Keyword AAA

Overview | Components of Keyword AAA | Purchasing Keyword AAA | Who uses Keyword AAA

Overview

In 1995, the Archives Authority (now State Records) released Keyword AAA, a keyword thesaurus of general terms based on the keyword classification method. It covers terminology common to most organisations. This includes terms derived from common functions and activities, such as PERSONNEL and FINANCIAL MANAGEMENT.

It is important to note that Keyword AAA is not designed to cover all of the records of an organisation. It should be used in conjunction with a thesaurus of functional terms developed by the organisation or by a consultant. A thesaurus of functional terms covers terminology relating to the organisation's unique or core business functions and activities. Keyword AAA and the thesaurus of functional terms are merged to provide comprehensive controlled vocabulary coverage.

More information

More information on this process is available in State Records' Guideline 15 - Developing and implementing a keyword thesaurus.

Components of Keyword AAA

Keywords | Activity descriptors | Subject descriptors | Free text | Scope notes | Broader terms (BT) | Narrower terms (NT) | Non-preferred terms | Related terms (RT) | Permitted acronyms and abbreviations | Parenthetical qualifiers | SEE reference | Use reference

Keywords

Keywords (KW) represent the functions of an organisation. Keywords are identified in hard copy versions of Keyword AAA in large UPPER CASE with the word keyword at the end of the term line. A scope note and narrower terms are listed below each entry. Keywords must always be the first element in a file title.

Activity descriptors

Activity descriptors are identified in hard copy versions of Keyword AAA by UPPER CASE with the word activity descriptor at the end of the term line. They appear as narrower terms of keywords and broader terms of subject descriptors in the software. The activity descriptor reflects the activities performed within the function that is represented by the keyword.

A keyword is followed by one activity descriptor (AD). Only keywords and activity descriptors that are linked in the thesaurus and Classification Guide should be used together.

Subject descriptors

Subject descriptors are identified in hard copy versions of Keyword AAA by Mixed Lower Case with the words subject descriptor at the end of the term line. Subject descriptors are narrower terms of activity descriptors and further define the subject content of the activities.

Terms that describe the subject of the activity descriptor are listed in the Classification Guide. They are also included in the alphabetical listing in the body of the thesaurus.

The subject descriptors listed are the ones most likely to be associated with activity descriptors they are linked to. However, subject descriptors can be free floating, that is, they can be used with any activity descriptor deemed appropriate, not just those they are linked to. In addition, more than one subject descriptor can be added to a file title if desired.

The subject descriptors listed are not comprehensive and are offered as a guide only. Adding all subjects that could be contemplated in government, and all their non preferred terms, would make the thesaurus too large to be useable. If subject descriptors are insufficient, organisations might consider adding their own subject descriptors, or free text may be used additionally or alternatively as is appropriate.

Free text

Free text terms are not listed in the thesaurus. Free text cannot be used to replace either keywords or activity descriptors. However, it can be used instead of or in addition to subject descriptors. Generally, free text includes names, words, actions or dates.

Free text it should ideally be short and concise. It is often these elements that people will recall when they wish to search for a file so choose terms that will aid retrieval.

Administrators should consider whether their agencies require additional terms to be added to their merged thesauri at the subject descriptor level to prevent staff assigning inadequate free text terms that may adversely affect retrieval.

Scope notes

Scope notes provide unique definitions of terms and directions on how to use them. They provide a consistent approach and discourage personal interpretations of the same term by different people across the organisation.

Broader terms (BT)

Broader terms are concepts having wider meanings. In Keyword AAA, keywords are broader terms than activity descriptors, and activity descriptors are broader terms than subject descriptors.

Narrower terms (NT)

Narrower terms are concepts having more specific meanings. Narrower terms break down a broader concept to more specific aspects of that concept. In Keyword AAA activity descriptors are narrower terms to keywords and subject descriptors are narrower terms to activity descriptors.

Keywords and activity descriptors have a scope note and narrower terms listed below each entry.

Non-preferred terms

Non-preferred terms are identified in the hard copy of Keyword AAA by italics (except when listed under a term) with the word non-preferred term at the end of the term line. They are synonyms replaced by authorised or preferred terms. The USE reference indicates the preferred term. Non-preferred terms were formerly called forbidden terms.

Related terms (RT)

Related terms bear a close relationship in meaning to the other terms. Related subject descriptors may be used additionally to subject descriptors already selected. Alternatively, the scope notes of related terms may be read to see if they are a more accurate keyword or descriptor to use.

