Conseil International des Archives

International Council on Archives

Date:         Fri, 3 Apr 1992 23:56:38 EST
Reply-To:     Archives & Archivists <ARCHIVES@INDYCMS.BITNET>
Sender:       Archives & Archivists <ARCHIVES@INDYCMS.BITNET>
From:         Hugo Stibbe <70550.3371@COMPUSERVE.COM>
Subject:      ISAD(G): General International Standard Archival Description

                         CONSEIL INTERNATIONAL DES ARCHIVES
                          INTERNATIONAL COUNCIL ON ARCHIVES

COMMISSION AD HOC SUR LES NORMES                AD HOC COMMISSION ON
DE DESCRIPTION                                  DESCRIPTIVE STANDARDS

                                     SECRETARIAT


Dear colleagues:

The following document, the "ISAD(G): General International
Standard Archival Description" is made available to you in
the "Archives & Archivists" forum for the purpose of
stimulating discussion and soliciting comments on this
document.  The history of this project of the International
Council on Archives is outlined in the introduction of the
"Statement of Principles Regarding Archival Description", a
document which is also on the Archives & Archivists forum for
your information and discussion.

Comments on both documents may be send to the Secretariat
of the Commission by mail, fax or E-Mail at the addresses
at the foot of this letter.  All comments will be considered
by the Commission when they next meet in plenary session.
However, to be considered, comments must identify their
source, by name or group.  For example, a personal name or
"Submitted by the XXX [committee, working group, etc.] of
XXX [organization]".  When submitted by a group, the chair
or other responsible person must be identified with full
contact address, which must include the MAILING address.

The "Statement of Principles" and the "ISAD(G): General
International Satandard Archival Description" will also be
made available as papers of the XIIth International Council
of Archives Congress, September 6-11, 1992 in Montreal,
Canada.  It will insure the availability of the two documents
in the other languages of the Congress: French, German,
Spanish and Russian.  Oral subventions may be made at the
ICA Congress at the Second Plenary, Tuesday, September 8,
1992 at the session of the principal speaker, Richard Cox,
who will speak on the topic of "Standardizing Archival
Practices: A Tool for the Information Age", and at the
session of Kent Haworth, who will speak on the topic
of "Descriptive Standards".  However, substantive comments
should be made in writing.  As stated above, these should
be submitted to the Secretariat of the Commission at the
addresses below.

THE DEADLINE OF COMMENTS IS 30 SEPTEMBER 1992.
ABSOLUTELY NO COMMENTS WILL BE ACCEPTED AFTER THIS DATE.
______________________________________________________
Chairman             C.J. Kitching         Président
Project Director     Hugo L.P. Stibbe   Directeur de projet and
Secretary                                       et Secretaire

National Archives of Canada, Office of Archival Descriptive
                   Standards
              395 Wellington Street
        Ottawa, Ontario K1A 0N3  Canada.
 Telephone: (613) 996-7592; Fax: (613) 995-2267
        E-Mail: 70550,3371 (CompuServe);
      70550.3371@compuserve.com (Internet)
===============================================
                        END OF COVERING LETTER
===============================================



                     CONSEIL INTERNATIONAL DES ARCHIVES
                      INTERNATIONAL COUNCIL ON ARCHIVES





                                   DRAFT

                                  ISAD(G):
             General International Standard Archival Description

          Adopted by the Ad Hoc Commission on Descriptive Standards
                         Madrid, 21-24 January 1992

            The Secretariat of the ICA Commission on Descriptive
                               Standards
                                Ottawa
                             January 1992

Ad Hoc Commission on Descriptive Standards
(Members shown without service years have been on the
Commission from its inception in 1990.)

