1.1 GENERAL RULES FOR DESCRIPTION, TITLE AND STATEMENT OF RESPONSIBILITY AREA

1.1A. Preliminary rule

1.1A1. Scope.

At all levels of description, record in this area the title of the unit being described, whether transcribed or supplied, and optionally, the general material designation.

At the item level of description, also record in this area the statement of responsibility if applicable.

1.1A2. Punctuation

For instructions on the use of spaces before and after prescribed punctuation, see 1.0C.
Enclose the general material designation in square brackets ([GMD]).
Enclose the qualifier(s) to the general material designation in parentheses.
Separate general material designation terms with a comma (,).
Precede each parallel title by an equals sign (=).
Precede each unit of other title information by a colon (:).
Precede the first statement of responsibility by a diagonal slash (/).
Precede each subsequent statement of responsibility by a semicolon (;).

1.1A3. Sources of information.

Give in this area information taken from the chief source of information or any other source prescribed for this area in the .0B rules of the following chapters. For chief sources of information prescribed for each level of description see the .0B rules in the relevant chapter for the material to which the unit being described belongs.

Enclose information supplied from any other source in square brackets unless instructed to do otherwise in specific rules.

1.1A4. Form of presentation.

Unless otherwise instructed to do so, give the elements of description in the order prescribed by the sequence of the following rules, even if this means transposing prominently displayed elements of description that are to be transcribed. Transcribe the data as found, however, if case endings are affected, if the grammatical construction of the data would be disturbed, or if one element is inseparably linked to another.

1.1B. Title proper

At all levels of description, always give the title proper. When appropriate, indicate the source of a title proper in a note (see 1.8B2).

1.1B1. Formal title proper.

At all levels of description ¹, when the chief source of information for a unit being described bears a formal title proper, transcribe it exactly as to wording, order, and spelling, but not necessarily as to punctuation and capitalization. The transcribed title must be common to all the material being described at the level at which it is being described. Give accentuation and other diacritical marks that are present in the chief source of information (see also 1.0G). Capitalize according to appendix A.

Register of baptisms in the parish of Saint George in the county of Halifax

The waste book

Testament de François Noel

The Abercrombie album

Anthology

My American cousin

Initiation potpourri

Pièces comptables et livres comptables
(Titre officiel propre d’une série faisant partie du Fonds du Centenaire du Saguenay)

Fighting words

Adventures in Rainbow Country

Home mission fund record book

Prix d’histoire du Canada de la Société Saint-Jean-Baptiste de Montréal
(Titre officiel propre d’un dossier faisant partie du Fonds Gérard Dion)

Black marks register

Genealogy of the Hoyt and Wiles families

Lettre du Québec
(Titre officiel propre d’une pièce faisant partie du Fonds Pierre Perrault)

Register of the attendance, deportment, and general standing of the pupils attending school in industrial school with a record of visitation

Société d’étude et de mathématique appliquée

If the formal title proper as given in the chief source of information includes the punctuation marks … or [ ], replace them by – (an em dash) and ( ), respectively.

– And he was created in his own image
(Source of information reads: … and he was created in his own image)

1.1B1a. Formal title proper with symbols.

if the formal title proper as given in the chief source of information includes symbols that cannot be reproduced by the equipment available, replace them with a supplied description in square brackets. Make an explanatory note if necessary.

Tables of the error function and its derivative, [reproduction of equations for the functions]

1.1B1b. Formal title proper with a statement of responsibility.

If the formal title proper includes a statement of responsibility, and the statement is an integral part of the title proper (i.e., connected by a case ending or other grammatical construction),

Mildred Brockie’s memorabilia

1.1B1c. Formal title proper with letters or initials.

If a formal title proper includes separate letters or initials without full stops between them, transcribe such letters or initials without spaces between them.

Good old school days at SPS

CNE 101

If such letters or initials have full stops between them, transcribe them with full stops and omit any internal spaces.

Minutes of the Magee P.T.A., 1958-61

1.1B1d. Abridge a long formal title proper.

