Add a new name record

To add a new name record:

1. From the Module Menu select Archives.
2. Select Record Entry, click Name Details and then click the type of name you want.
3. Fill in as much detail as required (see below for more information). An asterisk identifies a mandatory field.
4. Click Save or Save & Close to save your changes.

Edit a name record

To edit a name record:

1. From the Module Menu select Archives.
2. Select Search Pages and then Name Details.
3. Find the record you want, and click Edit Record at the Full Display.
4. Make your changes, and click Save or Save & Close.

Description of fields in a name

Identity area

Identifier

A code, e.g. the first three letters of the surname.

Display name

The name in normal sequence, e.g. John Smith.

Authorised names

Select the Type from the dropdown and enter the Name in standardised form, e.g. Smith, John.

Login details

If the named person is also a user of Archives, you can enter the login details here.

Contact area

The street address, mailing address and any other contact details, e.g. the URL of any website associated with the person or organisation.

Description area

Dates of existence

Use the calendar to indicate the birth/date dates. Archives will use this date for facets and indexing. You can click the calendar icon to pop up a calendar and then click to select a date. You can click in the area in front of the month to display the calendar for that month in that year. Click in the space again to display a list of years to choose from. You can also use the forward and back arrows. Click in the space again and it will display a date range of years to choose from.

If the birth and death dates are unknown then use Display dates, e.g. "Flourished 1920-".

Biographical history

Enter any relevant information regarding the origin, progress development and work of an organisation or life and work of an individual. Cite additional information in published sources.

Personal details

Enter details of sex, marriage, children, role and place of birth and death. Click Search to find the authority for Place born and Place died. If you can’t find one then type the name in Place born and/or Place died and Archives will create a new authority.

Control area

Former identifiers

Any previous record numbers or codes, and a note about this identifier. You can search for the note using the "Anywhere" option in ACN, ARC, NAME or PHY searches

Variant identifiers

Any previous names, numbers etc.

Maintenance notes

Any notes about the maintenance of the name.

Sources

Notes on any sources used to provide biographical detail, e.g. parish registry.

Rules and conventions

Here you can record any rules or protocols followed in the preparation of the name, e.g. AACR2.

Status

Select from the dropdown.

The statuses are set up in the ARDS lookup table, and can be maintained using the Table Manager.

Level of detail

Select from the dropdown.

The encoding levels are set up in the ARDE lookup table, and can be maintained using the Table Manager.