Christopher J Kitching            (Chair)                   United
Kingdom
Hugo LP Stibbe                    (Project Director)        Canada

Ghislain Brunel                   1990-1991                 France
Michael Cook                                                United
Kingdom
Jan Dahlin                                                  Sweden
Wendy Duff                                                  Canada
Ana Franqueira                                              Portugal
Pedro Gonzales                                              Spain
Christine Petillat                1991-                     France
Sharon G Thibodeau                                          United States
Habibah Zon Yahaya                                          Malaysia

Charles Kecskeméti                Executive Director ICA

Wolf Buchmann                     Secretary on Technical Matters
                                  Representative of the ICA Secretariat

Axel Plathe                       Representative Unesco PGI

Secretariat
c/o National Archives of Canada
Office of Archival Descriptive Standards
395 Wellington Street
Ottawa, Ontario
K1A 0N3
Canada
Telephone (613) 996-7592; Fax: (613) 995-2267

                              TABLE OF CONTENTS
  [NOTE:  The paging in the Table of Contents may not be accurate due
    to the re-formating of the document for transmission purposes.]

TABLE OF CONTENTS                                                         iii

INTRODUCTION                                                                1

PREFACE                                                                     2

0.      GLOSSARY OF TERMS ASSOCIATED WITH THE
        GENERAL RULES                                                       5

1.      MULTILEVEL DESCRIPTION                                              7

1.1              Introduction                                               7


2.      MULTILEVEL DESCRIPTION RULES                                        7

2.1              Description from the General to the Specific               7

2.2              Information Relevant to the Level of
        Description                                                         7

2.3              Linking of Descriptions                                    8

2.4              Repetition of Information                                  8


3.      ELEMENTS OF DESCRIPTION                                             9

3.1              Identity Statement Area                                    9


3.1.1                    Reference code(s)                                  9
3.1.2                    Title                                              9
3.1.3                    Dates of creation of the material in the
                         unit of description                               11
3.1.4                    Level of description                              11
3.1.5                    Extent of the unit of description (quantity,
                         bulk, or size)                                    12

3.2              Context and Content Area                                  13

3.2.1                    Administrative / biographical history             13
3.2.2                    Dates of accumulation of the unit of
                         description                                       14
3.2.3                    Custodial history                                 14
3.2.4                    Immediate source of acquisition                   15
3.2.5                    Legal status                                      15
3.2.6                    Appraisal, destruction and scheduling
                         information                                       16
3.2.7                    Accruals                                          16
3.2.8                    System of arrangement                             16
3.2.9                    Scope and content note / abstract                 17

3.3              Conditions of Access and Use Area                         17

3.3.1                    Language of material                              17
3.3.2                    Physical characteristics                          18
3.3.3                    Access conditions                                 18
3.3.4                    Copyright / terms governing reproduction          19
3.3.5                    Finding aids                                      19

3.4              Allied Material Area                                      20

3.4.1                    Location of originals                             20
3.4.2                    Existence of copies                               20
3.4.3                    Related units of description                      21
3.4.4                    Associated material                               21
3.4.5                    Publication note                                  22

3.5              Note Area                                                 22

3.5.1                    Note                                              22

APPENDIX                                                                   23
INTRODUCTION:

I.1     A draft general rules was developed by a sub-group of
        the Ad Hoc Commission on Descriptive Standards.  The
        sub-group was established at the first plenary of the
        Commission during its meeting in Hühr-Grenzhausen,
        Germany, October, 1990.

I.2     The sub-group consisted of:

        Wendy Duff                --       Coordinator
        Michael Cook
        Sharon Thibodeau
        Hugo Stibbe               --       Project Director and
        Secretary


I.3     The group met in Liverpool, U.K., in July 1991 to
        complete the draft which was discussed, amended and
        extended at the plenary of the Commission at its meeting
        in Madrid in January 1992.  The draft was formally
        adopted at that meeting and is presented here as the
        Madrid draft or „ISAD(G): General International
        Archival Description„.

I.4     The ICA Commission on Descriptive Standards
        acknowledges and thanks Unesco for its financial support
        for this project.  It also thanks the National Archives of
        Canada for its support of the Secretariat.

PREFACE:

P.1     In keeping with the Statement of Principles Regarding
        Archival Description, this set of general rules for archival
        description is designed to

        a.       ensure the creation of consistent, appropriate,
                 and self explanatory descriptions;

        b.       facilitate the retrieval and exchange of
                 information about archival material;

        c.       enable the sharing of authority data; and

        d.       make possible the integration of descriptions from
                 different repositories into a unified information
                 system.

P.2     As general rules, these are intended to be broadly
        applicable to descriptions of archives regardless of the
        nature or extent of the unit of description.  The rules
        guide the formulation of information in each of twenty-
        five (25) elements that may be combined to constitute
        the description of an archival entity.

