EAD Header | Title Page and Prefatory Matter | Collection-Level Information
3.3 Collection-Level Information (Archival Description)
3.3 SECTIONS: Home | Basic Description (The High-Level <did>) | Controlled Vocabulary Terms | Administrative Information | Biographical Sketches and Agency Histories | Scope and Content Note | Arrangement | Description of Subordinate Components | Adjunct Descriptive Data | Other Descriptive Data
3.3.2 Controlled Vocabulary Terms
3.3.2 SECTIONS: Use of Attributes in <controlaccess> Subelements | Personal, Corporate, Family, and Geographic Names | Form and Genre Terms | Function and Occupation Terms | Subjects and Titles | Use of Grouped Controlled Vocabulary Terms | Use of Controlled Vocabulary Outside of <controlaccess>
Tag:Description:
A wrapper element that groups key access points for the described materials and enables authority-controlled searching across finding aids in a computer network. These elements can be provided in a single list or be grouped into categories as appropriate. Discussion of attributes, groupings, individual <controlaccess> subelements, and the use of these subelements elsewhere within the finding aid will be found in Sections 3.3.2.1-3.3.2.7.
See Also:LC Practice recommends inclusion of controlled vocabulary terms to promote resource discovery when searching the finding aid database and in browsing name and subject lists generated from these terms.
Labels/heads:Section 3.3.1.4, Origination Go to Section
Section 3.3.1.5, Physical Description Go to Section
Section 3.3.4, Biographical Sketches and Agency Histories Go to Section
Section 3.3.5, Scope and Content Note Go to Section
Subelements:Choose appropriate <head> for overall section, such as:
- Selected Search Terms
- Key Subjects
- Key Subjects and Formats
- Search Terms
Tagging Example 1:All elements are repeatable except <head>. Inclusion of all subject and added entry terms from the collection-level catalog record is recommended.
- <head> Required
- <note> Recommended
- <persname> See 3.3.2.2, Personal, Corporate, Family, and Geographic Names
- <corpname> See 3.3.2.2, Personal, Corporate, Family, and Geographic Names
- <famname> See 3.3.2.2, Personal, Corporate, Family, and Geographic Names
- <geogname> See 3.3.2.2, Personal, Corporate, Family, and Geographic Names
- <name> See 3.3.2.2, Personal, Corporate, Family, and Geographic Names
- <genreform> See 3.3.2.3, Form and Genre Terms
- <function> See 3.3.2.4, Function and Occupation Terms
- <occupation> See 3.3.2.4, Function and Occupation Terms
- <subject> See 3.3.2.5, Subjects and Titles
- <title> See 3.3.2.5, Subjects and Titles
<head>Key Subjects and Formats</head>
<note>
<p>The following terms have been used to index the description of
this collection in the Library's online catalog: </p> </note>
<subject source="lctgm" encodinganalog="650">Civil rights
leaders. </subject>
<corpname source="lcnaf" encodinganalog="610" role="subject">National Association for the Advancement of Colored
People. </corpname>
<genreform source="gmgpc" encodinganalog="655">Portraits.</genreform>
<geogname source="lcsh" encodinganalog="651">United States--Race
relations. </geogname>
</controlaccess>
Key Subjects and Formats The following terms have been used to index the description of this collection in the Library's online catalog: Civil rights leaders. National Association for the Advancement of Colored People. Portraits. United States--Race relations.Comments:
- Controlled access terms are an important means of providing uniform searchability of encoded finding aids. At a minimum, the same controlled access terms should be encoded in EAD as in the MARC record for the collection. Failure to include such terms will result in the omission of key names and subjects from browse lists for LC finding aids, and will hinder searching based on the presence of such terms.
- Controlled access terms are most commonly listed at the collection level in a collection-level finding aid. They may also be assigned to their most specific descriptive level, as multilevel description allows. For instance, subject access may be provided at the series level when that topic is represented in only that series. However, the added expenses in identifying these specific headings and maintaining them in multiple locations in a finding aid make this option less attractive than it might be from a purely intellectual standard.
