Specifications of Top-Level Finding Aids of the Consortium Partners
Around 60 kms, consisting of the public archives of Scotland, together with a large number of fonds relating to private individuals, families and corporate bodies. Also operates the National Register of Archives (Scotland) which surveys private archives not preserved in the NAS.
House cataloguing rules are in place, but have not always been followed. Partial compliance with ISAD(G). Some adoption of name rules, but these are internal. UK has produced rules for name authorities, which are complementary to, but may not be fully compliant with ISAAR(CPF); NAS does not at present use these rules. Finding aids contributed by other agencies for the NRA(S) are varied, though efforts are made to encourage general compliance with NAS house cataloguing rules.
Top level finding aid is known as the Summary Catalogue. This contains the following elements:
There is also an alphabetical index to the summary catalogue entries, which gives some sub-fonds/series level information. The Summary Catalogue is not considered suitable for the EUAN project purposes of information diffusion.
Top level finding aids exist for 100% of the fonds, and there are detailed descriptions in computerised form of around 20% of these, mainly private fonds.
All catalogue information is publicly available. Partially computerised, majority paper based. Access to computerised catalogue only in search rooms.
The Guide to the National Archives of Scotland, published 1996. The current edition which covers only public records, includes the following elements:
Around 10 kms of archive documents and publications of individuals and organisations relating to international social and economic history.
This is based on US MARC and MARC AMC. Partial compliance with ISAD(G) and ISAAR(CPF).
Index to archival collections is in effect a top level finding aid. It contains:
Top-level archival descriptions in online public-access catalogue contain many more elements in MARC AMC format.
Published GuideThe Guide to the International Archives and Collections at the IISH, Amsterdam, 2nd edition 1999 (first published 1989), which covers non-Dutch materials only (there is a separate guide for Dutch materials), includes the following elements:
All catalogue information is publicly available. All holdings included in online public access catalogue. Access to OPAC in search rooms and across Internet (both Web and Telnet interface). Additional top-level Web guide to the archival collections.
SCAN will be implementing a top level finding aid system for all 45 participating Scottish archives, over the next 3 years.
The total holdings covered will be around 150 kms. The 45 participant archives include 4 national institutions, 18 local authorities, 8 universities, 4 professional associations, 3 health boards and several specialised archives.
This will be compliant with ISAD(G). It is expected to use the following elements:
Decisions on use of ISAAR(CPF) and name authorities are not yet taken, and will be heavily influenced by the conclusions of the EUAN project.
These extend to around 235 kms of both public and private records; the former are the records of parliament, of government agencies and of courts, the latter include family and personal papers of national importance.
Top level descriptions exist for 100% of holdings; there are detailed descriptions in computerised form of around 30%, mainly 20th century government records.
National cataloguing standards were agreed in 1993, which closely relate to ISAD(G). The concept of keeping information on creators separate from information on records (name authorities) has also been developed in conjunction with libraries and museums in Sweden. This is close to ISAAR(CPF). MARC-AMC was adopted to tag the data elements in text files to allow the exchange of archival descriptive data.
Arkis 1 was developed as a simple system to apply to both national and regional archives participating in the national database NAD. It provides descriptions to container list level and allows keyword searching in he fonds title, name of creator and other access points.
Arkis 1 uses the following elements at the fonds level:
It also includes entries for creator (main and added entries) and for administrative information. An administrative or biographical history is given in the general description for those fonds that have detailed descriptions in computerised form.
Arkis 2 which is being developed during 1999, improves on the earlier version by allowing true multilevel description, by providing additional management information and by allowing the management of microforms and of acquired databases and electronic records.
The printed guide Riksarkivets besttåndsöversikt gives:
The records of the Allied Control Commission for Italy (ACC) 1943-1947 extend to 1,400 linear metres in original form, and are estimated to occupy 8,000 reels when completely microfilmed.
An index to the records is being created in Italy from the film. To date approximately 60% (5,000 reels) have been indexed. Top level descriptions in electronic form will be provided to the project for these, which are the Headquarters records of the ACC.
The Descriptive System has a reference code which includes the following elements:
The Index entries contain:
Indexing is being carried out to file level, usually from the file covers. The indicator may not always be helpful without the sub-indicator.
Last updated 7 July 1999.