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					     Requirements for ARC Canned Searches, Keyword Search Presentation, and Hit List Displays
                                   Version 6.1, June 19, 2001

General
1. This document provides requirements relating to primary and secondary searches and hit list displays
   for the following domains:
        Archival Descriptions
        Physical Holdings
        Organizations
        People/AACR2 Organizations
        Subjects

2. Searches are identified as:
       Standard (right truncation, single column only, automatic re-indexing)
       Keyword (single or multiple columns)

3. Use of the word “Non Standard” in this document refers to the field label, not the type of searching.

4. An advanced search allows a combination of the above searches in one search screen; other primary
   searches also allowed more limited, pre-defined combinations.

5. Standard searches should allow the following operators

               Right hand truncation (default)
               Left hand truncation for one character (is this possible?)
               Left hand truncation for multiple characters (requires users to start phrase with
                %)
               Internal wildcard for one character (is this possible?)
               Internal wildcard for multiple characters (is this possible?)
               Ignores capitalization (is this possible?)


6. Keyword searches should allow the following operators:

               And                       Right hand truncation for one character
               Or                        Right hand truncation for multiple characters
               Not                       Left hand truncation for one character
               Near                      Left hand truncation for multiple characters
               Within X                  Internal wildcard for one character
               Adjacent                  Internal wildcard for multiple characters
               Exact phrase
               Nesting of the
                above


7.    For each search we have identified the search name, the name(s) of the NARA field(s) to be searched,
      the type of search, and any questions or comments. Searches should appear in the order specified.




h:/wpfiles/arc/fdidev/searches6.doc                                                                        1
Outline

Primary Searches
1.0    Archival Descriptions Primary Searches
2.0    People and AACR2 Organization and Meeting Primary Searches
3.0    Organization Primary Searches
4.0    Subjects Primary Searches
5.0    Primary Search Appendices
                      A: Advanced Search
                      B: Title/Creator Keyword
                      B-1: Title/Creating Organization Keyword
                      B-2: Title/Creating Individual Keyword
                      C: Title/Identifiers Keyword
                      C-1: RG Number/Full Keyword
                      C-2: Collection ID/Full Keyword
                      E: Person Authority: Last/First Name
                      G: Organization Authority: Advanced Search
                      H: Geographic Reference Authority: Heading and Place Type
                      I: Organization Authority: Name or Variant Name
Secondary Searches
6.0    Collection Layout
7.0    Series, File Unit, Item, AV Item Layouts
8.0    Series, File Unit, Item, AV Item Layouts – Hierarchy Pages
9.0    Person, AACR2 Organizations, AACR2 Meetings
10.0 NARA Organizations
11.0 Subjects


Hit Lists
12.0 Archival Materials
        12.1 Archival Materials Hit List #1
        12.2 Archival Materials Hit List #2
        12.3 Archival Materials Hit List #3
13.0 Language
14.0 Microform Publications
15.0 Holdings Measurement Type
16.0 Person
17.0 AACR2 Organization / Meeting Name Hit List
18.0 NARA Organizations
19.0 General Records Type, Topical Subject
19.5 Program Area
20.0 Subject Category
21.0 Specific Records Type
        21.1 Brief Citation Hit List
22.0 Geographic Reference
        22.1 Brief Citation Hit




h:/wpfiles/arc/fdidev/searches6.doc                                               2
     1.0    Archival Descriptions Primary Searches
     Archival Materials Hit List #1 12.1
     Search Name            NARA field labels        Type of Search/Comments
A1   ARC Identifier         Unique system id         Standard Search




     h:/wpfiles/arc/fdidev/searches6.doc                                       3
A2   Full Keyword           Title                                     Keyword Search
                            Subtitle
                            Other Title                               For subjects search the heading field (subjectld)
                            Production Series Title
                            Production Series Subtitle                For people, search the display_name in AUTHORS.
                            Arrangement
                            Custodial History Note                    For organizations search the local_name in
                            Date Note                                 LOCAL_NARA_NAME.
                            Function and Use
                            General Note
                            Numbering Note
                            Scale Note
                            Scope and Content Note
                            Staff Only Note
                            Transfer Note
                            Variant Control Number
                               Type
                               Note
                            Order ID
                            Unique system id
                            Specific Records Type
                            Specific Records Type-non standard
                            Personal Reference
                            Personal Reference-non standard
                            Personal Contributor
                            Personal Contributor – non standard
                            Creating Individual
                            Personal Donor
                            Organizational Reference
                            Organizational Reference-non standard
                            Creating Organization
                            Organizational Contributor
                            Organizational Contributor-non standard
                            Organizational Donor
                            Subject
                            Subject-non standard
                            Geographic Reference
                            Geographic Reference-non standard
                            Finding Aid Type
                              Note
                              Source
                            Microform Publication Identifier
                            Microform Publication Title
                            Microform Publication Note
                            Shot List
                            Container List
                            Unique system id
                            Access Restriction Note
                            Use Restriction Note
                            Physical Restriction Note
                            Physical Occurrence Note
                            Accession Number
                            Internal Transfer Number
                            Disposition Authority Number
                            Records Center Transfer No.
                            Description Author
A3   Identifiers Keyword    Record Group Number                       Keyword
                            Variant Control Number
                            Collection Identifier
                            Order ID
                            Unique system id
     h:/wpfiles/arc/fdidev/searches6.doc                                                                                  4
                             Former RG Number
                             Former Collection ID
A4    Advanced Search                                                   Combination of Standard and Keyword Searches
                                                                        See Appendix A
A5    Title                  Title                                      Standard
A6    Title Keyword          Title                                      Keyword
A7    All Title Fields       Title                                      Keyword
      Keyword                Subtitle
                             Other Title
                             Production Series Title
                             Production Series Subtitle
A8    Title/Creating         Title: Title                               Combo search (two boxes).
      Organization           Creating Organization: Creating
                             Organization                               For organizations search the local_name in
                                                                        LOCAL_NARA_NAME.

                                                                        Both Standard Search

                                                                        Search inherited creator data.
A9    Title/Creating         Title: Title                               Combo search (two boxes).
      Individual             Creating Individual: Creating Individual
                                                                        For people, search the display_name in AUTHORS.

                                                                        Both Standard Search

                                                                        Search inherited creator data.
A10   Title/Creator                                                     Keyword.
      Keyword
                                                                        For people, search the display_name in AUTHORS.

                                                                        For organizations search the local_name in
                                                                        LOCAL_NARA_NAME.

                                                                        Search inherited creator data.

                                                                        See Appendix B.
A11   Title/Creating                                                    Keyword Search
      Organization
      Keyword                                                           For organizations search the local_name in
                                                                        LOCAL_NARA_NAME.

                                                                        Search inherited creator data.

                                                                        See Appendix B-1
A12   Title/Creating                                                    Keyword Search
      Individual Keyword
                                                                        For people, search the display_name in AUTHORS.

                                                                        Search inherited creator data.

                                                                        See Appendix B-2
A13   Title/Identifier                                                  Keyword.
      Keyword                                                           See Appendix C.
A14   RG Number/Full                                                    Keyword
      Keyword                                                           See Appendix C-1.
A15   Collection ID/Full                                                Keyword
      Keyword                                                           See Appendix C-2.
A16   Names-People           Personal Reference                         Standard Search
                             Personal Reference-non standard
                             Creating Individual                        Full display_name should be searched

      h:/wpfiles/arc/fdidev/searches6.doc                                                                                 5
                             Personal Donor
                             Personal Contributor                      Search inherited creator data.
                             Personal Contributor-non standard
                                                                       Requires a change from initial implementation,
                                                                       which was keyword.
A17   Names-                 Organizational Reference                  Standard Search
      Organizations          Organizational Reference-non standard
                             Creating Organization                     For organizations search the local_name in
                             Organizational Contributor                LOCAL_NARA_NAME.
                             Organizational Contributor-non standard
                             Organizational Donor                      Search inherited creator data.

                                                                       Requires a change from initial implementation,
                                                                       which was keyword.
A18   Subjects (topical,     Subject Reference                         Keyword
      geographic, people,    Subject Reference-non standard
      organizations)         Geographic Reference                      For subjects search the heading field (subjectld)
      Keyword                Geographic Reference-non standard
                             Personal Reference                        For people, search the display_name in AUTHORS.
                             Personal Reference-non standard
                             Organizational Reference                  For organizations search the local_name in
                             Organizational Reference-non standard     LOCAL_NARA_NAME.
A19   Contributors/Donors    Personal Contributor                      Keyword
      Keyword                Personal Contributor-non standard
                             Organizational Contributor                For people, search the display_name in AUTHORS.
                             Organizational Contributor-non standard
                             Personal Donor                            For organizations search the local_name in
                             Organizational Donor                      LOCAL_NARA_NAME.
A20   Creators Keyword       Creating Organization                     Keyword
                             Creating Individual
                                                                       For people, search the display_name in AUTHORS.

                                                                       For organizations search the local_name in
                                                                       LOCAL_NARA_NAME.