P.3     Each rule consists of:

        a.       the name of the element of description governed
                 by the rule;

        b.       a statement of the purpose of incorporating the
                 element in a description;

        c.       a statement of the general rule (or rules)
                 applicable to the element; and

        d.       examples illustrating implementation of the
                 rule(s).

P.4     The rules present a structure for any given description
        incorporating elements governed by the rules.  Within
        this structure the elements are grouped in five
        information areas:

        1.       Identity Statement Area
                         (where essential information is conveyed
                         to identify the unit of description)

        2.       Context and Content Area
                         (where information is conveyed about the
                         origin, arrangement, and subject matter of
                         the unit of description)

        3.       Condition of Access and Use Area
                         (where information is conveyed about the
                         availability of the unit of description)

        4.       Allied Material Area
                         (where information is conveyed about
                         materials having an important relationship
                         to the unit of description)

        5.       Note Area
                         (where specialized information is
                         conveyed).

P.5     All twenty five elements covered by these general rules
        are available for use, but only a subset need be used in
        any given description.  A very few elements are
        considered essential to every description:

        a.       reference code;

        b.       title;

        c.       dates of creation of the material in the unit of
                 description;

        d.       extent of the unit of description; and

        e.       level of description.

        These five elements represent the minimum amount of
        descriptive information that could be exchanged
        effectively in an international information system.  These
        elements are marked with an asterisk (*).

P.6     The extent to which a given archival description will
        incorporate more than the essential elements of
        information will vary depending on the nature of the unit
        of description and the requirements of the information
        system of which it is a part.  Some information systems
        may include descriptions of the constituent parts of the
        fonds (e.g., series, items) as well as the fonds itself.  To
        assure the efficiency and clarity of such systems,
        preparation of the multilevel descriptions within them
        should be guided by the rules concerning their linkage
        and informational content.  Multilevel rules designed to
        accomplish this have been incorporated in these general
        rules.

P.7     The elements of description covered by these general
        rules are those thought to have the widest applicability
        in an international archival context.  This is only the
        beginning of a standardization effort. Further specific
        rules should be formulated to guide the description of
        special types of materials (such as cartographic materials,
        motion pictures, or electronic files) and specific levels of
        description.

P.8     Access points are based upon the elements of
        description.  The value of access points is enhanced
        through authority control.  Because of the importance of
        access points for retrieval, international guidelines should
        be developed for formulating them.  Vocabularies and
        conventions to be used with access points should be
        developed nationally, or separately for each language.1

0.      GLOSSARY OF TERMS ASSOCIATED WITH THE
        GENERAL RULES

0.1     The following glossary with terms and their definitions
        forms an integral part of these rules of description.  The
        definitions are to be understood as having been
        formulated specifically for the purposes of this
        document.


Access.  The ability to make use of material from a fonds,
        usually subject to rules and conditions.

Access point.  A name, term, etc. by which a description may be
        searched, identified and retrieved.

Appraisal.  The process of determining the archival value of a
        set of records.

Arrangement.  The intellectual operations involved in the
        analysis and organization of archival material.

Authority control.  The control of standardized forms of terms
        including names (personal, corporate or geographic)
        used as access points.

Corporate body.  An organization or group of persons that is
        identified by a particular name and that acts, or may act,
        as an entity.  Typical examples of corporate bodies are
        associations, institutions, business firms, nonprofit
        enterprises, governments, government agencies, religious
        bodies, landed estates, and conferences.  One corporate
        body may consist of a number of other corporate bodies.

Creator.  See Provenance.

Diplomatic.  Data required for the interpretation of documents
        through the technical study of their form and content.

Fonds.  All of the documents, regardless of form or medium,
        naturally generated and/or accumulated and used by a
        particular person, family, or corporate body in the
        conduct of personal or corporate activity.

Form.  The type or kind of material comprising a unit of
        description, e.g., letters, minute books.

Date of accumulation.  The period over which the material
        within, or forming part of, the unit of description has
        been accumulated by the creator.

Date of creation.  The actual date at which the archival material
        in a unit of description was created.

