9.8A Preliminary rule

9.8A1. Scope

See 1.8A1.

9.8A2. Punctuation

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

9.8A3. Form of presentation of notes

See 1.8A4.

9.8A4. Notes relating to reproduced material

See 1.8A5.

9.8B. Notes.

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

9.8B1a. System requirements for access.

Make a note on the technical requirements for access. Give the following characteristics in any appropriate order: make and model of the computer(s) on which the records are designed to run; amount of memory required; name of the operating system; software requirements; kind and characteristics of any required or recommended peripherals; hardware (internal modifications).

System requirements: 48K RAM, Apple Disk II with controller, col. monitor
(Computer file requires colour monitor for display)

System requirements: RTI Series 500 CD-ROM DataDrive
(File is available on CD-ROM)

9.8B1b. Remote access.

If the unit being described is available via remote access, make a note indicating relevant information needed to access it. If appropriate, give mode of access, site, and path, Uniform Resource Locator (URL), or other international standard designation for this information.

http://ftp.rpi.edu/pub/communications/internet-cmc.html

9.8B2. Variations in title.

Make notes on variant titles as instructed in 1.8B1.

Commonly known as: Quality of life surveys
(Title proper is Social change in Canada)

Title on paper copy of system documentation: User guide

Optionally, transcribe a data set name or a computer file name if it differs from the title proper. Include here locally assigned computer file or data set names.

File name: ONT86CD.SAS

9.8B3. Source of title proper.

Always give the source of the title proper.

Title from manual

Title from the content of the records

Title from codebook

Title from external label

Title from correspondence by creator of the file

Title from printout

9.8B4. Parallel titles and other title information.

Make notes on parallel titles and other title information as instructed in 1.8B3.

9.8B5. Continuation of title.

Complete the transcription of the formal title proper and/or other title information as instructed in 1.8B4.

9.8B6. Statement(s) of responsibility.

Make notes on any statement(s) of responsibility as instructed in 1.8B5. Also make notes on persons or bodies connected with the unit being described and not already named in the description.

9.8B7. Attributions and conjectures.

Make notes on authors to whom the unit being described has been attributed as instructed in 1.8B6.

9.8B8. Edition.

Make notes relating to the edition as instructed in 1.8B7. Give details of minor changes which do not constitute a new edition, if considered significant.

Anonymized edition created by University of British Columbia Data Library

9.8B9. Date(s) of creation, including publication, distribution, etc.

Make notes on dates and other details of publication, distribution, etc., as instructed in 1.8B8.

User’s manual distributed by the American Political Science Association, Washington, D.C.

9.8B9a. Date(s) of accumulation.

Make notes relating to date(s) of accumulation of the unit being described as instructed in 1.8B8a.

9.8B10. Physical description.

Make notes relating to the physical description of the unit being described as instructed in 1.8B9. Indicate the type of file, e.g., data, document, image, program, and/or number of computer records, images, documents, etc., if this information is known and has not been given elsewhere in the description.

Computer files 5 through 37, comprising ca. 500 ft. of 2400 ft. magnetic tape, IBM-standard label, EBCDIC, 6250 bpi
(Computer files 1 through 4, and 38 on, in this example, belong to different fonds and are entirely unrelated to the unit being described, but are stored on the same magnetic tape for economy of storage.)

The number of records varies with each sub-system (i.e. table) with the largest consisting of 194,264 records or about 12 MB

Give a general statement, if the information is readily available, on the structure of the data (raster, vector, or both).

Includes both raster and vector data of varying scales and resolution

Vector file

If known, give the resolution of vector images that have been digitized from a cartographic item (e.g., every 2 mm). For raster images, provide a statement about the area that each raster represents (e.g., 5 m x 5 m). If known, give the vertical resolution for three-dimensional items.

9.8B10a. Physical condition.

Make notes on the physical condition of the unit being described as instructed in 1.8B9a.

9.8B10b. Conservation.

Make notes on any specific conservation treatment as instructed in 1.8B9b. Give details of digitization or logical reformatting of the unit being described since its transfer to archival custody. Indicate the location of any relevant documentation.

Computer files migrated by the National Archives of Canada from original word-processing software (MICOM) to WordPerfect, version 4.2 to maintain readability of data. Technical specifications of the migration are filed with the printed documentation

9.8B10c. Accompanying material.

Make notes on accompanying material as instructed in 1.8B9c.

9.8B11. Publisher’s series.

Make notes on important details of publisher’s series as instructed in 1.8B10.

9.8B12. Alpha-numeric designations.

Make notes of any important numbers borne by the unit being described as instructed in 1.8B11.

ISR study no. 256

9.8B13. Immediate source of acquisition.

Make notes on the immediate source of acquisition as instructed in 1.8B12.

9.8B14. Arrangement.

Make notes on the arrangement as instructed in 1.8B13.

When the records were transferred to the Archives, the computer files were arranged in subdirectories which reflect the original work stations from which they came.

9.8B15. Language.

Make notes on the language of the unit being described as instructed in 1.8B14.

9.8B16. Originals and reproductions.

9.8B16a. Location of originals.

Make notes on the location of originals as instructed in 1.8B15a.

9.8B16b. Availability of other formats.

Make notes on the availability of other formats as instructed in 1.8B15b.

Also available in printed form and in microform

Issued also for IBM PC and PC-compatible hardware

9.8B17. Restrictions on access, use, reproduction, and publication.

Make notes on restrictions as instructed in 1.8B16.

Restricted: Contains respondents’ name and telephone numbers. Must be anonymized before dissemination

A signed research agreement with Ontario Ministry of Health must be obtained before access can be provided

Data not to be released before July 1, 1999

Permission to view does not include the right to obtain copies of documents. Explicit permission to make copies of documents must be obtained from the donor

Researchers must sign an undertaking that they will not reveal information about living persons without their written consent

Publication of secondary analysis based on these data require prior approval of Statistics Canada

9.8B18. Finding aids.

Make notes on finding aids as instructed in 1.8B17.

KWIC index to 1945-1965 polls available in Canadian social science data catalog / Institute for Behavioural Research, York University. 1974

The finding aid is a descriptive list of directories and computer files filed in alphabetical, chronological or numerical order

9.8B19. Associated material.

Make notes on associated material as instructed in 1.8B18.

Master microdata records located in Statistics Canada

9.8B20. Accruals.

Make notes on accruals as instructed in 1.8B19.

Make notes regarding related groups of records as instructed in 1.8B20.

Make notes regarding related groups of records within the same fonds as instructed in 1.8B20a.

9.8B22. General note.

Use this note to record any other descriptive information considered important as instructed in 1.8B21.

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