- Consider the order of terms used within a single list or a grouped list. See 3.3.2.6 for discussion of grouped access terms. Terms might be sorted alphabetically, in order by MARC encoding analog and alphabetically therein, or by preponderance within the collection. Listings should not be confusing to researchers in having no apparent order. On the other hand, major manipulation of order given in the MARC catalog record adds to encoding overhead.
- An introductory note explaining the nature and source of the search terms will aid researchers in understanding this potentially confusing list. This note may be put directly within paragraph tags but preferred practice is to encode as a note, for better manipulation of its display. See Example 1.
Order: following <did> and preceding <descgrp type="admininfo">
Revision Date: 2/26/03
3.3.2.1 Use of Attributes in <controlaccess> Subelements
Description:See Also:Using the SOURCE, ENCODINGANALOG, and ROLE attributes will increase the precision and usability of information recorded in <controlaccess> subelements such as <persname>, <subject>, etc. by permitting better crosswalks and mapping of data between finding aids and MARC catalog records, as well as more precise indexing.
Other Attributes:Section 3.3.1.4, Origination Go to Section
Tagging Example 1:
- source (code list of values: aat, cdwa, dot, gmgpc, lcnaf, lcsh, lctgm, local, mesh, mim, ncarules, nmc, rbgenr, tgn, ulan) Required, except when RULES are given instead
- encodinganalog Required
- role (can use role="subject" to distinguish names used as subjects, i.e., 6xx fields, from names used as added entries, i.e., 7xx fields. Use role="collector" for names of originators acting as collectors and role="creator" for originators acting as creators, whether personal or corporate, and whether main or added entry) Recommended
- rules (code list of values: aacr2, rad) Recommended in lieu of SOURCE as appropriate
See Tag Library for full list of attributes and their values.
<head>Selected Search Terms</head>
<persname source="lcnaf" encodinganalog="100" role="creator">Astin,
Allen Varley, 1904-1984. </persname>
<famname source="lcnaf" encodinganalog="600" role="subject">Astin
family. </famname>
<persname source="lcnaf" encodinganalog="700">Astin,
John. Papers. </persname>
<persname source="local" rules="aacr2" encodinganalog="700">Biv, Roy
G., 1951- . Papers. </persname>
<geogname source="lcsh" encodinganalog="651" role="subject">Great
Britain--Armed Forces. </geogname>
<occupation source="itoamc" encodinganalog="656">Physicists</occupation>
<subject source="lcsh" encodinganalog="650">Proximity
fuzes. </subject>
<subject source="lcsh" encodinganalog="650">Science--International
cooperation. </subject>
<persname source="lcnaf" encodinganalog="600" role="subject">Sikorsky, Igor Ivan,
1889-1972--Correspondence. </persname>
<corpname source="lcnaf" encodinganalog="610" role="subject">United
States. National Bureau of Standards. </corpname>
</controlaccess>
Selected Search Terms Astin, Allen Varley, 1904-1984. Astin family. Astin, John. Papers. Biv, Roy G., 1951- . Papers. Great Britain--Armed Forces. Physicists. Proximity fuzes. Science--International cooperation. Sikorsky, Igor Ivan, 1889-1972--Correspondence. United States. National Bureau of Standards.Comments:
- As the purpose of <controlaccess> is to enable searching by terms used nationally and internationally, make every effort to use controlled vocabulary as index terms.
- In most cases, the value of the SOURCE attribute will come from the standard authority sources listed above. If subject terms must be used which are not found in these sources, set the SOURCE attribute to name the other thesaurus, which may be locally maintained. Please report such values to the EAD Technical Group to be added to LC templates and other local tools.
- If subject terms must be used which are not found in any extant thesaurus, set the value on the SOURCE attribute as "local."
- The ROLE attribute may be set to indicate relationships expressed in relator terms (e.g., collector, contributor) as well as that a name is functioning as a subject. See Section 3.3.1.4 for discussion of using the ROLE attribute in for creators and collectors in <origination> in conjunction with or in place of recording the relator terms as PCDATA.
