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Most groups and items are related in some way to other groups
and items. Researchers' queries are often attempts to find
inherent relationships, such as among items drafted by a particular
person, or items with a given subject. Many of the retrieval
categories in the Guide are intended to provide access
to entries through such relationships. Information about related
items, when it is available, may be treated in the same way
as information for the group/item being catalogued. For instance,
a detached sheet from a sketchbook may be recorded under Title,
Subjects/Built Works, Maker, Date of Execution, etc. This
approach allows retrieval of related items by attributes but
also requires some structured way of indicating a relationship
to the primary group/item. Most repositories will not have
the time or resources to do more than make free-text notes
for items that are not in their collections. When this is
the case, the note category that follows can be used to record
that a relationship with another group or item exists. One
use of this would be to list related items that have not yet
been catalogued, or that belong to another repository.
Category: Related
Groups/Items
Definition:
A brief discussion of any group(s), volume(s), or item(s) directly
associated with the item(s) to which the record corresponds.
Discussion:
Often a large part of the historical interest of a group or item is
bound up with its relationships to other groups or items. Related
items such as preliminary drawings or copies are described as well as
their significance, sequence, use, and function vis-\xF4-vis the
group or item being catalogued.
At core level, any larger hierarchical groups or volumes of which
the group or item is a part should be listed here. For example, if
the entry corresponds to a series within a larger record group, the
latter should be listed in this category. For single items, it is
appropriate to mention any known preliminary drawings or copies.
Certain types of relationships among items will be recorded through other categories,
and need not be mentioned in this category. For example, drawings
by the same draftsman will be related through the specific
categories designated for Origin/Maker, one of the top level
categories in Groups/Items. Identical subjects will also be
related through the Subjects/Built Works categories. In other
words, these types of relationships need not be reiterated
in this category as long as the repository intends to catalogue
the related items according to the same standards. Only the
relationships that are not covered elsewhere should
be mentioned in this category. On the other hand, related
items in other repositories may be mentioned here no matter
what the type of relationship, since entries for the latter
may not be available for retrieval in the same information
system.
The related group or item must be identified: that is, the
geographic location of the repository, the repository name, and the
full group/item identification used by the repository should be
provided. In addition, a note to specify the nature of the
relationship is useful.
Examples: |
Related drawings are in the following repositories:
Archives Nationales, Paris, France: O 1 1585, pièces 249, 290; Album 58, plans 6, 7, 13; Musée Carnavalet, Paris, France: D6416 A complete list of related drawings is in: Solange Granet, 1963.
This plan is part of an album of twenty folios containing watercolors for projects for St. Petersburg: Montreal, Canada, Centre Canadien d'Architecture/Canadian Centre for Architecture, Dessins et estampes, DR1980:0019. |
Implementation:
There are two ways to implement this category. The most basic is to
make a free-text list or note that simply allows researchers to learn
about related groups and items. In this case implementation is as
follows:
descriptive
optional
single occurrence
A more satisfactory way from the standpoint of retrieval is to
make a separate record for each related entry, and to link them. If
this method is chosen, implementation is as follows:
access point
authority-controlled: Groups/Items
optional
repeatable
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