Appendix A - Society of American Archivists

usually contain detailed information about records creators and the context of recordcreation.Statement of PrinciplesDescriptions in authority files may be recorded electronically as part of an informationsystem linked to descriptions of archival materials, in a paper-based system of findingaids in the manner of traditional see and see also references in a card catalog, or it mightbe kept in a "shelf list" or official file strictly for internal staff control of the information.Authority information may be used in a variety of ways. It can provide access to archivalmaterials based on descriptions of records creators or the context of records creation thatare linked to descriptions of physically dispersed records. It can provide users anunderstanding of the context underlying the creation and use of archival materials so theycan better interpret their meaning and significance. It can help users identify recordscreators by providing descriptions of relationships between different entities, particularlyin cases of administrative changes within corporate bodies or personal changes infamilies and individuals. Finally, standardized authority information allows for theexchange of descriptions of individuals, families and corporate bodies betweeninstitutions, systems and networks and across national and linguistic boundaries.While these rules address the formation of descriptions for persons, families, andcorporate bodies associated with the creation and custody of archival materials(frequently referred to in the rules as “entities”), authority records may also be created todocument entities that are the subject of materials in such records. The same type of datais appropriate in either situation.Levels of DescriptionDACS defines a number of elements that are useful in creating systems for describingcreators of archival material. Regardless of the system, the output products must includeat a minimum a set of discrete descriptive elements that convey standardized informationabout the creators being described. These DACS elements match the required elementsfound in the International Standard Archival Authority Record for Corporate Bodies,Persons, and Families (ISAAR(CPF)).Not all of the DACS elements are required in every archival authority record.Combinations of descriptive elements will vary depending on whether the archivistconsiders a specific authority record to be preliminary or complete, and repositoryspecificneeds and requirements for describing creators.The following requirements specify particular elements that should be used in outputproducts intended for the use of archivists or researchers in managing and usingdescriptions of archival creators. They articulate a “minimum” and “added value” usage