9.4 RECORDS IN ELECTRONIC FORM, PHYSICAL DESCRIPTION AREA

9.5A. Preliminary rule

9.5A1. Scope

See 1.5A1.

9.5A2. 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.
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.

9.5A3.

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

9.5B. Extent of descriptive unit

9.5B1.

At all levels of description, record the extent of the unit being described by giving the number of units in arabic numerals followed by the specific material designation. Use terms found in subrule .5B in the relevant chapter of part I. If none of these terms is appropriate, use conventional terminology. If appropriate, add a qualifying word or phrase in parentheses to describe the type of computer or data file.

6 photographs (tiff)

1 sound recording (mp3)

9.5B2.

Optionally, give the digital extent (e.g., bytes, kilobytes, megabytes, terabytes) of the unit being described in arabic numerals. Follow the digital extent with a phrase containing an appropriate specific material designation, if this does not duplicate the general material designation. If a further measure of extent is required add such information in parentheses after the primary statement of extent.

5 GB of photographs

2 TB (3 maps)

9.5B3.

Optionally, give the number of physical carriers. If a further measure of extent is required, give, as appropriate, the extent, digital extent, number of computer records, images, documents, etc., and/or the specific material designation in parentheses after the primary statement of extent. Use conventional terminology to record the specific format of the physical carrier. Optionally, use one of the following terms as appropriate:

• computer cartridge
• computer cassette
• computer disk
• computer reel

2 CD-ROMs (textual records)

1 zip disk (96 MB)

1 computer disk

Give a trade name or other similar specification in a note (see 9.8B10).

9.5B4.

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

184 remote-sensing images. — 6 photographs (tiff). — 1 sound recording (mp3)

11 MB of textual records. — 5 MB of photographs. — 2 MB of drawings

9.5B5.

When the unit being described contains parts that fall into more than three special classes of material, follow the instructions in 1.5B3.

2.4 MB of textual records and other material

9.5B6.

If the unit being described contains system documentation in another physical form (e.g., paper) or other material, consult the .5 rules in the chapter that deals with that class of material.

2 GB of textual records. – 20 cm of textual records

9.5C. Other physical details

9.5C1.

If the unit being described is encoded to produce sound, give sd. If the unit being described is encoded to display in two or more colours, give col.

1 TB of cartographic material : col.

1 computer disc : sd., col.

Give details of the requirements for the production of sound or the display of colour in a note (see 9.8B1a).

9.5C2.

Optionally, for published material retained on its original carrier, give the physical characteristics, if readily available and if they are considered to be important, e.g.,

• number of sides used
• recording density (e.g., number of bits per inch (bpi), single, double)
• sectoring
• storage capacity
• tracks

1 computer disk : sd., col., single sided, single density, soft sectored

2 computer reels : 6250 bpi

9.5D. Dimensions

9.5D1.

If the option at 9.5B3 is applied, give the physical dimensions for the physical carrier(s).3

1 computer disk ; 9 x 9 cm

9.5E. Accompanying material

9.5E1.

Give details of accompanying material as instructed in 1.5E1. Do not treat system documentation as accompanying material (see 9.7D2h).

5 GB of photographs : col. + 1 poster

15 MB (1 map) : col. + 1 pamphlet

END NOTES