Abridge a long formal title proper only if this can be done without loss of essential information. Never omit any of the first five words of the formal title proper (excluding the alternative title). Indicate omissions by the mark of omission. If appropriate, transcribe the remainder of the title in a note (see 1.8B4).

Commission royale sur les circonstances qui ont entouré l’écrasement de l’avion Douglas DC-8F…
Note: Suite du titre… CF-TJN à Sainte-Thérèse-de-Blainville (Québec), le 29 novembre 1963.

1.1B1e. Title elements scattered by layout or typography.

When parts of the title are scattered over the chief source of information, transcribe the formal title proper based on those elements distinguished by position, typography, or size of lettering. When the title information is arranged decoratively, deduce the logical sequence and then record the title in its semantic order.

1.1B1f. Formal title proper with many languages or typography.

If the chief source of information bears titles in two or more languages or scripts, transcribe as the formal title proper the one in the language or script of the main written content of the unit being described. If this criterion is not applicable choose the formal title proper by reference to order of titles on or the layout of the chief source of information. Record the other titles as parallel titles (see 1.1D).

International map of natural gas fields in Europe
(Chief source of information bears the following titles: “International map of natural fields in Europe” and “Carte internationale des champs de gaz naturel en Europe”)

1.1B1g. An alternative title.

An alternative title is part of a formal title proper (see Glossary, appendix D). At the item level, precede and follow the word or (or its equivalent in another language) introducing an alternative title by a comma. Capitalize the first word of the alternative title.

Le Canada, ou, Nouvelle-France, &c.

1.1B1h. Traditional title.

If the unit being described is traditionally known by a title that does not appear prominently in or on the chief source of information, supply a title proper in accordance with 1.1B2 and give the traditional title in a note (see 1.8B1).

1.1B1i.

If the chief source of information bears more than one title, in the same language and script, choose the formal title proper on the basis of the sequence or layout of the titles. If these are insufficient to enable the choice to be made or are ambiguous, choose the most comprehensive title.

1.1B2. Supplied title proper.

If no formal title appears prominently in, or on, the chief source of information, compose a brief descriptive title as instructed in the following subrules. The supplied title proper may be based either on the internal evidence of the material being described; or it may be based on an external source. Do not enclose the supplied title proper in square brackets.

Royal Commission on the Donald Marshall Jr. Prosecution fonds
Note: Title based on the content of the fonds
(Supplied title and Source of supplied title for a fonds)

Procès-verbaux des Affaires criminelles et pénales
Note: Titre basé sur le contenu des documents
(Supplied title and Source of supplied title for a series)

Letters of Presbyterian missionaries serving in Manitoba
Note: Title supplied from file contents
(Supplied title and Source of supplied title for a file)

Glass plate negative of Lake Louise, Banff
Note: Title based on content of the image
(Supplied title and Source of supplied title for an item)

1.1B3. Supplied title proper for a fonds or collection.

The supplied title proper for a fonds or collection is composed of the nature of the archival unit and the name element ².

1.1B3a. Nature of the archival unit.

Supply the word fonds or collection for the nature of the archival unit being described.

Adele Wiseman fonds

Larry Becker mesmerism collection

Jeniva Berger theatre programs collection

If, as instructed in rule 1.1B3b, no name element has been recorded because the name of the collector is unknown or because the repository has assembled the material, include in the nature element an indication of the theme, content, etc. of the collection.

Canadian philatelic dealer’s price lists collection

Saskatchewan homesteading experiences collection

If, as instructed in rule 1.1B3b, no name element has been recorded because the name of the collector is unknown or because the repository has assembled the material, and the subject of the collection is the name of the person, express the title of the collection in a way that clearly indicates that the subject of the collection is not the collector.

Collection about Isadora Duncan
(not Isadora Duncan collection)

1.1B3b. Name element.

Record the name(s) of the person(s), family (families), or corporate body predominantly responsible for the creation of the fonds or collection as a whole. Record the name(s) in direct order according to the language of the person’s country of residence or activity. Give the official form of the name of a corporate body if appropriate. The name may be abbreviated if a fuller form of the name appears elsewhere in the descriptive record (e.g., in the Administrative history/Biographical sketch).

