7.2 Elements of Description

• Creator*
• Unit Title*
• Inclusive Unit Dates*
• Bulk Unit Dates*
• Call Number/Unit ID*
• Physical Description*
• Languages*
• Summary*
• Repository
• Provenance-Acquisition Information*
• Provenance-Custodial History
• Information about Access
• Ownership & Copyright
• Cite As*
• Alternative Formats
• Processing Notes
• Biography/History*
• Description of the Papers/Records/Collection
• Arrangement*
• Associated Materials
• Separated Materials
• Other Finding Aids
• Note
• Physical Location
• Container

*Denotes elements that can be repurposed from the collection-level description directly to MARC as written. Addition of subfields and punctuation necessary in some MARC fields; in biography/history only the first paragraph is repurposed.

Creator

Definition: Name of the individual, family, or organization responsible for the creation or assembly of a collection. Omit for miscellany collections assembled by BRBL.

DACS           Name of Creator(s) 2.6

EAD            <origination>, <persname> / <corpname> / <famname>

MARC          1XX

ASpace        Agent → Creator; identify the role as “Creator” and indicate the agent

Collection Level

State personal names in Last Name, First Name format. State family and corporate names in direct order. State the name in a standard form, using LCAF, if an authority record exists. If no authority record exists, consider creating one (see Authority Record in Cataloging Manual).

For personal names without authority records, follow the name with birth and death dates, as appropriate. Do not include honorifics or other titles, unless necessary to differentiate otherwise identical names. Example: Jones, Llewellyn, 1884-1961.

For family names without authority records, use the spelling most commonly used by the family. Do not include dates, places, or other modifiers. Example: Newell Family

For corporate names without authority records, do not include dates, places, or other additions, unless necessary to differentiate otherwise identical names. Example: Meriden Gravure Company.

The creator element may be repeated.  For intentionally assembled collections, include both the name of the creator and the name of the person, group, or family being collected.

    Example:

• Creator:     Clark, Elizabeth Jenks, 1912-1989
• Creator:     Anderson, Margaret C., 1886-1973
• Title:         Elizabeth Jenks Clark Collection of Margaret Anderson

Accession, Series, Subseries, and File Levels

Generally not used at these levels.

Unit Title

Definition: Word or phrase used to identify a manuscript or group of manuscripts.

DACS    Title 2.6

EAD    <unittitle>  

MARC    245

ASpace  Title

Collection Level

Supply a collection title, usually consisting of the name of creator and a term stating the nature of the archival unit (Papers, Records, Collection, Archive).

Use the same form as used in the Creator element, in direct order, without titles or other terms of address, or dates. If the name is better known by Beinecke readers in another form, determine a form of name in consultation with the curator and your supervisor     

Following Chicago Manual of Style, capitalize the first word and all major words.

Examples:

• Vicki Hearne Papers
• Gold Hill Miners Union Records
• Nina Berberova Collection
• Italian Castle Archive

For collections with two creators, include both names in the title, separated by a conjunction. The order of the names is based on the volume or importance of collection content, the overall importance of names in Beinecke collections, or, if neither criteria apply, on alphabetical order.

Example:

• Frank Novick and Sholem Asch Papers Concerning Press Controversy over The Nazarene

For a collection that is already known by a title in a nonstandard form supplied before processing, the archivist should consult with his or her supervisor and the curator to determine whether to maintain this title, or to change the title to a standard form. Do not precede the title with “The” unless the collection is already known by a title in this form (as in The Richard L. Purdy Collection of Thomas Hardy).

In other cases, use the following forms:

• Letters from one creator to one correspondent: [Creator Name] Letters to [Name] (George W. Wilbur Letters to Ellen Rice Wilbur)
• Letters to creator from many correspondents: Letters to [Creator Name] (Letters to Stephen McKenna)
• All, or mostly one or two, documentary forms: use these terms instead of a general term (John Q. Allen Correspondence and Diaries).
• One predominant documentary form: use predominant term and “papers” (John Q. Allen Diaries and Papers).
• Narrow subject focus: optionally include topical term in the title (Franz R. and Kathryn M. Stenzel Collection of Western American Art).
• Collector’s collection: [Collector Name] Collection of [Name or Subject] [Documentary Form] (Elizabeth Jenks Clark Collection of Margaret Anderson Papers).
• Miscellany collections assembled by BRBL: [Curatorial Area] Manuscript Miscellany (General Collection Manuscript Miscellany).

Subgroup Level

For collections in which series are grouped by creator name, subgroup titles consist of a creator name and a term stating the nature of the archival unit.

Example:

• Katherine S. Dreier Papers / Societe Anonyme Archive

Accession Level

Generally, title an accession according the month and year of acquisition.  Otherwise, provide a date range or other date information for the acquisition(s).

Examples:

• December 1975 Acquisition
• June 2008 Acquisition
• 2001-2005 Acquisitions

Series Level

Generally, title a series by using a term for the documentary form that describes its contents. Add other terms, such as names, work titles, or topical subjects, if necessary to differentiate a series from other series. Generally, do not repeat descriptive terms already present at a higher level, unless necessary to differentiate from another series. Following Chicago Manual of Style, capitalize the first word and all major words.  Do not use closing punctuation. Do not use the term “miscellaneous” in series titles.

Examples:

• Correspondence
• Writings
• Personal Papers
• Family Papers
• Writings of Others  

Title materials grouped by storage requirements with terms describing type of storage.

Examples:

• Oversize
• Restricted Fragile Materials

For intentionally assembled collections, use series titles that identify the series by provenance.

Example:

• Collection title: Jane Doe Collection
• Series titles:
  • Joe Smith Gift
  • Joe Smith Purchase
  • Joe Smith Gift and Purchase
  • Joe Smith Gift and Bequest
  • Materials from Other Sources

For additions, use series titles that identify the year of the addition (Additions since 2007).

For large intentionally assembled collections, optionally title series by documentary form, and describe provenance on file labels.

Subseries Level

Generally, title a subseries by using a term for the documentary form that describes its contents and its relationship with its parent series.  Add or substitute other terms, such as names, work titles, or topical subjects, if necessary to differentiate a subseries from other subseries.  Generally, do not repeat descriptive terms already present at a higher level, unless necessary to differentiate from another subseries. Capitalize the first word and all major words.  Do not use closing punctuation. Do not use the term “miscellaneous” in subseries titles.

Examples:

• Series title: Correspondence
  • Subseries title: Family Correspondence
• Series title: Personal Papers
  • Subseries title: Diaries
• Series title: Writings
  • Subseries title: Plays
• Series title: Memorabilia
  • Subseries title: Awards

For titles of works, use a standard form (see Style).  Use “Unidentified” for untitled or unidentified works.  Make notes or cross references when access is desired for working titles, alternative versions of titles, and original titles of translations.

