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Agent Records can be created for individual people, corporate entities, including the offices of administrators, or software. For example, there could be a person Agent Record for “Bourg, Chris,” but the Agent Record for “Massachusetts Institute of Technology. Libraries. Office of the Director” is a corporate entity.
Person
For established names, use the U.S. version of the name in VIAF indicated by the presence of the U.S. flag icon as shown in the screenshot below. If there is no U.S. established version of the name, use the version from the person’s country of origin. For local names, follow DACS Part II.
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For individuals that have gone by multiple names (e.g. married names, pen names, fuller versions), include variant forms. Do not enter “deadnames” without consent of the person being described.
- Basic Information: Check the box for "Publish"
- Dates of Existence: Complete if known; skip if unknown. See Dates Section for further instructions.
- Authority ID: For established names, this should be the VIAF permalink. Leave ID (http://viaf.org/), so 89803084 in the example below. Leave blank if it’s a local name.
- Source (required): If the name is established, select “Virtual International Authority File (VIAF).” If the name is not established, select “Local sources.”
- Rules (required): If the name is established, select “Resource Description and Access.” If the name is local, select “Describing Archives: A Content Standard.”
- Name Order (required): This is set to Indirect by default
- Primary Part of Name (required): Person’s last name or surname
- Rest of Name (required): Forename and additional names First name and middle initial (if known)
- Qualifier: For alumni, enter class year, e.g. Class of 1987
- Contact Details (required for sources): This section is required if you are creating an agent record for a Source (a donor or the person responsible for a transfer of records). The contact name Enter all of the contact information that you know (full name in natural order), mailing address, and email are required; phone number(s) should be added if known., phone numbers).
Corporate Entity
- Basic Information: Check the box for "Publish"
- Dates of Existence: Complete if known; skip if unknown. See Dates Section for further instructions.
- Authority ID: For established entities, this should be the VIAF permalinkID (http://viaf.org/). Leave blank if it’s it's a local entity.
- Source (required): If the entity is established, select “Virtual International Authority File (VIAF).” If the entity is not established, select “Local sources.”
- Rules (required): If the entity is established, select “Resource Description and Access.” If the entity is not established, select “Describing Archives: A Content Standard.”
- Primary Part of Name (required): The foremost part of an entity’s name. For MIT administrative offices, academic programs, and research labs and centers, the primary part of name is “Massachusetts Institute of Technology.”
- Subordinate Name 1 (required): A hierarchical unit within the corporate entity named in the Primary Part of Name field, e.g. School of Engineering
- Subordinate Name 2: A hierarchical unit within the corporate entity named in the Subordinate Name 1 field, e.g. Biological Engineering Department
- For established entities, these formatting rules override the established formatting in VIAF. For example, the MIT Sloan School of Management should be formatted as shown in the ArchivesSpace screenshot below, even though this differs from the established version in VIAF. However, the VIAF permalink ID should still be included as the Authority ID for established entities, unless the VIAF formatting is so different from DDC’s standard formatting that it’s uncertain if they represent the same entity.
Software
- Authority ID (optional): For established entities, this should be the VIAF permalink. Leave blank if it’s a local entity. (Software is unlikely to be in VIAF).
- Source (required): If the entity is established, select “Virtual International Authority File (VIAF).” If the entity is not established, select “Local sources.”
- Rules (required): If the entity is established, select “Resource Description and Access.” If the entity is not established, select “Describing Archives: A Content Standard.”
- Software Name (required): The name the software is generally known by, such as Archivematica
- Version (required if available): Version number of the software if you can find it, for instance 1.10
- External Documents (optional): Click add external document and provide a link to the source code if available, Title: Source Code, Location: link to source code
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