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 Repository Name*
Administrative Unit*
Repository Geographic Location*
Group/Item ID*
Alternate ID
Repository Title
Descriptive Title
Inscribed Title
The categories included in this section provide information that
(1) distinguishes each group, volume, or item from all others in a
catalogue and (2) makes it possible to search for items by their
current locations. These functions require combining categories, some
of which are access points. Because labels such as accession numbers
may be identical from repository to repository, the name of the
repository must be combined with the group or item identification in
order for a group or item to be uniquely identifiable in an
information network. Moreover, the repository name may not be unique;
there are, for Example, several institutions named National
Archives, National Gallery, and Museum of
Architecture.
Because the categories included here are necessary for unique
identification and retrieval, at least two (Repository Name,
Repository Geographic Location), and, if it applies, a third
(Administrative Unit) should be authority-controlled.
Category: Repository
Name*
Definition:
The official name of the repository responsible for the item(s) at
the time of cataloguing. In the case of corporate bodies with many
hierarchical divisions, all meaningful divisions should be recorded.
It is often the case that the top hierarchical level holds legal
authority, such as legal incorporation. Any autonomous subdivision
that holds the item(s) should also be included in this category.
Discussion:
This category allows the holder of a group or item to be identified,
allowing for retrieval of items by repository.
The name of a repository may comprise more than one hierarchical
level, just as it may have a number of named subdivisions
(for the latter, see Administrative Unit). These distinctions
should be recorded so that each level is an access point and
the broad/narrow relationship is preserved for display in
entries.
Examples: |
Baltimore City Life Museums / Peale Museum
Union Centrale des Arts Dácoratifs / Musáe Nissim de Camondo
Smithsonian Institution / Cooper-Hewitt Museum |
In some cases, groups may be physically held by a corporate
body that does not own them. In these situations, the repository
should be the corporate body that physically holds the group.
The legal owner may be mentioned in Descriptive Note, one
of the top level categories in Groups/Items.
Examples: |
The archives of the United States Naval Academy are physically located at the Academy, but are legally owned by the National Archives of the United States:
Repository Name: United States Naval Academy
Repository Geographic Location: Annapolis, Maryland, USA
Administrative Unit: Nimitz Library |
Former repositories are excluded, but may be recorded under
Provenance, one of the top level categories in Groups/Items.
.
Terminology:
Repository Name should be controlled by the People/Corporate
Bodies authority. In fact, all hierarchical levels of the
repository name should be under such control, since it is
desirable to be able to retrieve on each level.
Implementation:
access
point
authority-controlled:
People/Corporate Bodies
core
hierarchical
single
occurrence
Category:Administrative
Unit*
Definition:
Within a repository an administrative unit is a subdivision
directly responsible for the group(s) or item(s) to which
the catalogue record corresponds. All broader subdivisions
should be recorded under Repository Name.
Discussion:
Allows listings of holdings by subdivision within a repository. This
category is applicable only to repositories with subdivisions or
departments.
Examples: |
Department of Prints and Drawings
Cartographic and Audio-Visual Archives Division[1] |
Terminology:
This should be an authority-controlled category, using a proper name
from the People/Corporate Bodies authority.
Implementation:
access
point
authority-controlled:
People/Corporate Bodies
core
hierarchical
single
occurrence
When there is a hierarchy of two or more administrative units, it
will be necessary to make this category hierarchical so that each
level is an access point and the broad/narrow relationship is
preserved for display in entries.
Example: |
Division of Prints, Drawings, and Sculpture / Photography Department |
Category: Repository
Geographic Location*
Definition:
The geographic place where the repository is situated.
Discussion:
Allows for retrieval of items by their current geographic
location.
Terminology:
See Geographic Locations for guidelines.
Implementation:
access
point
authority-controlled:
Geographic Locations
core
hierarchical
single
occurrence
The geographic location of a repository should be displayed along
with its name, since it is a means of distinguishing repositories
with identical names.
Category: Group/Item
ID*
Definition:
An identifier, accession number, primary record number, etc., that
uniquely distinguishes a group or item within a repository. It may
comprise a number of types of information.
Discussion:
IDs are assigned by the repository. They can be composed of proper
names (e.g., National Buildings Record), abbreviations (e.g.,
Gab. Dis.), acronyms, numbers, or a combination of letters and
numbers (e.g., 1989.25.1, RIBA X/19).
Implementation:
access
point
core
hierarchical
single
occurrence
Repositories should consider their requirements for sorting and
retrieval if the ID is a concatenation of discrete elements. For
Example, if there is a built-in hierarchy in the ID, this should be
taken into account when creating data structures. Each element of
embedded information (e.g., date of acquisition) should also be
recorded in an explicit category.