- The RULES attribute can be used to specify the descriptive rules followed when formulating the term, such as "aacr2" or "rad." This attribute is optional and should be used only when the term is not already found in a standard authority list or thesaurus identified with the SOURCE attribute, such as a term formulated following the provisions of AACR2 but not found in the LCNAF.
- Note: since the RELATEDENCODING attribute has already been set to "MARC21" at the <archdesc> level, it is not necessary to include "MARC21" as part of the ENCODINGANALOG attribute.
3.3.2.2 Personal, Corporate, Family, and Geographic Names
Tag:Description:<persname>
<corpname>
<famname>
<geogname>
<name>
See Also:Personal names, corporate names, family names, and geographic names in their authorized form (as found in the LC Name Authority File, LCSH, or other sources) are encoded exactly as found in that source in the <controlaccess> section, whether in a single alphabetical list or grouped into categories. A nonspecific element, <name>, may also be used when a name seems particularly significant, but it is not known what kind of name is being described (e.g., personal, corporate, or geographic). Since a name being specifically encoded can be identified by type using the authority files, use of this element should be rare, especially within <controlaccess>.
Encoding Analog:Section 3.3.2.1, Use of Attributes in <controlaccess> Subelements Go to Section
Other Attributes:100, 600, or 700 with <persname> or <famname> (main, subject, or added entry); 110, 610, or 710 with <corpname> (main, subject, or added entry); 611 with <corpname> (conference or meeting subject entry); 651 with <geogname>
Tagging Example 1:
- source="lcnaf" (in most cases) Required
- role="subject" (if 6xx field) Recommended
- role="creator" or "collector" (if originator) Recommended
- rules
See Tag Library for full list of attributes and their values.
<persname source="lcnaf" encodinganalog="100" role="creator">Astin,
Allen Varley, 1904-1984.</persname>
<famname source="lcnaf" encodinganalog="600" role="subject">Astin
family.</famname>
<persname source="lcnaf" encodinganalog="700">Astin,
John. Papers.</persname>
<persname source="lcnaf" encodinganalog="600" role="subject">Bunche,
Ralph J. (Ralph Johnson), 1904-1971.</persname>
<geogname source="lcsh" encodinganalog="651" role="subject">Great
Britain--Armed Forces.</geogname>
<persname source="lcnaf" encodinganalog="600" role="subject">Sikorsky,
Igor Ivan, 1889-1972--Correspondence.</persname>
<corpname source="lcnaf" encodinganalog="610" role="subject">United
States. Dept. of State. Bureau of African Affairs.</corpname>
<corpname source="lcnaf" encodinganalog="610" role="subject">United
States. National Bureau of Standards.</corpname>
Selected Search Terms Astin, Allen Varley, 1904-1984. Astin family. Astin, John. Papers. Bunche, Ralph J. (Ralph Johnson), 1904-1971. Great Britain--Armed Forces. Sikorsky, Igor Ivan, 1889-1972--Correspondence. United States. Dept. of State. Bureau of African Affairs. United States. National Bureau of Standards.Tagging Example 2:
<corpname source="lcnaf" encodinganalog="610$a" role="subject">United States.<subarea encodinganalog="610$b">Dept. of State. Bureau of African Affairs.</subarea></corpname>
<corpname source="lcnaf" encodinganalog="610$a" role="subject">United States. <subarea encodinganalog="610$b">National Bureau of Standards.</subarea></corpname>
Selected Search Terms United States. Dept. of State. Bureau of African Affairs. United States. National Bureau of Standards.Comments:
- Use the complete form of the name as it appears in the authority record (inverted order, birth and death dates if given, titles of address, etc.). Note also that titles of works associated with personal names are not separately encoded. See Example 1.
- Repeat the main entry (1xx field) from <origination> to ensure that the browse list of names built from <controlaccess> includes all important terms. Use all the attributes specified for use in <controlaccess>, which will be more than are required within <origination>. See Example 1.
- It is possible to use <subarea> within <corpname> for corporate names with subordinate units. Unlike the <repository> area, where use of <subarea> is required because of its immediate usefulness, this specific coding is an option in <controlaccess>. See Example 1 for <corpname> not using <subarea>. Please note in Example 2, which uses <subarea>, that appropriate MARC subfields must be specified in the ENCODINGANALOG in this case.