For intentionally assembled collections title subseries by using documentary forms.  For additions, title subseries by provenance.

Example:

• Collection title: Jane Doe Collection
  • Series title: Joe Smith Gift
    • Subseries titles:  
    • Correspondence
    • Writings
• Series title: Additions Since 2007
  • Subseries titles:
  • Joe Smith Gift and Bequest
  • Materials from Other Sources [single item or very small accessions]

See Chapter 3: Arrangement for more information about determining and naming subseries, and for definitions of common subseries names.

File Level

Title a folder using a term for a documentary form and/or other terms such as a name, work title, or topical subject, that describe the folder’s contents and its relationship with its parent series and/or subseries.  Any number of folders can share the same title, differentiated by numbering within the group (e.g. 1 of 5, 2 of 5, etc.).  Generally, do not repeat descriptive terms already present at a higher level, unless necessary to differentiate from another file. Generally use the following types of folder titles:

Examples:

• Correspondence series: [Last name, first name] of correspondent
• Writings series: [Uniform title of work], in LCAF or AACR2 form, with a brief description of the version or creative stage, as appropriate
• Other series: documentary forms, names, and topical subjects, as appropriate

For oversize material removed from the main file sequence, use the title of the file the oversize item was removed from, followed by the unit ID of the series it was removed from: [Title of File] (in Series [x])

Capitalize the first word of the folder title and all proper names. When the title of a work comprises or is included in a unit title, follow Chicago Manual of Style capitalization rules for that title.  Do not use closing punctuation, unless a mark of punctuation is part of the description.

Try to avoid using the term “miscellaneous” in file titles. Be specific whenever possible.

---

Item-level description of writings

Transcribe a title from the item, or supply a title including, as appropriate

Name of creator, if different from the creator named in the subseries, series, or collection

Documentary or literary form

Title of work

Version or creative stage of a work 

Subject content

---

Do not repeat descriptive terms already present at a higher level, unless necessary to differentiate an item from another item.

If keyword access is desired for titles of individual items within a file, give these titles, and other descriptive terms as appropriate, in a file level scope and content.

Beinecke usage deviates from DACS in the following instances:

• The term “Archive” may be used in collection titles when the collection has long been known by that description, and when alteration to “Records” or “Papers” would cause confusion.
• When transcribing titles, it is sometimes helpful to include additional information to identify the work, and to differentiate between the transcribed and supplied portions of the unit title using brackets.  For example: Cat [on a Hot Tin Roof]. 

Inclusive Unit Dates

Definition: Dates of creation of a manuscript or group of manuscripts.

DACS   Date 2.4

EAD    <unitdate type=”inclusive”>

MARC    008 Dates 1 and 2, 245 $f

ASpace  Dates → Inclusive Dates; use begin and end dates for precise dates

Collection Level

Supply a span of years encompassing creation of all materials in the collection. Use four digits for all years. Supply a single year, instead of a span, if all materials fall within a single year. Do not include months or days. Do not include the term “undated,” even if the collection includes undated material. Do not bracket estimated or supplied dates. Do not use closing punctuation.

Examples:

• 1902-1967
• circa 1850-1972
• 1946

Accession, Series, and Subseries Levels

Same as collection level.

File Level

Definition: Used to supply a span of dates or a single date encompassing creation of all materials in the file. Dates should reflect the creation of the physical object, not the content. For example, a manuscript copy made in 1900 of a letter written in 1850 is dated 1900; a photograph made in 1955 of a portrait painted in 1800 is dated 1955. Exceptions to this rule may be made when the collection consists of numerous copies and access is best provided by the dates of the originals; in such cases this must be noted at the collection level.

Follow instructions for series level, except when using date expressions, as follows:

• Include in a span of dates, as appropriate:
  • Months and days
  • “circa” or other terms qualifying estimated dates
  • “undated”
• Record a single date in one of the following forms, without punctuation:
  • [year]
  • [year] [month]
  • [year] [month] [day]
  • no year [month] [day]
• Record the full date for a single item at the file level
• Do not abbreviate months
• List two non-consecutive dates separated by a comma; express more than two non-consecutive dates as a span.
• Optionally represent a significant gap within a date span by two date spans separated by a comma. Do this only when the gap is at least ten years.
• Bracket estimated and supplied dates

Examples of date spans:

• 1960 January-March
• 1792-1820, undated
• 1890-1902, 1935-1940

Examples of single dates:

• 1912
• 1912 January
• 1912 January 28
• no year January 28

Examples of estimated and supplied dates:

• 1922 May 7?   (if you are fairly certain of date)
• pre-1910   (if the date is definite but you cannot be more specific)
• pre-1910 July 5   (if the date is definite but you cannot be more specific)
• after 1910 July   (if the date is definite but you cannot be more specific)
• circa 1912-1914   (if you are fairly certain of range)
• 1920s   (if you are certain of the decade)
• undated   (if you cannot estimate any dates)

See DACS Section 2.4 for more examples of date forms.

Optionally, in addition to a date or date span for the entire file, identify one or more single items within a file by title, or other brief description, and date in the Description of the Papers (<scopecontent>) note.

Example:

• File title: Autobiography, drafts
  • File date: undated
  • Item description and date: Accompanied by correspondence with publisher, dated 1920 January-March

Bulk Unit Dates

Definition: Dates of creation of the majority of documents in a group of manuscripts or records.

DACS   Date 2.4

EAD    <unitdate type=”bulk”>

MARC    245 $g

ASpace  Dates → Bulk Dates

Collection Level

Supply a span of years encompassing the creation of the majority of materials in the collection, if that span differs significantly from the inclusive dates of the collection.

• Use four digits for both years (e.g. Bulk Dates: 1910-1925)
• Do not include months, days, or “undated”
• Do not bracket estimated or supplied dates
• Do not use closing punctuation

Accession, Series, Subseries, and File Levels

Generally not used at these levels.

Call Number/Unit Identifier

Definition: Unique identifier used to locate a collection or component of a collection.

DACS   Reference Code 2.1

EAD    <unitid>

MARC    Mfhd 852

ASpace  Identifier (at collection level); component unique identifier (at the series level)

Collection Level

Assign a call number in conformity with local call number sequences currently in use at Beinecke.  Do this as you near the completion of processing, to avoid unnecessary shifting in the stacks. Current and former call number sequences are defined in Call Number Sequences and Assignments. Claim the call number by entering the collection information in the appropriate sheet in the Cataloged Call Numbers spreadsheet.

The call number should be entered as a single text string and should be entered in the first box of the identifier field.

Examples:

• GEN MSS 300
• YCAL MSS 187
• WA MSS S-2342

Accession Level

For multi-accession collections, assign a unit identifier that reflects the year of acquisition (e.g. 1992 Acquisition).

