1.8. GENERAL RULES FOR DESCRIPTION, NOTE AREA

1.8A. Preliminary rule

1.8A1. Scope.

For all levels of description, use this area for descriptive information that cannot be fitted into other areas of the description. A general outline of notes is given in 1.8B. Specific applications of 1.8B are provided in other chapters in Part I. When appropriate, combine two or more notes to make one note.

1.8A2. Punctuation

Precede each note by a full stop, space, dash, space or start a new paragraph for each. Separate introductory wording from the main content of a note by a colon followed but not preceded by a space.

1.8A3. Sources of information.

Take data recorded in notes from any suitable source. Use square brackets only for interpolations within quoted material. See also 1.0E.

1.8A4. Form of presentation of notes

1.8A4a. Order of information.

If data in a note correspond to data found in the Title and statement of responsibility, Edition, Class of material specific details, Date(s) of creation, including publication, distribution, etc., Physical description, and Series areas, give the elements of the data in the order in which they appear in those areas. In such a case, use prescribed punctuation, except substitute a full stop for a full stop, space, dash, space.

1.8A4b. Quotations, formal notes and informal notes.

Follow the instructions set out in 1.7A4.

1.8A4c. Citations in notes.

Follow the instructions set out in 1.7A5.

1.8A5. Notes relating to reproduced material.

When describing a reproduction, give the notes relating to the reproduction and then the notes relating to the original. Combine the notes relating to the original in one note, giving the details in the order of the areas to which they relate.

1.8B. Notes

Give notes in the order in which they are listed here. However, give a particular note first when it has been decided that note is of primary importance.

1.8B1. Variations in title.

Make notes on variant titles appearing outside the prescribed source of information. Make notes on titles by which the unit being described has been traditionally known other than the title proper.

Previously known as Fonds Raoul Dandurand
(Title proper is Fonds Raoul Dandurand et Josephine Marchand)

Previously known as Jack Hodgins papers
(Title proper is Jack Hodgins fonds)

Previously known as “S” Series
(Title proper is Provincial Secretary’s fonds)

1.8B2. Source of title proper.

Indicate the source of a title proper, when appropriate.

Title based on contents of image

Title taken from records centre transmittal sheet

1.8B3. Parallel titles and other title information.

Make notes on parallel titles and other title information not recorded in the Title and statement of responsibility area if they are considered to be important.

1.8B4. Continuation of title.

Complete the transcription if the formal title proper and/or other title information was abridged in the description.

1.8B5. Statement(s) of responsibility.

Make notes on any statement(s) of responsibility that appear outside the chief source of information or that appear on the chief source, but not in conjunction with a formal title proper. Record statements of responsibility that appear on the chief source of information for a file or series, if applicable.

Compiled by Charlotte Sandler

Prepared by Alvin Schuller

Taken by Clarence McPhee Jr.

1.8B6. Attributions and conjectures.

Make notes on authors to whom the unit being described has been attributed, and cite sources, if appropriate.

1.8B7. Edition.

Make notes relating to the edition being described or of the relationship of the unit being described to other editions.

1.8B8. Date(s) of creation, including publication, distribution, etc.

Make notes on dates and any details pertaining to the dates of creation, publication, or distribution, of the unit being described that are not included in the Date(s) of creation, including publication, distribution, etc., area and that are considered to be important.

5730 [1969 or 1970]
Note: Dated in accordance with the Jewish calendar

1.8B8a. Date(s) of accumulation or collection.

Make notes on the date(s) of accumulation or collection of the unit being described.

Records were accumulated by Litigation Support Services between 1969 and 1977 in preparation for the land claims case

1.8B9. Physical description.

Make notes relating to the physical description of the unit being described.

Includes: 40 cm of textual records, ca. 670 photographs, ca. 260 postcards, 4 watercolours

1.8B9a. Physical condition.

Make notes on the physical condition of the unit being described if that condition materially affects the clarity or legibility of the records.

Emulsion flaking

Records heavily foxed

Several tracks scratched through by operator

1.8B9b. Conservation.

If the unit being described has received any specific conservation treatment, e.g., if repair work has been done on it, briefly indicate the nature of the work.

1.8B9c. Accompanying material.

Give details of accompanying material not mentioned in the Physical description area (see 1.5E).

1.8B10. Publisher’s series.

Make notes on important details of publisher’s series that are not included in the Publisher’s series area, including variant series titles, incomplete series, and of numbers or letters that imply a series.

1.8B11. Alpha-numeric designations.

If desirable, make a note of any important numbers borne by the unit being described other than publisher’s series numbers (see 1.6F) or standard numbers (see 1.9).

Numéro original du reportage Z-35

1.8B12. Immediate source of acquisition.

Record the donor or source (i.e., the immediate prior custodian) from whom the unit being described was acquired, and the date and method of acquisition, as well as the source/donor’s relationship to the material, if any or all of this information is not confidential. If the source/donor is unknown, record that information.

Transferred from Dept. of Geography, June 16, 1977

Acquired from the Social Science Data Archives, Carleton University, with the permission of Canadian Gallup Poll Ltd.

1.8B13. Arrangement.