Order: within <controlaccess>
Revision Date: 3/5/03
3.3.2.3 Form and Genre Terms
Tag:Description:
See Also:Controlled vocabulary terms for describing collections by type of material or physical characteristics. Sources for these form and genre terms may come from specialized thesauri, such as those for graphic materials, or from LCSH.
Encoding Analog:Section 3.3.2.1, Use of Attributes in <controlaccess> Subelements Go to Section
Other Attributes:655
Tagging Example 1:source="aat," "gmgpc," "lcsh," or other as appropriate Required
See Tag Library for full list of attributes and their values.
<head>Selected Search Terms</head>
<genreform source="gmgpc" encodinganalog="655">Portrait photographs--1860-1970.</genreform>
<genreform source="gmgpc" encodinganalog="655">Group portraits--1860-1970.</genreform>
<genreform source="gmgpc" encodinganalog="655">Photographic prints--1860-1970.</genreform>
<genreform source="gmgpc" encodinganalog="655">Posters.</genreform>
</controlaccess>
Selected Search Terms Portrait photographs--1860-1970. Group portraits--1860-1970. Photographic prints--1860-1970. Posters.Repeatable: yes
Order: within <controlaccess>
Revision Date: 09/17/03
3.3.2.4 Function and Occupation Terms
Tag:Description:<function>
See Also:Function terms <function>, describing the spheres of activities and organizational processes that generated the described records, are useful in corporate, government, and institutional archives, but have not been used at the Library. Occupation terms <occupation> identify the profession, business, or avocation of individuals in personal papers and are used at the Library.
Encoding Analog:Section 3.3.2.1, Use of Attributes in <controlaccess> Subelements Go to Section
Other Attributes:656 for <occupation>; 657 for <function>
Tagging Example 1:
- source="lcsh," "itoamc" (an occupation thesaurus locally maintained by the Manuscript Division), or other as appropriate Required
- rules
See Tag Library for full list of attributes and their values.
<head>Selected Search Terms</head>
<occupation source="itoamc" encodinganalog="656">Abolitionists.</occupation>
<occupation source="itoamc" encodinganalog="656">Diplomats.</occupation>
<occupation source="itoamc" encodinganalog="656">Journalists.</occupation>
</controlaccess>
Selected Search Terms Abolitionists. Diplomats. Journalists.Repeatable: yes
Order: within <controlaccess>
Revision Date: 7/11/03
3.3.2.5 Subjects and Titles
Tag:Description:<subject>
<title>
See Also:Topical subjects and titles of works in their authorized form (as found in the LCSH, the LC Name Authority File, or other sources) are encoded exactly as found in that source in the <controlaccess> section, whether in a single alphabetical list or grouped into categories. Remember that names when used as subjects are encoded as <persname> etc., with the ROLE attribute set to "subject."
Encoding Analog:Section 3.3.2.1, Use of Attributes in <controlaccess> Subelements Go to Section
Section 3.3.2.2, Personal, Corporate, Family and Geographic Names Go to Section
Other Attributes:630 with <title>; 650 with <subject>
Tagging Example 1:
- source="lcsh," "lctgm," "gmgpc," "lcnaf" for <subject> Required
- source="lcnaf" for <title> or other as appropriate Required
- rules
See Tag Library for full list of attributes and their values.
<head>Selected Search Terms</head>
<subject source="lcsh" encodinganalog="650">Afro-American
newspapers--New York (State)--Rochester. </subject>
<subject source="lctgm" encodinganalog="650">Civil rights
leaders. </subject>
<title source="lcnaf" encodinganalog="630">North star (Rochester,
N.Y.) </title>
</controlaccess>
Selected Search Terms Afro-American newspapers--New York (State)--Rochester. Civil rights leaders. North star (Rochester, N.Y.)Repeatable: yes
Order: within <controlaccess>
Revision Date: 7/31/03
3.3.2.6 Use of Grouped Controlled Vocabulary Terms
Description:See Also:Controlled vocabulary terms may be given in a single list of terms, or may be grouped according to the needs of the collection and the needs of the division by means of nesting <controlaccess> clusters within a single <controlaccess>. Each division may choose a usual pattern of grouping, or may modify the groups at need for each finding aid. Explanatory notes may be attached to each grouping to explain its contents and purpose.