                                                                       Searches inherited creator data.
A21   Specific Records       Specific Records Type                     Standard
      Type                   Specific Records Type-non standard
A22   Shot List Keyword      Shot List                                 Keyword
A23   Container List         Container List                            Keyword
      Keyword
A24   Lifecycle Numbers      Accession Number                          Keyword
      Keyword                Internal Transfer Number
                             Disposition Authority Number
                             Records Center Transfer No.




      h:/wpfiles/arc/fdidev/searches6.doc                                                                                  6
      2.0    People and AACR2 Organization and Meeting Name Primary Searches
      Person Hit List 16.0
      PEOPLE                   Searches and retrieves data in AUTHORS table.
      SEARCHES
      Search Name              NARA field labels                                        Search Type/Comments
P1    Person Authority: Full   Name (Preferred and Non-Preferred)                       Keyword.
      Keyword                  Biographical Note
                               Source Note                                              Full display_name should be
                               Unique system id                                         indexed.
P2    Person Authority:        Name (Preferred and Non-Preferred)                       Standard
      Name
                                                                                        Full display_name should be
                                                                                        indexed.
P2a   Person Authority         Name (Preferred and Non-Preferred) – but only non-       Standard
      (Non-Standard): Name     standard Person authority records
                                                                                        Full display_name should be
                                                                                        indexed.
P2b   Person Authority         Name (Preferred and Non-Preferred) – standard and non-   Standard
      (Standard & Non-         standard Person authority records
      Standard): Name                                                                   Full display_name should be
                                                                                        indexed.
P3    Person Authority:        Name (with a type of Preferred=Yes)                      Standard
      Preferred Name                                                                    Full display_name should be
                                                                                        indexed.
P4    Person Authority:        Name (with a type of Preferred=No)                       Standard
      Non-Preferred Name                                                                Full display_name should be
                                                                                        indexed.
P5    Person Authority:                                                                 Standard
      Last/First Name
                                                                                        See Appendix E.
P6    Creating Individual      Name (Preferred and Non-Preferred)                       Keyword.
      Keyword                  Biographic Note
                                                                                        Should search only for
                                                                                        responsibility type of creating
                                                                                        individual.

                                                                                        Full display_name should be
                                                                                        indexed.

                                                                                        We know our validation rules
                                                                                        ensure that non-preferred names
                                                                                        can not be linked as creators.
                                                                                        However, we would like this
                                                                                        search to find names that are
                                                                                        linked as “Use For” names to
                                                                                        those preferred names that are
                                                                                        linked as Creating Individuals.
P7    Creating Individual by   Name (Preferred and Non-Preferred)                       Standard
      Last/First Name
                                                                                        Same as Appendix E only limited
                                                                                        to those typed as Creating
                                                                                        individuals.

                                                                                        We know our validation rules
                                                                                        ensure that non-preferred names
                                                                                        can not be linked as creators.
                                                                                        However, we would like this
                                                                                        search to find names that are
                                                                                        linked as “Use For” names to

      h:/wpfiles/arc/fdidev/searches6.doc                                                                                 7
                                                                                   those preferred names that are
                                                                                   linked as Creating Individuals.
P8    Person Authority:        Unique system id                                    Standard Search
      ARC Identifier

      AACR2 Organization / Meeting Name Hit List 17.0
       AACR2 ORGANIZATION               Searches and retrieves data in AUTHORS
       AND MEETING                      table.
       SEARCHES
       Search Name                      NARA field labels                        Search Type/Comments

AO1    AACR2 Organization               AACR2 Organization Name (Preferred and   Standard.
       Authority: Name                  Non-Preferred)
                                                                                 Full display_name should be
                                                                                 indexed.
AO2    AACR2 Organization               AACR2 Organization Name (Preferred and   Keyword
       Authority: Full Keyword          Non-Preferred)
                                        Source Note                              Full display_name should be
                                                                                 indexed.
AM1    AACR2 Meeting Authority:         AACR2 Meeting Name (Preferred and Non-   Standard.
       Name                             Preferred)
                                                                                 Full display_name should be
                                                                                 indexed.
AM2    AACR2 Meeting Authority:         AACR2 Meeting Name (Preferred and Non-   Keyword
       Full Keyword                     Preferred)
                                        Source Note                              Full display_name should be
                                                                                 indexed.
AOM    AACR2 Organizations &            AACR2 Organization Name (Preferred and   Standard.
1      Meetings Authority: Name         Non-Preferred)
                                                                                 Full display_name should be
                                        AACR2 Meeting Name (Preferred and Non-   indexed.
                                        Preferred)
AOM    AACR2 Organizations &            AACR2 Organization Name (Preferred and   Keyword
2      Meetings Authority: Full         Non-Preferred)
       Keyword                                                                   Full display_name should be
                                        AACR2 Meeting Name (Preferred and Non-   indexed.
                                        Preferred)

                                        Source Note
AOM    AACR2 Organizations &            NARA Organization Name                   Standard
3      Meetings Authority: NARA
       Organization Name                                                         Local_name
AOM    AACR2 Organizations &            AACR2 Organization Name (Non-Standard)   Standard.
4      Meetings Authority (Non-
       Standard)                        AACR2 Meeting Name (Non-Standard)        Full display_name should be
                                                                                 indexed.
AOM    AACR2 Organizations &            AACR2 Organization Name (Preferred and   Standard.
5      Meetings Authority (Standard     Non-Preferred)
       & Non-Standard)                                                           Full display_name should be
                                        AACR2 Meeting Name (Preferred and Non-   indexed.
                                        Preferred)

                                        AACR2 Organization Name (Non-Standard)

                                        AACR2 Meeting Name (Non-Standard)




      h:/wpfiles/arc/fdidev/searches6.doc                                                                            8
      3.0  Organization Primary Searches
      NARA Organizations Hit List 18.0
      ORGANIZATION              Searches and retrieves data in Organization and
      SEARCHES                  Administrative History
      Search Name               NARA field labels                                 Search Type/Comments
O1    Organization              Organization Name                                 Standard
      Authority: Name
O2    Organization              Variant Organization Name                         Standard
      Authority: Variant        AACR2 Variant Name
      Name
O3    Organization              Organization Name                                 Keyword
      Authority: All Names      Variant Organization Name
      Keyword                   AACR2 Name
                                AACR2 Variant Name

O4    Organization              Organization Name                                 Keyword
      Authority: Full           Variant Organization Name
      Keyword                   AACR2 Name
                                AACR2 Variant Name
                                Administrative History Note
                                Jurisdiction
                                Jurisdiction – non standard
                                Program Area
                                Program Area – non standard
                                Personal Reference
                                Personal Reference – non standard
                                Unique System Id
O5    Organization                                                                Standard and Keyword
      Authority: Advanced                                                         See Appendix G
      Search
O6    Organization              Jurisdiction                                      Standard
      Authority: Jurisdiction   Jurisdiction – non standard

O7    Organization              Program Area                                      Standard
      Authority: Program        Program Area – non standard
      Area
O8    Organization              Personal Reference                                Standard
      Authority: Personal       Personal Reference – non standard
      Reference
O9    Organization              Administrative History Note                       Keyword
      Authority:
      Administrative History
      Note Keyword
O10   Organization              Unique system id                                  Standard Search
      Authority: ARC
      Identifier
O11   Organization              Organization Name – Non Standard                  Standard Search
      Authority (Non-
      Standard): Name
O12   Organization              Organization Name                                 Standard Search
      Authority (Standard       Organization Name – Non Standard
      and Non-Standard):
      Name
O13   Organization              AACR2 Name                                        Standard Search
      Authority: AACR2
      Name                                                                        Full display_name.
O14   Organization              Organization Name                                 See Appendix I
      Authority: Name or
      Variant Name              Or

      h:/wpfiles/arc/fdidev/searches6.doc                                                                9
                         AACR2 Variant Name
                         Variant Organization Name




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      4.0     Subjects Primary Searches

      SUBJECTS             Searches and retrieves records in SUBJECTS table whether
      SEARCHES             or not linked to AMS.
      Search Name          NARA Field Label                                           Search Type/Comments
S1    deleted
S2    Topical Subject      Subject Reference (Preferred and Non-Preferred)            Standard
      Authority:
      Heading                                                                         Heading (subjectld) field with Subject
                                                                                      Type of “Topical Subject”

                                                                                      Topical Subject Hit List 19.0
S2a   Topical Subject      Subject Reference(Preferred and Non-Preferred)             Keyword
      Authority: Full      Scope Note
      Keyword              Source Note                                                Heading (subjectld) field with Subject
                           History Note                                               Type of “Topical Subject”
                           Source Not Found Note
                                                                                      Topical Subject Hit List 19.0
S3    Topical Subject      Subject Reference-non standard                             Standard
      Authority (Non-
      Standard):                                                                      Heading (subjectld) field with Subject
      Heading                                                                         Type of “Topical Subject (NS)”

                                                                                      Topical Subject Hit List 19.0
S4    Subject Category     Subject Category                                           Standard

                                                                                      Subject Category Hit List
S5    Program Area         Program Area (Preferred and Non-Preferred)                 Standard
      Authority:
      Heading                                                                         Heading (subjectld) field with Subject
                                                                                      Type of “Program Area”

                                                                                      Program Area Hit List 19.5
S5A   Program Area         Program Area (Preferred and Non-Preferred)                 Keyword
      Authority: Full      Subject Category
      Keyword              Scope Note                                                 Heading (subjectld) field with Subject
                           Source Note                                                Type of “Program Area”
                           History Note
                           Source Not Found Note                                      Program Area Hit List 19.5
S6    Program Area         Program Area – non standard                                Standard
      Authority (Non-
      Standard):                                                                      Heading (subjectld) field with Subject
      Heading                                                                         Type of “Program Area (NS)”

