Natural Group Metadata Standards and Guidelines

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Sections:

Purpose
Scope
Goal
Natural Group
Record Title
Volume Designation
Dates
Archive Reference Number
Locality
Language
Record Type
Creator
Field Equivalents between Process Programs

Purpose

The purpose of this document is to inform camera operators, metadata specialists, and FamilySearch area personnel of the FamilySearch Natural Group Metadata Standards and Guidelines.

Scope

These metadata standards and guidelines should be followed when entering metadata into the DCam software or when auditing metadata in RMS for any given natural group. For legal purposes, the only data that is reviewed post-capture are values in the Locality field, Date field, and Record Type field. Exceptions to a guideline can be made pre- or post-capture. An exception must be approved prior to implementing the exception. If the homeland requests the exception, the homeland must provide the resources to implement and enforce that exception.

Goal

Our vision is to use metadata to make content easily searchable, manage inventory, and satisfy collaborate relation needs. These are general standards to allow flexibility in how homelands describe records and to maintain consistency for inventory management and reporting purposes.

Natural Group

A group of records that share basic metadata such as a time period, locality, or record type. Often the records are grouped this way by the archive or by a government agency as bound volumes of books or probate packets. Think of natural groups as something that you might pick up with one hand like a book, a single folder of death certificates, a single probate packet, or a single case file. To learn more about Natural Groups, click here.

Record Title

The record title is the preferred descriptive title assigned to the natural group by the creator or custodian. This title may be written, stamped, embossed, typed, or stickered on the natural group or on the custodian’s inventory list.

Enter the Record Title

Before capture starts, the camera operator should consult the archivist/custodian representative about what value should be entered into the Record Title field (DCam)/Title field (RMS).

If the archivist/custodian representative does not have a preference, then the camera operator will check on the natural group’s cover, then spine, then title page in that order. The camera operator will enter the record title exactly as is into the Record Title field even if the record title includes a record type, locality, and/or date range.

• If multiple titles are on the natural group’s cover, spine, or title page, choose one and enter it as is in the Record Title field.
• In cases where the record title includes a record type, locality, and/or date range, this data should also be entered into their respective fields (See sections for Dates, Locality, and Record Type).
  
  • In some cases, the record type, locality, and/or date range in the record title may be inaccurate. Regardless of accuracy, this data should be entered as is in the Record Title field. The accurate locality, accurate record type, and accurate date range should be entered into their respective fields following the guidelines in this document for each of those fields (See sections for Dates, Locality, and Record Type).
  • The subtitle should be included in the Record Title field, following the applicable guideline above for the natural group.

If no record title is on the cover, spine, or title page, use the description from the custodian’s inventory list.
If all of the following conditions are met, keep the DCam listing title:

• The archivist or custodian representative does not have a preference.
• No record title is on the natural group (cover, spine, or title page).
• No inventory list exists.

Note on Reference Codes

Volume designation codes and Archive Reference Numbers should not be included as part of the record title. These codes should be entered into their respective fields, that is, in the Volume Designation field (DCam)/Volume field (RMS) and Archive Reference Number field.

Volume Designation

The volume designation is a combination of letters, numbers, and special characters used to identify a natural group. It also facilitates storage and retrieval procedures in a repository (volume, box, book, drawer, and so on).

Enter the Volume Designation Code

Enter the volume designation code in the Volume Designation field. Check the natural group cover, then spine, then inner pages, including the title page, for the volume designation code.

• Do not include the natural group’s date range or record type in the Volume Designation field.
• For bound and unbound natural groups, do not include “v” or “vol”, “bk” or “book” in the Volume Designation field.
  
  • Example: 12.2.5
• Depending on the record type, the volume designation code may include a box number, file number, case number, or the like. Enter them as follows:
  
  • Examples
    
    • Case Number = 145879
    • File Number = 12
    • Box = 8
  • Only include “case no.”, “file no.”, or “box no.” if the archivist requests or when this type of number comes after the volume number.
    
    • Examples
      
      • 18, file no. 12
      • 1-Aux, case no. 13853
  • If the volume designation code includes a surname range or letters representing a surname range, enter it as follows.
    
    • Example: 1 A–TR

If the Volume Designation Code is Not Found

If not found on the natural group or at the archive, a single hyphen (-) should be entered in the Volume Designation field.

Multiple Volume Designation Codes

If the natural group is a book of indexes for multiple volumes, enter the code assigned to the book of indexes. Do not include the volume numbers of those books that the index book covers.

• Example: Birth Record Indexes of volumes 1-5, volume 1, enter 1 in the Volume Designation field.

If the natural group is not a book of indexes, use the code currently used by the archive. If necessary, consult the archivist about which code to enter in this field.

Dates

The date is when the record was created or recorded. It is not the date when the recorded event occurred (i.e., event date). In some cases, the record date and the event date may be the same. FamilySearch Date Service governs all date field formats according to these standards. The following standards are listed in sequential order.