Labels/heads:Section 3.3.2.1, Use of Attributes in <controlaccess> Subelements Go to Section
Tagging Example 1:Use the <head> elements appropriate to each grouping under the parent <controlaccess> which has its own head, (e.g., "Selected Search Terms"). The two examples below illustrate how headings may be used with particular groupings.
Example 1:
- Names (100, 600, 610, 611, 700, 710, 711)
- Subjects (630, 650, 651, 655)
- Occupations (656)
Example 2:
- Personal Names (100, 600)
- Organizations (110, 111, 610, 611)
- Subjects (650)
- Locations (651)
- Related Names (7xx)
- Genres (655)
- Occupations (656)
<head>Selected Search Terms</head>
<note>
<p>The following terms have been used to index the description of
this collection in the Library's online catalog. They are grouped
alphabetically by name of person, family, or organization, by
topical subject or place, and by occupation. </p>
</note>
<controlaccess>
<head>Names:</head>
<corpname source="lcnaf" encodinganalog="610" role="subject">American
Anti-Slavery Society. </corpname>
<persname source="lcnaf" encodinganalog="700">Anthony, Mary
S. Mary S. Anthony papers </persname>
<persname source="lcnaf" encodinganalog="100" role="creator">Anthony,
Susan B. (Susan Brownell), 1820-1906. </persname>
<famname source="lcnaf" encodinganalog="600" role="subject">Blackwell
family. </famname>
<persname source="lcnaf" encodinganalog="600" role="subject">Bloomer, Amelia
Jenks, 1818-1894. </persname>
<corpname source="lcnaf" encodinganalog="710">Doubleday and Company,
inc. Doubleday and Company records. </corpname>
<corpname source="lcnaf" encodinganalog="711">Inter-American Conference
for the maintenance of peace, Buenos Aires, 1936. Records. </corpname>
<persname source="lcnaf" encodinganalog="600" role="subject">Lincoln, Abraham,
1809-1865--Assassination. </persname>
<persname source="lcnaf" encodinganalog="600" role="subject">Mott, Lucretia,
1793-1880. </persname>
<corpname source="lcnaf" encodinganalog="610" role="subject">National American
Woman Suffrage Association. </corpname>
<corpname encodinganalog="611" role="subject">Pan-American Conference (1933 :
Montevideo, Uruguay) </corpname>
</controlaccess>
<controlaccess>
<head>Subjects:</head>
<subject source="lcsh" encodinganalog="650">Afro-Americans--Suffrage.</subject>
<subject encodinganalog="630" source="lcnaf">Lexington observer and reporter.</subject>
<genreform encodinganalog="655" source="gmgpc">Portraits.</genreform>
<subject source="lcsh" encodinganalog="650">Temperance.</subject>
<geogname source="lcsh" encodinganalog="651">United
States--Politics and government--19th century. </geogname>
<subject source="lcsh" encodinganalog="650">Women--Suffrage.</subject>
<subject source="lcsh" encodinganalog="650">Women's rights.</subject>
</controlaccess>
<controlaccess>
<head>Occupations:</head>
<occupation source="itoamc" encodinganalog="656">Reformers.</occupation>
<occupation source="itoamc" encodinganalog="656">Suffragists.</occupation>
</controlaccess>
</controlaccess>
Selected Search Terms The following terms have been used to index the description of this collection in the Library's online catalog. They are grouped alphabetically by name of person, family, or organization, by topical subject or place, and by occupation. Names: American Anti-Slavery Society. Anthony, Mary S. Mary S. Anthony papers. Anthony, Susan B. (Susan Brownell), 1820-1906. Blackwell family. Bloomer, Amelia Jenks, 1818-1894. Doubleday and Company, inc. Doubleday and Company, inc. records. Inter-American Conference for the maintenance of peace, Buenos Aires, 1936. Records. Lincoln, Abraham, 1809-1865--Assassination. Mott, Lucretia, 1793-1880. National American Woman Suffrage Association. Pan-American Conference (1933 : Montevideo, Uruguay) Subjects: Afro-Americans--Suffrage. Lexington observer and reporter. Portraits. Temperance. United States--Politics and government--19th century. Women--Suffrage. Women's rights. Occupations: Reformers. Suffragists.Tagging Example 2:
<head>Selected Search Terms</head>
<note>