                                                                                      Program Area Hit List 19.5
S7    Geographic           Geographic Reference (Preferred and Non-Preferred)         Standard
      Reference
      Authority:                                                                      Heading (subjectld) field with Subject
      Heading                                                                         Type of “Geographic Reference”

                                                                                      Geographic Reference Hit List 22.0
S7a   Geographic           Geographic Reference (Preferred and Non-Preferred)         Keyword
      Reference            Place Type
      Authority: Full      Scope Note                                                 Heading (subjectld) field with Subject
      Keyword              Source Note                                                Type of “Geographic Reference”
                           History Note
                           Source Not Found Note                                      Geographic Reference Hit List 22.0
                           Descriptive Note
S7b   Geographic           Geographic Reference(Preferred and Non-Preferred)          Standard

      h:/wpfiles/arc/fdidev/searches6.doc                                                                                      11
      Reference            Place Type
      Authority:                                                                Heading (subjectld) field with Subject
      Heading and                                                               Type of “Geographic Reference”
      Place Type
                                                                                See Appendix H

                                                                                Geographic Reference Hit List 22.0
S8    Geographic           Geographic Reference – non standard                  Standard
      Reference
      Authority (Non-                                                           Heading (subjectld) field with Subject
      Standard):                                                                Type of “Geographic Reference (NS)”
      Heading
                                                                                Geographic Reference Hit List 22.0
S9    Specific Records     Specific Records Type(Preferred and Non-Preferred)   Standard
      Type Authority:
      Heading                                                                   Heading (subjectld) field with Subject
                                                                                Type of “Specific Records Type”

                                                                                Specific Records Type Hit List 21.0
S9A   Specific Records     Specific Records Type(Preferred and Non-Preferred)   Keyword
      Type Authority:      Scope Note
      Full Keyword         Source Note                                          Heading (subjectld) field with Subject
                           History Note                                         Type of “Specific Records Type”
                           Source Not Found Note
                           Descriptive Note                                     Specific Records Type Hit List 21.0
S10   Specific Records     Specific Records Type-non standard                   Standard
      Type Authority
      (Non-Standard):                                                           Heading (subjectld) field with Subject
      Heading                                                                   Type of “Specific Records Type (NS)”

                                                                                Specific Records Type Hit List 21.0
S11   General Records      General Records Type                                 Standard
      Type Authority:
      Heading                                                                   General Records Type Hit List 19.0




      h:/wpfiles/arc/fdidev/searches6.doc                                                                                12
                                            5.0 Primary Search Appendices
                                            Appendix A: Advanced Search
Appearance

We envision a screen that looks like this (shown with sample data):

“Franklin Roosevelt” not Teddy                                         Full Keyword                         

                                                And     

NWDNS-342                                                              Identifiers Keyword                  

                                                Not     

NN3-*                                                                  Lifecycle Numbers Keyword            


Notes
The boxes on the left are keyword search boxes into which users can type search terms and operators.

If the index is a keyword, each search box should allow users to enter the search statement as per the requirements:

   And                                          Right hand truncation for one character
   Or                                           Right hand truncation for multiple characters
   Not                                          Left hand truncation for one character
   Near                                         Left hand truncation for multiple characters
   Within X                                     Internal wildcard for one character
   Adjacent                                     Internal wildcard for multiple characters
   Exact phrase
   Nesting of the above


The boxes on the right contain a pull down menu that allows the user to select the indexes to be searched. Only 1 index can be
selected at a time. (See section below for indexes to be made available).

The boxes should be separated by operators that allow users to combine search boxes by specifying:
 And
 Or
 Not

Indexes

Name to appear in pull down           Data Elements in index                              Type of Search
box
Full Keyword                          Same as A2                                          Keyword
Identifiers Keyword                   Same as A3                                          Keyword
Names-People                          Same as A16                                         Standard
Names-Organizations                   Same as A17                                         Standard

Subjects (topical, geographic,        Same as A18                                         Keyword
people, organizations) Keyword
Contributors/Donors Keyword           Same as A19                                         Keyword
All Titles Field Keyword              Same as A7                                          Keyword


Creators Keyword                      Same as A20                                         Keyword
Lifecycle Numbers Keyword             Same as A24                                         Keyword
Title                                 Same as A5                                          Standard

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Subtitle                              Subtitle                                       Standard
Other Title                           Other Title                                    Standard
Production Series Title               Production Series Title                        Standard

Production Series Subtitle            Production Series Subtitle                     Standard
Arrangement Keyword                   Arrangement                                    Keyword
Custodial History Note Keyword        Custodial History Note                         Keyword
Date Note Keyword                     Date Note                                      Keyword
Function and Use Keyword              Function and Use                               Keyword
General Note Keyword                  General Note                                   Keyword
Numbering Note Keyword                Numbering Note                                 Keyword
Scale Note Keyword                    Scale Note                                     Keyword
Scope and Content Note                Scope and Content Note                         Keyword
Keyword
Access Restriction Note               Access Restriction Note                        Keyword
Keyword
Use Restriction Note Keyword          Use Restriction Note                           Keyword
Physical Restriction Note             Physical Restriction Note                      Keyword
Keyword
Physical Occurrence Note              Physical Occurrence Note                       Keyword
Keyword
Staff Only Note Keyword               Staff Only Note                                Keyword
Transfer Note Keyword                 Transfer Note                                  Keyword
Variant Control Number                Variant Control Number                         Standard
Variant Control Number Type           Variant Control Number Type                    Standard
Variant Control Number Note           Variant Control Number Note                    Keyword
Keyword
Local Identifier                      Variant Control Number where Variant Control   Standard
                                      Number Type=Local Identifier
ARC Identifier                        Unique System ID                               Standard
Specific Records Type                 Specific Records Type                          Standard
                                      Specific Records Type-non standard
Personal Reference                    Personal Reference                             Standard
                                      Personal Reference-non standard
Personal Contributor                  Personal Contributor                           Standard
                                      Personal Contributor – non standard
Personal Donor                        Personal Donor                                 Standard
                                      Personal Donor – non standard
Creating Individual                   Creating Individual                            Standard
Creating Organization                 Creating Organization                          Standard
Organizational Reference              Organizational Reference                       Standard
                                      Organizational Reference-non standard
Organizational Contributor            Organizational Contributor                     Standard
                                      Organizational Contributor-non standard
Organizational Donor                  Organizational Donor                           Standard
                                      Organizational Donor-non standard
Subject (Topical)                     Subject Reference                              Standard
                                      Subject Reference-non standard
Geographic Reference                  Geographic Reference                           Standard
                                      Geographic Reference-non standard
Finding Aid Type                      Finding Aid Type                               Standard
Finding Aid Note Keyword              Finding Aid Note                               Keyword
Finding Aid Source                    Finding Aid Source                             Standard
Microform Publication Identifier      Microform Publication Identifier               Standard
Microform Publication Title           Microform Publication Title                    Standard
Microform Publication Note            Microform Publication Note                     Keyword
Keyword
Shot List Keyword                     Same as A22                                    Keyword
Container List Keyword                Same as A23                                    Keyword

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Accession Number                      Accession Number                                Standard
Internal Transfer Number              Internal Transfer Number                        Standard
Disposition Authority Number          Disposition Authority Number                    Standard
Records Center Transfer No.           Records Center Transfer No.                     Standard
Record Group Number                   Record Group Number Note: requires sub-         Standard
                                      process, see Appendix C-1.
Collection ID                         Collection ID Note: requires sub-process, see   Standard
                                      Appendix C-2.




h:/wpfiles/arc/fdidev/searches6.doc                                                              15
                                         Appendix B: Title/Creator Keyword

Appearance

We envision a screen that looks like this (shown with desired headings but sample data):

Title Keywords:                                                          Creator Keywords:
 Sagamore OR Rough Riders                           And                  “Franklin Roosevelt” not Teddy

Notes
The boxes on the left and right are keyword search boxes into which users can type search terms and operators.

Each search box should allow users to enter the search statement as per the requirements:

   And                                          Right hand truncation for one character
   Or                                           Right hand truncation for multiple characters
   Not                                          Left hand truncation for one character
   Near                                         Left hand truncation for multiple characters
   Within X                                     Internal wildcard for one character
   Adjacent                                     Internal wildcard for multiple characters
   Exact phrase
   Nesting of the above


The boxes should be separated by operators that allow users to combine search boxes by specifying:
 And
 Or
 Not

Indexes

Header                                Data Elements in index
Title Keywords                        Title
                                      Subtitle
                                      Other Title
                                      Production Series Title
                                      Production Series Subtitle
Creator Keywords                      Creating Organization
                                      Creating Individual
                                      (Full display name and dates should be searched)




h:/wpfiles/arc/fdidev/searches6.doc                                                                              16
                             Appendix B-1: Title/Creating Organization Keyword

Appearance

We envision a screen that looks like this (shown with desired headings but sample data):

Title Keywords:                                                          Creating Organization Keywords:
 Military OR NAVY                                   And                  Public Information

Notes
The boxes on the left and right are keyword search boxes into which users can type search terms and operators.