Permitted acronyms and abbreviations

Acronyms are pronounceable names made from a series of initial letters or parts of words. For example, UNESCO is the acronym for the United Nations Educational, Scientific and Cultural Organisation. Abbreviations are shortened or contracted words such as NSW for New South Wales.

In Keyword AAA acronyms and abbreviations are generally non-preferred terms.The full term should be used. This is because acronyms and abbreviations change at a rapid pace. More importantly their meaning is obscured to all but those 'in the know.' They can be alienating for those not aware of their meaning and may ultimately be meaningless in reflecting the content and context of the record in the file title.

In cases where the acronym or abbreviation has become widely recognised, for example LAN or WAN, the acronym may be used. These are identified in the thesaurus with permitted acronym at the end of the scope note. When an acronym is not permitted, it may be added to the end of the full version of the term (in brackets) to facilitate searching.

Parenthetical qualifiers

Parenthetical qualifiers are used to qualify or specify the context of an entry in order to remove ambiguity. In the case of homographs (example below) only one term is a preferred term, the other(s) are non-preferred terms, distinguished by the USE reference directing the user to a preferred term.

SEE reference

In Keyword AAA, several terms have the word 'SEE' written at the end of the term line. These terms are to direct users to other terms in the thesaurus or to sources outside the scope of the thesaurus.

Use reference

In Keyword AAA the Use reference is there to direct a user from a non-preferred term to an authorised term (keyword, activity descriptor or subject descriptor).

Purchasing Keyword AAA

License details | Whole of government arrangements

To obtain information about licensing costs and details regarding purchase, please contact State Records on (02) 8247 8627 or email the Administrative Officer at govrec@records.nsw.gov.au.

Once you have been advised of the relevant licence fee, please download and complete the Licence Agreement and Ordering Form (PDF, 58kb) and fax back to State Records on: (02) 8247 8626.

Organisations from outside Australia wishing to purchase Keyword AAA should contact State Records.

License details

Keyword AAA is sold through an organisation-wide licence. A perpetual licence permits the licensee to use the thesaurus throughout the organisation, making as many copies as are necessary in hard copy or electronic form, adapting it for use with records management software and making it available over a computer network, as desired.

A licence agreement entitles the user to two hardcopies and an electronic copy in a format of their choice. Electronic copies can be provided in the following formats:

• aka
• ASCII
• CSV Comma delimited
• Objective
• One-to-One
• RecFind
• rtf
• Term Tree
• TRIM
• Word

Whole of government arrangements

There are a number of whole of government arrangements which provide easy access to Keyword AAA. If your agency is in another state, territory, or the Commonwealth Government, please contact the archives/records authority in your state or territory:

Who uses Keyword AAA

New South Wales Government | Queensland Government | Tasmanian Government | Northern Territory Government | South Australian Government | Western Australian Government | ACT Government | Victorian Government | Commonwealth Government | Other Organisations | Universities

