4.5 GRAPHIC MATERIALS, PHYSICAL DESCRIPTION AREA

4.5A. Preliminary rule

4.5A1. Scope

See 1.5A1.

4.5A2. Punctuation

For instructions on the use of spaces before and after prescribed punctuation, see 1.0C.
Precede each physical description by a full stop, space, dash, space or start a new paragraph. ¹
Precede other physical details (i.e., other than extent or dimensions) 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.

4.5A3.

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

4.5B. Extent of descriptive unit (including specific material designation)

4.5B1.

At all levels of description, record the extent of the unit being described by giving the number of physical units in arabic numerals followed by the specific material designation. A selective list of recommended specific material designations ² is given below.

• collage
• drawing
• painting
• photograph
• picture
• print
• watercolour

1 painting

200 photographs

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. 11,000 photographs

Optionally, record the number of containers or volumes, or the linear extent followed by the phrase of graphic material. If the general material designation is used (see 4.1C) omit the phrase of graphic material.

23 boxes of graphic material

12 m of graphic material

4.5B2.

Optional addition. If a further measure of extent is required add such information in parentheses after the primary statement of extent.

3 m of graphic material (ca. 6,000 photographs)

1 album (42 photographs, 3 drawings)

4.5B3.

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, for each special class of material.

ca. 500 drawings. – 20 photographs

158 drawings. – 10 watercolours. – 6 prints

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

ca. 500 drawings ; 18 x 26 cm or smaller. - 20 photographs : b&w ; 7 x 9 cm

4.5B4.

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 graphic material and describe the remaining material in a note (see 4.8B11). Omit other physical details and dimensions in this area.

50 watercolours and other graphic material
Note: Also includes 10 photographs, 6 drawings, 3 filmstrips and 1 painting (oil on canvas)

4.5B5. Accruals.

For graphic material at an aggregate level of description, e.g., an open fonds or series, give the extent including the specific material designation if applicable as instructed in 1.5B4. See also 1.8B19.

20 m of graphic material
Note: Further accruals are expected

photographs
Note: Since 1980, ca. 10,000 photographs have been transferred to the archives every five years

4.5C. Other physical details

4.5C1.

At all levels of description, if appropriate and readily ascertainable, give any physical details other than extent or dimensions that are considered important. Omit any characteristics implicit in the specific material designation. ³ Give other physical details in any appropriate order.

1 photograph : col., mounted on linen

36 photographs : filmstrip

Alternatively, give such information in a note (see 4.8B11).

4.5C2. Medium, support, process, etc.

Give additional details regarding the medium, base or support, process, method of reproduction, or other technical specification. Indicate if the graphic unit being described is of reverse polarity or is double sided.

ca. 1,000 photographs : nitrate negatives

14 paintings : oil on canvas

1 photograph : negative print

5 photographs : 1 panorama

1 drawing : 6 sketches, pencil

4.5C3. 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.

1 collage : photographs, newspaper clippings, and paint

1 drawing : pen and brown ink over pencil, with touches of watercolour

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 4.8B11).

1 print : multiple processes
Note: Processes include etching, mezzotint, drypoint, reversed soft ground engraving, electric stippler, scraping, and burnishing

80 photographs : multiple processes

4.5C4. Colour

Give the colour characteristics of the unit being described as appropriate. Distinguish the colour characteristics by the use of the abbreviations “col.” (coloured) or “b&w” (black and white), by statements indicating hand colouring, tinting or toning, or by the enumeration of not more than three specific colours. Give the colour characteristics of supports if considered important.

5 collages : col.

24 photographs : b&w

1 photograph : hand col.

1 drawing : red, black and white chalk

1 drawing : pen and black ink on blue paper

Do not indicate colour for paintings or watercolours. Optionally, if a painting or watercolour has been executed entirely in one colour, list the colour preceded by the word “monochrome”.

1 painting : monochrome grey oil

1 watercolour : monochrome blue wash

When the unit being described contains both black and white and colour parts, describe both. If appropriate, either give the specific number of black and white or coloured images in an aggregate level of description or indicate this in a general way.

114 photographs : b&w and col.

89 prints : posters, 23 b&w

45 photographs : b&w, some sepia toned

Optionally, give an explanatory phrase, including trade names, in parentheses after the statement.

36 photographs : col. slides (Kodachrome)

4.5D. Dimensions

4.5D1.

Record the dimensions, of the physical unit(s) ⁴ 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 graphic material 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 4.5B1) in the form height x width x depth.

1 painting : oil on canvas ; 222 x 260 cm

8 photographs : col. (Cibachrome) ; 41 x 51 cm

47 photographs : b&w cabinet cards ; 17 x 11 cm

Optional addition. If the size of either dimension of the image area of a physical unit is less than half the same dimension of its sheet, support, etc., or if there is substantial additional information on the sheet (e.g., text), give the size of the image followed by the size of the sheet, support, etc., specified as such.

1 photograph : b&w ; 27 x 18 cm on sheet 60 x 28 cm

4.5D2.

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”.

132 photographs : b&w negatives ; 6 x 6 cm and 35 mm

9 prints : woodcuts ; 12 x 16 cm or smaller

ca. 200 photographs : b&w and col. ; 21 x 26 cm and 26 x 21 cm

4.5D3.

Unit(s) of measurement. Record the dimensions of the physical unit(s) in centimetres rounded up to the next whole centimetre. Use the abbreviation “cm”. Record the dimensions of the physical unit(s) in millimetres where this unit of measurement has been standardized in reference to specific material. Use the abbreviation “mm”.

1 photograph ; 21 x 26 cm

24 photographs : col. negatives ; 35 mm

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

1 drawing ; 15.7 x 18.1 cm

1 painting : oil, acrylic, rubber, glass powder and metal oxides on canvas ; 6.4 x 304.8 cm

1 photograph : b&w ; 10.5 x 9.0 cm on sheet 21.4 x 27.2 cm

4.5D4.

Folded or rolled items. When a physical unit is designed to be folded, give the dimensions of the primary support and add the dimensions when folded. Precede the second dimension statement by the words “folding to” or “folded to” as appropriate, depending on whether the physical unit is stored unfolded or folded.

1 picture : col. ; 48 x 90 cm folding to 24 x 15 cm

1 print ; 36 x 63 cm folded to 10 x 20 cm

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. Add in parentheses the abbreviation “diam.” following the dimension which has been rolled.

1 print : poster ; 71 cm x 56 cm rolled to 9 cm (diam.) x 56 cm

4.5D5. 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 print : lithograph ; 26 x 30 cm (sight) in mat 34 x 38 cm
(Window mat and backing are glued together)

1 photograph : daguerreotype ; 7 x 6 cm (oval, sight) in case 11 x 9 cm

1 painting ; 30 x 24 cm (sight) in frame 47 x 41 x 6 cm

4.5E. Accompanying material

4.5E1.

Give details of accompanying material as instructed in 1.5E1.

1 photograph : b&w ; 6 x 6 cm + 1 identification key

1 album ; 53 x 40 cm + 1 catalogue (1 v. ; 23 x 15 cm)