Crawford Brough MacPherson

Office of the Chief Electoral Officer

Peter Neve Cotton

Imbert Orchard

Pony Films Ltd.

If three or fewer persons who do not share the same family name are credited with, or predominantly responsible for, the creation of the fonds or collection as a whole, give their names in direct order natural language.

Raoul Dandurand et Josephine Marchand

If responsibility for the creation of the fonds or collection as a whole is dispersed among more than three persons who do not share the same family name, give the name of the individual whose material predominates. If this does not apply, choose the name considered most appropriate. Optionally, include all the names of the persons who are credited with or predominantly responsible for the creation of the fonds or collection as a whole.

If two or more persons who are related and share the same family name are credited with or predominantly responsible for the creation of the fonds or collection as a whole, give the family name followed by the word family.

Crease family

J.S. Ireland family

If two or three families are credited with, or predominantly responsible for, the creation of the fonds or collection as a whole, give all the family names followed by the word family.

Moodie, Strickland, Vickers, Ewing family fonds

If responsibility for the creation of the fonds or collection as a whole is dispersed among more than three families, give only the name of the family whose material predominates. If this does not apply, choose the name considered most appropriate. Optionally, include all the names of the families who are credited with, or predominantly responsible for, the creation of the fonds or collection as a whole.

For a collection, if the name of the collector is not known, or if the repository has assembled the material and the archival unit is distinct, do not record a name element.

If the repository has assembled the material, and if the archival unit is generic (i.e., likely to be ambiguous outside of a single repository), record the name of the repository.

University of Saskatchewan Archives photograph collection
(not Photograph collection)

1.1B4. Supplied title proper for parts of a fonds or collection (e.g., series, file, item) or for a series as the highest level of description.

When describing a part of a fonds or collection, (e.g. a series, file, or item), or a series presented as the highest level of description, which lacks a formal title proper, compose a brief descriptive title as instructed in the following subrules.

1.1B4a. Name element.

At the series level, if the name(s) of the person(s), family (families) or corporate body (bodies) predominantly responsible for the creation, and/or accumulation and use of the unit being described is different from the name(s) of the creator of the unit as a whole, include the name(s) as part of the supplied title proper. Record the name(s) in direct order according to the language of the person’s or body’s country of residence or activity.

Speaker
(Name element for a series with the supplied title of Correspondence of the Speaker that forms part of the Saskatchewan Legislature fonds)

Treasurer
(Name element for a series with the supplied title of Financial records of the Treasurer that forms part of the Fredericton Skating Association fonds)

Elvire Saint-Jean
(Name element for a series of letters received by Elvire Saint-Jean that forms part of the Fonds de la famille Saint-Jean)

John MacLean
(Name element for a series of letters received by John MacLean that forms part of the MacLean family fonds)

Optionally, if the series is presented as the highest level of description, include the name(s) of the person(s), family (families), or corporate body (bodies) predominantly responsible for the creation, and/or accumulation and use of the series as a whole as part of the supplied title proper. Record the name(s) in direct order according to the language of the person’s or body’s country of residence or activity.

At the series, file, or item level, if the name(s)³ of the person(s) and/or the corporate body (bodies) primarily responsible for the form and the intellectual or artistic content of the unit being described is different from the name(s) of the creator of the unit, include the name(s) of the author(s) as part of the supplied title proper.

Correspondence with James Ewings
(File forms part of the Arthur Meighen fonds)

Letter from Ira Dilworth
(Letter from Ira Dilworth to Emily Carr forms part of the Emily Carr fonds)

1.1B4b. Nature of the archival unit.

Supply a brief term or phrase that most precisely and concisely characterizes the unit being described. The term or phrase should incorporate the form(s) of material (see Glossary, appendix D)⁴ that typifies the unit and reflects the function, activity, transaction, or subject that was the basis of its creation and/or use.⁵

Minutes of meetings

Deeds of settlement

Treaty paylists

Actes fiduciaires

Agents’ journals

Trappeur et explorateur
(Activity which was the basis of the creation of the series forming part of Fonds René Richard)

Registre de naissances

If the unit being described consists of three or fewer specific forms of material, give the specific forms in their order of predominance. If no specific form predominates, give them in the order that seems most appropriate.