New South Wales Government

• Aboriginal Housing Office
• Albury-Wodonga Development Corporation
• Ambulance Service of NSW
• Anti Discrimination Board of NSW
• Art Gallery of NSW
• Attorney General's Department
• Australian Museum
• Bankstown City Council
• Bicentennial Park Trust
• Broken Hill Water Board
• Cancer Institute of NSW
• Centennial and Moore Park Trust
• Coal Services Pty Ltd
• Commission for Children and Young People
• Community Relations Commission
• Community Services Commission
• Crown Solicitor's Office
• Delta Electricity
• Department of Aboriginal Affairs
• Department of Ageing, Disability and Home Care
• Department of Commerce
• Department of Community Services
• Department of Corrective Services
• Department of Education and Training
• Department of Energy, Utilities and Sustainability
• Department of Environment and Conservation
• Department of Gaming and Racing
• Department of Health
• Department of Housing
• Department of Juvenile Justice
• Department of Lands
• Department of Local Government
• Department of Natural Resources
• Department of Planning
• Department of Premier and Cabinet
• Department of Primary Industries
• Department of Sport and Recreation
• Department of State and Regional Development
• Dust Diseases Board
• Energy Australia
• Festival Development Corporation
• Forests NSW
• Gosford City Council
• Great Southern Energy
• Greater Western Area Health Service
• Hawkesbury District Health Service
• Health Care Complaints Commission
• Heritage Office
• Historic Houses Trust of NSW
• Hunter and New England Area Health Service
• Hunter Water Corporation
• Independent Commission Against Corruption
• Independent Pricing and Regulatory Tribunal
• Independent Transport Safety and Reliability Regulator
• Integral Energy
• Landcom
• Legal Aid NSW
• Long Service Payments Corporation
• Macquarie Generation
• Mine Subsidence Board
• Ministry for Police
• Ministry of Transport
• Motor Accidents Authority of NSW
• Newcastle Port Corporation
• North Coast Area Health Service
• Northern Sydney and Central Coast Area Health Service
• NSW Aboriginal Land Council
• NSW Cancer Council
• NSW Crime Commission
• NSW Fire Brigades
• NSW Food Authority
• NSW Lotteries
• NSW Medical Board
• NSW Ombudsman's Office
• NSW Police Service
• NSW Rural Assistance Authority
• NSW Rural Fire Service
• Office for Science and Medical Research
• Office for Women
• Office for Emergency Services
• Office of Children's Guardian
• Office of Financial Management
• Office of State Revenue
• Office of the Board of Studies
• Office of the Director of Public Prosecutions
• Office of the Protective Commissioner and Public Guardian
• Olympic Coordination Authority
• Pacific Power
• Parliamentary Counsel's Office
• Parliament of NSW
• Port Kembla Port Corporation
• Powerhouse Museum
• Premier's Department
• Public Trustee of NSW
• Rail Access Corporation
• Rail Services Australia
• Randwick City Council
• Registry of Births, Deaths and Marriages
• Resource NSW
• Roads and Traffic Authority
• Royal Botanic Gardens
• South Eastern Sydney and Illawarra Area Health Service
• State Emergency Service
• State Library of NSW
• State Property Authority
• State Rail Authority of NSW
• State Transit Authority
• State Water Corporation
• Superannuation Administration Authority
• Sydney 2009 World Masters Games Organising Committee
• Sydney Catchment Authority
• Sydney Cricket and Sports Ground Trust
• Sydney Ferries Corporation
• Sydney Harbour Foreshore Authority
• Sydney Opera House Trust
• Sydney Ports Corporation
• Sydney South West Area Health Service
• Sydney Water Corporation
• Sydney West Area Health Service
• TAFE Commission
• Taronga Conservation Society
• Teacher Housing Authority of NSW
• The Audit Office of NSW
• Tourism NSW
• Transgrid
• Waste Service NSW
• Waterways Authority
• Wollongong City Council
• WorkCover Authority of NSW
• Workers Compensation Commission

Queensland Government

• Whole of Government licence
• Administrative Services Department
• Brisbane City Council
• Department of Employment, Training and Industrial Relations
• Department of Equity and Fair Trading
• Department of Families, Youth and Community Care
• Department of Housing
• Department of Mines and Energy
• Department of the Premier, Economic and Trade Development
• Department of Tourism, Small Business and Industry
• Education Queensland
• Environmental Protection Authority
• Gold Coast City Council
• Princess Alexandra Hospital
• Queensland Audit Office
• Queensland Emergency Services
• Queensland Health
• Queensland Police Service
• Queensland Purchasing and Services
• Queensland Rail
• Queensland State Archives
• Queensland Treasury

Tasmanian Government

• Break O'Day Council
• Department of Community and Health Services
• Department of Education, Community and Cultural Development
• Department of Environment and Land Management
• Department of Justice, Tasmania
• Department of Police and Public Safety
• Department of Premier and Cabinet
• Department of Primary Industry and Fisheries
• Department of Transport
• Department of Treasury and Finance
• Forestry Tasmania
• Hobart Regional Water Board
• Hydro Tasmania
• Launceston City Council
• Marine and Safety Tasmania
• Metro Tasmania
• Office of Energy, Planning & Conservation
• Retirement Benefits Fund Board
• TAFE Tasmania
• Tasmania Development and Resources
• Tasmanian Audit Office
• Tourism Tasmania

