1.0 GENERAL RULES FOR DESCRIPTION, GENERAL RULES

1.0A. Preliminary rule

1.0A1. Scope.

These rules may be used to describe fonds, series, collections, and discrete items.

Where the description of a fonds, series, or collection as a whole constitutes the highest level of description, the descriptions of its parts constitute lower levels of description. Using these rules, archival materials are represented by a set of descriptions which show the unit as a dynamic whole, consisting of lower-level parts that may include series, files, and items. Each of these parts becomes (or has the potential to become) an object of description, resulting in multiple descriptions that need to be linked hierarchically to represent the part-to-whole structure. ¹

Institutions also acquire discrete items that do not form part of a larger body of materials (e.g., a fonds). These rules also provide guidance for the consistent description of and access to discrete items, alongside other holdings. For the description of discrete items, refer to the rules contained in Chapter 13.

For the level of detail required at different levels of description see 1.0D.

1.0A2. Multilevel description.

Use multilevel description for preparing descriptions of archival material whose arrangement is characterized by multiple aggregations, and when, in addition to the highest level of description, separate descriptions of some or all of its parts are required.

The following rules apply when establishing a hierarchy of descriptions.

1.0A2a. Description from the general to the specific.

At the highest level of description, give information for the fonds, series or collection as a whole. At the next and subsequent levels, give information for the parts being described. Present the resulting descriptions in a hierarchical part-to-whole relationship proceeding from the highest level to the more specific.

1.0A2b. Information relevant to the level of description.

Provide only such information that is appropriate to the level being described. For example, do not provide detailed file content information if the unit being described is a fonds; do not provide an Administrative history for an entire department if the creator of a unit being described is a division or a branch.

1.0A2c. Linking of descriptions.

Link each description to its next higher unit of description, if applicable, and identify the level of description in the Scope and content (see 1.7D).

1.0A2d. Non-repetition of information.

At the highest appropriate level, give information that is common to the component parts. Do not repeat information at a lower level of description that has already been given at a higher level, unless specifically instructed to do so in the following rules, or unless essential for clarity. ²

1.0A3. Sources of information.

Each chapter in Part I contains a specification of the chief source of information for each level of description at which the material is being described within the broad class of material covered by that chapter.

For each area of the description one or more sources of information are prescribed. Enclose in square brackets information taken from outside the prescribed source(s) unless otherwise instructed in specific rules.

For an aggregate level of description (e.g., for a fonds, series, file) the chief source of information will be collective in nature.

For an item, the chief source of information may be collective or may be unitary in nature. An example of a chief source of information that is unitary in nature is the chief source for a textual item which is the title page.

Prefer information found in that chief source to information found elsewhere. When the sources of information are placed in a ranking order, follow that order.

1.0A4. Form of presentation.

Make the levels of description distinct by layout or typography.

1.0B. Organization of the description

1.0B1.

At the level of the fonds, series, collection and file the description is divided into the following areas:

• Title and statement of responsibility
• Class of material specific details
• Date(s) of creation
• Physical description
• Archival description
• Note(s)

1.0B2.

At the level of an item, the description is divided into the following areas:

• Title and statement of responsibility
• Edition
• Class of material specific details
• Date(s) of creation, including publication, distribution, etc.
• Physical description
• Publisher’s series
• Archival description
• Note(s)
• Standard number

Each of these areas is divided into a number of elements as set out in the rules in this and in following chapters.

1.0C. Punctuation

1.0C1.

Precede each area, other than the first area, or each occurrence of a note or standard number, etc., area by a full stop, space, dash, space (. – ) unless the area begins a new paragraph.

Precede or enclose each occurrence of an element of an area with standard punctuation prescribed at the head of each section of this chapter.

Precede each mark of prescribed punctuation by a space and follow it by a space, except for the comma, full stop, and opening and closing parentheses and square brackets. The comma, full stop, and closing parenthesis and square bracket are not preceded by a space; the opening parenthesis and square bracket are not followed by a space.

Precede the first element of each area, other than the first element of the first area or the first element of an area beginning a new paragraph, by a full stop, space, dash, space. When that element is not present in a description, precede the first element that is present by a full stop, space, dash, space instead of the prescribed preceding punctuation for that element.

Indicate an interpolation (i.e., data taken from outside the prescribed source(s) of information) by enclosing it in square brackets. Indicate a conjectural interpolation by adding a question mark within the square brackets. Indicate the omission of part of an element by the mark of omission (…). Precede and follow the mark of omission by a space. Omit any area or element that does not apply in describing a particular descriptive unit; also omit its prescribed preceding or enclosing punctuation. Do not indicate the omission of an area or element by the mark of omission.