Category: Alternate
ID
Definition:
Any previous or current alternate ID different from the group/item
ID.
Discussion:
It can be useful to be able to retrieve by previous or alternate IDs,
especially if such IDs are used in older published catalogues. This
category creates a concordance between the official ID and previous
accession numbers, shelf numbers, collectors' numbers, or other
IDs.
Excluded are catalogue numbers; these may be recorded under
Exhibition History, one of the top level categories in Groups/Items,
and Bibliographic Sources.
Implementation:
access
point
optional
repeatable
If there is more than one alternate ID, the category may be
repeated.
Category: Repository Title
Definition:
The title by which the repository prefers to refer to a group or
item. Architectural documents do not normally have names or
established titles. However, some type of appellation is helpful. A
repository title may be a descriptive and/or inscribed title as
well.
Discussion:
If a recto, verso, and/or overlay have separate titles, these should
be included as part of the title, with indications of their
respective locations in brackets.
Examples: |
Sketchbook with costings, plans, and rough sketch designs for various buildings, including studio flats at the Tower House, 46 Tite Street, Chelsea, London.
Design of façade of gallery, Jean Desert, at 217 rue du Faubourg, Saint-Honoré, Paris.
Site plan showing the streets perpendicular to the Place Louis XV as well as the plots of land at the east side of the square to be appropriated by the Ville de Paris, 1765\x96 1768. |
Implementation:
descriptive
optional
single
occurrence
If a repository uses more than one title for a group or item, it
may decide to add more types of titles, such as titles used in
exhibition, or translated titles.
Category: Descriptive
Title
Definition:
A phrase by which the group or item is known or may be
identified.
Discussion:
A descriptive title is considered core information, since a
descriptive title can always be devised, whereas a repository title
or inscribed title may not be ascertainable.
A descriptive title may include information such as method of
projection; purpose; stage of design process; document type; name,
location, building type, and/or parts of subject represented; style
of subject, if of significance in identifying the subject; number of
images.
A descriptive title should emphasize the subject, method
of representation, and purpose of the group or item. Information
included in a title should also be recorded under the appropriate
categories elsewhere in the entry, in order to facilitate
retrieval (e.g., Purpose, one of the top level categories
in Groups/Items).
Broad purpose can be indicated in the descriptive title by
using the prepositions for (for design and construction
documents) and of (for record documents) before the
subject name. See Purpose (Broad) for further information.
The administrative origin and maker of the group or item should
not be included in the descriptive title, because there are separate
categories to provide that information.
Examples: |
An album of 65 student studies after antique sculpture and ornament
Perspective view of Fonthill Abbey, Wiltshire, England, from the northwest
Plan and elevation for a shopping mall to be built on Four Corners Road, Brisbane, Australia
Aerial perspective of the gardens of Versailles, France
Maps of Canada and architectural drawings of residences and commercial and public buildings in Ottawa and South Africa
Design for a doorcase, perhaps for the Villa Aldobrandini |
Implementation:
descriptive
core
single
occurrence
Category: Inscribed
Title
Definition:
Any text handwritten or imprinted upon an item that has the character
of a title, insofar as it conveys the purpose, subject, or other
characterization of the group/item. Miscellaneous notations, scales,
dimensions, and other ancillary text are not included.
Discussion:
This category can be useful in distinguishing very similar items from
one another. Users should be cautioned, however, that variations in
orthography in inscriptions will make for somewhat unreliable
retrieval. For this reason it is important that information contained
in an inscribed title should also be recorded in the appropriate
categories.
The status of an inscribed title is not affected if the
information it provides is considered incorrect or misleading; it is
still considered an inscribed title. Indeed, researchers may find
such erroneous information of some use. For Example, it may shed
light on the provenance or history of the item(s) or subject(s).
For transcription, see guidelines under Inscription
Description.
Examples: |
DESSEINS FAIT CHEZ MON.R LAFITTE A PARIS 1825\x961826
RIDING AND DRILL HALL / FOR THE / N.W. MOUNTED POLICE / AT REGINA SASK.
Entwurf / zu einem fürstlichen Jagdschloss
disegno p. San p.o di roma secondo la oppenione di M. Ant.o dela ualle
River Front of Mr. Gillespie Graham's Design For The New Houses Of Parliament / Intended to Harmonize with St. Stephen's Chapel, and with Westminster Hall, & Abbey
PERSPECTIVE VIEW / OF THE / Chapel, Schools, Etc. / INTENDED TO BE ERECTED / BY THE / London Society / FOR PROMOTING / Christianity amongst the Jews |
Implementation:
descriptive
optional
single
occurrence
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