File.  A set of related records, usually within a series, capable
        of being handled or processed as a unit.

Finding aid.  The broadest term to cover any description or
        means of reference made or received by an archives
        service in the course of establishing administrative or
        intellectual control over archival material.

Form. The physical or material character of the archival
        material in the unit of description.

Formal title.  A title which appears prominently on or in the
        archival material being described.

Item.  A single indivisible unit in an archival entity.

Level of description. The position of the unit of description in
        the hierarchy of the fonds. (See Appendix).

Location.  The repository, or address of a private owner, at
        which a unit of description is held.

Physical character.  The medium, shape or substance of the
        archival material  e.g., parchment rolls, magnetic tape.

Provenance.  The office or person of origin of archival material,
        that is, the particular person, family, or corporate body
        that created and/or accumulated and used the documents
        in the conduct of personal or corporate activity.

Series.  Documents arranged in accordance with a system or
        maintained as a unit because they result from the same
        activity, have a particular form, or because of some other
        relationship arising out of their creation.

Supplied title.  A title supplied by the archivist for a unit of
        description which has no formal title.

Title.  A word, phrase, character, or group of characters that
        names a unit of description.

Unit of description.  Any archival entity being described.

1.      MULTILEVEL DESCRIPTION

1.1     INTRODUCTION

        The nature of the broadest unit of description, the fonds,
        is that, in the great majority of cases, it consists of parts.
        (See Principles, para. 2.1 & 2.2).  The fonds as a whole
        should be represented in one description, using the
        elements of description as outlined below in section 3 of
        this document.  If description of the parts is required,
        they may be described separately also using the
        appropriate elements from section 3.  The sum total of
        all descriptions thus obtained, linked in a hierarchy, as
        outlined in the model in the Appendix, represents the
        fonds and those parts for which descriptions were made.
        For the purposes of these rules, this technique of
        description is called multilevel description.

        Four fundamental rules, flowing from the Principles,
        apply when establishing a hierarchy of descriptions.
        They are set out in rules 2.1 to 2.4.


2.      MULTILEVEL DESCRIPTION RULES

2.1     DESCRIPTION FROM THE GENERAL TO THE
        SPECIFIC

        PURPOSE:         To represent the context and the
                         hierarchical structure of the fonds and its
                         parts.


        RULE:            At the first level of description give
                         information for the fonds as a whole.  At
                         the next and subsequent levels give
                         information for the parts being described.
                         Present the resulting descriptions in a
                         hierarchical part-to-whole relationship
                         proceeding from the broadest (fonds) to
                         the more specific.

2.2     INFORMATION RELEVANT TO THE LEVEL OF
        DESCRIPTION

        PURPOSE:         To represent accurately the context and
                         content of the unit of description.

        RULE:            Provide only such information as is
                         appropriate to the level being described.
                         For example, do not provide detailed file
                         content information if the unit of
                         description is a fonds; do not provide an
                         administrative history for an entire
                         department if the creator of a unit of
                         description is a division or a branch.


2.3     LINKING OF DESCRIPTIONS

        PURPOSE:         To make explicit the position of the unit
                         of description in the hierarchy.

        RULE:            Link each description to its next higher
                         unit of description, if applicable, and
                         identify the level of description. (See
                         3.1.4.)



2.4     REPETITION OF INFORMATION

        PURPOSE:         To avoid redundancy.

        RULE:            At the highest appropriate level, give
                         information that is common to the
                         component parts.  Do not repeat
                         information at a lower level of description
                         that has already been given at a higher
                         level.



3.      ELEMENTS OF DESCRIPTION

NOTE: The asterisked elements of description are the elements
required in a minimum description regardless of level of
description.

3.1     IDENTITY STATEMENT AREA

3.1.1   Reference code(s)*

PURPOSE:         To provide a link between the archival material
                 and the description that represents it.

RULE:            Record the country code in accordance with ISO
                 3166, followed by the repository code in
                 accordance with the national repository code
                 standard, followed by local reference code.

                 Examples:

                 CA NAC ANC-C2358

                 US LC 72-064568

                 MY P/AMM Z4


3.1.2   Title*


PURPOSE:         To identify the unit of description (e.g., fonds,
                 series, file, item) either by transcribing the name
                 when that unit carries one or by assigning a name
                 if it does not.