Series Level

Assign a unit identifier to each series, using sequential Arabic numerals. The EAD transformation will supply the word “Series” and change the numbering to Roman numerals; record only the series number in the component unique identifier field. Do not assign unit identifiers to special storage series, i.e. Oversize, Restricted Papers, or Restricted Fragile Papers.

Examples:

• 1 [will be transformed to “Series I.”]
• 2 [will be transformed to “Series II.”]
• 3 [will be transformed to “Series III.”]

Subseries and File Levels

Generally not used at these levels.

Physical Description

Definition: Measurements of the physical extent or dimensions of the materials being described, or description of their physical appearance, such as their color, style, marks, substances, materials, or techniques and methods of creation.

DACS   Extent 2.5

EAD    <physdesc>, <extent>, <dimensions>, <physfacet>

MARC    300

ASpace  Extents

Collection Level

The collection level extent statement reflects standard wording of the MARC 300 field. List the following:

• Total number of linear feet in the number field, followed by “(X boxes)” in the container summary
• Number and types of storage formats not included in box count, such as rolls, broadsides, art, portfolios, electronic files (omit if there are no other formats), also in the container summary

Example:

• 114.5 linear feet (126 boxes) + 3 rolls, 2 broadsides, 1 art.

To calculate linear feet:

• Use Linear Footage Calculator
• Do not include rolls, broadsides, art, or portfolios, unless the collection consists primarily of these

Record linear feet in the following format:

• Less than one foot: 0.xx (e.g. 0.42)
• One whole number: x.0 (e.g. 7.0)
• More than a whole number: Round up to the nearest whole number or single decimal point (e.g. 114.53 becomes 115.0; 7.42 becomes 7.5)

Accession Level

Same as collection level.

Series Level

State the total linear feet for the series, followed by the total numbers of boxes in the series in parentheses.  If a series consists of only a few folders and shares a box with another series, state the extent in numbers of folders.

Examples:

• 7.5 linear feet (15 boxes)
• 9 folders

Calculate linear footage as for collection level.

Subseries Level

Generally not used at this level.

File Level

When not assigning folder numbers to material in a collection, use extent note at file level to indicate number of physical folders when there is more than one.

Example:

• <physdesc><extent>2 folders</extent></physdesc>

Languages

Definition: Used to identify languages present in the collection

DACS  Languages and scripts of the material 4.5

EAD    <langmaterial>

MARC    008 Language, 041, 546

ASpace  May indicate a single language code at any level of description, using the predominant language at the given level. The language note corresponds to the collection level language information as represented in the MARC 546 field.

Collection Level

Identify predominant languages present in the collection. Processors should choose a predominent language in the language field. Processors should also list all languages in the collection-level language note and encode them as languages.  

Examples:

• Collection title: Vladimir Korvin-Piotrovskii Papers
  • Language note: In Russian, English, and French.
• Collection title: Marcia Nardi Collection
  • Language note: In English.

Accession Level

Same as collection level.  Include at this level only if the predominant language differs significantly from the rest of the collection.

Series Level

Same as collection level.  Include at this level only if the predominant language differs significantly from the rest of the collection.

Subseries and File Levels

Same as series level.

Summary

Definition: The summary is a brief statement describing the creator and the materials in the collection.  This information is repurposed in its entirety from the 520 in the MARC record.

DACS   Scope and Content 3.1

EAD    <abstract>

MARC    520

ASpace  Notes → Abstract

Collection Level

The summary should be brief and must include the following:

• Name of creator
• Qualifiers as necessary to differentiate creator from others (dates, nationality)
• Qualifiers as necessary to contextualize creator (occupations, associations, locations)
• Date span(s) for the collection
• Documentary formats included in the collection
• Subjects, activities, and functions documented by the collection

Examples:

• The Records consist of correspondence, office files, estimates, orders, cost recapitulation forms, proofs, and other material documenting the operation of the Meriden Gravure Company, a commercial printing company that rose to prominence in the early twentieth century through specialization in high-fidelity image reproduction. The records span the dates 1895 to 1990, with the bulk of the material falling between 1900 and 1977.
• The Vicki Hearne Papers consist of correspondence, writings, personal papers, photographs, audiocassettes, and clippings that document the career of poet and animal activist Vicki Hearne. The papers document the development of her writing, from her works of poetry in the 1970s through the books and articles she wrote in defense of dogs at the turn of the twenty-first century. Her writings reveal the connection between her work as an animal trainer and as an author and poet, both vocations informed by her readings and interpretation of philosophers including Plato, Nietzsche, and Wittgenstein. Drafts of many of her works of poetry, non-fiction, and her book of fiction reveal the evolution of the works, and notes and comments by editors regarding works submitted for publication illustrate the nature of her relationship with her publishers. Letters from colleagues and friends, particularly her mentor, John Hollander, provide insight into the support she received from those individuals.
• The George Whitmore Papers consist of the literary papers of the poet, playwright, critic, novelist, and freelance writer George Davis Whitmore. The collection primarily contains his writings and supporting research files, although a small amount of professional correspondence and a few personal papers are present. Whitmore’s writings span his academic years through his career as a freelance journalist (1959-1989), but nearly half of the collection contains his creative writings, many of which were not published during his lifetime. Whitmore was a member of the Violet Quill group of gay male writers, and most of his literary works reflect his close connection with contemporary gay culture in tone and subject, particularly his AIDS-related writings.
• The correspondence, writings and photographs in this collection document the translations, psychoanalytic practice and scholarship of Gregory Zilboorg, the relationship between Gregory and Margaret Zilboorg (nee Stone) and Gregory Zilboorg’s photographic portraiture. Most of the papers date from the 1940s and early 1950s and document Zilboorg’s personal life and writings (including translations and writings on the history of psychiatry). The papers illustrate the work of a prominent analyst at a time when psychoanalysis had a significant influence on the New York literary circle in which Zilboorg worked.

Accession, Series, Subseries, and File Levels

Never used at these levels.

Repository

Definition: Name and location of the repository.

DACS   Name and location of repository (2.2)

EAD    <repository>, <corpname>, <address>

MARC    852

ASpace  Do not need to enter; auto-populated

Collection Level

Use the following standard text:

Beinecke Rare Book and Manuscript Library

121 Wall St

New Haven, CT 06520

Email: beinecke.library@yale.edu

Phone: (203) 432-2972

Fax: (203) 432-4047

Accession, Series, Subseries, and File Levels

Never used at these levels.

Provenance-Acquisition Information

Definition: Information identifying the vendor or donor, purchase fund, and date of acquisition by Beinecke.