Annual financial reports, confirmation registers, and records of parishioners’ contributions

Petitions, communiques, and Oblate directories

If the unit being described consists of more than three specific forms of material, give the most predominant specific form followed by the phrase and other material in the supplied title proper and indicate the other specific forms of material in the Scope and content (see 1.7D). If no specific form predominates, give the form that seems most appropriate followed by the phrase and other material in the supplied title proper and indicate the other specific forms of material in the Scope and content.

Soil research files and other material

Decision files and other material

Optionally, if the unit being described consists of more than three specific forms of material, indicate the predominant type of record in the supplied title proper and give specific forms of material in the Scope and content (see 1.7D). Use a term that best characterizes the general function, activity, transaction, or subject that was the basis of the unit’s creation and/or use.

Timber records

Scope and content: Series consists of timber licenses, timber and land returns, terminated licenses for Indian lands, timber permits, and a timber ledger for Indian lands in Canada West.

Accounts
Scope and content: Subseries consists of records of payment of annuities, interest paylists, and paylists of lease money.

1.1C. Optional addition. General material designation.

At the highest level of description, give the GMD term(s) that pertains to the unit being described as a whole as instructed in 1.1C1. At each subsequent level of description, give the GMD term(s) that pertains to the part being described according to the same instructions.

If the option to give the GMD is chosen, it should be given at each level of description, unless a GMD in a lower level description is identical to that given in a higher level description.

1.1C1.

Use general material designation term(s) from the list given below in all descriptions for which general material designations are desired.⁶

LIST OF GENERAL MATERIAL DESIGNATIONS

• architectural drawing
• cartographic material
• graphic material
• moving images
• multiple media
• object
• philatelic record
• sound recording
• technical drawing
• textual record

Give this designation immediately following the title proper.

Kenneth Leslie fonds [textual record]

1.1C2.

At an aggregate level of description (e.g., fonds, series and file) if the unit being described contains parts that fall into three or fewer categories in the list, list the general material designations in their order of predominance.

Charles Edward Findlater fonds [graphic material, textual record]

1.1C3.

If the unit being described contains parts that fall into more than three categories in the list, use the term multiple media. Optionally, give the most predominant general material designation, followed by the phrase and other material.

Department of Housing fonds [multiple media]

or Department of Housing fonds [textual record and other material]

1.1C4. Qualifier.

For records in electronic form, on microform or for the visually impaired, add a qualifier to the GMD from the list given below.

• electronic
• large print
• microform
• tactile

Enclose the qualifier in parentheses. If various forms of a GMD are present, precede the qualifier(s) by some or chiefly, as appropriate.

Abraham Joseph fonds [textual record (some microform), graphic material]

1.1D. Parallel titles ⁷

At all levels of description, when applicable, transcribe parallel titles that appear in conjunction with the formal title proper as instructed in the following rules.

1.1D1.

Transcribe parallel titles in the order indicated by their sequence on, or by the layout of, the chief source of information. Do not create parallel titles if they do not appear prominently with the formal title proper in the chief source of information.

International map of natural gas fields in Europe [GMD] = Carte internationale des champs de gaz naturel en Europe

Homosexuella frigorelseveckan [GMD] = Gay pride week

Citizen participation in non-work-time activities [GMD] = Participation des citoyens aux activités hors des heures de travail

For instructions regarding parallel titles for a particular class of material, refer to the .1D rules in the chapter that deals with that class of material.

1.1E. Other title information

Transcribe other title information that appears in conjunction with the formal title proper of the unit being described as instructed in rules 1.1E1-1.1E5. As appropriate, supply other title information as instructed in rules 1.1E6-1.1E7.

For instructions regarding other title information for a particular class of material, refer to the .1E rules in the chapter that deals with that class of material.

1.1E1.

Transcribe all other title information appearing in the chief source of information according to the instructions in 1.1B1. Do not create or supply other title information if it is not present in the chief source of information, unless specifically instructed to do so in rules (see 1.1E6 and 1.1E7).

