12.5 PHILATELIC RECORDS, PHYSICAL DESCRIPTION AREA

12.5A. Preliminary rule

12.5A1. Scope

See 1.5A1.

12.5A2. Punctuation

For instructions on the use of spaces before and after prescribed punctuation, see 1.0C.
Precede each occurrence of this area by a full stop, space, dash, space or start a new paragraph.
Precede other physical details by a colon.
Separate each part of the description of other physical details by a comma, conjunction, or preposition.
Precede dimensions by a semicolon.
Precede each statement of accompanying material by a plus sign.
Enclose physical details of accompanying material in parentheses.

12.5A3.

In presenting information in the physical description area, follow the instructions set out in 1.5A3-1.5A5.

12.5B. Extent of descriptive unit (including specific material designation)

12.5B1.

At all levels of description, record the extent of the unit being described by giving the number of the physical units that comprise it followed by the specific material designation. Use arabic numerals to record the number of physical units. A selective list of recommended specific material designations is given below.¹

• international reply coupon
• label
• postage stamp
• postage stamp booklet
• postal cover
• postal marking
• postal stationery item
• revenue stamp

15 postal stationery items

1 postal marking

351 postage stamps

Optionally, if the parts of the unit being described are very numerous and the exact number cannot be readily ascertained, give an approximate number.

ca. 5,000 postage stamps

Optionally, record the number of containers or volumes, or the linear extent, or the cubic measurement followed by the phrase of philatelic records. If the general material designation is used (see 12.1C), omit the phrase of philatelic records. Express the linear or cubic extent using the metric system of measurement (see 1.5A4).

3 albums of philatelic records

12 cm of philatelic records

12.5B2. Collective unit designation.

Alternatively, if the physical parts that comprise the unit being described are themselves composed of more than one component (e.g., sheets of 50 postage stamps), record the number of collective units followed by the collective unit designation. Use arabic numerals to record the number of collective units. A list of recommended collective unit designations is given below.²

• block
• pair
• pane
• sheet
• strip

Unless a further measure of extent is recorded (see 12.5B3), follow the number of collective units and the collective unit designation by the preposition of and the applicable specific material designation.

5 blocks of revenue stamps

12.5B3.

Optional addition. If a further measure of extent is required, add such information in parentheses after the specific material designation, collective unit designation, or other term of measurement.

0.3 m of philatelic records (176 postal covers, 42 postal stationery items)

1 album (219 postal markings)

3 panes (150 postage stamps)
1 block (3 labels)

12.5B4.

When the unit being described contains parts that fall into three or fewer special classes of material, give the physical extent, including the specific material designation or collective unit designation, for each special class of material.

15 postal covers. C 1 postal marking

48 panes of postage stamps. C 12 postage stamp booklets. C 4 postal stationery items

Optional addition. If more detail is desired, give a separate and complete physical description for each special class of material.

27 postage stamps : die proofs, steel engraving ; 26 x 42 mm or smaller, on support 22 x 14 cm or smaller. C 1 postal cover ; 12 x 19 cm

12.5B5.

When the unit being described contains parts that fall into more than three special classes of material, give the physical extent and the specific material designation of the most predominant followed by the phrase and other philatelic records and describe the remaining material in a note (see 12.8B12).

10 postal stationery items and other philatelic records
Note: Also includes 7 postal covers, 5 postage stamps, and 3 blocks of postage stamps.

12.5B6. Accruals.

For material described at an aggregate level of description, e.g., described at the level of a fonds or series, give the extent including the specific material designation if applicable as instructed in 1.5B4. See also 12.8B23.

4 m of philatelic records
Note: Further accruals are expected.

philatelic records Note: Since 1989, ca. 5,000 philatelic records have been transferred to the archives every year.

12.5C. Other physical details

12.5C1.

