Name authorities (agent records in ArchivesSpace) uniquely identify persons, families, corporate entities, or software that have a specified relationship to archival materials. Agent records can be used to show relationships among agents and to record variant name forms for an agent.
Creators, compilers, donors, and subjects of collections should have agent records in ArchivesSpace. Consult VIAF first to find existing authorized versions of names. For entities that have authorized forms, enter the authorized form of the name, cite the source, and include the source ID number. When known, add dates of existence. Enter biographical or historical notes into the agent record if they exist in the collection level description.
Authorized Names
Please note, agent records may contain more than one authorized version of name when an entity has undergone a name change. Choose the last known version as the agent’s “authorized” and “display” versions.
When formulating names, choose the form most used by the entity being described. Make sure you do not use name that will conflict with an existing authority in VIAF. See below for further guidance.
Corporate Entities
When formulating names for MIT departments, labs, centers, and other entities, use Massachusetts Institute of Technology as the primary part of the name. For DLCs that have undergone name changes, include each version of its name as well as the dates of use. Enter dates of existence whenever known. For DLCs that have merged or split off from another entity, create a separate agent and link related entities under the related agents field.
Personal Names
When formulating personal names, use the person’s surname as “Primary Part of Name,” with first and middle (if applicable) as the “Rest of Name”. Choose the version of the name most commonly used by the entity being described. For individuals that have gone by multiple names (e.g., married names, pen names, fuller versions), include variant forms. Do not enter “deadnames” without consent of the person being described.
Enter dates of birth and death in the “dates of existence” module when known.
To disambiguate entities from established authorities, consider adding dates to name heading. Other options include adding profession to the qualifier field. For MIT graduates, you may also use their class year. (e.g.., “MIT Class of 1942”) as a qualifier.
Families
Forthcoming
Creating Agent Records
Forthcoming due to module revision.