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- 7. TERM
7.1. Term
Archives: Catalog of government documents and records transferred from various government ministries and agencies.
Cabinet Library: Catalog of historical materials/books owned by Cabinet Office.
Fonds/Series: Fonds/Series are offered as a finding aid for users. Millions of our holdings are categorized by transferred agency, etc. Fonds/Series have a hierarchy structure.
Files: Materials in paper bound in books. Documents and records transferred from ministries and agencies are archived and handled in unit of file.
Items: Minimal unit of materials/records, sometimes including several papers.
Fonds/Series Entries:
Cabinet Library: Catalog of historical materials/books owned by Cabinet Office.
Fonds/Series: Fonds/Series are offered as a finding aid for users. Millions of our holdings are categorized by transferred agency, etc. Fonds/Series have a hierarchy structure.
Files: Materials in paper bound in books. Documents and records transferred from ministries and agencies are archived and handled in unit of file.
Items: Minimal unit of materials/records, sometimes including several papers.
Fonds/Series Entries:
| Hierarchy structure | The units of descriptions of the records are organized hierarchically by ministries/agencies transferring the records, fonds organized by creator, and series by function or subject.
There are five levels in the descriptions. Names of units at the top in hierarchy are, in principle, those of the ministries/agencies after the reorganization of the central government ministries in January 2003. Names of the ministries/agencies before the reorganization are indicated with an asterisk under those after the reorganization. And after 2003, transferred documents have been various by the new standard, we make temporary Fonds/Series under the ministries/agencies. In "Others" at the bottom of the first level under the Archives, we have files without hierarchal categorize. After categorization, we move these files to right places. |
| Title | States names of the units of descriptions.
The names of the units of descriptions of the records transferred from the Cabinet and Prime Minister's Office basically follow its originals, and for the rest there will be many cases of names supplied by the National Archives of Japan in order to make clear the meaning of the content. |
| Level of Description | States levels of the units in hierarchy. |
| Date | States, in principle, the period of the years of creation/acquisition of the records of the unit. Partially, the years of registration may also be entered. The estimated years of record creation/acquisition are displayed in brackets. |
| Extent of the Unit | States the number of volumes containing data information on files uploaded to the system of the National Archives of Japan Digital Archive. As the number of missing volumes may be included, this number does not totally reflect an actual number of volumes of the records of the unit. |
| Creator | States names of bureaus/departments responsible for the creation/acquisition of the records of the unit. |
| Administrative History | States information on the records before their transfer to the National Archives, i.e. name of the bureaus or departments, which is the provenance of the records and undertook the creation/acquisition of the records; description of history of administrative structural changes within the bureaus or departments, etc. |
| Archival History | States information on the history of the records of the unit. |
| Transferring Ministry | States names of the ministry/agency which transferred the records of the unit to the National Archives of Japan , and the year of the transfer. |
| Scope and Content | Describes contents of the records of the unit. |
| Structure | Describes structures of units at lower levels and statuses of compiled files of the records of the unit. |
| Access Status | States access status, i.e. "open," "access examination is required," "closed," etc. "Access examination is required" indicates that there may be the file of records for which general use is restricted under the regulations of the National Archives of Japan. |
| Condition for Use of Originals | When there are microfilmed or photographed copies of the records, users are recommended to use them. Use of some original records are restricted due to consideration for preservation." |
| Languages | States languages used in the records of the unit. |
| Physical Characteristics | States cautionary points for use of originals. |
| Search Tools | States the name of the booklet catalog of the unit and indicate an example of search for the descriptions in the National Archives of Japan Digital Archive. |
| Related Materials | States relevance to other units. |
| Bibliography | States referential bibliography, etc. used for producing the description. |
| Note | States the year and month of updating the description. |