Use the date on the cover

If the natural group has a date on the cover, spine, or title page, then enter the date as it appears on that page.

Combine multiple consecutive dates on the cover

If the natural group has multiple date ranges on the cover, spine, or title page and the date ranges are consecutive, combine them into one date range.

Example
The book cover states Jan 1879–Mar 1880, Mar 1880–Jan 1883, enter Jan 1879-Jan 1883

Avoid combining multiple non-consecutive dates on the cover. If the natural group has multiple date ranges on the cover, spine, or title page and the date ranges are not consecutive, add each of them.

Example
The title Page states Jan 1879–Mar 1880, Sep 1882–Jan 1883, enter Jan 1879–Mar 1880, Sep 1882–Jan 1883

Use the date on the cover and the record creation date (Incomplete date on the cover)

If the natural group only has one date of the date range on the cover, spine, or title page, and there is an empty space where the other date should be, then check the first or last record and enter the dates respectively in the same format as the date on the cover, spine, or title page.

Example
The book cover states, “12 Jan 1854/_____”. Look at the last record in the natural group and find the record creation date. If the record creation date is 16 Oct 1865, enter the date as follows: 12 Jan 1854-16 Oct 1865.

When no date on the cover, use the record creation date (Complete Year or Years)

If no date is on the cover, spine, or title page, check the first three records, and the last three records in the natural group. If the natural group includes records from the first to the last month, only enter the year(s).

Examples

• The first record was recorded on 6 January 1879 and the last record was recorded on 20 December 1879, enter 1879.
• The first record was recorded on 10 January 1879 and the last record was recorded on 15 December 1880, enter 1879–1880.

When no date is on the cover, use the record creation date (Partial or Complete Year or Years)

If no date is on the cover, spine, or title page, check the first three records and the last three records in the natural group. If the natural group includes records from parts of years or a combination of complete years and partial years, include the months.

Examples

• Jan 1879–Mar 1879 (part of a single year)
• Mar 1879–Jan 1880 (parts of multiple years)
• Jan 1879–Mar 1880 (combination of complete and partial years)
• Mar 1879–Dec 1880 (combination of partial and complete years)

When no date is on the cover, use the record creation date (Partial Single Month)

If no date is on the cover, spine, or title page, check the first three records, and the last three records in the natural group. If the natural group includes records from part of a single month in a single year, then include the days.

Example
2 Jan 1879–15 Jan 1879

Use the listing date when no date is on the cover and records are alphabetical or non-chronological

If no date is on the cover, spine, or title page, then check the first three records and the last three records in the natural group.

If no date is on the cover, spine, or title page and the natural group is organized alphabetically or non-chronologically, enter the DCam listing date. Metadata auditors can confirm that the date matches the listing dates if they have access to that information, otherwise, they assume it is correct.

Archive Reference Number

The Archive Reference Number is the unique reference code that custodians use to identify and track their record inventory.

Enter the Archive Reference Number

Enter the exact code used by the archive, including punctuation.

Example: PT-ABM-GCFUN-1619-001

If you do not find the Archive Reference Number

When using DCam:

If not found on the natural group or at the archive, click the No Archive Reference Number checkbox located below the text field.

When using a program other than DCam:

If not found on the natural group or at the archive, enter a single hyphen in this field.

Locality

The locality is the place where the record was created. FamilySearch Places is a database with standard localities that govern selection lists (typically seen in a drop-down format on FamilySearch.org). Camera operators, auditors, and reviewers use the database to select the appropriate locality.

Note on jurisdiction format: Localities are formatted from the smallest level, such as an administrative district or parish, to the largest, which is often a country.

Example: Panjón, Nigrán, Pontevedra, Galicia, Spain

Select the most specific locality when the cover matches the records

The selected locality should correspond to the most specific lowest level locality where the records were created and not where the life event occurred.

Select the most accurate locality when the cover does not match the records

Look for a locality on the cover, then the spine, then the title page, then check the first three and last three records. If the locality on the cover, spine, or title page differs from the locality in the records, enter the locality from the records.

Select the most specific locality when records were created in multiple localities

If a natural group includes records created in multiple localities, select the lowest common locality to describe the natural group, in other words, enter the parent jurisdiction shared by all the localities.

Example
The natural group contains records for Pisa and Santa Luce, which are communes in the Pisa province of the Tuscany region. In this example, use the province of Pisa to describe the natural group. In the selection list, it would look like this: “Pisa, Tuscany, Italy.”

Create the locality when the locality is not available in the selection list

If the locality is not showing in the selection list, search under an alternate name. If the locality is still not found, create a provisional place with its proper place type and parent jurisdictions.

Example
The natural group contains records for the city of Pisa but only the province of Pisa is available in the selection list, that is, “Pisa, Tuscany, Italy”. In this example, the provisional place for the city “Pisa, Pisa, Tuscany, Italy” should be created.

Language

This section addresses the language in which the records are written and not the language of the application user interface, nor the language of the country.