SPSS primer [GMD]: statistical package for the social sciences primer

Landmarks by the riverside [GMD]: reminiscences

Mr. MacKenzie and the constitution [GMD]: address read at the Canadian Historical Association annual meeting, June 6, 1951

The navigator [GMD]: an odyssey across time

Pulpit and altar [GMD]: James Robertson Memorial Lectures

1.1E2.

Transcribe other title information in the order indicated by the sequence on, or the layout of, the chief source of information.

Distribution of the principal kinds of soil [GMD] : orders, suborders, and great groups : National Soil Survey classification of 1967

1.1E3. Lengthy other title information.

If the other title information is lengthy, either give it in a note (see 1.8B4) or abridge it. Abridge other title information only if this can be done without loss of essential information. Never omit any of the first five words of the other title information. Indicate omissions by the mark of omission.

1.1E4.

If the other title information includes a statement of responsibility and the statement is an integral part of the other title information, transcribe it as such.

Robert Owen’s American legacy [GMD] : proceedings of the Robert Owen Bicentennial Conference, Thrall Opera House, New Harmony, Indiana, October 15 and 16, 1971

1.1E5.

Transcribe other title information following the whole or part of the formal title proper or the parallel title to which it pertains.

Guide général de Paris [GMD] : répertoire des rues, avec indication de la plus proche station du Métro = General guide to Paris : with repertory of streets and indication of nearest Metro station

Périgord du temps passé [GMD] : 8 estampes rares = 8 rare prints

If there are no parallel titles and if other title information appears in more than one language or script, give the other title information that is in the language or script of the formal title proper. If this criterion does not apply, give the other title information that appears first. Optionally, give the other title information in other languages. Precede each parallel statement by an equals sign.

1.1E6.

If the formal title proper needs explanation, supply a brief addition as other title information, in the language of the formal title proper.

Land use and industry [GMD] : [in East Germany]

Cowboys don’t cry [GMD] : [trailer]

Conference on Industrial Development in the Arab Countries [GMD] : [proceedings]

As it happens [GMD] : [excerpt]

1.1E7.

When describing a reproduction, add the date(s) of creation for the original(s) as other title information if, when taken together, the title proper and the date of creation for the reproduction is misleading. If necessary, explain any date discrepancies in a note.

Nova Scotia Chief Electoral Officer fonds [GMD] : [1967-1988]. – Microfilmed betweeen 1978 and 1989

Statistics Office files [GMD] : [1842-1877]. – Microfilmed in 1983

Returns of registered births [GMD] : [1864-1877]. – Microfilmed in 1983

If the option for recording dates of the originals in the Date(s) of creation area (see 1.4B3a) or for recording open dates (see 1.4B4) is exercised, do not use 1.1E7.

1.1F. Statements of responsibility

At the item level of description, transcribe explicit statements of responsibility appearing in conjunction with the formal title proper in or on the chief source of information as instructed in the following rules.

For particular instructions regarding statements of responsibility for a particular class of material, refer to the .1F rules in the chapters that deal with that class of material.

1.1F1.

Transcribe explicit statements of responsibility appearing in conjunction with a formal title proper in or on the chief source of information. Give such statements in the form in which they appear there.

Map catalogue [GMD] / Surveys and Mapping Branch

Iron maiden [GMD] : aces high / by Derek Riggs

The China study [GMD] / principal investigator, Angus Campbell

Nouvelle institution nationale [GMD] / par l’auteur des “Vues d’un solitaire patriote”

Une introduction à la foi catholique [GMD] : le nouveau catéchisme pour adultes / réalisé sous la responsabilité des évêques des Pays-Bas

1.1F2.

If no statement of responsibility appears in conjunction with the formal title proper, neither construct one nor extract one from the chief source of information. If such a statement is needed, give it in a note (see 1.8B5).

The first Hants Folk School [GMD]
Note: Written by Freda Wales; illustrations by Dept. of Industry and Publicity

1.1F3.

If a statement of responsibility precedes the title proper in the chief source of information, transpose it to its required position unless it is an integral part of the title proper (see 1.1B1b).

1.1F4.

Transcribe a single statement of responsibility as such whether two or more persons or corporate bodies named in it perform the same function or different functions.

