Chapter 12: Adding Subjects and Names to
Contents
1. 1866 1931 Function Creator A Bio ee First Previous Next Last Role 4 Press OK to save the new linking information Removing names 164 Chapter 12 Once a creator source or subject name has been successfully assigned to an accession or description record it can easily be removed 1 Retrieve and open the accession or description record that contains the incorrect name From the Names amp Subjects tab of an accession record or the Names tab of a description record select the name to be removed Press Remove Name Link The name will no longer be included in the name list Note Removing a creator source or subject name from an accession or description record removes that specific relationship between the two records but does not remove other types of name relationships with the record For example if an accession shares a source and a creator removing the creator from the record does not remove the same name from the source list Removing a creator source or subject name does not delete the name record itself 1652. 2 x Accessions Name Lookup Filter Name Type Person ingest Person Baker Helen C ingest Person Barnett Louise F ingest Person Bell Rosamund ingest Person Kemnitz Milton ingest Person Warhin Aldred ingest Person Muriel Fox 1928 ingest Person Albizu Campos ingest Person Dellurns Ronal ingest Corporate Body Federaci n de ingest Person Gonzalez y Go ingest Person Hernandez Col ingest Corporate Body Partido Sociali ingest Person Perez de Cuell ingest Person P rez Carlos ingest Person Romero Barcel ingest Corporate Body if corporate bo ingest Person Gaposchkin Cec ingest Corporate Body Harvard Univers ingest Person Mari Bras Juan ingest Corporate Body Nederlandse Mil ingest Corporate Body A C A Gallery ingest bal Double click on a Name to add it to the record Or hit enter if a Term is highlighted Function ul Link Create Name Close Window 2 To retrieve the desired name scroll through the list or begin to type the desired name in the Filter box As you type the list will be filtered to include only those terms containing the character string entered into the Filter box a Ifthe desired name does not appear and if you have the proper permissions you may create a new name record Press the Create Name button which will cause the Toolkit to prompt you for the type of name record then open a blank name record b Follow th
3. Chapter 12 Adding subjects and names to accession and description records The primary purpose of subject and name records is to amplify source creator and content information found in accession and description records Within these records the Archivists Toolkit provides features for adding subject terms source names creator names and subject names Where a needed subject term or name does not yet exist in the Toolkit you can create it immediately from within the accession or description record while in the process of assigning a source creator subject name or other subject term This chapter describes procedures for adding terms to accession and description records and for creating new subject terms and names within this context See Chapter 11 for instructions on creating new terms directly within the subject and name functional areas Adding subjects Overview The accession and description templates include command buttons for assigning subject terms to these records and for removing a subject term that was previously assigned to the record Once a subject term is assigned it will appear in the accession or description record and in any accession or description reports that make use of subject terms For example the subject term will be included in MARC and EAD outputs for that description record Assigning subjects Use the following instructions for assigning subjects from either an accession or description record Re
4. Create Subject button which will cause the Toolkit to open a blank subject record Follow the instructions in Chapter 11 to create the new record When you have saved the record the Toolkit will return to the Subject Term Lookup window where the new term has been added to the list Once you have located or created the desired term double click on the term The term you selected will now appear in the list of subject terms related to the accession or description record Chapter 12 7 Repeat the process of selecting terms as often as necessary then press the Close Window button to return to the accession or description record Removing subjects Once a subject has been successfully assigned to an accession or description record it can easily be removed if you decide that it does not appropriately represent the materials in question 1 Retrieve and open the accession or description record that contains the incorrect subject term 2 Select the term s to be removed in the subject terms list of the record 3 Press Remove Subjects 4 The term will no longer be included in the subject terms list Note Removing a subject term from an accession or description record removes the relationship between the two records but does not delete the subject record itself Adding names Overview The accession and description records include command buttons for assigning name terms to these records and for removing a name term that was
