Skip to main content
Back to Specifications
PDF Markdown

ADAC-Preservation 1.0 — Field Vocabulary Guide (Practitioner Edition)

Audience: Archivists, preservation administrators, records managers, special collections staff

This guide presents practical archival interpretation first, then complete term listings and definitions.

A. Practical interpretation

  • Use processing status terms to represent true processing depth.
  • Use level-of-description terms to preserve archival hierarchy.
  • Treat preservation level and risk terms as policy-impacting commitments.
  • Use rights/restriction/condition terms consistently for transparency and reuse.
↑ Back to Top

B. Complete vocabulary listings and definitions

B.1 Processing Status (accession.processingStatus)

Term Definition
unprocessed Materials accessioned but not yet arranged or described.
minimallyProcessed Basic arrangement and collection-level description complete.
partiallyProcessed Some series/files arranged and described; work continuing.
fullyProcessed Complete arrangement and description; finding aid published where appropriate.
reprocessing Previously processed materials currently being reprocessed.

B.2 Level of Description (description.levelOfDescription)

Term Definition
fonds Whole records of a creator; highest level.
subFonds Subdivision of a fonds.
series Documents arranged as a unit because of common subject/function/form.
subSeries Subdivision of a series.
file Grouping of documents (folder/dossier).
item Smallest indivisible archival unit.
collection Artificial assembly created by repository rather than organically accumulated.

B.3 Preservation Level (preservation.preservationLevel)

Term Definition
fullPreservation Full preservation commitment including migration planning.
bitLevelPreservation Bitstream preservation commitment without migration commitment.
contentPreservation Intellectual content preservation with potential format transformation.
accessOnly Access holding without long-term preservation commitment.
transitional Preservation level under review/undetermined.

B.4 Format Risk (preservation.formatAssessment.*.riskLevel)

Term Definition
low Stable, well-supported format.
medium Supported format with emerging risk indicators.
high Significant risk of obsolescence.
critical Obsolete or imminently obsolete; urgent mitigation required.
Term Definition
publicDomain Not protected by copyright.
inCopyright Protected by copyright with identified holder.
inCopyrightOrphan Protected by copyright; holder unknown/unlocatable.
licensedOpen Protected by copyright but openly licensed.
copyrightUndetermined Copyright status not determined.
copyrightAssigned Copyright assigned to holding institution.

B.6 Restriction Types

Term Definition
none No restriction.
personalData Data-protection restriction.
medicalPrivacy Health/medical privacy restriction.
minorProtection Restriction to protect minors.
donorRequested Restriction requested by donor.
sealed Court-sealed materials.
classified National security classified material.
timeEmbargo Time-limited embargo restriction.
physicalConditionFragile Restriction due to fragility.
culturallySensitive Restriction due to cultural sensitivity protocols.
copyrightRestricted Restriction imposed by copyright holder.
administrativeReview Restriction pending administrative review.

B.7 Condition Types (archival:condition.conditionType)

Term Definition
fading Faded ink/print/color.
foxing Brown spots from oxidation.
tear Physical tear.
loss Missing material area.
stain Staining from water/ink/other sources.
mold Mold or mildew damage.
insectDamage Insect-caused damage.
fireDamage Fire or smoke damage.
waterDamage Water damage causing warping/staining.
bleedThrough Ink bleed-through from reverse side.
creasing Fold/crease deformation.
adhesiveResidue Residue from adhesives/previous repairs.
previousRepair Visible prior repair intervention.
acidification Acidification and brittleness of paper support.
emulsionDamage Photographic emulsion cracking/lifting damage.
silverMirroring Silver mirroring on photographic prints.
bindingDamage Binding/spine-related structural damage.
↑ Back to Top
Back to Specifications