Each search box should allow users to enter the search statement as per the requirements:

   And                                          Right hand truncation for one character
   Or                                           Right hand truncation for multiple characters
   Not                                          Left hand truncation for one character
   Near                                         Left hand truncation for multiple characters
   Within X                                     Internal wildcard for one character
   Adjacent                                     Internal wildcard for multiple characters
   Exact phrase
   Nesting of the above


The boxes should be separated by operators that allow users to combine search boxes by specifying:
 And
 Or
 Not

Indexes

Header                                Data Elements in index
Title Keywords                        Title
                                      Subtitle
                                      Other Title
                                      Production Series Title
                                      Production Series Subtitle
Creating Organization Keywords        Creating Organization




h:/wpfiles/arc/fdidev/searches6.doc                                                                              17
                               Appendix B-2: Title/Creating Individual Keyword
Appearance

We envision a screen that looks like this (shown with desired headings but sample data):

Title Keywords:                                                          Creating Individual Keywords:
 Sagamore OR Rough Riders                           And                  “Franklin Roosevelt” not Teddy

Notes
The boxes on the left and right are keyword search boxes into which users can type search terms and operators.

Each search box should allow users to enter the search statement as per the requirements:

   And                                          Right hand truncation for one character
   Or                                           Right hand truncation for multiple characters
   Not                                          Left hand truncation for one character
   Near                                         Left hand truncation for multiple characters
   Within X                                     Internal wildcard for one character
   Adjacent                                     Internal wildcard for multiple characters
   Exact phrase
   Nesting of the above


The boxes should be separated by operators that allow users to combine search boxes by specifying:
 And
 Or
 Not

Indexes

Header                                Data Elements in index
Title Keywords                        Title
                                      Subtitle
                                      Other Title
                                      Production Series Title
                                      Production Series Subtitle
Creating Individual Keywords          Creating Individual




h:/wpfiles/arc/fdidev/searches6.doc                                                                              18
                                       Appendix C: Title/Identifiers Keyword
Appearance

We envision a screen that looks like this (shown with desired headings but sample data):

Title Keywords:                                                          Identifiers Keywords:
 Sagamore OR Rough Riders                           And                  NWDNS-342-AB-*


Notes
The boxes on the left and right are keyword search boxes into which users can type search terms and operators.

Each search box should allow users to enter the search statement as per the requirements:

   And                                          Right hand truncation for one character
   Or                                           Right hand truncation for multiple characters
   Not                                          Left hand truncation for one character
   Near                                         Left hand truncation for multiple characters
   Within X                                     Internal wildcard for one character
   Adjacent                                     Internal wildcard for multiple characters
   Exact phrase
   Nesting of the above


The boxes should be separated by operators that allow users to combine search boxes by specifying:
 And
 Or
 Not

Indexes

Header                                Data Elements in index
Title Keywords                        Title
                                      Subtitle
                                      Other Title
                                      Production Series Title
                                      Production Series Subtitle
Identifiers Keywords                  Record Group Number
                                      Variant Control Number
                                      Collection Identifier
                                      Order ID
                                      Unique system id
                                      Former RG Number
                                      Former Collection ID




h:/wpfiles/arc/fdidev/searches6.doc                                                                              19
                                      Appendix C-1: RG Number/Full Keyword
Appearance
We envision a screen that looks like this (shown with desired headings but sample data):

Record Group Number :                                                   Keywords:
 111 OR 342                                        And                  Dog OR CAT


Notes
The boxes on the left and right are keyword search boxes into which users can type search terms and operators.

Each search box should allow users to enter the search statement as per the requirements:

         And                                   Right hand truncation for one character
         Or                                    Right hand truncation for multiple characters
         Not                                   Left hand truncation for one character
         Near                                  Left hand truncation for multiple characters
         Within X                              Internal wildcard for one character
         Adjacent                              Internal wildcard for multiple characters
         Exact phrase
         Nesting of the above


The boxes should be separated by operators that allow users to combine search boxes by specifying:
 And
 Or
 Not

Should find all RG children, even though the RG data is not stored in the children. Please see information about
RG/Collection from Russell Mayor (attached Record Group Number and Collection ID Response.doc); will require a sub-
process to be configured.


Indexes

Header                                Data Elements in index
Record Group Number                   Record Group Number
Keywords                              Same as index in “Full Keyword”




h:/wpfiles/arc/fdidev/searches6.doc                                                                                   20
                                      Appendix C-2: Collection ID/Full Keyword
Appearance
We envision a screen that looks like this (shown with desired headings but sample data):

Collection ID                                                           Keywords:
 JC-1132 OR ANRC                                   And                  Dog OR CAT


Notes
The boxes on the left and right are keyword search boxes into which users can type search terms and operators.

Each search box should allow users to enter the search statement as per the requirements:

         And                                   Right hand truncation for one character
         Or                                    Right hand truncation for multiple characters
         Not                                   Left hand truncation for one character
         Near                                  Left hand truncation for multiple characters
         Within X                              Internal wildcard for one character
         Adjacent                              Internal wildcard for multiple characters
         Exact phrase
         Nesting of the above


The boxes should be separated by operators that allow users to combine search boxes by specifying:
 And
 Or
 Not

Should find all Collection children, even though the Collection data is not stored in children. Please see information about
RG/Collection from Russell Mayor (attached Record Group Number and Collection ID Response.doc); will require a sub-
process to be configured.

Indexes

Header                                Data Elements in index
Collection ID                         Collection ID
Keywords                              Same as index in “Full Keyword”




h:/wpfiles/arc/fdidev/searches6.doc                                                                                            21
                                                    Appendix E:
                                          Person Authority: Last/First Name

Appearance

We envision a screen that looks like this (shown with desired headings but sample data):

Last Name                                                              First Name
 Carter                                           And                  James


Notes
The boxes on the left and right are both standard search boxes

The boxes should be separated by operators that allow users to combine search boxes by specifying:
 And
 Or
 Not

Indexes

Header                                Data Elements in index
Last Name                             Authors.sname
First Name                            Authors.fname




h:/wpfiles/arc/fdidev/searches6.doc                                                                  22
                                                    Appendix G:
                                      Organization Authority: Advanced Search
Appearance

We envision a screen that looks like this (shown with sample data):

Indian or Education                                                    Organization Full Keyword            

                                                And     

Taxes                                                                  Program Area                         

                                                Not     

California                                                             Jurisdiction                         


Notes
The boxes on the left are keyword search boxes into which users can type search terms and operators.

If the search is keyword, the search box should allow users to enter the search statement as per the requirements:

   And                                          Right hand truncation for one character
   Or                                           Right hand truncation for multiple characters
   Not                                          Left hand truncation for one character
   Near                                         Left hand truncation for multiple characters
   Within X                                     Internal wildcard for one character
   Adjacent                                     Internal wildcard for multiple characters
   Exact phrase
   Nesting of the above


The boxes on the right contain a pull down menu that allows the user to select the indexes to be searched. Only 1 index can be
selected at a time. (See section below for indexes to be made available).

The boxes should be separated by operators that allow users to combine search boxes by specifying:
 And
 Or
 Not

Indexes

Name to appear in pull      Data Elements in index                              Type of Search
down box
Organization Authority:     Same as O4                                          Keyword
Full Keyword
Organization Authority:     Same as O3                                          Keyword
All Names Keyword
Organization Authority:     Same as O1                                          Standard
Name
Organization Authority:     Same as O2                                          Standard
Variant Name
Organization Authority:     Same as O13                                         Standard
AACR2 Name
Organization Authority:     Same as O9                                          Keyword
Administrative History
Note Keyword


h:/wpfiles/arc/fdidev/searches6.doc                                                                                        23
Organization Authority:    Same as O6    Standard
Jurisdiction
Organization Authority:    Same as O7    Standard
Program Area
Organization Authority:    Same as O8    Standard
Personal Reference
Organization Authority:    Same as O10   Standard
ARC Identifier
Organization Authority     Same as O11   Standard Search
(Non-Standard): Name
Organization Authority     Same as O12   Standard Search
(Standard and Non-
Standard): Name




h:/wpfiles/arc/fdidev/searches6.doc                        24
                                              Appendix H:
                         Geographic Reference Authority: Heading and Place Type

Geographic Heading                                                     Place Type
 Vietnam                                           And                 nation


Header                                Data Elements in index
Geographic Heading                    subjectld with Subject Type of “Geographic Reference”
Place Type                            Placetpld




h:/wpfiles/arc/fdidev/searches6.doc                                                           25
                                                Appendix I
                               Organization Authority: Name or Variant Name
Organization Name                                              Variant Organization Name
 Department of Defense                            Or           DOD


Header                                Data Elements in index
Organization Name                     local_name
Variant Organization Name             var_org_name




h:/wpfiles/arc/fdidev/searches6.doc                                                        26
6.0     Secondary Searches – Archival Materials, Collection Layout

Field                   Search Name               Index         Comments
Personal Donor          Person Authority:         Same as P2
                        Name
                        Person Authority: Full    Same as P1
                        Keyword
                        Person Authority:         Same as P5
                        Last/First Name
Personal Donor –        Person Authority (Non-    Same as P2a
Non Standard            Standard): Name
Organizational Donor    Organization Authority:   Same as O14   See Appendix I
                        Name or Variant Name
                        Organization Authority:   Same as O3
                        All Names Keyword
                        Organization Authority:   Same as O2
                        Variant Name
                        Organization Authority:   Same as O4
                        Full Keyword
                        Organization Authority:   Same as O5
                        Advanced Search
Organizational Donor    Organization Authority    Same as O11
– Non Standard          (Non-Standard): Name




h:/wpfiles/arc/fdidev/searches6.doc                                              27
7.0     Secondary Searches – Archival Materials. Series, File Unit, Item, AV Item Layouts

         Field to Launch         Search Name               Index         Comments
         Search From
         Specific Records        Specific Records Type     Same as S9
         Type                    Authority: Heading
                                 Specific Records Type     Same as S9A
                                 Authority: Full
                                 Keyword
         Specific Records        Specific Records Type     Same as S10
         Type (NS)               Authority (Non-
                                 Standard): Heading
L1       Language                Language                  Language      Standard Search.