RULES:           When the unit of description bears a formal title,
                 transcribe it exactly as to wording, order and
                 spelling but not necessarily as to punctuation and
                 capitalization.

                 Example:

                 Account of occurrences at Peace River 1832


                 If no formal title appears in or on the unit of
                 description, compose a brief title.  The supplied
                 title should include the name of the creator and
                 a term indicating the form of the material
                 comprising the unit of description and, where
                 appropriate, a phrase reflecting function, activity,
                 subject, location, or theme.


                 Examples:

                 Minute books of the Women's Christian Temperance
Movement

                 Letters of Presbyterian missionaries serving in Manitoba

                 Videotapes of Ronald Reagan's campaign speeches

                 Records of the Coast and Geodetic Survey
                 (Fonds level title)
                     Records of the Office of the Superintendent
                     (Sub-fonds level title)
                         Letters sent
                         Letters received
                         Drafts of Annual Reports to the Congress
                         (Series level titles)
                             Draft of the First Report
                             (File level title)

                 Papers of the Rockefeller Family
                 (Fonds level title)
                     Papers of John D. Rockefeller, Sr.
                     (Sub-fonds level title)
                         Correspondence relating to business affairs
                         Correspondence relating to philanthropic activity
                         Personal correspondence
                         (Series level titles)
                             Letters to J. Pierpont Morgan
                             Letter to Theodore Roosevelt
                             (Item level titles)



3.1.3   Dates of creation of the material in the unit of
        description*


PURPOSE:         To identify and record the date(s) of creation of
                 the material in the unit of description.

RULES:           Give the dates of creation of the material in the
                 unit of description as a single date or a range of
                 dates as appropriate.  A range of dates should
                 always be inclusive.

                 Examples:

                 23 Mar 1927

                 1858

                 1907-1949


                 Optionally, also record the predominant dates or
                 significant gaps.  Never enter predominant dates
                 without inclusive dates.

                 Examples:

                 1703-1908 (predominant 1780-1835)

                 1923-1945 (lacking 1933 to 1935)


3.1.4   Level of description*

PURPOSE:         To identify the level of the unit of description.

RULE:            Record the level of this unit of description.


                 Examples:

                 Series

                 Sub-series

                 File

                 Item

3.1.5   Extent of the unit of description (quantity, bulk, or
        size)*


PURPOSE:         To identify and record
                 a.      the physical extent and
                 b.      the type of material of the unit of
                         description.

RULES:           Record the extent of the unit of description by
                 giving the number of physical units in arabic
                 numerals and the specific unit designation
                 appropriate for the broad class of material to
                 which the unit of description belongs.

                 Examples:

                 2 film rolls

                 128 photographs


                 Alternatively, give the linear extent of the unit of
                 description.

                 Example:

                 30 m


                 If the statement of extent for a unit of description
                 is given in linear terms and additional information
                 is desirable, add the additional information in
                 parentheses.

                 Example:

                 4 m (ca. 10 200 items)



3.2     CONTEXT AND CONTENT AREA

3.2.1   Administrative / biographical history


PURPOSE:         To provide an administrative history of, or
                 biographical details on, the creator of the unit of
                 description to place the material in context and
                 make it better understood.

RULES:           Record concisely any significant information on
                 the origin, progress, development and work of the
                 organization or on the life and work of the
                 individual responsible for the creation of the unit
                 of description.  If additional information is
                 available in a published source, cite the source.

                 For persons or families record information such
                 as full names and titles, dates of birth and death,
                 place of birth, successive places of domicile,
                 activities, occupation or offices, original and any
                 other names, significant accomplishments, and
                 place of death.

                 Example:

                 Louis Hémon was a French writer born at
                 Brest, France in 1880. He died in Canada at
                 Chapleau (Ont.) in 1913.  He studied law at La
                 Sorbonne in Paris.  He spent eight years in England
                 before going to Canada in 1911, where he lived in
                 Montréal and on a farm at Péribonka
                 (Lac Saint-Jean).  In his short career, he wrote
                 several books and articles.  Hémon is famous
                 for: Maria Chapdelaine : récit du Canada
                 francais, published for the first time in 1916.