DACS   Immediate sources of acquisition (5.2)

EAD    <acqinfo>

MARC    561

ASpace  Notes → Immediate Source of Acquisition

Collection Level

State the following, as appropriate:

•     Names of donors, in standard form (as in the acquisition record)
•     Class year for donors who are Yale graduates
•     Names of vendors, in standard form (as in the acquisition record)
•     Names of funds, in standard form (see fund register)
•     Year or years of acquisition

Generally, use one of the following formats:

• Gift of [donor name], [acquisition year] (Gift of Donna A. Schrader, 1987)
• Gift of [donor name] Yale ([class year]), [acquisition year] (Gift of John Doe (Yale 1934), 1997)
• Purchased from [vendor name] on the [fund name], [acquisition year] (Purchased from John Hart on the Edwin J. Beinecke Book Fund, 2005)

Summarize former deposit status, processing with special funding, or other complex provenance information in a narrative description.

Examples:

• Gift of Mrs. David Wagstaff and the Wagstaff Estate, 1951 and 1958.  (donor identifies herself as “Mrs. David Wagstaff”; multiple years of acquisition)
• Purchased from George Robert Minkoff Inc. on the Adele Gutman Nathan Theatrical Collection Fund and the Edwin J. Beinecke Fund, 1995. (multiple funds)
• The collection was purchased in 1987 with the assistance of the Beinecke Foundation. Roughly half of the present collection, mostly concerning The Dial magazine, had been on deposit at Yale since 1950.  (formerly on deposit)
• Acquired from Joe Smith by gift and purchase, 1965-1972.
• Gift of Joe Smith, 1965-1972. Bequest of Joe Smith, 1992.  (combination of gifts and purchases)
• A number of separate accessions received by the library through 1993 combine to make up the Norman Douglas Collection. The largest of these are the 1968 purchase of David G. Jeffreys’s collection, purchased on the Beinecke Fund (Kitty Miller), and the 1972 and 1975 Kenneth Macpherson gifts. A detailed list of sources for material in this collection is located in Box 1. Norman Douglas accessions received since 1993 are cataloged separately as the Norman Douglas Collection, Part II (GEN MSS 132).   (complex provenance)

For intentionally assembled collections, use the following statement:

• Ongoing collection of documents acquired by gift and purchase from various sources. Source information is recorded in the finding aid or on the folders. For further information, consult the appropriate curator.

Accession Level

For collections arranged by accession, add a general acquisition note (indicating whether a gift or purchase and a date range) at collection level and a more specific note (detailing vendor, fund, and date) at the accession level.

Examples:

• Provenance (collection-level): Purchased from J. D. McClatchy, 1994-2007.
• Provenance (accession-level): Purchased from J. D. McClatchy on the Eugene G. O’Neill Memorial Fund, 1994.
• Provenance (accession-level): Purchased from J. D. McClatchy on the Elizabeth Wakeman Dwight Memorial Fund, 2001.

Series Level

For additions to intentionally assembled collections, use the following statement:

• Acquired by gift or purchase from various sources, as indicated on individual folders.

For intentionally assembled collections organized by provenance, state information as for collection level.

    Example:

    Collection title: William Watson Collection

    Series title: George S. MacManus Purchase

    Provenance: Purchased from George S. MacManus on the Edwin J. Beinecke Book Fund, 1980.

Use only for collections of mixed provenance.

Subseries Level

Same as series level.

File Level

For collections that have mixed provenance, optionally indicate provenance on accession labels (placed on the front of the folder).  Consult with your supervisor to determine when this is appropriate.

See separate Accession Label instructions for more information.

Use only for series containing material of mixed provenance.

Provenance-Custodial History

Definition: Information on custody or other provenance previous to acquisition by Beinecke.

DACS   Custodial History (5.1)

EAD    <custodhist> 

MARC     561

ASpace   Notes → Custodial History

Collection Level

Optionally identify names of former custodians of the collection, if this information will impact interpretation of the collection.

Examples:

• The Elizabeth Jenks Clark Collection of Margaret Anderson contains material of mixed provenance. After Anderson’s death, Elizabeth Jenks Clark and Solita Solano inherited her papers. Following the death of Solano, Clark lived with Mathilda Hills, who inherited Anderson’s and Clark’s papers when Clark died.
• Mary Butts’s papers were inherited in 1937 by her daughter Camilla Bagg, who took possession of them when she came of age in 1945; until then they had remained in Cornwall with Butts’s literary executor Angus Davidson. Bagg describes the condition of the papers in 1945, as well as her reluctance to part with or allow access to them, in her essay, “A Literary Friendship,” in Series II, Family Papers. The papers remained in her possession until 1998, when they were purchased by this library, along with some of her own papers relating to her mother, and those of other family members and researchers that she had acquired over the years. Bagg inherited papers of her grandmother, uncle, great-aunts, and father after their deaths: Mary Colville-Hyde died in 1944; Anthony Butts committed suicide in 1941; Irlam and Ada Briggs both died in 1951; and John Rodker died in 1955. In the 1980s, Bagg acquired drafts of works about Mary Butts and research files about her and the family from Robert Byington, Herbert Frank Ingram, and Stanley Revell.

Accession, Series, and Subseries Levels

Same as collection level.  Do not repeat information already present at higher level.

File Level

Same as collection level.  Do not repeat information already present at a higher level.

Optionally, state the presence of physical evidence of custodial history of individual items within a file, such as bookplates, stamps, or ownership inscriptions, if this information will impact interpretation of the collection.

Example:

Collection title: George Moore Collection

Series title: Additions Since July 1997

Folder title: The Making of an Immortal

Provenance: Inscribed to Mary Hunter from GM, 1927. Bookplate: Mary Hunter.

Information about Access

Definition: Information about restrictions to reader access.

DACS   Conditions Governing Access 4.1; Physical Access 4.2

EAD    <accessrestrict>

MARC    506

ASpace  Notes → Conditions Governing Access. If there are no restrictions, enter a textual note. If there are restrictions, complete the local access restriction type.

Collection Level

For all collections that are open for research, include the following statement: This collection is open for research.

For collections with restricted and restricted fragile material, include a statement designating container numbers and details of restrictions. Access restriction statements should use standard wording, as in the MARC 506 field. Additional information can be included in the finding aid as needed. Examples of statements for different circumstances follow.

Restricted fragile material

[Container type] [number or span]: Restricted fragile material. [Reference surrogates have been substituted in the main files.] For further information consult the appropriate curator.

Boxes 2-3: Restricted fragile material. Reference surrogates have been substituted in the main files. For further information consult the appropriate curator.

Box 2-3: Restricted fragile material. For further information consult the appropriate curator.

Donor-imposed restrictions

Always include expiration date; note type of material as appropriate following box number.

[Container type] [number or span] ([type of material]): Restricted until [date].  For further information consult appropriate curator.

Box 3: Restricted until 2050.  For further information consult appropriate curator.

Box 3 (diaries): Restricted until 2050.  For further information consult appropriate curator.

Original audiovisual and electronic media

Identify format or genre in parentheses following box number.  If reference copies have been made, note that “Reference copies are available.”  If reference copies have not been made, note that “Reference copies may be requested.”