                                                                         Hit List described below in 13.0
         Geographic              Geographic Reference      Same as S7
         Reference               Authority: Heading
                                 Geographic Reference      Same as S7a
                                 Authority: Full
                                 Keyword
                                 Geographic Reference      Same as S7b
                                 Authority: Heading
                                 and
                                 Place Type
         Geographic              Geographic Reference      Same as S8
         Reference (NS)          Authority (Non-
                                 Standard): Heading
         Topical Subject         Topical Subject           Same as S2
                                 Authority: Heading
                                 Topical Subject           Same as S2a
                                 Authority: Full
                                 Keyword
         Subject Reference       Topical Subject           Same as S3
         (NS)                    Authority (Non-
                                 Standard): Heading
         Creating Individual     Person Authority:         Same as P2
                                 Name
                                 Person Authority: Full    Same as P1
                                 Keyword
                                 Person Authority:         Same as P5
                                 Last/First Name
         Personal Contributor    Person Authority:         Same as P2
                                 Name
                                 Person Authority: Full    Same as P1
                                 Keyword
                                 Person Authority:         Same as P5
                                 Last/First Name
         Personal Reference      Person Authority:         Same as P2
                                 Name
                                 Person Authority: Full    Same as P1
                                 Keyword
                                 Person Authority:         Same as P5
                                 Last/First Name
         Personal Contributor    Person Authority (Non-    Same as P2a
         – Non Standard          Standard): Name
         Personal Reference –    Person Authority (Non-    Same as P2a
         Non Standard            Standard): Name
         Creating                Organization Authority:   Same as O14   See Appendix I
         Organization            Name or Variant Name
                                 Organization Authority:   Same as O3
h:/wpfiles/arc/fdidev/searches6.doc                                                                         28
                                 All Names Keyword
                                 Organization Authority:   Same as O4
                                 Full Keyword
                                 Organization Authority:   Same as O5
                                 Advanced Search
         Organizational          Organization Authority:   Same as O14   See Appendix I
         Contributor             Name or Variant Name
                                 Organization Authority:   Same as O3
                                 All Names Keyword
                                 Organization Authority:   Same as O4
                                 Full Keyword
                                 Organization Authority:   Same as O5
                                 Advanced Search
         Organizational          Organization Authority:   Same as O14   See Appendix I
         Reference               Name or Variant Name
                                 Organization Authority:   Same as O3
                                 All Names Keyword
                                 Organization Authority:   Same as O4
                                 Full Keyword
                                 Organization Authority:   Same as O5
                                 Advanced Search
         Organizational          Organization Authority    Same as O11
         Contributor – Non       (Non-Standard): Name
         Standard
         Organizational          Organization Authority    Same as O11
         Reference – Non         (Non-Standard): Name
         Standard
M1       Microform               Microform Publication                   Current Search is good except:
         Publication                                                      Microform Publication Identifier should
                                                                             be a standard search (it probably already
                                                                             is)
                                                                          Change Microform Publication Title
                                                                             search to a keyword search of that field
                                                                          Change header over that box to
                                                                             “Microform Publication Title Keywords”
                                                                          Change the “and” between the 2 boxes to
                                                                             an “or”

                                                                         Hit List defined in 14.0

H1       Holdings                Holdings Measurement                    Current search is good except:
         Measurement Type        Type                                     Change “Container Type” label to
                                                                             “Holdings Measurement Type”
                                                                          Change “Container Name” label to
                                                                             “Keyword,” and make that a keyword
                                                                             search of that field
                                                                          Change the “and” between them to an
                                                                             “or”

                                                                         Hit List defined in 15.0




h:/wpfiles/arc/fdidev/searches6.doc                                                                                  29
8.0   Secondary Searches – Archival Materials. Series, File Unit, Item, AV Item Layouts –
Hierarchy Pages

For Record Group and Collection Hierarchy Layouts:

       Field          Search Name                                   Fields to Search                        Comments
AH1    Contains       Hierarchy: Series Title/Creating              Same as A8 but limited to series only   Should return
                      Organization                                                                          archival
                                                                                                            descriptions Hit
                                                                                                            List 12.0 #1
AH2                   Hierarchy: Series Title/Creating Individual   Same as A9 but limited to series only   Should return
                                                                                                            archival
                                                                                                            descriptions Hit
                                                                                                            List 12.0 #1
AH3                   Hierarchy: Series Title/Creating              Same as A11 but limited to series       Should return
                      Organization Keyword                          only                                    archival
                                                                                                            descriptions Hit
                                                                                                            List12.0 #1
AH4                   Hierarchy: Series Title/Creating Individual   Same as A12 but limited to series       Should return
                      Keyword                                       only                                    archival
                                                                                                            descriptions Hit
                                                                                                            List 12.0 #1
AH5                   Hierarchy: Series ARC ID                      Same as A1 but limited to series only   Should return
                                                                                                            archival
                                                                                                            descriptions Hit
                                                                                                            List 12.0 #1
       Formerly       Title/Creating Organization                   Same as A8                              Should return
       Contained                                                                                            archival
                                                                                                            descriptions Hit
                                                                                                            List 12.0 #1
                      Title/Creating Individual                     Same as A9                              Should return
                                                                                                            archival
                                                                                                            descriptions Hit
                                                                                                            List 12.0 #1
                      Title/Creating Organization Keyword           Same as A11                             Should return
                                                                                                            archival
                                                                                                            descriptions Hit
                                                                                                            List 12.0 #1
                      Title/Creating Individual Keyword             Same as A12                             Should return
                                                                                                            archival
                                                                                                            descriptions Hit
                                                                                                            List 12.0 #1
                      ARC Identifier                                Same as A1                              Should return
                                                                                                            archival
                                                                                                            descriptions Hit
                                                                                                            List 12.0 #1

For Series Hierarchy Layout:
          Field         Search Name                  Fields to Search                      Comments
AH6       Contained     Hierarchy: Record Group      Record Group Number but limited       Should return archival description
          by            Number                       to Record Group                       Hit List 12.0 #2.
AH7                     Hierarchy: Collection ID     Collection ID but limited to          Should return archival description
                                                     Collection                            Hit List 12.0 #2.
AH8                     Hierarchy: Record            Same as A5 but limited to Record      Should return archival description
                        Group/Collection Title       Group or Collections                  Hit List 12.0 #2.
AH9                     Hierarchy: Record            Same as A6 but limited to Record      Should return archival description
                        Group/Collection Title       Group or Collections                  Hit List 12.0 #2.
                        Keyword

h:/wpfiles/arc/fdidev/searches6.doc                                                                                            30
AH10                   Hierarchy: Record            Same as A1 but limited to Record   Should return archival description
                       Group/Collection ARC ID      Group and Collections              Hit List 12.0 #2.
AH11      Contains     Hierarchy: File Unit/Item    Same as A5 but limited to File     Should return archival descriptions
                       Title                        Units and Items                    Hit List 12.0 #3
AH12                   Hierarchy: File Unit/Item    Same as A6 but limited to File     Should return archival descriptions
                       Title Keyword                Units and Items                    Hit List 12.0 #3
AH13                   Hierarchy: File Unit/Item    Same as A1 but limited to File     Should return archival descriptions
                       ARC ID                       Units and Items                    Hit List 12.0 #3
          Formerly     Hierarchy: Record Group      Same as AH6                        Should return archival description
          Contained    Number                                                          Hit List 12.0 #2.
          by
                       Hierarchy: Collection ID     Same as AH7                        Should return archival description
                                                                                       Hit List 12.0 #2.
                       Hierarchy: Record            Same as AH8                        Should return archival description
                       Group/Collection Title                                          Hit List 12.0 #2.
                       Hierarchy: Record            Same as AH9                        Should return archival description
                       Group/Collection Title                                          Hit List 12.0 #2.
                       Keyword
                       Hierarchy: Record            Same as AH10                       Should return archival description
                       Group/Collection ARC ID                                         Hit List 12.0 #2.

