The Public Archives of the State of Bahia (APEB) / Foundation Pedro Calmon (FPC) available through online access, consultation of custody document collections, described and organized in accordance with the rules of international archival description (ISAD (G) , ISAAR (CPF), ISDF and ISDIAH) and national (Nobrade).

The AtoM, which stands for "Memory Access", is an open source software, free, initiated by the International Council on Archives (ICA), and recommended by the National Council on Archives (Conarq). Aims to provide and promote the collections of web exchange in custodiadoras entities at the national and international levels.

Designed from a multilingual structure, ie, the interface elements and the contents of the database can be translated into multiple languages. Also, multilevel, because the AtoM allows research from general to particular in documentary funds in custody, articulating different levels of description and to intensify the exchange of information, in a web environment, including national and international archival institutions. Standards of archival description aim to structure the information from common elements of description.

The APEB / FPC and Technology Center Information / FPC, in partnership with the Data Processing Company of the State of Bahia (Prodeb), prepared the technological environment necessary to the design of AtoM within the FPC. This version used is constituted 2.3.0.

The descriptions of the documents that comprise the funds and collections registered in the AtoM APEB / FPC are in accordance with Nobrade approved by Conarq. The Nobrade considers six (06) levels of description, namely collection of Repository entity (level 0); background or collection (level 1); section (level 2); series (level 3); file or process (level 4) and document item (level 5). As the definition of levels is given from a hierarchical structure, you should understand the document item as a level and not as a document.

The first level acts as Fund Guide, provides an overview of the collection view and provides general information about the funds such as: title, name and story of his (s) producer (s), deadlines, dimensions, documentary genres, content documents, organization system and access conditions.

The Nobrade is structured in eight (08) areas comprising 28 (twenty eight) Description elements as shown below:

(1) Identification area: records essential information for the unit of description;
(2) Context area: records information about the origin and custody of the unit of description;
(3) Content Area and Structure: records information on the subject and the organization of the unit of description;
(4) Area Conditions of Use and Access: records information on access to the unit of description;
(5) Source Area Related: records information about other sources that have an important relationship to the unit of description;
(6) Notes area: records information on the condition and / or any other information on the unit of description that has no place in the above areas;
(7) Description of the Control Area: records information about how, when and by whom the description was drawn up;
(8) Points Area Access and Description Subjects: records the selected terms for location and recovery of the unit of description.

In the areas mentioned are inserted 07 (seven) mandatory elements of description:

Reference code function is to identify the unit of description. It is one of the main access point. Composed of 06 (six) parts: the country code (BR - Brazil), the code of Repository entity (BAAPEB - Bahia Public Archives of the State of Bahia), the specific code of the unit of description (ex .: CIBB - Collection independence of Brazil in Bahia), the code of the series (ex .: COR - Correspondence), the dossier code / process (ex .: 001 - Sheaf / Book) and the document code (ex .: 01).

Title nominally identifies the unit of description. For the description of level 5 (document item) was chosen to highlight this element the statement of responsibility, such as "Author (s)" and "Recipient (s)" described the document presented in the Notes area. Unable to identify the author and the recipient used the abbreviation N / A (Undisclosed).

Date informs the date (s) (s) Description production unit, using Arabic numerals. When unidentified put the acronym S / D (No date). It was considered important to register the location where the document (Data Topical), but if not indicated we used the acronym S / R (No registration). The topical date is also displayed in the notes area.

Description level identifies the level of the unit of description in relation to the others, which are: fund or collection (level 1); section (level 2); series (level 3); file or process (level 4) and document item (level 5).

Support Size and identify and record the logical or physical dimension, and also the support unit of description, according to the level of description. To level 5 (document item) was chosen to provide the following information: number of leaves and pages of description unit; the form if original or copy; type of support, in paper, handwritten or printed.

Name (s) (s) Producer (s) identifies the name (s) (s) (s) of producer (s) of the unit of description, corresponding to the principle of affirmation of Provenance and should be brought in line with other elements description used such as: date, administrative history and content. To the extent that an entity can incorporate archival material change of skills, a background / collection may contain more than one producer. Mister note that the producer is the corporate body responsible for the collection of accumulation, and can have your name changed.

When, at certain times of the description, it was not possible to identify the information by degradation of the document or reading difficulties we used the conventional signal ellipsis in brackets (...). He established the acquis description of policy custody by APB / FPC, that writing was used to present and abbreviations were deployed. Except, in the author identification and recipient when kept as shown in the document.

The archival description, in accordance with Nobrade, favor a more precise look with regard to the historical documents preserved by APEB / FPC.