                 For corporate bodies record information such as
                 the official name, the dates of existence, enabling
                 legislation, functions, purpose and development of
                 the body, its administrative hierarchy, and earlier,
                 variant or successive names.

                 Examples:

                 The Freedman's Bureau was established in the War
                 Department 3 Mar. 1865, to supervise all activities relating to
                 refugees and freedmen and to assume custody of all
                 abandoned or confiscated lands or property.  Abolished 10
                 June 1872, and remaining functions transferred to the
                 Freedmen's Branch, Office of Adjutant General and after
                 1879, to the Colored Division of the Office of Adjutant
                 General.

                 The Kingston Steam Trawling Company was incorporated in
                 1891.  Hellyer Bros acquired a majority shareholding in 19[?]
                 and the company was absorbed into Associated Fisheries when
                 Hellyer Bros merged with that company in 1961.  It ceased
                 trading in 1965 and was dissolved in 1972.


3.2.2   Dates of accumulation of the unit of description


PURPOSE:         To supply date(s) of accumulation of the unit of
                 description (e.g., series, file) by its creator.

RULE:            Give the date(s) of accumulation of the unit of
                 description by the creator as a single date or a
                 range of dates.  The date or dates recorded here
                 refer to the record keeping actions of the creator
                 and may not antedate the date of establishment
                 of the creating corporate body or the date of
                 birth of the creating individual.  These dates may
                 differ from the dates recorded at 3.1.3  Dates of
                 creation of the material in the unit of description in
                 cases where the unit of description resulted from
                 an activity involving accumulation of documents
                 created prior to filing by the creator, such as
                 documents accumulated from a variety of sources
                 during an investigation or legal action.

                 Examples:

                 1892

                 1910-1934


3.2.3   Custodial history


PURPOSE:         To provide information on changes of ownership
                 and custody of the unit of description that is
                 significant for its authenticity, integrity and
                 interpretation.

RULE:            Record the successive transfers of ownership and
                 custody of the unit of description, along with the
                 dates thereof, insofar as they can be ascertained.
                 If the custodial history is unknown, record that
                 information.  When the unit of description is
                 acquired directly from the creator, do not record
                 a custodial history but rather, record this
                 information as the Immediate Source of
                 Acquisition. (See 3.2.4)

                 Examples:

                 The Ocean Falls Corporation records remained in the custody
                 of Pacific Mills Ltd., and its successor companies, until the
 mill
                 and townsite were taken over by the British Columbia
                 provincial government in 1973.  In 1976 the records were
                 transferred to the Ocean Falls Public Library, which began the
                 rearrangement of the records in their current form....

                 Originally collected by George Madison and arranged by his
                 nephew, John Ferris, after Madison's death.  Purchased by
                 Henry Kapper in 1878 who added to the collection with
                 materials purchased at auctions in Philadelphia and Paris,
                 1878-1893.

                 Records inherited by Houghton Urban District Council in
                 1937 and later deposited at Durham Record Office.
                 Transferred to Tyne and Wear Archives Service on 28 July
                 1976.


3.2.4   Immediate source of acquisition


PURPOSE:         To record circumstances of the immediate source
                 of acquisition.

RULE:            Record the donor or source from which the unit
                 of description was acquired and the date and/or
                 method of acquisition if any or all of this
                 information is not confidential.  Optionally, add
                 accession numbers or codes.  If the source or
                 donor is unknown, record that information.

                 Examples:

                 Transferred from Department of Geography, 16 June 1977.

                 Donated by the sisters of Peter Neve Cotton, Mrs Mary Small
                 of Saltspring Island and Mrs Patricia Jarvis of Bellevue,
                 Washington, March 1983

                 Purchased at Sotheby's auction, 29 Mar 1977

                 Discovered in disused store at the rear of Transport Office

                 The orderly books were transferred from Pension Office, 1909;
                 the letter books were transferred from the State Department,
                 1915

                 Received from: Euroc AB, Malmü.  Date of acquisition: 1978-
                 10-27


3.2.5   Legal status

PURPOSE:         To provide information on the legal status of the
                 unit of description.

RULE:            Record information on the legal status of the unit
                 of description.

