Abstract

A concise summary of the key points of the object, picture, photograph or file.

Accession

The materials may be acquired by gift, bequest, purchase, transfer, retention schedule, or statute. An accession may be part of a larger, existing collection. An accession added to existing collections is sometimes called an accretion or an accrual. 'Accession' should be distinguished from 'acquisition'. As nouns, they are synonymous. However, the verb 'accession' goes far beyond the sense of 'acquire', connoting the initial steps of processing by establishing rudimentary physical and intellectual control over the materials by entering brief information about those materials in a register, database, or other log of the repository's holdings.

Access

Access can be restricted from Viewer accounts and only accessible to Administration Accounts

Archive End Date

The latest date within the scope of the archive record

Archive Start Date

The earliest date within the scope of the archived record.

Archive Till

An optional date after which the archive will longer be part of the collection

Box

A level of storage, e.g. archive box, album etc., within which units are stored.

Condition

Graded quality of a record or object set to Good, Fair or Poor

Date

Date of a conservation activities

Conservation Notes

Relevant information about what activities took place during the conservation process

Conservation

Conservation counters existing damage, as distinguished from preservation, which attempts to prevent damage. Conservation does not always eliminate evidence of damage; restoration includes techniques to return materials to their original appearances (which may include fabrication of missing pieces). ? However, conservation is often used to include preservation activities.

Display

This option is used to either allow or prohibit the public display of this record or object.

Donor

The individual or estate donating the archive. In many instances, individuals who donate collections are not the provenance of the collection.

Date Entered

The date on which the record is created on the ArchivAll database.

Form

Form is synonymous with format, although this equivalence is a fairly recent shift in the language. Form is often used to distinguish between versions of an item in different media; for example, a document may be described as being in its original form, a microform, or a duplicate form.

Function

The actual use of this record or object.

ID

ArchivAll assigned sequential numerical record identifier

Keywords!

Selected words to describe a record or object. These should be used in conjunction with a Thesaurus for your archive

Location

The physical storage location of the record or object

Notes

Extra information pertaining to an object but not having the same precedence as the Abstract

Provenance

Provenance is a fundamental principle of archives, referring to the individual, family, or organization that created the items in a collection. The principle of provenance dictates that records of different origins (provenance) be kept to preserve their context.

Quantity

The number of individual records or objects within one archived record

Series ID!

A unique numerical Identification of a Series.

Series Title

A short description of a Series, generally unambiguous as opposed to the Series ID.

Series

A group of similar records that are arranged according to a filing system and that are related as the result of being created, received, or used in the same activity

Size

The dimension of a document (width and height) or the general dimension of an object e.g. (1.5m long hockey stick)

Treasure

This option is used to show how this record or object viewed by the organization. The treasured records or objects have are high in monetary, historical or sentimental value.

Type

Information on the method used to store the described material e.g. file, oversize box, hat box, album, etc.

Unit

This is the lowest level of storage, e.g. the number of the object or file stored within a box or album.