<p>The following terms have been used to index the description of
this collection in the Library's online catalog. They are grouped
by name of person, organization, subject, location, related names,
genres, and occupations and listed alphabetically therein. </p>
</note>
<controlaccess>
<head>Personal Names:</head>
<famname source="lcnaf" encodinganalog="100" role="creator">Blackwell
family. </famname>
<persname source="lcnaf" encodinganalog="600" role="subject">Bloomer, Amelia Jenks,
1818-1894. </persname>
<persname source="lcnaf" encodinganalog="600" role="subject">Lincoln, Abraham,
1809-1865--Assassination. </persname>
<persname source="lcnaf" encodinganalog="600" role="subject">Mott, Lucretia,
1793-1880. </persname>
</controlaccess>
<controlaccess>
<head>Organizations:</head>
<corpname source="lcnaf" encodinganalog="610" role="subject">American Anti-Slavery
Society. </corpname>
<corpname source="lcnaf" encodinganalog="610" role="subject">National American
Woman Suffrage Association. </corpname>
<corpname source="lcnaf" encodinganalog="611" role="subject">Pan-American
Conference (1933 : Montevideo, Uruguay) </corpname>
</controlaccess>
<controlaccess>
<head>Subjects:</head>
<subject source="lcsh" encodinganalog="650">Afro-Americans--Suffrage.</subject>
<subject source="lcsh" encodinganalog="650">Antislavery
movements. </subject>
<subject source="lcsh" encodinganalog="650">Temperance.</subject>
<subject source="lcsh" encodinganalog="650">Women--Suffrage.</subject>
<subject source="lcsh" encodinganalog="650">Women's rights.</subject>
</controlaccess>
<controlaccess>
<head>Locations:</head>
<geogname source="lcsh" encodinganalog="651">Kentucky--Politics
and government--1792-1865. </geogname>
<geogname source="lcsh" encodinganalog="651">Kentucky--Politics
and government--1865-1951. </geogname>
<geogname source="lcsh" encodinganalog="651">Russia--Foreign
relations--United States. </geogname>
<geogname source="lcsh" encodinganalog="651">United
States--Foreign relations--Russia. </geogname>
<geogname source="lcsh" encodinganalog="651">United
States--Politics and government--19th century. </geogname>
</controlaccess>
<controlaccess>
<head>Related Names:</head>
<persname source="lcnaf" encodinganalog="700">Anthony, Mary
S. Mary S. Anthony papers. </persname>
<persname source="lcnaf" encodinganalog="700">Breckinridge, Joseph
Cabell, 1842-1920. Joseph Breckinridge Cabell papers. </persname>
<persname source="lcnaf" encodinganalog="700">Breckinridge,
Katherine Carson. Katherine Carson Breckinridge papers. </persname>
<corpname source="lcnaf" encodinganalog="710">Doubleday and
Company, inc. Doubleday and Company, inc. Records. </corpname>
<corpname source="lcnaf" encodinganalog="711">Inter-American
Conference for the maintenance of peace, Buenos Aires,
1936. Records. </corpname>
</controlaccess>
<controlaccess>
<head>Genres:</head>
<genreform source="gmgpc" encodinganalog="655">Portrait
photographs--1860-1970. </genreform>
<genreform source="gmgpc" encodinganalog="655">Group
portraits--1860-1970. </genreform>
</controlaccess>
<controlaccess>
<head>Occupations:</head>
<occupation source="itoamc" encodinganalog="656">Reformers.</occupation>
<occupation source="itoamc" encodinganalog="656">Suffragists.</occupation>
</controlaccess>
</controlaccess>
Selected Search Terms The following terms have been used to index the description of this collection in the Library's online catalog. They are grouped by name of person, organization, subject, location, related names, genres, and occupations and listed alphabetically therein. Personal Names: Blackwell family. Bloomer, Amelia Jenks, 1818-1894. Lincoln, Abraham, 1809-1865--Assassination. Mott, Lucretia, 1793-1880. Organizations: American Anti-Slavery Society. National American Woman Suffrage Association. Pan-American Conference (1933 : Montevideo, Uruguay) Subjects: Afro-Americans--Suffrage. Antislavery movements. Temperance. Women--Suffrage. Women's rights. Locations: Kentucky--Politics and government--1792-1865. Kentucky--Politics and government--1865-1951. Russia--Foreign relations--United States. United States--Foreign relations--Russia. United States--Politics and government--19th century. Related Names: Anthony, Mary S. Papers. Breckinridge, Joseph Cabell, 1842-1920. Joseph Cabell Breckinridge papers. Breckinridge, Katherine Carson. Katherine Carson Breckinridge papers. Doubleday and Company, inc. Doubleday and Company, inc. records. Inter-American Conference for the maintenance of peace, Buenos Aires, 1936. Records. Genres: Portrait photographs--1860-1970. Group portraits--1860-1970. Occupations: Reformers. Suffragists.Comments:
