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Level of Description is the hierarchical level of the component being described. It a controlled value list in ArchivesSpace, based on EAD, and is a required field.
| Level | Definition | Usage |
|---|---|---|
| Collection | A set of archival or (more commonly) manuscript materials.1 | Use at the top level of the resource. |
| Series |
| Generally used to group files. For Level 1 processing, Series may be the lowest level of description used. Series should reflect existing delineations of materials in a collection. Legacy description may use Series to designate unincorporated accessions. |
| Sub-Series | A body of documents within a series readily distinguished from the whole by filing arrangement, type, form, or content.3 | Sub-Series is generally only used for higher level processing. |
| File | A group of documents related by use or topic, typically housed in a folder (or a group of folders for a large file).4 | Files may be nested under Collection, Series, or Sub-Series. File is generally used to describe folders. It may also be used to describe boxes for Level 1 and 2 processing. |
| Item | A thing that can be distinguished from a group and that is complete in itself. An item may consist of several pieces but is treated as a whole.5 | Items are nested under File level description, and are generally only used for Level 4 processing. Item may also be used to describe books, audiovisual materials, and objects in parallel with File level description. |
| Other Level | Levels not otherwise specified in the EAD schema. | Other Level is generally used to group files together, typically by a larger theme. If "Other Level" is selected, it must be described (see EAD @otherlevel for examples). Use "File Group" to describe these aggregations. Other Level may also be used for designations such as "Sub-Sub-Series. |
" Legacy description may use Other Level to describe aggregate box level description, however this practice should not be applied to new description. | ||
| Class | The highest or root element in a hierarchy.6 | Not in use. |
|---|---|---|
| Fonds | The entire body of records of an organization, family, or individual that have been created and accumulated as the result of an organic process reflecting the functions of the creator.7 | Not in use—DDC uses the Series Descriptive System. |
| Sub-Fonds | Subdivision of Fonds. | Not in use. |
| Record Group | A collection of records that share the same provenance or were created in the same administrative unit.8 | Not in use—DDC uses the Series Descriptive System. |
| Sub-Group | A body of related records within a record group or collection, each corresponding to an administrative subdivision in the originating organization.9 | Not in use. |
References
Society of American Archivists, “Collection,” in Dictionary of Archival Terminology, https://dictionary.archivists.org/entry/collection.html.Anchor 1 1
SAA, “Series,” in Dictionary of Archival Terminology, https://dictionary.archivists.org/entry/series.html.Anchor 2 2
SAA, “Subseries,” in Dictionary of Archival Terminology, https://dictionary.archivists.org/entry/subseries.html.Anchor 3 3
SAA, “File,” in Dictionary of Archival Terminology, https://dictionary.archivists.org/entry/file.html.Anchor 4 4
SAA, “Item,” in Dictionary of Archival Terminology, https://dictionary.archivists.org/entry/item.html.Anchor 5 5
SAA, “Class,” in Dictionary of Archival Terminology, https://dictionary.archivists.org/entry/class.html.Anchor 6 6
SAA, “Fonds,” in Dictionary of Archival Terminology, https://dictionary.archivists.org/entry/fonds.html.Anchor 7 7
SAA, “Record Group,” in Dictionary of Archival Terminology, https://dictionary.archivists.org/entry/record-group.html.Anchor 8 8
SAA, “Subgroup,” in Dictionary of Archival Terminology, https://dictionary.archivists.org/entry/subgroup.html.Anchor 9 9
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