For File Unit Hierarchy Layout:
          Field        Search Name                  Fields to Search                   Comments
          Contained    Hierarchy: Series            Same as AH1                        Should return archival descriptions
          by           Title/Creating                                                  Hit List 12.0 #1
                       Organization
                       Hierarchy: Series            Same as AH2                        Should return archival descriptions
                       Title/Creating Individual                                       Hit List 12.0 #1
                       Hierarchy: Series            Same as AH3                        Should return archival descriptions
                       Title/Creating                                                  Hit List 12.0 #1
                       Organization Keyword
                       Hierarchy: Series            Same as AH4                        Should return archival descriptions
                       Title/Creating Individual                                       Hit List 12.0 #1
                       Keyword
                       Hierarchy: Series ARC ID     Same as AH5                        Should return archival descriptions
                                                                                       Hit List 12.0 #1
AH14      Contains     Hierarchy: Item Title        Same as A5 but limited to items    Should return archival descriptions
                                                                                       Hit List 12.0 #3
AH15                   Hierarchy: Item Title        Same as A6 but limited to Items    Should return archival descriptions
                       Keyword                                                         Hit List 12.0 #3
AH16                   Hierarchy: Item ARC ID       Same as A1 but limited to items    Should return archival descriptions
                                                                                       Hit List 12.0 #3
          Formerly     All Formerly contained by should be the same. See series        Should return archival description
          contained    above.                                                          Hit List 12.0 #2.
          by

For Item and AV Item Hierarchy Layout:
          Field         Search Name                 Fields to Search                   Comments
          Contained     Hierarchy: Series           Same as AH1                        Should return archival descriptions
          by            Title/Creating                                                 Hit List 12.0 #1
                        Organization
                        Hierarchy: Series           Same as AH2                        Should return archival descriptions
                        Title/Creating Individual                                      Hit List 12.0 #1
                        Hierarchy: Series           Same as AH3                        Should return archival descriptions
                        Title/Creating                                                 Hit List 12.0 #1
                        Organization Keyword
                        Hierarchy: Series           Same as AH4                        Should return archival descriptions
                        Title/Creating Individual                                      Hit List 12.0 #1
h:/wpfiles/arc/fdidev/searches6.doc                                                                                     31
                       Keyword
AH17                   Hierarchy: File Unit Title   Same as A5 but limited to file units   Should return archival descriptions
                                                                                           Hit List 12.0 #3
AH18                   Hierarchy: File Unit Title Same as A6 but limited to File           Should return archival descriptions
                       Keyword                     Units and Items                         Hit List 12.0 #3
AH19                   Hierarchy: File Unit ARC Same as A1 but limited to Series           Should return archival descriptions
                       ID                          and File Units                          Hit List 12.0 #3
          Formerly     All Formerly contained by should be the same. See series            Should return archival description
          contained    above.                                                              Hit List 12.0 #2.
          by




h:/wpfiles/arc/fdidev/searches6.doc                                                                                         32
9.0 Secondary Searches for People and AACR2 Organizations and Meetings

People: Person Hit List 16.0.
Field                           Search Name                    Fields to Search               Comments
Use                             Person Authority: Name         Same as P2
                                Person Authority: Full         Same as P1
                                Keyword
                                Person Authority: Last/First   Same as P5
                                Name
Variant Person Name             Person Authority: Name         Same as P2
                                Person Authority: Full         Same as P1
                                Keyword
                                Person Authority: Last/First   Same as P5
                                Name
See Also                        Person Authority: Name         Same as P2
                                Person Authority: Full         Same as P1
                                Keyword
                                Person Authority: Last/First   Same as P5
                                Name

AACR2 Organizations: AACR2 Organization / Meeting Name Hit List 17.0 – except where noted.
Secondary             Search Name                   NARA field labels             Search Type/Comments
Search Field
Use                   AACR2 Organization            Same as AO1                   Standard.
                      Authority: Name
                                                                                  Full display_name should be
                                                                                  indexed.
                      AACR2 Organization            Same as AO2                   Keyword
                      Authority: Full Keyword
                                                                                  Full display_name should be
                                                                                  indexed.
                      AACR2 Organizations &         Same as AOM1                  Standard.
                      Meetings Authority: Name
                                                                                  Full display_name should be
                                                                                  indexed.
                      AACR2 Organizations &         Same as AOM2                  Keyword
                      Meetings Authority: Full
                      Keyword                                                     Full display_name should be
                                                                                  indexed.
Variant Name          AACR2 Organization            Same as AO1                   Standard.
                      Authority: Name
                                                                                  Full display_name should be
                                                                                  indexed.
                      AACR2 Organization            Same as AO2                   Keyword
                      Authority: Full Keyword
                                                                                  Full display_name should be
                                                                                  indexed.
                      AACR2 Organizations &         Same as AOM1                  Standard.
                      Meetings Authority: Name
                                                                                  Full display_name should be
                                                                                  indexed.
                      AACR2 Organizations &         Same as AOM2                  Keyword
                      Meetings Authority: Full
                      Keyword                                                     Full display_name should be
                                                                                  indexed.
See Also              AACR2 Organization            Same as AO1                   Standard.
                      Authority: Name
                                                                                  Full display_name should be
                                                                                  indexed.

h:/wpfiles/arc/fdidev/searches6.doc                                                                             33
                     AACR2 Organization             Same as AO2         Keyword
                     Authority: Full Keyword
                                                                        Full display_name should be
                                                                        indexed.
                     AACR2 Organizations &          Same as AOM1        Standard.
                     Meetings Authority: Name
                                                                        Full display_name should be
                                                                        indexed.
                     AACR2 Organizations &          Same as AOM2        Keyword
                     Meetings Authority: Full
                     Keyword                                            Full display_name should be
                                                                        indexed.
NARA                 Organization Authority:        Same as O1          NARA Organization Hit List
Organization         Name                                               18.0
Name
                                                                        I’m not sure if users will be
                                                                        able to link to NARA
                                                                        Organizations from here.
                                                                        They may only be able to
                                                                        link from NARA
                                                                        Organization Names to
                                                                        AACR2 Organization Names
                                                                        and not vice-versa because of
                                                                        Copy Editing. Could you
                                                                        find out if this is true from
                                                                        FDI?

                                                                        If not, then this and the
                                                                        following 2 searches are not
                                                                        necessary.
                     Organization Authority: All    Same as O3          NARA Organization Hit List
                     Names Keyword                                      18.0
                     Organization Authority: Full   Same as O4          NARA Organization Hit List
                     Keyword                                            18.0


AACR2 Meetings: AACR2 Organization / Meeting Name Hit List 17.0 – except where noted.
Secondary            Search Name                    NARA field labels   Search Type/Comments
Search Field
Use                  AACR2 Meeting Authority:       Same as AM1         Standard.
                     Name
                                                                        Full display_name should be
                                                                        indexed.
                     AACR2 Meeting Authority:       Same as AM2         Keyword
                     Full Keyword
                                                                        Full display_name should be
                                                                        indexed.
                     AACR2 Organizations &          Same as AOM1        Standard.
                     Meetings Authority: Name
                                                                        Full display_name should be
                                                                        indexed.
                     AACR2 Organizations &          Same as AOM2        Keyword
                     Meetings Authority: Full
                     Keyword                                            Full display_name should be
                                                                        indexed.
Variant Name         AACR2 Meeting Authority:       Same as AM1         Standard.
                     Name
                                                                        Full display_name should be
                                                                        indexed.


h:/wpfiles/arc/fdidev/searches6.doc                                                                     34
                     AACR2 Meeting Authority:       Same as AM2    Keyword
                     Full Keyword
                                                                   Full display_name should be
                                                                   indexed.
                     AACR2 Organizations &          Same as AOM1   Standard.
                     Meetings Authority: Name
                                                                   Full display_name should be
                                                                   indexed.
                     AACR2 Organizations &          Same as AOM2   Keyword
                     Meetings Authority: Full
                     Keyword                                       Full display_name should be
                                                                   indexed.
See Also             AACR2 Meeting Authority:       Same as AM1    Standard.
                     Name
                                                                   Full display_name should be
                                                                   indexed.
                     AACR2 Meeting Authority:       Same as AM2    Keyword
                     Full Keyword
                                                                   Full display_name should be
                                                                   indexed.
                     AACR2 Organizations &          Same as AOM1   Standard.
                     Meetings Authority: Name
                                                                   Full display_name should be
                                                                   indexed.
                     AACR2 Organizations &          Same as AOM2   Keyword
                     Meetings Authority: Full
                     Keyword                                       Full display_name should be
                                                                   indexed.
NARA                 Organization Authority:        Same as O1     NARA Organization Hit List
Organization         Name                                          18.0
Name
                                                                   I’m not sure if users will be
                                                                   able to link to NARA
                                                                   Organizations from here.
                                                                   They may only be able to
                                                                   link from NARA
                                                                   Organization Names to
                                                                   AACR2 Organization Names
                                                                   and not vice-versa because of
                                                                   Copy Editing. Could you
                                                                   find out if this is true from
                                                                   FDI?

                                                                   If not, then this and the
                                                                   following 2 searches are not
                                                                   necessary.
                     Organization Authority: All    Same as O3     NARA Organization Hit List
                     Names Keyword                                 18.0
                     Organization Authority: Full   Same as O4     NARA Organization Hit List
                     Keyword                                       18.0




h:/wpfiles/arc/fdidev/searches6.doc                                                                35
10. Secondary Searches for Organizations
Organization Layout
Field                           Search Name                    Fields to Search   Comments
Organization Name               Organization Authority:        Same as O1         NARA Organization Hit List
                                Name                                              18.0
                                Organization Authority: Full   Same as O4         NARA Organization Hit List
                                Keyword                                           18.0