[Container type] [number or span] ([type of material]):

Box 4 (computer disks): Restricted fragile material. Reference copies of electronic files may be requested.  Consult Access Services for further information.

Box 5-6 (sound recordings): Restricted fragile material. Reference copies may be requested.  Consult Access Services for further information.

Box 11 (au

dio tapes): Use of originals is restricted. Reference copies may be requested. Consult Access Services for further information.

Restricted materials not housed separately

Box 10, folder 200 (reel-to-reel tape): Restricted fragile material. Reference copies may be requested. Consult Access Services for further information.

Reel-to-reel tape in box 10: Restricted fragile material. Reference copies may be requested. Consult Access Services for further information. 

Accession Level

Note information about access at the accession level when an entire accession is restricted and as appropriate for special formats, such as audiovisual material and computer media. Wording is the same as in collection level statements.

Series and Subseries Levels

Same as above.

File Level

Note information about access and use at the file level as appropriate for special formats, such as audiovisual material and computer media.

Examples:

• Use of originals is restricted. Reference copies may be requested. Consult Access Services for further information.
• Computer disks are restricted.  Copies of electronic files may be requested through Access Services.

Ownership & Copyright

Definition: Restrictions on reproduction, publication, or other use, due to copyright or other reasons.

DACS   Conditions Governing Reproduction and Use (4.4)

EAD    <userestrict>

MARC    540

ASpace  Notes → Conditions Governing Use

Collection Level

Use the following standard text:

The [Collection Title] is the physical property of the Beinecke Rare Book and Manuscript Library, Yale University. Literary rights, including copyright, belong to the authors or their legal heirs and assigns. For further information, consult the appropriate curator.

Modify the standard text, in consultation with the curator, for:

• Restrictions for individual series
• Deposits  (rarely described or made accessible)
• Collections for which Yale is the copyright holder (rare)

Accession, Series, Subseries, File Levels

Generally not used at these levels.

Cite As

Definition: Specifies a preferred citation form.

DACS   Citation (7.1.5)

EAD    <prefercite>

MARC    524

ASpace  Notes → Preferred Citation

Collection Level

Specify a citation form for use by readers in citing the collection.

Use the following format: [Collection Title]. [Named Yale Collection], Beinecke Rare Book and Manuscript Library, [Yale University].

Use the following forms for Named Yale Collections:

• James Marshall and Marie-Louise Osborn Collection
• Yale Collection of American Literature (also used for JWJ collections, since 2003)
• Yale Collection of German Literature
• Yale Collection of Western Americana

The reference to Yale University is retained for the General Collection and for the James Marshall and Marie-Louise Osborn Collection.  For all other collections the reference to Yale University is omitted, as these collection names already refer to Yale.

You may defer to curator requests for exceptions to these rules.

Examples:

• Mrs. W.K. Clifford Papers. General Collection, Beinecke Rare Book and Manuscript Library, Yale University.
• Llewellyn Jones Papers. Yale Collection of American Literature, Beinecke Rare Book and Manuscript Library.

Accession, Series, Subseries, and File Levels

Generally not used at these levels.

Alternative Formats

Definition: Information about microfilm, digital or other copies.

DACS   Existence and Location of Copies 6.2

EAD    <altformavail>

MARC    530

ASpace  Notes → Existence and Location of Copies

Collection Level

Use only when an entire collection or series has been microfilmed or digitized.  Use standard wording:

• The collection is also available on microfilm.
• Series [x], [Series Name] is also available on microfilm.

See Chapter 8 Labeling for information on labeling containers.

Accession, Series, Subseries, and File Levels

Generally not used at these levels.

Processing Notes

Definition: The Processing Note field provides an opportunity for the archivist to communicate relevant information about the history of a collection since its arrival at Yale, as well as the processing activities and decisions that have had a significant impact on how a researcher will understand the context and contents of a collection. This includes instances where archivists have substantially rearranged collections, compiled various accessions of collections together, transferred or discarded portions of collections, performed extensive preservation and conservation activities, or used transliterations of titles and other description elements.

DACS   Description Control (8)

EAD    <processinfo>

MARC   no analog

ASpace Notes → Processing Information

Collection Level

Include the following boilerplate description of Beinecke’s overall approach to processing:

Collections are processed to a variety of levels, depending on the work necessary to make them usable, their perceived research value, the availability of staff, competing priorities, and whether or not further accruals are expected.  The library attempts to provide a basic level of preservation and access for all collections, and does more extensive processing of higher priority collections as time and resources permit.

Include the following boilerplate description of Beinecke processing routines and link to the Manuscript Unit Processing Manual.

These materials have been arranged and described according to national and local standards.  For more information, please refer to the Beinecke Manuscript Unit Processing Manual.

On occasion, a more lengthy summary of action taken during processing is warranted, usually because portions of the collection were previously organized and described, and cited by researchers with reference to the old arrangement (e.g., Gertrude Stein and Alice B. Toklas Papers, and Alfred Stieglitz/Georgia O’Keeffe Archive).

The Thornton Wilder Papers contain all of the Thornton Wilder material that was formerly known as ZA Wilder, as well as all of the Thornton Wilder material received with a series of gifts from the Wilder family between the death of TW in 1975 and the final accession of material from the estate of Isabel Wilder in 1995. All correspondence between Wilder and the members of his family has been included in the Thornton Wilder Papers. For correspondence of family members with each other or with others, and for their writings and papers, see Wilder Family Papers. Material by or concerning Thornton Wilder acquired by the library from non-family sources after 1975 is located in the Thornton Wilder Collection, YCAL MSS 162.

If a significant amount of transliteration is used in a finding aid, it should be mentioned in the Processing Notes in the Administrative Information section of the front matter:

Slavic names, titles, and quotations in their original languages have been transliterated in accordance with Library of Congress guidelines.

Archivists should also list previous call numbers the library used for collections. When a collection is arranged by accession and consolidated under one call number, archivists should also note previous call number at the accession level. Use standard wording as in the MARC field 099:

Former call number(s): [Call Number(s)]

This collection includes materials previously identified by multiple call numbers.   

Include the following standard language, with variations as necessary, for collections processed to the baseline level:

Collections are processed to a variety of levels, depending on the work necessary to make them usable, their perceived research value, the availability of staff, competing priorities, and whether or not further accruals are expected.  The library attempts to provide a basic level of preservation and access for all collections [as they are acquired], and does more extensive processing of higher priority collections as time and resources permit.

This collection received a basic level of processing, including rehousing and minimal organization. Various acquisitions associated with the collection have not been merged and organized as a whole. Each acquisition is described separately in the contents list below, identified by a unique call number and titled according to month and year of acquisition.

Information included in the Description of Papers note and Collection Contents section is drawn from information supplied with the collection and from an initial survey of the contents. Folder titles appearing in the contents list below are often based on those provided by the creator or previous custodian. Titles have not been verified against the contents of the folders in all cases. Otherwise, folder titles are supplied by staff during initial processing.