                 Examples:


                 Public records transferred under section 4(1) of the Public
                 Records Act 1958

3.2.6   Appraisal, destruction and scheduling information

PURPOSE:         To provide information on any appraisal,
                 destruction and scheduling action taken.

RULE:            Record any appraisal actions taken on the unit of
                 description if that action affects the interpretation
                 of the material.

                 Where appropriate, record the authority by which
                 the action has been taken.

                 Example:

                 Files of every tenth year have been retained


3.2.7   Accruals

PURPOSE:         To inform the user of possible changes in the
                 extent of the unit of description.

RULE:            If future accruals, additional transfers or deposits
                 are expected, give an estimate of their quantity
                 and frequency when possible.

                 Example:

                 Records from the Office of the Ceremonials Assistant are
                 transferred to the archives five years following the academic
                 year to which the records relate.  On average, 40 cm of
                 records are transferred to the archives annually on Aug. 1.


3.2.8   System of arrangement


PURPOSE:         To provide information on the arrangement of
                 the unit of description.

RULE:            Give information on the arrangement of the unit
                 of description.  Specify the principal
                 characteristics of the internal structure, the order
                 of the material and, if appropriate, how these
                 have been treated by the archivist.

                 Examples:

                 There are 5 series: minute books; ledgers; other volumes from
                 a racked store room; the contents of a number of metal deed
                 boxes holding deeds, agreements and a variety of other
                 documents, not all legal; files from filing cabinet of older
                 papers

                 Files arranged alphabetically by file title.  A subseries of 17
                 files (numbered 163/1-17) depend on file 163, dealing with the
                 purchase of the Seaford Dock


3.2.9   Scope and content note / abstract


PURPOSE:         To identify the form and subject matter of the
                 unit of description to enable users to judge its
                 potential relevance.

RULE:            Give a brief summary of the form and subject
                 content (including time period) of the unit of
                 description.  Give specific dates which extend and
                 explain the dates of creation of the material, if
                 appropriate.  Do not repeat here information
                 already given elsewhere in the description.

                 Example:

                 General policy files and registers of the Ministry of Health
                 and the Ministry of Housing and Local Government relating
                 to extinguishment of tithe rent charges.  The files contain
                 information about grants to local authorities, rates and rate
                 refunds, and evidence submitted to the Royal Commission on
                 Tithe Rent-charge in 1934.  The registers contain records of
                 payments of grants to various authorities from 1938 to 1955
                 under the Tithe Act 1936.



3.3     CONDITIONS OF ACCESS AND USE AREA

3.3.1   Language of material


PURPOSE:         To identify the language(s), scripts and symbol
                 systems employed in the unit of description.

RULE:            Record the predominant language(s) of the
                 materials comprising the unit of description.
                 Note any distinctive alphabets, scripts or symbol
                 systems employed.

                 Examples:

                 In Portuguese

                 Main text in Latin; endorsements in Norman French


3.3.2   Physical characteristics

PURPOSE:         To provide information about any important
                 physical characteristics that affects use of the unit
                 of description.

RULES:           Indicate any important physical details and/or the
                 permanent physical condition of the material that
                 limits use of the unit of description.

                 Examples:

                 Images faded

                 Legible under ultraviolet light only


                 Optionally, indicate any significant diplomatic
                 characteristics that might affect use of the unit of
                 description.

                 Examples:

                 Seals and watermark

                 Illuminated text


3.3.3   Access conditions


PURPOSE:         To identify any conditions that restrict or affect
                 access to the unit of description.

RULE:            Give information on conditions that restrict or
                 affect access to the unit of description.  Indicate
                 the extent of the period of closure and the date
                 at which the material will open.

                 Examples:

                 No access may be given to the material without the written
                 permission of the director of the firm

                 Family correspondence closed until 2010

                 All records subject to Access to Information and Privacy Act

                 No access until microfilmed

3.3.4   Copyright / terms governing reproduction


PURPOSE:         To identify any restrictions on the use or
                 reproduction of the unit of description.

RULE:            Give information about terms governing the use
                 or the reproduction of the unit of description
                 after access has been provided.  If terms
                 governing use, reproduction or publication in
                 respect to the unit of description are unknown, no
                 statement is necessary.

