The National Archives Catalog


Elements Available for Describing Series, File Units, and Items

(* denote Mandatory elements.)
(Additional elements are available to describe audiovisual items.)

Series File Unit Item
     
Title* Title* Title*
Other Title Other Title Other Title
    Subtitle
Arrangement Arrangement  
Custodial History Note Custodial History Note Custodial History Note
Date Note Date Note Date Note
Finding Aid Type Finding Aid Type  
Finding Aid Note Finding Aid Note  
Finding Aid Source Finding Aid Source  
Function and Use* 1    
General Note General Note General Note
Microform Publication Identifier Microform Publication Identifier Microform Publication Identifier
Microform Publication Title Microform Publication Title Microform Publication Title
Microform Publication Note Microform Publication Note Microform Publication Note
Numbering Note    
Scale Note Scale Note Scale Note
Scope and Content Note Scope and Content Note Scope and Content Note
Staff Only Note Staff Only Note Staff Only Note
Transfer Note Transfer Note Transfer Note
Accession Number Accession Number Accession Number
Disposition Authority Number    
Former Collection Former Collection Former Collection
Former Record Group Former Record Group Former Record Group
Internal Transfer Number Internal Transfer Number Internal Transfer Number
Records Center Transfer Number Records Center Transfer Number Records Center Transfer Number
Variant Control Number Variant Control Number Variant Control Number
Variant Control Number Type Variant Control Number Type Variant Control Number Type
Variant Control Number Note Variant Control Number Note Variant Control Number Note
    Copyright Date
    Copyright Date Qualifier
Coverage Start Date Coverage Start Date Coverage Start Date
Coverage Start Date Qualifier Coverage Start Date Qualifier Coverage Start Date Qualifier
Coverage End Date Coverage End Date Coverage End Date
Coverage End Date Qualifier Coverage End Date Qualifier Coverage End Date Qualifier
Inclusive Start Date* 2    
Inclusive Start Date Qualifier 2    
Inclusive End Date* 2    
Inclusive End Date Qualifier 2    
    Production Date
    Production Date Qualifier
General Records Type* General Records Type* General Records Type*
Geographic Reference Geographic Reference Geographic Reference
Language Language Language
Organizational Contributor Organizational Contributor Organizational Contributor
Organizational Contributor Type Organizational Contributor Type Organizational Contributor Type
Organizational Reference Organizational Reference Organizational Reference
Personal Contributor Personal Contributor Personal Contributor
Personal Contributor Type Personal Contributor Type Personal Contributor Type
Personal Reference Personal Reference Personal Reference
Specific Records Type Specific Records Type Specific Records Type
Topical Subject Reference Topical Subject Reference Topical Subject Reference
Access Restriction Status* 3 Access Restriction Status* 3 Access Restriction Status* 3
Specific Access Restrictions 3 Specific Access Restrictions 3 Specific Access Restrictions 3
Security Classification 3 Security Classification 3 Security Classification 3
Access Restriction Note Access Restriction Note Access Restriction Note
Use Restriction Status* 3 Use Restriction Status* 3 Use Restriction Status* 3
Specific Use Restriction 3 Specific Use Restriction 3 Specific Use Restriction 3
Use Restriction Note Use Restriction Note Use Restriction Note
Creating Individual* 4    
Creating Individual Type* 4    
Creating Organization* 4    
Creating Organization Type* 4    
Description Author Description Author Description Author
Description Date Description Date Description Date
Description Type* Description Type* Description Type*
Copy Status* Copy Status* Copy Status*
Container List    
Extent* Extent Extent
GPRA Indicator*    
Holdings Measurement Type*    
Holdings Measurement Count*    
Location Facility* Location Facility* Location Facility*
Location Note Location Note Location Note
Physical Occurrence Note Physical Occurrence Note Physical Occurrence Note
Reference Unit* Reference Unit* Reference Unit*
Specific Media Type* Specific Media Type* Specific Media Type*
    Base
Color Color Color
Container ID Container ID Container ID
Dimension Dimension Dimension
    Emulsion
Height Height Height
Width Width Width
Depth Depth Depth
Media Occurrence Note Media Occurrrence Note Media Occurrence Note
Physical Restriction Note Physical Restriction Note Physical Restriction Note
Piece Count Piece Count Piece Count
Process Process Process
Reproduction Count Reproduction Count Reproduction Count
Technical Access Requirements Note Technical Access Requirements Note Technical Access Requirements Note

NOTES:

1 Function and Use is mandatory for newly created descriptions of organizational records, but not for descriptions of personal papers or legacy descriptions.

2 The Inclusive Dates for the File Unit and Item descriptions are inherited down from the Series descriptions.

3 If a Restriction Status of "Restricted - Fully" or "Restricted - Partly" is selected, then the Specific Restriction becomes mandatory. If a Specific Access Restriction of "FOIA (b)(1) National Security", "Donated - Security Classified", or "Security Classified - Mandatory Review" is selected, then the Security Classification also becomes mandatory.

4 A creator and creator type is mandatory. The creator can either be a creating individual or a creating organization. Creators for the File Unit and Item descriptions are inherited down from the Series descriptions.

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