This finding aid may be updated periodically to account for new acquisitions to the collection and/or revisions in arrangement and description.

Other standard texts for specific situations:

This finding aid, created before the advent of computer-generated files, has been converted into a ASCII data file by means of scanning and Optical Character Recognition software. While attempts have been made to retain the complete information from the original document a number of format changes have been made to present the structure of this archive in accordance with current practice.

This finding aid was produced from a previously existing card set in the Manuscripts Catalog, or from another inventory. All pertinent bibliographical information has been retained.

This finding aid is updated periodically to account for new materials that have been added to the collection. The date of the most recent update is noted on the title page. For information on material that may have been acquired for the collection since the last update, please consult the Access Services Department.

Additional text for finding aids migrated from preliminary lists:

The finding aid for this collection is compiled from individual preliminary lists for each acquisition that were created at or around the time of receipt by the library. The preliminary lists were migrated to comply with current archival descriptive standards and merged into a single file in 2007-2008. As part of the migration, modifications were made to the formatting of individual lists; however, the content of the lists was neither modified nor verified.

Accession Level

Include a processing note if an accession has received a depth of physical processing, organization, or description that differs notably from other accessions in the collection.

Include note “Former call number: [call number]” at the accession level when a collection arranged by accession is consolidated under one call number.

Series Level

Include a processing note if a series has received depth of description, conservation, or other treatment in the course of processing that differs notably from the rest of the collection.

Subseries and File Levels

Same as the series level.

Biography/History

Definition: Information describing creators associated with a collection and providing historical context for the collection.

DACS  Administrative/Biographical History 2.7, 10

EAD    <bioghist>

MARC    545

Aspace   Notes → Biographical / Historical

Collection Level

Give biographical information for individuals and historical information for families and corporate bodies.  Precede this information with a heading consisting of a personal, family, or corporate name in a standard form.  For a personal name, state the name in direct order, followed by birth and death dates, as appropriate, in parentheses.  State the information in narrative form.

The first paragraph (or two, if the first is very short) of the Biography/History should be written in such a way that it may be repurposed as the 545 in the MARC record for the collection.  In other words, it should be able to stand alone as a brief summary of the person, family, or organization’s life and achievements.  It should include the person/organization’s full name, if different from the authorized form, occupation(s), significant achievements or events, and relevant education and family information.

This first paragraph or two may suffice as the entire biographical statement, or it may be followed by further and more detailed information. The first sentence should effectively answer the question, “Why and in what context was this person/family/organization important?”   This answer might take a full sentence or two, with biographical details following in subsequent sentences or paragraphs, or it might be included briefly within the first sentence, obituary style. For example:

“Yehuda Amichai, one of Israel’s best known modern poets, was born in Germany in 1924 and immigrated to Palestine in 1936. […]”.         

The amount of information provided will vary depending on how well known the person, family, or organization is.  As you decide how much to include, use the following guidelines:

Personal names

• Well-known individuals, for whom full information is available in standard sources: brief description of career
• Other individuals: summary of career and personal information, including education, occupations, places of residence, family
• Emphasize information directly related to the content of the collection
• For individuals associated with Yale, consult The Yale Library Gazette or Yale alumni directories.

Family names

• Well known families, for whom full information is available in standard sources: brief identification by place and time period
• Other families: biographical information and relationships for the most important members

Corporate bodies

• Well-known organizations, for which full information is available in standard sources: brief description of functions
• Other organizations: summary of historical information, including functions, structure, founding/dissolution, geographic area, relationship to other organizations

Optionally include a timeline of biographical events, family history, or corporate history.

For complex family relationships, optionally include a genealogical chart, with names prominently present in the collection underlined.  Precede the chart with and explanation including:

• Purpose of underlining names
• Scope of the chart, if it includes only names present the collection

For examples see

• Langston Hughes Papers (JWJ MSS 26) (well-known person; timeline)
• Gladys Campbell Papers (YCAL MSS 251) (less well-known person)
• Herman W. Liebert Manuscript Collection (GEN MSS 237) (Yale alumnus)
• Peter Newell Family Papers (YCAL MSS 62) (less well-known family)
• Jonathan Edwards Collection (GEN MSS 151) (well-known person; genealogical chart)
• Agnes de Lima Collection of Alyse Gregory (YCAL MSS 164) (less well-known person)
• Aurora, Esmeralda County, Nevada Collection (WA MSS S-1327) (historical context)

Accession, Series, Subseries, and File Levels

Generally not used at these levels.

Description of the Papers/Records/Collection

Definition: This element provides information about the nature of the materials and activities documented in the unit being described and should enable researchers to evaluate its potential relevance to their interests.

DACS   Scope and Content 3.1

EAD    <scopecontent>

MARC    520

ASpace  Notes → Scope and Contents

Collection Level

The Description of the Papers/Records/Collection portion of the finding aid provides an opportunity for the archivist to communicate necessary information about the content, structure, and research strengths of the collection as a whole.  This section provides the researcher with an overview of the collection and helps them answer the question, “Should I consult this material?” We strive to maintain a consistent structure and tone to this section from finding aid to finding aid, but the differences between collections may necessitate considerable variations.

The first paragraph of the Description of the Papers will be repurposed as the Summary element in the finding aid, and as the 520 field in the MARC record.  It should provide an overview of the types of formats present and the most important topics, individuals, organizations, geographic regions, and/or other entities documented in the collection.

For some collections, this initial paragraph will suffice.  For larger and/or more complex and substantive collections, a more in-depth discussion of a collection’s highlights and research strengths may be provided.   Archivists often gain intimate knowledge of a collection’s contents, and you should communicate this information to researchers concisely. Your analysis of the collection should directly or indirectly answer the questions, “why did the library collect this material” and “what types of research does the collection best support?” By its very nature description is a subjective exercise, but you should attempt to maintain a neutral tone.   This field should also be used to detail any notable omissions to the collection.  You may also use this field to note any surprising “omissions” to the collection, (e.g. the collection of a famous novelist contains no novel drafts.).  Consultation with curators and/or one’s supervisor is encouraged when drafting this section.

Examples:

• Vicki Hearne Papers (YCAL MSS 250)
• Elizabeth Jenks Clark Collection of Margaret Anderson (YCAL MSS 265)
• Mrs. W.K. Clifford Papers (GEN MSS 568)
• Miriam Hapgood DeWitt Papers (YCAL MSS 277)

Accession Level

Description of the contents of accessions should be made in the Scope and Content element on the accession level.  Accession descriptions provide an overview of an accession, primarily in terms of the types of formats found therein.  If possible and/or warranted by the material, mention might also be made of key topics, activities, individuals, or organizations documented by material within the particular accession.

