CALM fields
The CALM fields required for documenting access status and sensitivity information
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The CALM fields required for documenting access status and sensitivity information
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To instruct the library system (Sierra) for online ordering. The chosen option will create a Sierra item record and determine the location code an item receives to aid retrievals.
Rules
Only use this field for Item level records. It is only needed when the record relates to an orderable item.
Complete this field after determining the appropriate access status for the record.
Select the appropriate option from the picklist. This will be determined by whether an item is open or closed, and the format of the material, particularly if it requires a separate storage location.
There is not a separate option for visual material catalogued as archives. Use either “Archives - Requestable” (for items that are open or restricted) or “Archives - Not Requestable” (for items that have any other access status) from the picklist.
Examples
See for guidance on assigning correct ordering codes according to access status, format, and location of the material
ISAD[G] 3.4.1
This field provides information on the accessibility of the material being described due to its legal or ethical status (e.g. whether it contains sensitive data or not).
Select the appropriate option from the picklist
Open
Online request / / By appointment /
Open with advisory
Online request / / By appointment /
Restricted
Restricted / By appointment /
Permission required
By approval /
Safeguarded
By approval
Closed
Unavailable
Certain restrictions apply
Online request
Data issues
[keep existing Ordering Status]
Missing
[keep existing Ordering Status]
Deaccessioned
Unavailable
"Certain restrictions apply" should only be used for collection-level records
Born-digital material cannot be restricted if it is text based, as the ability to keyword search in effect makes it a structured filing system. Image and audio-visual media can be restricted.
There are a few instances where two access statuses apply simultaneously (e.g. Permission required and restricted). In these instances, the Access Status is set to Permission required as it is more restrictive (it suppresses the ability to order material online).
A record can be both restricted and closed. The access status should be Closed and the closed date should be recorded in the Closed_Until field and restricted date in the Sensitivity_Description field.
This field provides information on the accessibility of the material being described due to its format, condition or other physical characteristics.
Rules
Select the appropriate option from the picklist
Online request
Open / Open with advisory / Restricted
Open / Open with advisory
Restricted
Restricted
By appointment
Open / Open with advisory / Restricted / Permission required
By approval
Safeguarded / Permission required
Unavailable
Closed / / Deaccessioned
There may be occasions where two ordering statuses apply (e.g. by approval and by appointment). In these instances, the Ordering_Status is set to the more restrictive option (in this example it would be by approval).
ISAD(G) 3.4.1
To set out the conditions under which access is available, or the reasons why access cannot be provided. Also to provide public information about previous closures or restrictions.
For all other access statuses and ordering statuses, AccessConditions must be filled in.
Examples
To record the period of closure and the date at which the material will be reviewed for opening.
Enter the date in the format 01/01/YYYY
An item can be assigned both a closed and restricted access status, providing the restricted access status duration is longer. In this instance, enter the appropriate date in the Closed_Until field and mark the AccessStatus field as Closed. Enter the restricted date in the Sensitivity_Description field. The Closed_Until data will be deleted once expired and the restricted data moved from the Sensitivity_Description field to the Restricted_Until field.
To record the period of restriction and the date at which the material will open.
Enter the date in the format 01/01/YYYY
To record the date a sensitivity assessment took place. It is mandatory for sensitivity reviews that occur outside the primary cataloguing process, or when reviewing digitised material. It is not required for sensitivity reviews that occur as part of the cataloguing process.
Use date format DD/MM/YYYY
See for more details about the Data issues, Missing and Deaccessioned access statuses
Refer to the and relevant sections of this guidance on determining the appropriate access status.
Refer to the page for guidance on determining the correct Ordering Status.
The default assumption is that material is open and can be ordered online. In this instance AccessConditions is not required, unless there are additional considerations (see )
See for all the statements available to use.
Refer to the public for guidance on determining the appropriate period of closure.
Refer to the public for guidance on determining the appropriate period of restriction.
See for more information.