added 18Headings edited 69SACO headings 0Headings de-duped 1882Pending this month 0Pending from prev. month(s) 0

Detailed Breakdown by NARA Office


Proposals Approved Proposals Denied

NRABA 0 0 0NRAP 0 0 0NRAN 0 0 0NRC 0 0 0NRBPA 0 0 0NRB 0 0 0NRDC 0 0 0NREA 0 0 0NRFF 0 0 0NRGDA 0 0 0NRHSA 0 0NRHLA 0 0 0NRISA 0 0 0NRIAA 0 0 0NRPM 0 0 0Total NR 0 0 0



NLHH 0 0 0NLFDR 0 0 0NLHST 1 1 0NLDDE 0 0 0NLJFK 0 0 0NLLBJ 0 0 0





NLNS 0 0 0NLGRF 0 0 0NLJC 0 0 0NLRR 0 0 0NLGB 0 0 0NLCP 0 0 0Total NL 1 1 0



NWCR 0 0 0NWCS-S 1 1 0NWCS-M 0 0 0NWCS-C 0 0 0NWCTB 0 0 0NWCTC 0 0 0NWCTF 0 0 0NWCTM 0 0 0NWL 0 0 0NWME 0 0 0NWMD-A1 0 0 0NWMD-A2 0 0 0NWTS 0 0 0Total NW 1 1 0



LCS Staff 1 1 0

NS Cleanup De-dupes Deletes Combined TotalsTopical terms

1,882 0 0