Make notes on the arrangement of the unit being described which contribute significantly to its understanding but cannot be put in the Scope and content (see 1.7D), e.g., about reorganisation(s) by the creator, arrangement by the archivist, changes in the classification scheme, or reconstitution of original order.

1.8B14. Language.

Record the language or languages of the unit being described, unless they are noted elsewhere or are apparent from other elements of the description. Also note any distinctive alphabets or symbol systems employed.

Most of the material in series I and II in Finnish. Some correspondence in English, some in French and some in Swedish

1.8B15. Originals and reproductions

1.8B15a. Location of originals.

If the unit being described is a reproduction and the location of the original material is known, give that location. Give, in addition, any identifying numbers that may help in locating the original material in the cited location. If the originals are known to be no longer extant, give that information.

Original in National Archives of Canada, C2358

Glass dry plate negatives, from which the prints were printed, are held by the Gage family, Courtenay, British Columbia

Originals destroyed after microfilming, 1981

1.8B15b. Availability of other formats.

If all or part of the unit being described is available (either in the institution or elsewhere) in another format(s), e.g., if the text being described is also available on microfilm; or if a film is also available on videocassette, make a note indicating the other format(s) in which the unit being described is available and its location, if that information is known. If only a part of the unit being described is available in another format(s), indicate which parts. ¹

Also available on videocassette

1.8B16. Restrictions on access, use, reproduction, and publication ²

1.8B16a. Restrictions on access.

Give information about any restrictions placed on access to the unit (or parts of the unit) being described. Specify the details of the restriction, including the date when it will be lifted. Additional information may be recorded regarding the jurisdiction (i.e., the person, institution, or position or function through which the terms governing access are imposed, enforced, and may be appealed), physical access provisions, etc. Alternatively, simply indicate the fact of restriction.

No access to original material until the material has been conserved. Microfilm copies are available for consultation.

Access to correspondence is restricted until 1995

Films in off-site storage; advance notice required to view

Only electronic records more than five years old may be released

All records subject to Access to Information and Privacy Act

1.8B16b. Rights.

Indicate the copyright status, literary rights, patents or any other rights pertaining to the unit being described.

Rights held by CHYZ-TV

Copyright held by the Crown

Copyright held by the donor until June 6, 2005

Copyright … June 1, 1978 by the Cartographic Lab, Department of Geography, Queen’s University, Kingston, Ontario

Copyright expired

Copyright status: public domain

1.8B16c. Terms governing use and reproduction.

Give information on legal or donor restrictions that may affect use or reproduction of the material.

No reproduction without prior written approval of the donor

1.8B16d. Terms governing publication.

Give information on legal or donor restrictions that may affect publication of the material.

Photographs may be copied for reference purposes only. Use of photographs in publication cannot be made without written permission of Kenneth McAllister

1.8B17. Finding aids.

Give information regarding the existence of any finding aids. Include appropriate administrative and/or intellectual control tools over the material in existence at the time the unit is described, such as card catalogues, box lists, series lists, inventories, indexes, etc.

Box list available

Detailed finding aid available; file level control

Finding aid: From the Past to the Future, A Guide to the Holdings of the University of Alberta Archives / University of Alberta Archives. – Edmonton : University of Alberta Archives, 1992

For textual records see AddMSS 1336 (box/file list); for architectural plans see CM/C 2008 (file list); for photographs see 98303-40 (box/file list)

1.8B18. Associated material.

If records in another institution are associated with the unit being described by virtue of the fact that they share the same provenance, make a citation to the associated material at the fonds, series or collection level, or for discrete items, indicating its location if known.

1.8B19. Accruals.

When the unit being described is not yet complete, e.g., an open fonds or series, make a note explaining that further accruals are expected. If the option in 1.4B4 and 1.5B4 has been chosen, make a note indicating the frequency and volume of accruals. If no further accruals are expected, indicate that the unit is considered closed (see 1.4B4, 1.5B4).

Further accruals are expected

Records from the Office of the Ceremonials Assistant are transferred to the archives five years following the academic year to which the records relate. On average, 40 cm of records are transferred to the archives annually on Aug. 1

This series is transferred annually to the Archives and comprises the annual accumulation of orders-in-council generated five years prior to the year of their transfer. The total linear extent of each transfer averages 30 cm. The first accession acquired in 1964 comprised 25 linear meters

1.8B20. Related groups of records in different fonds external to the unit being described.

Indicate groups of records having some significant relationship by reason of shared responsibility or shared sphere of activity in one or more units of material external to the unit being described. For reference to records of the same provenance in other repositories use 1.8B18.

Other records relating to the delivery of health care services can be found in the Health Care Services Division files of the Dept. of Health fonds

1.8B20a. Related groups of records within the same fonds, series or collection.

If the unit being described consists of a group of records within a fonds, series or collection, that has a direct and significant connection to another group of records within the same fonds, series or collection (e.g., a series or sub-series comprising file control records such as indexes and registers or, in the case of letters sent, letters received) indicate the related group of records.

1.8B21. General note.

Use this note to record any other descriptive information considered important but not falling within the definitions of the other notes.

For notes applicable specifically to a particular class of material, refer to the chapter that gives the rules relating to that class of material.