7.1 Preliminary Rule

7.1A. Scope.

For all levels of description use this area to present information about the context and content of the unit being described. Record an Administrative history/Biographical sketch for fonds, series, collections, and discrete items.

The Administrative history/Biographical sketch provides information about the external structure or context of the records being described. The Administrative history gives an account of the authority and functional relations and administrative procedures important to an understanding of the context of the records. The Biographical sketch gives an account of the activities important to an understanding of the context of the records of person(s) or family(ies)¹.

The Custodial history gives information about the chain of agencies, officers, or persons, if different from the creator(s), that have exercised custody or control over the records at all stages in their existence.

The Scope and content gives, whenever relevant, information about the scope of the records in terms of the sphere or kinds of activities generating them, the period of time, and geographical area to which they pertain; about the internal structure of the records in terms of their arrangement, organization, classification and documentary forms; and about the substantive matters to which the records pertain.

7.1B Punctuation

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

7.1C. Sources of information.

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

7.1D. Form of presentation of information

7.1D1. Formal presentation of information.

Use a standard introductory word or phrase when uniformity of presentation assists in the recognition of the type of information being presented or when it provides economy of space without loss of clarity.

Scope and content: the final report, bound submissions and transcripts of proceedings, background printed materials and additional papers of the chair of the Committee on Securities Legislation, J.R. Kimber, respecting the implementation of recommendations and securities regulations

Give quotations taken from the unit being described or from other sources in quotation marks. Follow the quotation by an indication of its source. Do not use prescribed punctuation within quotations.

7.1D2. Informal presentation of information.

When making an informal presentation, use statements that present the information as briefly as clarity and grammar permit.

Group and individual portraits showing unidentified residents of several Glengarry and Stormont County communities: Fassifern, Grantly, Lancaster, St. Andrews and Williamstown

7.1D3. Structure of the elements.

Structure the Administrative history/Biographical sketch by presenting the information in the order prescribed by the sequence of the sub-elements as instructed in 1.7B rules.

Optionally, record information prescribed in the sub-elements, but not necessarily in their sequence, in narrative form. Establish this option at the highest level of description and exercise it consistently for all applicable parts.

7.1E Citations in the archival description area.

In citing a source, always give the title and, when applicable, the statement(s) of responsibility. Give the citation in the form: title proper / statement of responsibility. When necessary, add the edition and/or date of publication to the citation.

Records of Parks Canada (RG 84) / Gabrielle Blais. – Ottawa : Public Archives of Canada, 1985. – (General inventory series / Federal Archives Division).

7.1F References for Architectural and Technical Drawings

Refer to passage in the unit being described, or in other sources, if these either support the assertions made in the description or save repetition in the descriptive entry of information readily available from other sources.

Revisions Note

This section incorporates rules from the following sections of RAD 2008: General rules for description (1.7) and Architectural and technical drawings (6.7).