When adjacent elements within one area are to be enclosed in square brackets, enclose them in one set of square brackets unless one of the elements is a general material designation, which is always enclosed in its own set of square brackets.

When adjacent elements are in different areas, enclose each element in a set of square brackets.

[2nd ed.]. – [London] : Thomsons, 1973

When an element ends with an abbreviation followed by a full stop or ends with the mark of omission and the punctuation following that element either is or begins with a full stop, omit the full stop that constitutes or begins the prescribed punctuation.

Warner Bros., Inc. – U.S.

not Warner Bros., Inc.. – U.S.

When punctuation occurring within or at the end of an element is retained, give it with normal spacing. Prescribed punctuation is always added, even though double punctuation may result.

Quo vadis? : a narrative from the time of Nero

Spring has sprung! : a benefit evening

1.0C2.

The following table specifies all elements for each area of description (see rule 1.0B) and illustrates the preceding prescribed punctuation as set out in rule 1.0C1. ³

1.0D. Levels of detail in the description

This rule sets out two levels of detail of description for each level of description (e.g., fonds, series, file, item) each containing those elements that must be given as the minimum for that level. Choose a level of detail of description appropriate to the level of description and in accordance with 0.29 and 1.0B. Include this minimum set of elements ⁴ for all materials described at the chosen level when the elements are applicable to the unit being described and when, in the case of optional additions, the institution has chosen to include an optional element. Elements of description relating to bibliographic characteristics (e.g., statement of responsibility, publisher’s series, publishing information) are provided for only at the item level. If the rules in part I specify other pieces of information in place of any of the elements set out below, include those other pieces of information. Consult individual rules in this chapter and in those following for the content of elements to be included.

1.0D1. First level of detail of description for a fonds, series, or collection.

For the first level of detail of description for a fonds, series, or collection include at least the elements set out in this schematic illustration:

Title proper. – Class of materials specific details. – Date(s) of creation. – Extent of descriptive unit. – Administrative history/ Biographical sketch. – Custodial history. – Scope and content. – Note(s).

1.0D2. First level of detail of description for a file.

For the first level of detail for a file, include at least the elements set out in this schematic illustration:

Title proper. – Class of material specific details. – Date(s) of creation. – Extent of descriptive unit. – Scope and content. – Note(s).

1.0D3. First level of detail of description for an item.

For the first level of detail for an item, include at least the elements set out in this schematic illustration:

Title proper. – Edition statement. – Class of material specific details. – Date(s) of creation, or when this is not applicable, date of publication, distribution, etc. – Extent of descriptive unit. – Scope and content. – Note(s). – Standard number.

1.0D5. Second level of detail of description.

The second level of detail of description includes all elements set out in the following rules that are applicable to the unit being described.

1.0E. Language and script of the description

1.0E1.

In the following areas, give transcribed information in the language and script (wherever practicable) in which it appears:

• Title and statement of responsibility
• Edition
• Date(s) of creation, including publication, distribution, etc.
• Series

For details given in the class of material specific details area, follow the instructions in the relevant rules of the following chapters.

Replace symbols or other matter that cannot be reproduced by the equipment available with a description in square brackets. Make an explanatory note if necessary (See also 1.1B1 and 1.1F9).

In general, give interpolations into these areas in the language and script of the other data in the area. Exceptions to this are:

1. prescribed interpolations and abbreviations
2. general material designations (see 1.1C)
3. other forms of the place of publication, distribution, (see 1.4C3 and 1.4C4)
4. statements of function of the publisher, distributor (see 1.4E).

If the other data are romanized, give interpolations according to the same romanization.

Give all elements in the other areas (other than titles and quotations in notes) according to the language and script policy of the institution preparing the description.

1.0F. Inaccuracies

1.0F1.

In an area where transcription is required, e.g., when describing at lower levels of description, including the item level, transcribe an inaccuracy or a misspelled word as it appears there. Follow such an inaccuracy either by [sic] or by i.e. and the correction within square brackets. Supply a missing letter or letters in square brackets.

The wolrd [sic] of television

The Paul Anthony Buck [i.e. Brick] lectures

R.C. Booth Enterp[r]ises

1.0G. Accents and other diacritical marks

1.0G1.

Add accents and other diacritical marks that are not present in the data found in the source of information in accordance with the usage of the language used in the context.