Northern Territory Government

• Whole of Government licence
• Northern Land Council

South Australian Government

• Whole of Government licence
• Lotteries Commission of South Australia

Western Australian Government

• Albany Port Authority
• Alinta Gas
• Animal Resources Authority
• Art Gallery of WA
• Botantic Gardens and Parks Authority
• Broome Port Authority
• Builders Registration Board
• Central TAFE
• City of Albany
• City of Wanneroo
• Commissioner for Children and Young People
• Corruption and Crime Commission
• Curriculum Council (WA)
• Curtin University
• Department for Communities
• Department of Agriculture and Food
• Department of Commerce
• Department of Consumer and Employment Protection
• Department of Culture and the Arts
• Department of Education and Training
• Department of Environment and Conservation
• Department of Fisheries
• Department of Health
• Department of Housing
• Department of Indigenous Affairs
• Department of Local Government and Regional Development
• Department of Mines and Petroleum
• Department of Racing, Gaming and Liquor
• Department of Sport and Recreation
• Department of State Development
• Department of the Attorney General
• Department of the Premier and Cabinet
• Department of Treasury and Finance
• Department of Water
• East Perth Redevelopment Authority
• Economic Regulation Authority
• Edith Cowan University
• Electricity Retail Corporation (Synergy)
• Equal Opportunity Commission
• Esperance Port Authority
• Fire and Emergency Services Authority
• Forest Products Commission
• Fremantle Port Authority
• Fremantle Hospital and Health Services
• Geraldton Port Authority
• Gold Corporation
• Great Southern Development Commission
• Great Southern TAFE
• Hairdressers Registration Board
• Health Department of WA - Strategic Planning and Evaluation Division
• Healthway
• Heritage Council of Western Australia
• Independent Market Operator
• Insurance Commission of WA
• Kimberley Development Commission
• LandCorp
• Legal Aid WA
• Legal Practice Board of WA
• Lotteries Commission of WA
• Main Roads WA
• Metropolitan Cemeteries Board
• Metropolitan Health Services Board
• National Trust
• Nurses and Midwives Board of WA
• Office of Energy
• Office of Health Review
• Office of the Auditor General
• Office of the Director of Public Prosecutions
• Office of the Information Commissioner
• Office of the Inspector of Custodial Services
• Parliament of WA
• Pathcentre
• Peel Development Commission
• Perth Zoo
• Pilbara Development Commission
• Port Hedland Port Authority
• Public Sector Standards Commission
• Public Transport Authority
• Rottnest Island Authority
• Royal Perth Hospital
• Screen West
• Shire of Dandanup
• Shire of Harvey
• Small Business Development Corporation of WA
• South West Development Commission
• State Library of Western Australia
• State Supply Commission
• Swan TAFE
• Valuer General's Office
• Veterinary Surgeons' Board
• WA College of Teaching
• WA Electoral Commission
• WA Industrial Relations Commission
• WA Police Royal Commission
• WA Police Service
• WA Tourism Commission
• WA Treasury Corporation
• Water Corporation
• West Coast TAFE
• Western Australian Industrial Relations Commission
• Western Australian Land Information Authority
• Western Australian Museum
• Wheatbelt Development Commission
• Workcover

ACT Government

• Whole of Government licence
• ACTEW

Victorian Government

• Accident Compensation Conciliation Service
• Bass Coast Shire Council
• Building Commission
• Central Gippsland Institute of TAFE
• Central Highlands Water
• Chisholm Institute of TAFE
• Country Fire Authority
• Department for Victorian Communities
• Department of Education and Training
• Department of Human Services
• Department of Infrastructure
• Department of Innovation, Industry and Regional Development
• Department of Justice
• Department of Natural Resources and Environment
• Department of Premiers and Cabinet
• Department of Primary Industries
• Environment Protection Authority
• Melbourne Docklands
• Melbourne Port Corporation
• Metropolitan Fire and Emergency Services Board
• Museum of Victoria
• National Gallery of Victoria
• Parks Victoria
• Public Record Office Victoria
• State Revenue Office of Victoria
• Victorian Auditor-General's Office
• Victorian Curriculum and Assessment Authority

Commonwealth Government

• Whole of Government licence
• Airservices Australia
• ANSTO
• AUSTRAC
• Australian Bureau of Statistics
• Australian Communications Authority
• Australian Taxation Office
• Civil Aviation Safety Authority
• Commonwealth Rehabilitation Service
• CSIRO
• DAS
• Department of Foreign Affairs and Trade
• Department of Health and Family Services
• Department of Immigration and Multicultural Affairs
• Department of Primary Industries and Energy
• Department of Veterans' Affairs
• Federal Court of Australia
• National Archives of Australia
• National Gallery of Australia
• National Native Title Tribunal
• Reserve Bank of Australia
• SBS

