[Archivesspace_Users_Group] Dates in Agent record

Brad Westbrook brad.westbrook at lyrasis.org
Wed Jun 11 08:14:42 EDT 2014

Good morning.

The changes Cory describes were made for several reasons, of which one was to reduce redundant data entry in the agent / name record.  In our understanding the values that would be recorded in <existDates> are analogous to the values recorded in the date qualifier in an LCNAF record and, thus, both fields could be supported by a single Dates of Existence field in the ArchivesSpace agent/name record.  Is our understanding totally incorrect?  If so, is restoring the date field in the name record the only option for supporting both EAC and LCNAF?

Brad W.

Bradley D. Westbrook
Program Manager
brad.westbrook at lyrasis.org<mailto:brad at archivesspace.org>
800.999.8558 x2910
bradley_d_westbrook (Skype)
[cid:image003.png at 01CE734E.FD759D30]

From: archivesspace_users_group-bounces at lyralists.lyrasis.org [mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org] On Behalf Of Cory Nimer
Sent: Tuesday, June 10, 2014 8:04 PM
To: Archivesspace Users Group
Subject: Re: [Archivesspace_Users_Group] Dates in Agent record

Based on the EAC-CPF tag library, <useDates> is a subelement of <nameEntry> but is not considered to be part of the name itself. Rather, it is meant to indicate "the dates when the name or names were used by the entity being described." This would allow someone to create an aggregate name record, as in allowed in the optional provisions of DACS 2nd ed. 10.3.5, while recording usage dates for the different names (though this is not compatible with LC Name Authority File entries). Presumably, one might do the same with names recorded as variants. The <existDates> element, on the other hand, is nested in <description> and is meant to record the existence dates of the entity (e.g., date of birth, death, organization, abolishment, etc.). The <existDates> is paralleled in MARC and the LCNAF with the 046 field, but there is currently no equivalent element for <useDates>.

However, neither of the date options above provide a way of recording the date qualifiers that may be part of an LCNAF authorized access point. It was possible to record this data as part of the name entry up to release ArchivesSpace 1.0.7, but one of the changes in 1.0.9 appears to have been moving this data to a separate field from the name-to an EAC-CPF <existDates>/MARC 046 equivalent. This has also appears to have resulted in the removal of the date component of authorized access points in exported EAD, EAC-CPF, and MARC files.

While it might be possible to have the system display/export the date as part of the name, this may not produce the authorized access point as not all include date qualifiers. In order to support LCNAF name entries, the date qualifier field from 1.0.7 would need to be restored and the moved entries copied back into the name entry for existing users. This could potentially duplicate data in some Agent records, but would ensure that the display/exports would be accurate.

Cory Nimer
Manuscripts Cataloger/Metadata Specialist
Brigham Young University
1108 HBLL
(801) 422-6091

From: archivesspace_users_group-bounces at lyralists.lyrasis.org<mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org> [mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org] On Behalf Of Kottman, Miloche
Sent: Tuesday, June 10, 2014 8:36 AM
To: Archivesspace Users Group (archivesspace_users_group at lyralists.lyrasis.org<mailto:archivesspace_users_group at lyralists.lyrasis.org>)
Subject: [Archivesspace_Users_Group] Dates in Agent record

What is the difference between "Dates of Existence" and "Date(s) of Name Use" in a Person Agent record?  In other words, which section do I but the birth and death dates needed to differentiate the heading.

In addition, could a future version of ArchivesSpace include the date as part of the display of the name?


--Miloche Kottman
University of Kansas Libraries

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