Select the Language

Only list languages that constitute the writing of the records in the natural group.

Example: The records were created in German during the Nazi Regime, but the records were later moved to a Polish archive, wherein the archivist annotated in Polish the natural group cover. In this example, describe the natural group using the language of the records, that is, German.

Multiple Languages

When a natural group contains records written in multiple languages, select all languages that apply.

Example: Spanish, Catalan

Record Type

The record type is an official term governed by the Controlled Vocabulary database and is used to describe the registration of a life event. Each record type is defined based on its use and/or function.

Use the record type that matches the records (single record type)

The record type should match the contents of the natural group. Select the most specific record type that describes the records in the natural group. Avoid using umbrella record types that are too broad or vague, such as Vital Records or Religious Records.

Examples

• The book cover states “Burials”, enter “Burial Records”
• The book cover states “Births”, but the records are delayed registrations of births, so enter “Delayed Birth Records”.

Use the record types that match the records (multiple record types)

If necessary, add additional specific record types that accurately represent the records in the natural group. Avoid using umbrella record types that are too broad or vague, such as Vital Records or Religious Records.

Examples

• A book cover states “Births, Marriages, and Deaths”, enter: “Birth Records”, “Marriage Records”, and “Death Records”.
• A book cover states “Parish Register”, enter: “Baptism Records”, “Religious Marriage Records”, “Burial Records”, and “Parish Registers”.

Avoid using unnecessary and misleading record types

Avoid adding supplemental, unnecessary, or extraneous record types to describe a natural group intended for a specific record type.

Examples

• A book of death records containing an index at the beginning or end should be described as “Death Records.” In this example, you would not include “Death Record Indexes” as a record type to describe the natural group. Only use “Death Record Indexes” to describe a natural group that only contains indexes to death records. This same concept applies to all record books that include an index.
• A book of birth records containing marginal notes and/or references to other life events alongside the record should be described as “Birth Records”. Do not add “Marginal Note Book”.

Creator

The creator is the entity that authored or produced the original records/documents.

Format the Creator

The name of the creator must be typed in the same language as the language of the records, including diacritics. When typing the creator’s name, use the language’s proper noun format. Do not use alternate characters unless such characters are used in an entity’s name (e.g., “&” vs. “and”).

Enter the Creator

When the creator is not known, leave the field blank.

When the creator is known, include it in the designated field:

• In GRMS, this field is called “Record Creator/Author.”
• In DCam, this field is called “Record Creator or Author.”
• In Explore Images, this field is called “Creator.”

For natural groups of historical records, the creator is the entity that produced the natural group and not the clergyman or clerk employed by the entity that physically wrote the documents.
In the Infinity system, the Creator field is considered in the context of the searched locality (being that the locality entered is the locality where the records were created), therefore, where the records were created is most often where the creator/author is headquartered.

 Examples

• Religious Records
  
  • Parishes of the Archdiocese of Chicago
  • Parroquias de la Arquidiócesis de Medellín
• Legal/Court Records
  
  • Jackson County Probate Court
  • Notaria Pública 210
• Government Records (including Civil/Vital records, voting records, and censuses)
  
  • Stato civile
  • Census Bureau
  • Health Statistics and Vital Records
• Military Records
  
  • Armada de España
  • British Air Force
• Business Records (including funeral homes and newspapers)
  
  • Phoenix Tribune
  • Krematoriosäätiö s.r
• Cemetery Records (private, religious, or civil)
  
  • Cementerio de la Recoleta
  • Misiņkalna kapsēta
  • North Cemetery
• Genealogy Records
  
  • Compiled by a society
    
    • Daughters of the American Revolution
  • Single compiler
    
    • Dr. Francis C. Xavier
  • Multiple compilers: list all publishing names with given name(s) first, separating each compiler with a comma
    
    • Steven Q. Urkel, Dr. Francis C. Xavier, Bilba Labingi
• Periodicals (Periodical title should be entered in the “Title” field.)
  
  • New England Historic Genealogical Society
  • 東洋堂書店
• Medical Records
  
  • Landeskrankenhaus Universitätskliniken
  • Prince of Wales Hospital
• Education/School Records
  
  • Universite Paris Saclay
  • Gadjah Mada University
  • University of Edinburgh
• Migration Records
  
  • Depending on whether the records were created by a government entity (customs lists) or corporation (passenger lists), see the format for Government Records or Business Records above.
• Reference Materials
  
  • Depending on whether the archive/repository is government or corporate-owned, see the format for Government Records or Business Records above.
• Photographs
  
  • See the format for Genealogy Records above.
• Manuscripts and copyrighted and/or Published Books
  
  • Single author
    
    • Bilbo Baggins
  • Multiple authors: list all publishing names with given name(s) first, separating each author with a comma
    
    • Bernardo Arugalla, Pauline K. Bellagamba, L. S. Meanswell

Field Equivalents between Process Programs

When you enter data in these GRMS Listing fields, that data is automatically populated in the corresponding DCam fields.