5. e instructions in Chapter 11 to create the new record When you have saved the record the Toolkit will return to the Name Authority Lookup window where the new name has been added to the list 163 Archivists Toolkit User Manual Select a Function for the name Source Creator or Subject This step is required If you wish select a more specific role for the creator from the Name role field For subjects you may also choose to add a Form Subdivision oS eee Once you have selected a function and identified the role and subdivision if so desired select the name and press Link or double click the name in the list The name will be added to the open accession or description record 7 Repeat the process of selecting names as often as necessary then press the Close Window button to return to the accession or description record Editing name links You can edit aspects of a name link such as function role or subdivision even after the name has been added to an accession or description record 1 Retrieve and open the accession or description record that contains the name 2 From the Names amp Subjects tab of an accession or description record select the name whose link is to be modified 3 Press Edit Name Link The Toolkit will open a window showing the current settings for function role and if applicable subdivision Make the desired changes to these elements x Accessions Name Link Warhin Aldred Scott
6. ly be assigned to accession and description resource records not description component records Sources for descriptive components may be recorded in the Immediate Source of Acquisition note Name role An indication of what role the name has in regard to its function as creator source or subject Examples include identifying a source as a donor or a dealer or identifying a creator as collector a director or an illustrator The content of this field is populated with a controlled list that is drawn from the list of MARC relator codes You may not add other values to the field The roles available for creator and subject are different than the roles available for source Form Topical geographical chronological or form descriptors singly or in some combination that modify a name assigned as a subject The Toolkit does not enforce consistency in the use of separation devices where combinations of descriptors are used Examples Correspondence for Salk Jonas Correspondence Finance Personal for Hudson Erasmus Darwin 1806 1880 Finance Personal Criticism and interpretation History 18th century for Shakespeare William 1564 1616 Criticism and interpretation History 1 8th century Assigning names 162 From the Names amp Subjects tab of an accession record or the Names tab of a description record select the option to Add Name Link The Toolkit will display a list of names available Chapter 1
7. member subjects can be added at any level of description 1 From the Names amp Subjects tab of an accession record or the Subjects tab of a description record select the option to Link Subjects The Toolkit will display a list of subject terms available 159 Archivists Toolkit User Manual 160 x Resources Subject Term Lookup Filter Subject Term Sex discrimination in higher educat ingest 2 Decolonization Icsh Militarism Icsh Nationalism Puerto Rico Icsh Nonalignment Icsh Political prisoners Puerto Rico Icsh Puerto Ricans United States P Icsh Puerto Rico Politics and govern Icsh Puerto Rico Relations United Icsh Radicalism Icsh Revolutionaries Puerto Rico Icsh Student movements Puerto Rico Icsh Articles aat Clippings aat Correspondence aat Legal Docurnents aat Library administration Georgia At Icsh Manuscripts aat Military Passes aat Double click on a Subject Term to add it to the record Or hit enter if a Term is highlighted bal Link Create Subject Close Window To retrieve the desired term scroll through the list or use the Filter box to type in a word that is part of your desired term As you type the list will be filtered to include only those terms containing the character string entered into the Filter box If the desired term does not appear and if you have the proper permissions you may create a new term Press the
8. previously assigned to the record Once a name term is assigned it will appear in the accession or description record and in any accession or description reports that make use of name terms For example the name term will be included in an accession record output Types of name relationships There are three options for assigning a name to an accession or description record You may add a name as a source for the materials a name as a creator of the materials or a name as a subject documented in the materials In addition to these functional categories you may also further refine information about the entity s relationship to the materials You may do this by recording a role for a source creator or subject and by adding a form subdivision to a subject Neither of these fields is required The function role and form fields do not become part of the name record only a part of the name as applied to the specific accession or description record 1 Function The function of the name either source creator or subject in relation to this accession description resource or description component record The same name can be linked multiple times to an accession description or component record as long as the function is different For example you could 161 Archivists Toolkit User Manual link the name Smith Jane to an accession record as the source the creator and the subject of the materials Note that names as sources may on
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