Example:

This portion of the collection consists of an extensive amount of drafts and manuscripts of and files relating to Larry Kramer’s writings, including plays, screenplays, and books. Also found is material, including correspondence, printed material, notes, and files, stemming from Kramer’s film work in the 1960s and 1970s, his AIDS advocacy and activism from the late 1970s to the present day, his AIDS-related research, and other professional activities. There are also some personal and family papers.

Series Level

Description of the contents of series should be made in the Scope and Content element on the series level.  Series descriptions provide an overview of a series, its relationship to the rest of the collection, its component parts and how they relate to one another, and the types of files found therein.  Series descriptions should augment the inventory, using the narrative form to explicate what may not be obvious from the listing alone.  Concise writing is best; there is no need to repeat information available in the box and folder listing for the series.

Give succinct overview information about subseries, but use a subseries scope and content note for substantive descriptions at the subseries level.

Significant quantities of fragmentary or unidentified letters can be mentioned in the description or series note.  An occasional retained carbon in a file can be mentioned in a folder note, but if retained carbons are common in files, refer to this in the series description. Scattered and more substantial occurrences of original outgoing letters should be similarly noted.

Examples:

• Mary Ellen Bute Papers (GEN MSS 603)
• Christopher Cox Papers (YCAL MSS 264)

Subseries Level

Description of the contents of subseries may be made in the Scope and Content element on the subseries level.  Processors should use subseries descriptions when they wish to provide contextual description that will help a researcher interpret or understand the context of the records in the subseries.  Notes at this level should augment the inventory, using the narrative form to explicate what may not be obvious by analyzing the listing alone.  As in series descriptions, concise writing is best; there is no need to repeat information available elsewhere in the inventory.

File Level

Description of the contents of a file can be made when the contents are mixed and require further description or when the contents or content authors are particularly notable. Use at the file level to highlight correspondence of particular importance in a group of files listed collectively.

If you list in a note everything that is in the folder, use the word “contains” in the note.  If you are describing part of what is in the folder, use the note “includes.”

Examples:

• Contains:
  • “Ford’s Last Dancing (Parties)”;
  • “What the Moon Saw”;
  • “The Hermit and the Harpy Tomb”
• Includes two photographs of George Dillon and photocopy of Dillon’s obituary

Arrangement

Definition: Description of organization into subgrouping or ordering within subgroupings. 

DACS   System of Arrangement 3.2

EAD    <arrangement>

MARC    351

ASpace  Notes → Arrangement

Collection Level

List series unit identifiers, titles, and dates. Use standard language as in the MARC 351 field:

Organized into [x] series: I. [Series Title, date-date]. II. [Series Title, date-date]. III. [Series Title, date-date].

Example:

Organized into seven series: I. General Correspondence, 1932-1981. II. Writings, 1914-1973. III. Writings of Others, 1947-1972. IV. Photographs, 1886-1979. V. Sound Recordings, 1976-1983. VI. Personal Papers, 1941-1973. VII. Mathilda Hills Papers, 1971-1998.

For collections comprised of multiple accessions, optionally provide additional information about the rationale for the organization, the location of similar types of material across acquisitions, and the possible difference in how material is arranged within each acquisition.

Example:

Material within this collection has been organized by acquisition reflecting the fact that the collection has been acquired in increments over time.  Researchers should note that material within each acquisition overlaps with/or relates to material found in other acquisitions.  For instance, correspondence and writings can be found in all [x] groupings.  In order to locate all relevant material within this collection, researchers will need to consult each acquisition described in the Collection Contents section.

Researchers should also note that similar material can be arranged differently in each acquisition, depending on how the material was organized when it was received by the library.  [When it makes sense to do so, provide more detail specific to a collection: For instance, correspondence in an early acquisition is arranged alphabetically, while correspondence in a later acquisition is arranged chronologically.]

Accession Level

List series unit identifiers, titles, and dates (if available) in standard format:

This portion of the collection is organized into [x] series: [Series Title], [Series Title], etc.

Example:

Organized into six series: I. Correspondence. II. Writings, Drafts and Manuscripts. III. Writing Files. IV. Professional Papers and Research Material. V. Personal and Other Papers. VI. Audiovisual Material.

Series Level

For series organized into subseries, list subseries titles, without dates, in standard format:

Series [x] is organized into [x] subseries: [Subseries Title], [Subseries Title], and [Subseries Title].

Example:

Series I is organized into three subseries: Personal Correspondence, Business Correspondence, and Third Party Correspondence.

Series with no subseries: briefly describe system of arrangement beginning in standard format:

Example:

Series III is arranged alphabetically by author.

Subseries Level

List headings in standard format:

Organized under [x] headings: [Heading], [Heading], [Heading].

Optionally, briefly describe arrangement within one or more groupings.

Example:

Organized under three headings: To Elizabeth Jenks Clark and Mathilda Hills, To and from Solita Solano, and Other correspondents. Each is arranged alphabetically by correspondent.

File Level

Generally not used at this level.

Associated Materials

Definition: Title and location of related materials. To point to materials merely stored in another location because of format, use Physical Location.

DACS  Related archival materials 6.3

EAD    <relatedmaterial>

MARC    544

ASpace  Notes → Related Materials. At lower levels of description, one can easily add a textual note that refers to another location. To include a link, please see the Metadata Coordinator for assistance with hand encoding.

Collection Level

Use for additions processed separately from the original collection. Also use to identify other materials that were originally part of the collection and are now located elsewhere at Yale.  Do not use for materials located at non-Yale repositories, and do not use for Yale-held collections not of the same provenance (an exception may be made if a large body of material of the same provenance is known to be at a non-Yale repository, but use judgment).

• State the collection title, call number, and repository name in standard format: [Collection Title] ([call number]). [Repository Name].
• Link the collection title to its finding aid
• Related collections at BRBL have a reciprocal link

Examples:

• Archibald MacLeish Collection. Associated Materials: Archibald MacLeish Collection Addition (YCAL MSS 269). Beinecke Rare Book and Manuscript Library, Yale University.
• Archibald MacLeish Collection Addition. Associated Materials: Archibald MacLeish Collection (YCAL MSS 38). Beinecke Rare Book and Manuscript Library, Yale University.
• Elizabeth Hudson Collection of E. OE. Somerville . Associated Materials: Elizabeth Hudson Papers (MS 1464). Manuscripts and Archives, Yale University Library.
• James Merrill Papers. Other material by or relating to James Merrill (various call numbers) can be found by searching the Uncataloged Acquisitions Database and Orbis (Yale’s Online Catalog).

Accession Level

If warranted by the size and significance of the collection, and the amount of overlapping material amongst accessions, use to identify and link to description of other accessions containing similar material.  Links should be created in FACT using Pointers as opposed to References.

Example:

J. D. McClatchy Papers. Uncat ZA MS 417. November 1994 Acquisition. Associated Materials: Similar material can be found in Uncat ZA MS 632. October 1999 Acquisition, Uncat ZA MS 650. January 2000 Acquisition, Uncat MSS 140. April 2001 Acquisition, and Uncat MSS 984. October 2007 Acquisition.