                 Examples:

                 Rights held by CHYZ-TV

                 No reproduction without permission of the president of the
                 company

                 Photographs may be copied for reference purposes only.  Use
                 of photographs in publication cannot be made without written
                 permission of Kenneth McAllister


3.3.5   Finding aids


PURPOSE:         To identify any finding aids to the unit of
                 description.

RULE:            Give information about any finding aids that the
                 repository may have that provide information
                 relating to the contents of the unit of description.
                 Also include finding aids compiled by the creator,
                 if relevant.

                 Examples:

                 Box list

                 Detailed finding aid available; file level control

                 Finding aid: Records of Parks Canada (RG84) / Gabrielle
                 Blais. „ (General inventory series / Federal Archives
                 Division). „ Ottawa : Public Archives of Canada, 1985

                 Geographical index

                 Correspondence index


3.4     ALLIED MATERIALS AREA

3.4.1   Location of originals


PURPOSE:         To identify the repository, corporate body or
                 individual which holds the originals if the unit of
                 description is a reproduction.

RULE:            If the unit of description is a reproduction, and
                 another repository, corporate body or individual
                 holds the originals, record their name if the
                 information is not confidential.  Give also any
                 identifying numbers that may help in locating the
                 original material.  If the originals are known to be
                 no longer extant, give that information.

                 Examples:

                 Original in National Archives of Canada, C2358

                 Originals destroyed after microfilming, 1981

                 Originals retained by the Society of Friends, Newcastle upon
                 Tyne (access by permission from the Secretary)


3.4.2   Existence of copies


PURPOSE:         To indicate the existence and location of copies
                 of the unit of description.

RULE:            If the unit of description is available (either in the
                 institution or elsewhere) in another format, give
                 that information.  Record the other format(s) in
                 which the material is available and their locations,
                 if that information is known.

                 Examples:

                 Diaries and correspondence also available on microfilm

                 Films also available on videocassette



3.4.3   Related units of description

PURPOSE:         To identify related units of description.

RULE:            If the unit of description consists of material that
                 has a direct and significant connection to another
                 unit of description, indicate the relationship.  Use
                 appropriate introductory wording.  If the related
                 unit of description is a finding aid, use the
                 Finding Aids element of description to make the
                 reference to it.

                 Examples:

                 These include many stray medieval accounts similar to
                 material in E101 and SC6

                 For further documents concerning the Queen's Jointure see
                 LR5

                 Related series: In-letters from the Office of the General
                 Manager



3.4.4   Associated material


PURPOSE:         To identify the existence in other repositories of
                 material associated by provenance to the unit of
                 description.

RULE:            If material in another repository has a
                 relationship by provenance to the unit of
                 description, provide information about the
                 associated material and the repository.


                 Example:

                 Associated materials: Public Archives of Nova Scotia Ernest
                 Buckler fonds


3.4.5   Publication note
PURPOSE:         To identify any publications that are based on the
                 use, study, or analysis of the unit of description.

RULE:            Record a citation to, and/or information about, a
                 publication that is based on the use, study, or
                 analysis of the unit of description.

                 Examples:

                 Folios 23-24 published in Chronicon Petriburgense ed. T
                 Stapleton (1849), pp. 176-82



3.5     NOTE AREA

3.5.1   Note

PURPOSE:         To provide important additional information.

RULE:            Record important additional
                 information not accommodated by
                 any of the defined elements of
                 description.



                                  APPENDIX

           [Contains graphic diagram of a fonds and its structure]
                              [Not transmitted]

[If you have a fax, you may request this appendix to be faxed to
you.  Please do not forget to give your name and fax number in
the request.]
END NOTES

1.      The following ISO standards are useful when developing
        and maintaining controlled vocabularies:  ISO 5963
        Documentation Methods for examining documents,
        determining their subject, and selecting indexing terms and
        ISO 2788 Documentation Guidelines for the
        establishment and development of monolingual thesauri.


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URL: http://cool.conservation-us.org/lex/icoh.html
Timestamp: Thursday, 17-Jun-2010 12:41:00 PDT
Retrieved: Thursday, 23-Nov-2017 18:39:06 GMT