                                Organization Authority:        Same as O5         NARA Organization Hit List
                                Advanced Search                                   18.0
Program Area                    Program Area Authority:        Same as S5         Program Area Hit List 19.05
                                Heading
                                Program Area Authority:        Same as S5A        Program Area Hit List 19.5
                                Full Keyword
Program Area-NS                 Program Area (Non-             Same as S6         Program Area Hit List 19.5
                                Standard): Heading
Personal Reference              Person Authority: Name         Same as P2         Person Hit List 16.0
                                Person Authority: Full         Same as P1         Person Hit List 16.0
                                Keyword
Personal Reference (NS)         Person Authority (Non-         Same as P2a        Person Hit List 16.0
                                Standard): Name
Jurisdiction                    Geographic Reference           Same as S7         Geographic Heading Hit List
                                Authority: Heading                                22.0
                                Geographic Reference           Same as S7a        Geographic Heading Hit List
                                Authority: Full Keyword                           22.0
                                Geographic Reference           Same as S7b        Geographic Heading Hit List
                                Authority: Heading and                            22.0
                                Place Type
Jurisdiction (NS)               Geographic Reference           Same as S8         Geographic Heading Hit List
                                Authority (Non- Standard):                        22.0
                                Heading
Organization Name Layout
Field                           Search Name                    Fields to Search   Comments
AACR2 Organization Name         AACR2 Organizations and        Same as AOM1       AACR2 Organization /
                                Meetings Authority: Name                          Meeting Name Hit List 17.0
                                AACR2 Organizations and        Same as AOM2       AACR2 Organization /
                                Meetings Authority: Full                          Meeting Name Hit List 17.0
                                Keyword
AACR2 Variant Organization      AACR2 Organizations and        Same as AOM1       AACR2 Organization /
Name                            Meetings Authority: Name                          Meeting Name Hit List 17.0
                                AACR2 Organizations and        Same as AOM2       AACR2 Organization /
                                Meetings Authority: Full                          Meeting Name Hit List 17.0
                                Keyword
Predecessor                     Organization Authority:        Same as O1         NARA Organization Hit List
                                Name                                              18.0
                                Organization Authority: Full   Same as O4         NARA Organization Hit List
                                Keyword                                           18.0

                                Organization Authority:        Same as O5         NARA Organization Hit List
                                Advanced Search                                   18.0
Successor                       Organization Authority:        Same as O1         NARA Organization Hit List
                                Name
                                Organization Authority: Full   Same as O4         NARA Organization Hit List
                                Keyword                                           18.0

                                Organization Authority:        Same as O5         NARA Organization Hit List
                                Advanced Search                                   18.0



h:/wpfiles/arc/fdidev/searches6.doc                                                                            36
11. Secondary Searches for Subjects Domain

Program Area: Program Area Hit List 19.5 – except where noted.
      Field                     Search Name                 Fields to Search            Comments
      Use For                   Program Area Authority:     Same as S5
                                Heading
                                Program Area Authority:     Same as S5A
                                Full Keyword
      Use                       Program Area Authority:     Same as S5
                                Heading
                                Program Area Authority:     Same as S5A
                                Full Keyword
      Broader Term              Program Area Authority:     Same as S5
                                Heading
                                Program Area Authority:     Same as S5A
                                Full Keyword
      Narrower Term             Program Area Authority:     Same as S5
                                Heading
                                Program Area Authority:     Same as S5A
                                Full Keyword
      Related Term              Program Area Authority:     Same as S5
                                Heading
                                Program Area Authority:     Same as S5A
                                Full Keyword
S12   Subject Category          Program Area Subject        Subject Category with       Standard
                                Category                    Program Area subject type
                                                                                        Subject Category Hit List
                                                                                        20.0

Topical Subject: Topical Subject Hit List 19.0
Field                          Search Name                  Fields to Search            Comments
Use For                        Topical Subject Authority:   Same as S2
                               Heading
                               Topical Subject Authority:   Same as S2a
                               Full Keyword
Use                            Topical Subject Authority:   Same as S2
                               Heading
                               Topical Subject Authority:   Same as S2a
                               Full Keyword
Broader Term                   Topical Subject Authority:   Same as S2
                               Heading
                               Topical Subject Authority:   Same as S2a
                               Full Keyword
Narrower Term                  Topical Subject Authority:   Same as S2
                               Heading
                               Topical Subject Authority:   Same as S2a
                               Full Keyword
Related Term                   Topical Subject Authority:   Same as S2
                               Heading
                               Topical Subject Authority:   Same as S2a
                               Full Keyword

Specific Records Type: Specific Records Type Hit List 21.0– except where noted.
          Field                 Search Name                  Fields to Search           Comments
          Use For               Specific Records Type        Same as S9
                                Authority: Heading
                                Specific Records Type        Same as S9A
                                Authority: Full Keyword
          Use                   Specific Records Type        Same as S9
h:/wpfiles/arc/fdidev/searches6.doc                                                                                 37
                                   Authority: Heading
                                   Specific Records Type     Same as S9A
                                   Authority: Full Keyword
          Broader Term             Specific Records Type     Same as S9
                                   Authority: Heading
                                   Specific Records Type     Same as S9A
                                   Authority: Full Keyword
          Narrower Term            Specific Records Type     Same as S9
                                   Authority: Heading
                                   Specific Records Type     Same as S9A
                                   Authority: Full Keyword
          Related Term             Specific Records Type     Same as S9
                                   Authority: Heading
                                   Specific Records Type     Same as S9A
                                   Authority: Full Keyword
S13       Brief Citation (on the   Specific Records Type     Columns from             Keyword
          Specific Records         Citation Search           aat_cit_sources table:
          Type Citation sheet)                                                        Above the keyword box put
                                                             Author                   “Enter Citation Keywords”
                                                             Title
                                                                                      Brief Citation Hit List 21.1
                                                             Edition
                                                             Info
                                                             place_pub
                                                             pub_date
                                                             notes

Geographic Reference: Geographic Reference Hit List 22.0 – except where noted.
Field                              Search Name               Fields to Search         Comments
Use For                            Geographic Reference      Same as S7
                                   Authority: Heading
                                   Geographic Reference      Same as S7a
                                   Authority: Full Keyword
                                   Geographic Reference      Same as S7b
                                   Authority: Heading and
                                   Place Type
Use                                Geographic Reference      Same as S7
                                   Authority: Heading
                                   Geographic Reference      Same as S7a
                                   Authority: Full Keyword
                                   Geographic Reference      Same as S7b
                                   Authority: Heading and
                                   Place Type
Broader Term                       Geographic Reference      Same as S7
                                   Authority: Heading
                                   Geographic Reference      Same as S7a
                                   Authority: Full Keyword
                                   Geographic Reference      Same as S7b
                                   Authority: Heading and
                                   Place Type
Narrower Term                      Geographic Reference      Same as S7
                                   Authority: Heading
                                   Geographic Reference      Same as S7a
                                   Authority: Full Keyword
                                   Geographic Reference      Same as S7b
                                   Authority: Heading and
                                   Place Type
Related Term                       Geographic Reference      Same as S7
                                   Authority: Heading
                                   Geographic Reference      Same as S7a
h:/wpfiles/arc/fdidev/searches6.doc                                                                                  38
                               Authority: Full Keyword
                               Geographic Reference         Same as S7b
                               Authority: Heading and
                               Place Type
Brief Citation (on the         Geographic Citation Search   Full citation field   Keyword
Geographic Name Citation
sheet)                                                                            Change wording above box
                                                                                  to “Enter the Citation”

                                                                                  Current Hit List is fine 22.1




h:/wpfiles/arc/fdidev/searches6.doc                                                                           39
 12.0     Archival Materials Hit Lists
          12.1    Archival Materials Hit List #1
          All searches that return archival descriptions should return the following hitist, unless indicated otherwise in the tables
          above.
          Sort: Alphabetically by Title

Column     Hit          Record                  Title (Dates)                               Creator                                Description    General
Labels:                 Group/Collection                                                                                           Type           Records Type
Data:      Retrieved    Record Group            Title *(Inclusive Start Date/qualifier –    Creating Organization or Creating      Description    General
           Hit          Number or               Inclusive End Date/qualifier)               Individual                             Type           Records Type
           Number       Collection ID
Example         1       111                     General Correspondence (1921-               Office of War Information              Series         Textual
                                                1956)                                                                                             Records;
                                                                                                                                                  Sound
                                                                                                                                                  Recordings
Rules:                  At series, file unit,      There will always be data in title.        Either Creating Organization or    Short          May be
                        and item levels,           *If there is no data in Inclusive           Creating Individual is required.   description    multiple
                        should pull in and          Start Date, show data in Coverage          Show whichever appears.            data           values; please
                        display from ACG            Start Date/qualifier -Coverage End         If there is more than one                         string together
                        Record Group or             Date/qualifier.                             occurrence, show the occurrence
                        Collection                    If there is no data there, show          that is typed as “Most Recent.”
                        description                       data in Production                   If there is more than one
                                                          Date/qualifier.                       occurrence typed as “Most
                                                      If there is neither Inclusive nor        Recent,” show the first
                                                          Coverage Dates, show                  occurrence.
                                                          Broadcast Date/qualifier; if
                                                          none there, Copyright
                                                          Date/qualifier, if none there,
                                                          Release Date/qualifier. Do
                                                          not show multiple dates.
                                                   Please follow previously sent
                                                    qualifier order rules.