Redistricting program [GMD] / [prepared by] Stuart Nagel [for the] Inter-University Consortium for Political Research

A picture study of the settlement of the West [GMD] / prepared by Historical Services and Consultants under the direction of John T. Saywell and John C. Ricker

1.1F5.

If a single statement of responsibility names more than three persons or corporate bodies performing the same function, or with the same degree of responsibility, omit all but the first of each group of such persons or bodies. Indicate the omission by the mark of omission (…) and add et al. (or its equivalent in a nonroman script) in square brackets.

Proceedings of the Workshop on Solar Collectors for Heating and Cooling of Buildings, New York City, November 21-23, 1974 [GMD] / sponsored by the National Science Foundation, RANN–Research Applied to National Needs ; coordinated by University of Maryland … [et al.]

1.1F6.

If there is more than one statement of responsibility, transcribe them in the order indicated by their sequence on, or the layout of, the chief source of information. If the sequence and layout are ambiguous or insufficient to determine the order, give the statements in the order that makes the most sense.

1.1F7.

Include titles and abbreviations of titles of nobility, address, honour, and distinction, initials of societies, qualifications, date(s) of founding, mottoes, etc., in statements of responsibility if:

1. such data are necessary grammatically

   … / … ; prólogo del Excmo. Sr. D. Manuel Fraga Iribarne

2. the omission would leave only a person’s given name or surname

   … / by Miss Jane

3. the title is necessary to identify a person

   … / Mrs. Charles H. Gibson

4. the title is a title of nobility, or is a British term of honour (Sir, Dame, Lord, or Lady).

   … / Sir Hugh Allan

Otherwise, omit all such data from statements of responsibility. Do not use the mark of omission.

1.1F8.

Add a word or short phrase to the statement of responsibility if the relationship between the formal title proper and the person(s) or body (bodies) named in the statement is not clear.

… / [produced by] Atlantis Films

1.1F9.

Replace symbols or other matter that cannot be reproduced by the facilities available with the archivist’s description in square brackets. Make an explanatory note if necessary.

Over the border [GMD] : Acadia, the home of “Evangeline” / by [E.B.C.]
Note: Author’s initials represented by musical notes on title page

1.1F10.

If the item being described has parallel titles but a statement(s) of responsibility in only one language or script, transcribe the statement of responsibility after all the parallel titles or other title information.

The Castonguay family [GMD] = La famille Castonguay / compiled by Yvan Castonguay

If the item being described has parallel titles and a statement(s) of responsibility in more than one language or script, transcribe each statement after the title proper, parallel title, or other title information to which it relates.

If it is not practicable to give the statements of responsibility after the titles to which they relate, transcribe the statement of responsibility in the language or script of the title proper and omit the others.

1.1F11.

If there are no parallel titles and a statement of responsibility appears in more than one language or script, transcribe the statement in the language or script of the formal title. If this criterion does not apply, transcribe the statement that appears first.

Optionally, transcribe the parallel statements, each preceded by an equals sign.

1.1F12.

Treat a noun or noun phrase occurring in conjunction with a statement of responsibility as other title information if it is indicative of the nature of the work.

Characters from Dickens [GMD] : dramatised adaptations / by Barry Campbell

If the noun or noun phrase is indicative of the role of the person(s) or body (bodies) named in the statement of responsibility rather than of the nature of the item being described, treat it as part of the statement of responsibility. In case of doubt, treat the noun or noun phrase as part of the statement of responsibility.

… / research and compilation by Ralph W. Wiles

1.1F13.

When a name associated with responsibility for the item being described is transcribed as part of the formal title proper (see 1.1B1b) or other title information (see 1.1E4), do not make any further statement relating to that name unless such a statement is required for clarity, or unless a separate statement of responsibility including or consisting of that name appears in the chief source of information.

1.1F14.

Optional addition. When name(s) of person(s) or corporate body(ies) appear in a statement of responsibility in the form of initials, transcribe the initials as they appear in the chief source of information. Complete the name, if known, in square brackets.

Geological map of the region north of Lake Huron [GMD] / H. G. S. [Herbert G. Skill]