Locations and authorities

Working with locations and authority data

When you select „Locations” or one of the menu entries under „Authority data” from the menu, a list of entries appears.

In this list, you can select a single entry whose details then appear in the right column, similar to working with the hierarchy of records.

Locations can be linked to other locations. The same applies to places, agents, and concepts which can be linked to each other. These entities, however, appear as a flat list in the middle column. This contrasts with records, whose hierarchical relationships are displayed as a tree in the middle column.

At the bottom of the list, you can add a new location, agent, place, or concept.

With the search field at the top, you can quickly filter a list by text. Only entries whose title contains the entered text are shown. The matching text is highlighted in bold in the title.

A search is only performed when at least three characters have been entered.

Example: Locations

In the archive directory of a municipality in docuteam context, all containers in which documents are stored are listed under „Locations”.

The municipality has an archive room with 15 racks and 4 shelves each. Accordingly, under „Locations” we find an entry for each of these elements. The shelves are linked to the racks, and the racks are linked to the room. Finally, each box and each container for plans is also recorded under „Location” and linked to the shelve on which the container is located.

In the two further examples below, only buildings that contain parts of a national archive are listed under „Locations” on the left. The archive is newly established and does not yet contain entries for containers. In the following example, however, there are entries for some containers, as well as a tape archive and a rolling shelf system.

Example: Authority data

In the following example, the list of agents contains an entry for Gillian Noyau, the archivist responsible for the state archive.

The list also includes the president of the republic, Jonathan Leclerc, a historical figure frequently referenced in documents. The same applies to the parliament and the republic itself, which are listed as institutions. Finally, the entries for the two families are linked to records from two private fonds, stored in the same archive.