Series Level

Create “see” and “see also” references to other series or subseries with related subject content, using full sentences and natural language.  Generally use only for significant quantities of related material, when necessary to clarify content of series or subseries, or to facilitate browsing of file titles or keyword searching.

Example:

Series Title: Photographs

Associated Materials: Photographs can also be found in Series I. Correspondence.

Subseries Level

Same as the series level.

File Level

Create “see” and “see also” references to related files.  Generally use only when necessary to clarify content of files, or to facilitate browsing of file titles or keyword searching.

The presence and number of cross references will depend on the overall level of processing for a collection or series. Cross references support access consistency in a highly detailed description.  For less detailed listings, use cross references only as necessary to ensure access to files of obvious research interest (substantive correspondence from a well-known figure in a subject-based file, for instance). When material is not evaluated at the file or item level, it will not be possible to provide cross references consistently; rather, if in the course of arranging the collection items of particular interest are found in unexpected locations, add an appropriate cross reference.

• Use a “see” reference to point from an alternative file title to the actual file title.
• Use a “see also” reference to point from a file to a file with related content.
• Use standard formats:
  • See: [File Title], Box [x], folder [x]
  • See also: [File Title], Box [x], folder [x]
• If pointing to a different series, include series title and unit identifier:
  • See: [Series Title] [x]. [File Title], Box [x], folder [x]

Examples:

Series title: Correspondence

File title: Doe, Jane

Associated materials: See: Richards, Jane, Box 50, folder 12

(letters from Jane Smith are filed under her author’s pseudonym)

Series title: Correspondence

File title: Smith, Joan

Associated materials: See also: Argus Books, Inc., Box 2, folder 52

(personal letters from Joan Smith are filed under personal name; business letters from Joan Smith are filed under corporate name)

Series title: Correspondence

File title: Bogan, Louise

Associated materials: See also: Series II. Writings, Box 110, folder 2646

(additional letter from Bogan accompany drafts of her writings)

Note: If the presence of a certain type of material is ubiquitous, it is best to describe its presence at the series or collection level rather than to create exhaustive or complicated cross references at the file level.

Example:

Additional correspondence is located in Series II, Writings. Cross references have been provided between this series and Series II for all correspondence with Anderson. Cross references have not been provided for Elizabeth Jenks Clark and Solita Solano because of the volume of their correspondence throughout both series.

Separated Materials

Definition: Indication that material that has been removed from the collection for separate cataloging. (Note: to point to additions processed separately from the original collection or to identify other materials that were originally part of the collection and are now located elsewhere at Yale, use Associated Materials.)

DACS  Related archival materials 6.3

EAD    <separatedmaterial>

MARC    544

Aspace   Notes → Separated Materials

Collection Level

Use for items cataloged separately from the original collection, usually printed material.  Do not use for materials located at non-Yale repositories, and do not use for Yale-held collections not of the same provenance.

Example:

Printed material received with the collection was removed for separate cataloging and can be accessed by searching the library’s online catalog.

Accession, Series, Subseries, and File Levels

Generally not used at these levels.

Other Finding Aids

Definition: Identifies any other finding aids to the materials being described, such as published catalogs or databases.

DACS   Finding Aids 4.6

EAD    <otherfindaid>

MARC   555

ASpace Notes → Other Finding Aids

Collection Level

Include brief explanation of the nature and relationship of the other finding aid and a citation and/or link.

Accession, Series, Subseries, and File Levels

Generally not used at these levels.

Note

Definition: Used both for general comments and as an annotation for the text in a finding aid. Not used when more specific content designation elements are appropriate.

DACS  Notes (7.1)

EAD    <note>

MARC    500

Collection Level

May be used to add comments or notes when no other descriptive elements are appropriate.

Used in the Overview section of a finding aid describing a collection arranged by acquisition in order to explain the different structure and content therein, with links to other sections:

This finding aid describes a collection that has been acquired by the library in discrete segments over time. The narrative sections of the finding aid provide information about the content and context of the collection. The Collection Contents section provides a general description and in some instances a box or folder listing of the various acquisitions of the collection.  The Processing Notes section provides information about the way and extent to which the library has processed this collection. The Arrangement section provides information about how material within this collection is organized and tips on how to locate material across various acquisitions.

Accession, Series, Subseries, and File Levels

Same as the collection level.

Physical Location

Definition: Name of location for physical storage other than general stack shelving. To make a “see” or “see also” reference, use Associated Materials.

DACS   Physical Access 4.2

EAD    <physloc>

MARC    no analog

ASpace  Notes → Physical Location

Collection, Accession, Series, and Subseries Levels

Generally not used at these levels.

File Level

For oversize material or material in other formats that is listed in the main folder sequence, point to physical location in oversize.

Examples:

Whole file is stored in in separate location:

Stored in: Box [x], folder [x]

One or more items from file are stored in separate location:

Also stored in: Box [x], folder [x]

Container

Definition: Identifies number of box, file, or microfilm reel container.

EAD    <container type=”Box”>, <container type=”Folder”>, <container type=”Reel”>

MARC    no analog (managed via item records)

Aspace   Managed via instances. See the “Adding Instances” portion of the ArchivesSpace user manual for instructions.

Collection Level

Never used at this level.

Accession Level

For accessions not described at the series or lower levels, state a box number or span of numbers for each accession.

Series Level

For collections described only to the series level, state a box number or span of numbers for each series. Do not record container numbers at the series level for collections described at the subseries or lower levels.

Subseries Level

For collections described only to the subseries level, state a box number or span of numbers for each subseries. Do not record container numbers at the subseries level for collections described at the file level.

File Level

Box numbers:

• Number all boxes in a collection, in one sequence. The box number is repeated for each file housed in the box.

Folder numbers:

• Number all folders in collections processed to a file level, in one sequence.
• Record either a single file number (e.g. 34) or a span of file numbers (e.g. 34-45).
• Omit folder numbers for preliminary lists.
• Folder numbers can be repeated, but only in rare cases.

Oversize container numbers:

• Qualify the container number as instructed in the Cataloging Manual (Part III. Item records).
• Record oversize containers by one or more of the following methods:
  • Single oversize files or items: list under an Oversize heading, following main box sequence
  • One or more boxes of sequential oversize material: list in main box sequence

Adding containers after initial processing:

• New boxes: assign the next sequential box number, and list this number in intellectual order, even if out of numeric sequence
• Single folders added to an existing box: add an alphabetic character to the preceding file number (e.g., 4a, 4b, 4c)

For material in Cold Storage:

• # (Cold Storage)

Microfilm Reel Numbers

• If an entire collection or series has been reformatted on microfilm, list the Reel numbers as they correspond to Box and Folder numbers.