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.

You can always revise your descriptions by adding new series or items to a description currently on the Hub. The EAD Editor provides for both adding (an item to the end of current items) or inserting (an item between current items). See the EAD Editor Guide or see our video tutorials: Adding lower level descriptions or Inserting lower level descriptions.

If you add to a description in a system such as Calm or AdLib, you can simply upload the revised description to the CIIM, where the old version will be updated with your new data. If we harvest your descriptions, any updates will be taken care of automatically. But note that if you change the key fields of reference, title or filename, we may not recognise the description as an update, and it may end up going live alongside the old version.