Dates of Records Start Date

The beginning of the time period the records themselves were created. In many, but not all cases, this start date may be the same as the start date of the Dates of Recordkeeping and/or is the same as the start date of the time period covered by the subject(s) of the archival materials.

Enables users to retrieve and sort record groups, collections, and archival materials by the time period the records themselves were created. 

Distinguishes the time period of when the records themselves were created from the Dates of Recordkeeping or the time period of the subject of the records. The Dates of Recordkeeping are the dates (the time period) when the record group, collection, or archival materials was created, maintained, or accumulated.

SERIES LEVEL

Enter the beginning date on which the records themselves were created.

Do not use the Dates of Records to capture the dates of the subjects of the records. Information about the time span of the subject of the records can be conveyed by

a. Adding a Topical Subject to convey a historical event. If you can’t find the event, propose a new Topical Subject.

b. Adding the information to the Date Note, the Scope and Content Note, or even a General Note to add clarity.

Dates of Recordkeeping Versus Dates of Records
Dates of Records comprises the time period the records themselves were created. In many, but not all cases, this time period is the same as the time period covered by the subject(s) of the archival materials. Dates of Recordkeeping comprise the time period during which the record group, collection, or series was created, maintained, accumulated as a unified filing system by the creator because of some relationship arising out of the records creation, receipt, or use.

ALL LEVELS

When the Date Span is Only One Specific Date
If the date is a specific day (02/11/1969), month (02/1969), or year (1969), enter the date in Dates of Records Start Date and then repeat the same specific date in Dates of Records End Date.

When the Date Span is One of Two Years
If the date is one of two years (1953 or 1954), then enter the first year (1953) in Dates of Records Start Date, enter the second year (1954) in Dates of Records End Date, and use the "ca." in Dates of Records Start Date Qualifier and Dates of Records End Date Qualifier.

When the Date Span is Several Years
If the dates fall between several years (1826-1835), then enter the earliest possible date (1826) in Dates of Records Start Date, enter the latest possible date (1835) in Dates of Records End Date, and use the "ca." in Dates of Records Start Date Qualifier and Dates of Records End Date Qualifier.

When the Date Span is a Decade
When describing a decade as a date span, enter the first year of the decade (1920) in Dates of Records Start Date, enter the last year of the decade (1929) in Dates of Records End Date, and use the "ca." in Dates of Records Start Date Qualifier and Dates of Records End Date Qualifier.

When the Date Span is a Century
When describing a century as a date span, enter the first year of the century (1700) in Dates of Records Start Date, enter the last year of the century (1799) in Dates of Records End Date, and use the "ca." in Dates of Records Start Date Qualifier and Dates of Records End Date Qualifier.

Dates Before the Year 1000
For dates before the year 1000, including B.C. dates, leave this field blank and explain in Date Note.

Date Form
Enter the date in MM/DD/YYYY form.
If the day is unknown, enter the month and year in the MM/YYYY form.
If the month is unknown, enter the year in the YYYY form.
Do not use 00 as a month or day.

Multiple Dates
If multiple date elements are used in a description at the Record Group, Collection, or Series Level, explain the distinctions in Date Note. At the File Unit and Item Level, it is not necessary to explain the distinctions between multiple date elements.