Other Organisations

• Activ Foundation Inc
• Agresearch New Zealand
• Amana Living Incorporate
• Anglicare Victoria
• Archdiocese of Adelaide
• Archives New Zealand
• Archives Quebec
• Associated Engineering (Canada)
• Association of Independent Schools of NSW
• ATCO Electric (Canada)
• Australian Research Alliance for Children and Youth
• Australian Rugby Union Ltd
• Barrick Gold of Australia
• BHP Billiton Iron Ore
• Blue Care
• Bobby Goldsmith Foundation
• Capital Health (Canada)
• Capricorn Society Ltd
• Care Options Incorporated
• Catholic Education Office - Diocese of Parramatta
• Catholic Education Office - Lismore
• Catholic Education Office - Wollongong
• Catholic Schools Office - Diocese of Broken Bay
• Caval Ltd
• Cedar Woods Properties Ltd
• Centacare
• Central Australian Aboriginal Congress
• City of Ottawa (Canada)
• City of Spruce Grove (Canada)
• City of Toronto (Canada)
• Comalco Research Centre
• CommunityWest Incorporated
• Corrs Chambers Westgarth
• Council of Australasian Archives and Records Authorities
• Cromwell Corporation
• Defence Science Technology Laboratory (UK)
• Education.au Limited
• Electoral Commission (UK)
• Environment Canada
• Ernst and Young Services
• European Investment Bank
• Fisheries New Zealand
• Gallery Gold Limited
• Grace Christian School
• Health Canada
• HM Customs & Excise (United Kingdom)
• Houses of Parliament (United Kingdom)
• IdentityWA
• Illawarra Retirement Trust
• Indian & Northern Affairs Canada
• Information Commissioner's Office (United Kingdom)
• Ingeus Ltd
• Inland Revenue Department (New Zealand)
• Intercollege (Cyprus)
• IT/Net (Canada)
• Justice I&IT Cluster, Ontario Government (Canada)
• Kings College London (United Kingdom)
• London Metropolitan Police Service (United Kingdom)
• Loy Yang Power Management Pty Ltd
• Malta Information Technology Agency (Malta)
• Malta Maritime Authority (Malta)
• Mercy Family Centre
• Ministry of Agriculture and Forestry (New Zealand)
• Municipality of Metropolitan Toronto (Canada)
• National Archives (United Kingdom)
• National Archives of Ireland
• National Round Table of the Environment and the Economy (Canada)
• National Spiritual Assembly of the Baha'is of Australia Inc.
• National Trust (United Kingdom)
• New Zealand Customs Service
• Northern Alberta Institute of Technology (Canada)
• NSW Native Title Services
• Nulsen Haven Association
• Origin Energy
• Peter MacCallum Cancer Centre
• Pipers Brook Vineyard
• PriceWaterhouse Coopers Services Pty Ltd
• Public Health Agency of Canada
• Public Interest Advocacy Centre Ltd
• Public Security and Emergency Preparedness (Canada)
• Public Works and Government Services, Canada (Canada)
• Queensland Nickel Pty
• Queensland Teachers' Union
• Red Deer College (Canada)
• Royal District Nursing Service
• Rural Health West
• Shell Development (Australia)
• Silver Chain Nursing Association
• Singapore Polytechnic
• Southern Cross Care (WA) Inc.
• Standards Australia
• State School Teachers Union of Western Australia
• Sumitomo Australia Pty Ltd
• Syncrude Canada
• Temasek Polytechnic
• The Centre for Cerebral Palsy
• The Benevolent Society
• The Royal Australian College of General Practitioners
• TiWest Joint Venture
• Transurban Limited
• Trustees of the Christian Brothers
• University College Dublin
• United Nations World Food Programme
• UnitingCare Port Adelaide
• UnitingCare Wesley Adelaide
• UnitingCare West
• Western Power Corporation
• Westralia Airports Corporation
• Wintershall Aktiengesellschaft (Germany)
• Wisconsin Public Power Inc (US)
• Woodside Energy
• Whole of Government licence with the Province of Alberta, Canada
• Zurich Australia Insurance Group

Universities

• Charles Sturt University
• Curtin University
• Deakin University
• Edith Cowen University
• La Trobe University
• Macquarie University
• Monash University
• Southern Cross University
• The University of Sydney
• University of New England
• University of New South Wales
• University of Tasmania
• University of the Sunshine Coast
• University of Western Australia
• University of Western Sydney
• Victoria University of Technology