Superseded fields

Description of fields no longer used in current cataloguing practice

These fields are no longer used in current cataloguing and do not appear in the record templates, but you may come across them in older catalogue records.

Digital_file_path

To record the original file path and title (and thus context) of a born-digital asset. The data was automatically generated as part of the sync with Preservica.

Digital_Date_Created and Digital_Last_Modified

To record dates for born-digital assets. These were automatically generated as part of the sync with Preservica and only used at piece level.

Digital_File_Format

[ISAD(G) 3.4.4]

To record the format of the file as recorded in PRONOM, the format registry maintained by The National Archives. The data was automatically generated as part of the sync with Preservica and only used at piece level.

FileNumber

Previously used in PP/HO (alongside BoxNumber) and a handful of other item-level records.

OutsizeItemNumber

Used to record the outsize box number. While O/S box numbering still exists, this is now recorded in the BoxNumber field instead.

Access_Licence

Introduced but never used. Created to record the access level that would be applied to a born-digital asset, and to control access granted by our online viewer.

ReproductionConditions

Used to identify any conditions that restrict or affect copying the unit of description. Wasn’t easily applied across formats. Replaced by Copyright field.

HWDA fields

Created as part of the Wellcome’s World project and no longer added to.

FndgAids

Used to identify any finding aids that the repository or records creator may have that provide information relating to the contents of the unit of description (e.g. index to correspondents, etc.). This field was often used for cross-reference to published hard-copy catalogues of Western Manuscripts.

Condition

Used to record an item’s condition from a picklist: Good / Fair / Poor. Conservation use a separate system and do not update the catalogue record once an item has been conserved. This field is no longer used to prevent this data getting out of sync.

ConservationPriority

Used to identify conservation jobs. Conservation use a separate system and do not update the catalogue record once an item has been conserved. This field is no longer used to prevent this data getting out of sync. Unable to remove from CALM template.

ConservationStatus

Used to record progress of identified conservation jobs. Conservation use a separate system and do not update the catalogue record once an item has been conserved. This field is no longer used to prevent this data getting out of sync

ConservationNeeds

Used to record details of work required on a given item. Conservation use a separate system and do not update the catalogue record once an item has been conserved. This field is no longer used to prevent this data getting out of sync

ItemsAtConservation

Used to record when parts of this unit of description (e.g. a few items out of a file of photographs) have been taken out for conservation. Replaced by an appropriate option in the access status.

Digitisation Project

Used to indicate when an item had been digitised as part of a specific project.

Link_To_Digitised

Used to house a link to a digitised facsimile of the item, consisting of the text to be displayed and the URL.

DataSharing

Used to record when data has been exported to a project such as AIM25, Access to Archives, etc.

Producible_Unit

Used as part of the harvest process to enable online ordering in the library system. Became obsolete.

Sources_Guides_Used

Used to add a collection or item to an online subject guide via a canned search. Picklist of over 100 possible guides, with each guide being in a separate field. Changes to website and search functionality has made this field redundant.

DescriptionDate

Used to record the date when the catalogue was completed, in the format the Month Year (“May 2002”). This duplicates information in ArchivistsNotes field so deemed unnecessary.

Bnumber

Used to record the bibliographic number (b number) generated when data is exported to a MARC database. The field was populated through an automated process for a small subset of records.

Data_Import_Landing

Used by system administrators to aid automated imports of data. Never used as part of normal cataloguing activity.

Ordering_Instructions

Used to explain whether a researcher is at the right level of the hierarchy to order an Item (or link to its digitised facsimile). Controlled via picklist. Changes to website has made this field redundant.

SDB_Ref, SDB_Type, SDB_URL

Used as part of the sync with Preservica to record unique identifiers and locations of the born-digital assets. The fields were populated automatically as part of the ingest and sync process. SDB_URL has been repurposed to record the Archivematica UUID.

Superseded access conditions statements

New cataloguing follows the guidelines for using Access_Conditions as outlined in AccessConditions and Appendix 3. However, some legacy collections have differing access conditions statements. These are still in use for their specific collections but should not be used in any new cataloguing:

This item is fragile and is available for consultation on microfilm. If you wish to see the physical item, please email [email protected]