- When grouping access terms, consider whether a smaller or larger group is most appropriate. For instance, one may use a small number of groups where access terms are not numerous or are of relatively few types. See Example 1.
- If the list is longer and more complex, and if considerable work might be needed to move terms into an understandable order within a few groups, consider using more groups. See Example 2.
- The examples of groupings given are illustrative rather than prescriptive and care should be taken in determining divisional practice for such groupings.
- Consider the order of terms within each group. They might be sorted alphabetically by term, in order by MARC encoding analog and alphabetically therein, or by preponderance within the collection. Listings should not be confusing to researchers in having no apparent order. On the other hand, major manipulation of order given in the MARC catalog record adds to encoding overhead.
- An introductory note explaining the nature and source of the search terms will aid researchers in understanding this potentially confusing list. This note may be put directly within paragraph tags, but the preferred practice is to encode as a note, for better manipulation of its display. See Example 1 and Example 2. There might be one note at the beginning of the section, and a note about the contents of each group within that group, if desired.
Revision Date: 2/26/03
3.3.2.7 Use of Controlled Vocabulary Outside of <controlaccess>
Description:See Also:It is possible to encode names and subjects (i.e, <persname>, <geogname>, <subject>) in context in portions of the finding aid beyond the special <controlaccess> section provided for their use.
LC Practice recommends that key access terms need not be encoded as such outside the <controlaccess> section; see comments below. Exceptions are to encode repository as <corpname> and originator as <persname>, <famname> or <corpname> in Collection Summary.
Tagging Example 1:Section 3.3.8.3, Indexes Go to Section
<did>
<unittitle>
<geogname role="city">Cannon Beach</geogname>
<geogname role="county">Clatsop County</geogname>
<unitdate normal="1990-08">8/1990</unitdate>
<unitdate normal="1998-08">8/1998</unitdate>
</unittitle>
</did>
</c02>
Cannon Beach Clatsop County 8/1990 8/1998Comments:
- If names and subjects are already identified as such in the source data (e.g., a database with fielded data easily mapped to <persname>, <corpname>, or <geogname>), this data may be exported using the appropriate tags. In these cases, access terms are tagged and NORMAL attributes are supplied, if needed. No other attributes need be given in circumstances where it is easy to identify names as such but harder to provide authorized forms. Example 1 illustrates a container list of material organized geographically which has been exported from a database; other databases may contain personal names and corporate names as fielded data.
- Names may also be encoded in indexes when circumstances warrant. See Section 3.3.8.3.
- Most but not all significant names and subjects should already be included in the catalog record and encoded in <controlaccess>. If desired, additional names and subjects can be added to <controlaccess> in their authorized forms with SOURCE and ENCODINGANALOG attributes set. Remember that current browse lists are one form of output of <controlaccess>; in a print version, indexes might be generated from the normalized tagged data.