Data Standards

Multi-level descriptions

Without necessarily repeating information from the top level of your description, you should still provide sufficient detail at lower levels so that they make some sense when taken out of context. The Hub offers item-level searching, so it is helpful to maintain certain fields containing searchable information, such as normalised date.

Encoding for lower levels

  • The Hub's EAD Editor enables you to specify a level by using a drop-down list of options.
  • If you are encoding manually, remember to always include the attribute for the level
  • <c0x> tags are not used to indicate any numerical order. Instead, these tags are used to show the level of a subordinate component within the description's hierarchy. <c01> is the first level, but it may be a subfonds, series, or any other level that you specify. It is simply the first level in the hierarchy. <c02> is the second level, and so on. So, for example, <c01 level="series"> might in turn be followed by another <c01 level="series"> or it might include <c02 level="item>.

In general, do not repeat information at lower-levels, but provide relevant information for the particular subfonds, series or item being described.

  • The Name of Repository is not required.
  • The component's full Reference is required, however, including the repository's ISO 3166 country code and ARCHON code.
  • Include a meaningful Title.
  • Include the normal (normalised) attribute for Dates of creation.
  • Include Extent information.
  • Include the Name of Creator if this is not the same as at a higher level; otherwise the top-level name of creator may be repeated but it is not required.
  • Include information for Administrative/Biographical History only if this is distinct from the top-level.
  • Scope and Content information is useful.
  • Include administrative information (such as Access Conditions) if this is different from higher levels.
  • Include Finding Aids information if this is different from the top level.
  • Only include Access Points if they are specific to this component; do not repeat index terms from higher levels.

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