Mandatory cataloguing fields

Quick-reference table of all mandatory cataloguing fields

Before creating any CALM catalogue records make sure you have updated the CatalogueStatus field in the accession record(s) to In Progress.

The following table sets out the mandatory fields for all archive records. Click on the field to jump to full instructions on how to use each one.

The table should be read in conjunction with the audio-visual cataloguing CALM guidelines and the mandatory born-digital fields page if your collection contains those types of material.

Country_Code and Repository_Code are also mandatory fields for all levels, but are automatically completed in CALM. The cataloguer is not required to input any data.

Mandatory fields

Collection level

Mandatory fields at Collection level:

IDENTITY RefNo PublicRef Title Date Level Extent StorageSite

CONTEXT Creator_Name Admin_History Custodial_History Acquisition AccNo

CONTENT Description Arrangement Subject

ACCESS Access_Status

Ordering_Status Access_Conditions Copyright ArchivistNotes

ALLIED MATERIALS Harvest CatalogueStatus

Parent level

Mandatory fields at Parent level (i.e. Section, Series, Sub-Series):

IDENTITY RefNo PublicRef Title Date Level Extent StorageSite

ACCESS

Copyright

ALLIED MATERIALS

Harvest CatalogueStatus

Item level

Mandatory fields at Item level:

IDENTITY

RefNo PublicRef Title Date Level Extent StorageSite

Location OrderingCodes BoxNumber

ACCESS

Access_Status

Ordering_Status Access_Conditions Copyright MaterialType

ALLIED MATERIALS

Harvest CatalogueStatus