At all levels of description, identify any physical details other than extent or dimensions, as appropriate and if readily ascertainable. Where practicable, follow the order set out below:

• production phase
• layout, format
• medium, base or support, process, method of reproduction
• watermark
• colour
• perforations, gum, luminescence or tagging

3 revenue stamps : die proofs, steel engravings on india paper, black

6 postal stationery items : envelopes, lithographs, red and blue

1 postage stamp : photolithograph on Harrison paper, 4 col., perf. 13

Alternatively, give such information in the Scope and content (see 12.7D) or in a note (see 12.8B12).

12.5C2. Production phase.

For unissued or unpublished philatelic records, include here specifications of the production phase(s) represented by the material (e.g., essay, proof, die proof, plate proof).³

14 postal stationery items : proofs

2 labels : die proofs, steel engravings, red

1 postage stamp : essay, steel engraving, black brown

Give further details regarding the production phase(s) in the Scope and content (see 12.7D).

12.5C3. Layout, format.

Describe the layout or format of the philatelic unit if it is not indicated or implied in another area. As appropriate, use terms such as: coil, souvenir sheet, booklet, aerogramme, postal card, envelope, stick >n tick, se-tenant, tête-bêche, squared circle cancel, duplex cancel, etc.

3 panes of postage stamps : se-tenant

54 postage stamps : some coil

10 postal markings : squared circle cancels

12.5C4. Medium, support, process, etc.

Give details regarding the medium, base or support, process, method of reproduction or other similar technical specifications. Include trade names if considered significant.

1 label : proof, steel engraving on india paper

6 panes of postage stamps : lithographs on Harrison paper

12.5C4a. Multiple techniques, processes, etc.

When multiple techniques, processes, etc., are identified, name each, with the predominant technique, process, etc., if any, named first. These terms may be freely combined with the use of conjunctions and prepositions as necessary.

100 postage stamps : lithographs and steel engravings

1 postal stationery item: embossed lithograph on wove paper

When multiple techniques, processes, etc., are known to have been applied but are unidentified, or are too numerous to enumerate, use the terms various media, multiple processes, or other phrase, as appropriate and give the details in a note (see 12.8B12).

64 postal covers : multiple processes

12.5C5. Watermark.

Note the presence of a watermark in a general way and give the details in a note (see 12.8B12).

1 postage stamp : photolithograph on watermarked paper

12.5C6. Colour.

Give the colour characteristics of the unit being described, as appropriate. Also provide the colour characteristics of supports if considered important.

15 postal markings : black

2 labels : steel engraving, red

2 postal stationery items : envelopes, lithographs in blue and green on cream paper

Optionally, if more than 3 colours are used, indicate the number of colours used followed by the abbreviation col.

1 postage stamp : lithograph, 5 col.

12.5C7. Perforation, gum, luminescence or tagging.

Give information about the perforation (e.g., number, type), gum, luminescence or tagging if these elements are present on the unit. List only those elements common to the entire unit. Use the abbreviation perf. and a standard perforation gauge measurement to indicate the number of perforations, where appropriate.

1 pair of postage stamps : steel engraving on laid paper, orange- red, imperforate

6 blocks (24 postage stamps) : photolithographs, carmine rose, perf. 12, dextrine gum

1 postal stationery item : envelope, lithograph, sepia, tagged

12.5D. Dimensions

12.5D1.

Record the dimensions of the entire sheet, support, etc.⁴, of the physical unit(s) being described. Give the dimensions of square or rectilinear physical units in the form height x width. The side for height and the side for width are determined with reference to the position in which the philatelic record(s) would be viewed. For circular shapes, give the diameter, followed by the abbreviation diam. in parentheses. For oval shapes, give the major and minor axes, followed in parentheses by the word oval. Give the dimensions of irregular shapes, measured at the greatest points, in the form height x width, diameter, or major and minor axes, as most appropriate, followed by the abbreviation irreg. in parentheses. If appropriate, add a word or phrase which describes the shape. Give the dimensions of containers (see 12.5B1) in the form height x width x depth.

1 label : lithograph ; 40 x 65 mm

7 postal stationery items : aerogrammes, lithographs, red and blue ; 33 x 18 cm (irreg.)