          12.2    Archival Materials Hit List #2
                  Sort: Alphabetically by Title

Column     Hit          Record                  Title (Dates)                                                                       Description Type
Labels:                 Group/Collection
Data:      Retrieved    Record Group            Title (Inclusive Start Date/qualifier – Inclusive End Date/qualifier)               Description Type
           Hit          Number or
           Number       Collection ID
 h:/wpfiles/arc/fdidev/searches6.doc                                                                                                                           40
Example          1       59                   Records of the Department of State, 1917-1950                                  Record Group
Rules:                                         There will always be data in title.                                          Short description data
                                               There should always be an inclusive start and end date
                                               Please follow previously sent qualifier order rules

          12.3       Archival materials Hit List #3
                     Sort: Alphabetically by Title

Column     Hit           Title (Dates)                                                              Description Type         General Records Type
Labels:
Data:      Retrieved     Title (*Coverage Start Date/qualifier – Coverage End Date/qualifier)       Description Type         General Records Type
           Hit
           Number
Example         1        The River                                                                  Item                     Moving Image
Rules:                   There will always be data in title.                                      Short description data   May be multiple values; please
                          *Show data in Coverage Start Date/qualifier -Coverage End                                         string together
                            Date/qualifier.
                              If there is no data there, show data in Production Date/qualifier.
                              If there is neither Inclusive nor Coverage Dates, show Broadcast
                                 Date/qualifier; if none there, Copyright Date/qualifier, if none
                                 there, Release Date/qualifier. Do not show multiple dates.
                          Please follow previously sent qualifier order rules




 h:/wpfiles/arc/fdidev/searches6.doc                                                                                                                    41
 13.0     Language Hit List
          Sort: Alphabetically by Language

Column     Hit          Language                           # of Descriptions
Labels:
Data:      Retrieved    Language                           (How many archival descriptions the record is linked to)
           Hit
           Number
Example         1       Spanish                            34


 14.0     Microform Publication Hit List
          Sort: by Microform Publication ID

Column     Hit           ID            Microform Publication Title                         # of Descriptions
Labels:
Data:      Retrieved     Microform     Microform Publication Title                         (How many archival
           Hit           Publication                                                       descriptions the record is
           Number        ID                                                                linked to)
Example         1        M123          Miscellaneous Records Relating to George            12
                                       Custer

 15.0     Holdings Measurement Type
          Sort: Alphabetically by Holdings Measurement Type Code.

Column     Hit           Code                      Holdings Measurement Type              # of Descriptions
Labels:
Data:      Retrieved     Container_code            Container_name                         (How many archival
           Hit                                                                            descriptions the record is
           Number                                                                         linked to)
Example         1        LGA-S                     Legal Archives Box, Standard           3,899




 h:/wpfiles/arc/fdidev/searches6.doc                                                                                    42
16.0      People Hit List
          Sort: Alphabetically by Display Name

Column         Hit            Name                                                   Preferred?   # of Descriptions   # of Orgs
Labels:
Example        Retrieved      Show display_name                                                   (How many           (How many
               Hit                                                                                archival            organization
               Number                                                                             descriptions the    descriptions the
                                                                                                  record is linked    record is linked
                                                                                                  to)                 to)
Example              1        Roosevelt, Bubba                                       No           0                   0
Example              2        Roosevelt, Frank, 1882-1945.                           No           0                   0
Rules                3        Roosevelt, Franklin D. (Franklin Delano), 1882-1945.   Yes          289                 21




h:/wpfiles/arc/fdidev/searches6.doc                                                                                                      43
17.0      AACR2 Organization / Meeting Name Hit List
          Sort: Alphabetically by display_name

Column         Hit               Name                                                      Preferred?
Labels:
Data:          Retrieved Hit     Authors.display_name
               Number
Example        1                 American Red Cross                                        Yes
Example        2                 Canadian Agricultural Outlook Conference.                 Yes
Example        3                 Conférence des perspectives de l'agriculture canadienne   No
Example        4                 U.S. Red Cross                                            No




h:/wpfiles/arc/fdidev/searches6.doc                                                                     44
 18.0     NARA Organizations Hit List
          Sort: Alphabetically by Organization Name

Column         Hit          Name                                                                     Dates             Preferred?   # of
Labels:                                                                                                                             Descriptions
Data:          Retrieved    Organization Name                                                        (Establish                     (How many
               Hit                                                                                   Date/qualifier-                archival
               Number                                                                                Abolish                        descriptions the
                                                                                                     Date/qualifier)                record is linked
                                                                                                                                    to)
Example              1      Department of State. Office of Public Information.                       1945? -           Yes          12
Example              2      Office of War Information                                                1915 - ca. 1960   Yes          34
Example              3      Weather Bureau                                                           1878 - ?          Yes          29
Rules                       When the search is retrieving information from the Organization
                            record (from e.g., the Administrative History Note, Jurisdiction,
                            Personal Reference, Program Area) show all Organization Names
                            associated with that Organization record. When an Organization
                            Name is selected from the hit list it should take the user to the full
                            Organization record, not to the Organization Name record.

                            When the search is retrieving on an Organization Name you need
                            to show only that name – not all the others that associated with it
                            in its full associated Organization record.

                            If an AACR2 Name, Variant Name, or AACR2 Variant Name is
                            retrieved and selected by the user, that should take the user to the
                            Organization Name record to which it is associated.




 h:/wpfiles/arc/fdidev/searches6.doc                                                                                                                   45
19.0      Subjects (General Records Type and Topical Subject)
          Sort: Alphabetically by Subject Heading

Column         Hit          Term                                Preferred?   Type              # of Descriptions
Labels:
Data:          Retrieved    Subject Heading                                  Subject Type      (How many archival
               Hit                                                                             descriptions the
               Number                                                                          record is linked to)
Example             1       Artifacts                           Yes          General Records   149,200
                                                                             Type

Example              1      Indians                             Yes          Topical           599
                     2      Indians of North America            No           Topical           0



19.5 Program Area
Sort: Alphabetically by Subject Heading


Column         Hit          Term                                Preferred?   Type              # of Organizations
Labels:
Data:          Retrieved    Subject Heading                                  Subject Type      (How many
               Hit                                                                             organization
               Number                                                                          descriptions the
                                                                                               record is linked to)
Example              1      Agriculture                         Yes          Program Area      33
Example              2      Animal Husbandry                    No           Program Area      0




h:/wpfiles/arc/fdidev/searches6.doc                                                                                   46
20.0      Subject Category Hit List
          Sort: Alphabetically by Subject Category

Column       Hit               Subject Category                     Subject Category   Type
Labels:                                                             Code
Data:        Retrieved Hit                                                             Subject Type
             Number
Example      1                 GENERAL GOVERNMENT                   008                Program Area
Example      2                 SOCIAL PROGRAMS AND HUMAN SERVICES   019                Program Area




h:/wpfiles/arc/fdidev/searches6.doc                                                                   47
21.0      Subjects (Specific Records Type)
          Sort: Alphabetically by Subject Heading

Column           Hit             Term                          Preferred?   Guide            Type            # of
Labels:                                                                     Term?                            Description
                                                                                                             s
Data:            Retrieved       Subject Heading                                             Subject Type    (How many
                 Hit Number                                                                                  archival
                                                                                                             descriptions
                                                                                                             the record is
                                                                                                             linked to)
Example                 1        Letters                       Yes          No               Specific        0
                                                                                             Records
                                                                                             Type
Example                 2        Correspondence                No           No               Specific
                                                                                             Records
                                                                                             Type

          21.1       Brief Citation Hit List for Secondary Search on the Specific Records Type Citation Sheet
                     Sort: Alphabetically by Brief Citation Title

Column           Hit             Title                                                              Date
Labels:
Data:            Retrieved Hit   Aat_cit_sources.title                                              Aat_cit_sources
                 Number                                                                             .pub_date
Example          1               Genre Terms: A Thesaurus for Use in Rare Book and Special
                                 Collections Cataloguing
Example          2               Glossary of Record Types




h:/wpfiles/arc/fdidev/searches6.doc                                                                                          48
22.0      Subjects (Geographic Reference)
          Sort: Alphabetically by Subject Heading

   This hit list needed so a user can distinguish between variants that are the same word, but are linked to different preferred terms.

Column       Hit           Heading                              Preferred?       USE                 Type            # of           # of Orgs
Labels:                                                                                                              Descripti
                                                                                                                     ons
Data:        Retrieved     Display Name field                                    Display Name        Subject         (How many      (How many
             Hit                                                                 field               Type            archival       organizatio
             Number                                                                                                  description    n
                                                                                                                     s the record   description
                                                                                                                     is linked      s the record
                                                                                                                     to)            is linked
                                                                                                                                    to)
             1             Springfield                          No               Cosperville         Geographic      0              0
                                                                                 (Noble,             Reference
                                                                                 Indiana,
                                                                                 United States,
                                                                                 North and
                                                                                 Central
                                                                                 America)
                                                                                 inhabited
                                                                                 place
Example      2             Springfield                          No               Plattsburg          Geographic      0              0
                                                                                 (Clinton,           Reference
                                                                                 Missouri,
                                                                                 United States,
                                                                                 North and
                                                                                 Central
                                                                                 America)
                                                                                 inhabited
                                                                                 place
Example      3             Springfield (Hampshire, West         Yes                                  Geographic      289            0
                           Virginia, North and Central                                               Reference
                           America) inhabited place
             4             Springfield (Walworth,               Yes                                  Geographic      12             0
                           Wisconsin, United States,                                                 Reference
                           North and Central America)
                           inhabited place


h:/wpfiles/arc/fdidev/searches6.doc                                                                                                                49
                          Rules: Show the display field –   Yes   Rules: For non-    Geographic
                          for preferred terms it is the           preferred          Reference
                          whole hierarchy. For non-               headings in the
                          preferred this is just the data         hit list, show
                          from the heading field                  their preferred
                                                                  display name of
                                                                  the heading that
                                                                  they link to in
                                                                  the USE field.

        22.1     Brief Citation Hit List for the Secondary Search on the Geographic Name sheet on the Geographic Reference layout
                 Sort: Alphabetically by Brief Citation Title

                 Fine as is




h:/wpfiles/arc/fdidev/searches6.doc                                                                                                 50

				
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