1 postage stamp : die proof, steel engraving ; 33 x 22 mm (triangle)

12.5D2. Image dimensions.

Optional addition. Give the size of the image followed by the size of the sheet, support, etc., specified as such if:

1. the size of either dimension of the image area of the physical unit(s) is less than half the same dimension of its sheet, support, etc., or
2. if there is substantial additional information on the sheet (e.g., text).

1 postage stamp : proof, lithograph, 4 col. ; 26 x 32 mm on sheet 67 x 48 cm

Alternatively, give the size of the sheet, support, etc., specified as such, preceded by the size of the image if different from the former.

1 postage stamp : die proof, steel engraving ; 33 x 22 mm on support 40 x 31 mm

12.5D3. Multiple dimensions in aggregate levels of description.

When material described at an aggregate level of description, e.g., fonds, series, file, consists of physical units of two different sizes, give both. If the material being described consists of physical units of more than two sizes, the dimensions of the largest are given followed by the words or smaller.

12 postage stamp booklets ; 10 x 8 cm and 5 x 7 cm

10 postage stamps : steel engravings, lithographs ; 37 x 25 mm or smaller

ca. 750 postal covers ; 20 x 27 cm or smaller

Alternatively, give the smallest and the largest size, separated by a hyphen.

44 sheets of postage stamps : proofs, lithographs, 6 col. ; 33 x 21 cm-70 x 50 cm

Optionally, add to the dimensions statement, the predominant sizes or the range of predominant sizes enclosed in parentheses.

21 sheets of postage stamps : proofs, lithographs, 4 col. ; 66 x 44 cm or smaller (most 26 x 23 cm)

12.5D4. Unit(s) of measurement.

Record the dimensions of the physical unit(s) in centimetres rounded up to the next whole centimetre. If the item measures less than 5 centimetres in height, width, or diameter, give the dimensions in millimetres.

13 postal covers ; 17 x 11 cm

1 postage stamp : steel engraving ; 21 x 33 mm

Alternatively, give the dimensions in centimetres to the nearest millimetre. Record whole numbers decimally.

1 postage stamp booklet ; 15.2 x 8.0 cm

6 postal covers ; 16.4 x 10.6 cm

1 postage stamp : die proof, steel engraving in green on india paper ; 21 x 17 mm on support 7.9 x 6.1 cm

12.5D5. Folded or rolled items.

When a physical unit is designed to be folded or rolled, give the dimensions of the primary support and add the dimensions when folded or rolled. Precede the second dimension statement by the words folding to, rolling to, folded to, or rolled to as appropriate, depending on whether the physical unit is stored flat or in a folded or rolled format. Add in parentheses the abbreviation diam. following the dimension which has been rolled. If the materials are too fragile or too numerous to be measured flat, record only the dimensions when folded or rolled.

1 postal stationery item : aerogramme, offset lithograph, 6 col. ; 32.1 x 21.0 cm folded to 9.7 x 18.0 cm

1 strip (200 postage stamps) : coil, steel engraving, red ; rolled to 35 mm (diam.) x 50 mm

Optional addition, when a physical unit is kept folded or rolled, whether so designed or not, give the dimensions of the primary support and add the dimensions when folded or rolled, specified as such.

1 sheet (200 postage stamps) : plate proof ; 30 x 46 cm folded to 15 x 23 cm

12.5D6. Sight measurements and framed items.

When a part of the unit being described is not visible because of a non-removable mat, frame, or other integral container or mounting, give the sight measurements followed by the word sight in parentheses. Optionally, add the dimensions of the mat, frame, etc., specified as such.

1 pane (50 postage stamps): lithography ; 21 x 27 cm (sight) in mat 26 x 31 cm
(Window mat and backing are glued together)

12.5E. Accompanying material

12.5E1.

Give details of accompanying material as instructed in 1.5E.

25 labels : lithographs on self-adhesive paper ; 8.9 x 11.2 cm + 1 instruction sheet