3.3 Collection-Level Information (Archival Description)
3.3 SECTIONS: Home | Basic Description (The High-Level <did>) | Controlled Vocabulary Terms | Administrative Information | Biographical Sketches and Agency Histories | Scope and Content Note | Arrangement | Description of Subordinate Components | Adjunct Descriptive Data | Other Descriptive Data
3.3.8 Adjunct Descriptive Data
3.3.8 SECTIONS: Bibliographies | File Plans | Indexes | Other Finding Aids | Related Material | Separated Material
Tag:Description:<descgrp type="add">
See Also:This wrapper element can be used to assemble supplemental information that facilitates the use of the materials being described in the finding aid. These additional access tools, such as indexes, file plans, other finding aids, and descriptions of related and separated materials, may occur as "back-of-book" materials directly under <archdesc>, or may be used at the most appropriate component level. Adjunct data which does not fit into the major subelements below should be encoded as other descriptive data (<odd>).
LC Practice permits use of adjunct descriptive data as needed, whether bundled or treated as individual elements, to facilitate the use of collection materials. Adjunct descriptive data subelements are directly available within <archdesc> and within components. Alternatively, these elements may be pulled together within a generic descriptive group <descgrp> element with TYPE attribute set to "add."
Labels/heads:Section 3.3.7.4, Expanded Description of Components Go to Section
Section 3.3.9, Other Descriptive Data Go to Section
Subelements:Choose or formulate required <head> appropriate to content, e.g.:
- Appendix (general purpose; can use for overall <add> if multiple separate elements)
Comments:All elements are repeatable and may be used in any order. Do not use generic text formatting elements such as <p>, <list> and <table> directly under <descgrp> except to supplement these subelements as appropriate.
- <bibliography> See 3.3.8.1, Bibliographies
- <fileplan> See 3.3.8.2, File Plans
- <index> See 3.3.8.3, Indexes
- <otherfindaid> See 3.3.8.4, Other Finding Aids
- <relatedmaterial> See 3.3.8.5, Related Material
- <separatedmaterial> See 3.3.8.6, Separated Material
- Adjunct descriptive data that applies to a portion of the collection material may be given at that component level, but this is not a strict requirement. For instance, a lengthy index to a correspondence series might appear after the entire container list as long as it is labelled as such. This would prevent a break in the "flow" of the container list. Note, however, that there is tension between this practice and the principle of multi-level description as described in ISAD-G.
- Adjunct descriptive data that applies to the entire collection (e.g., a bibliography or file plan) is considered "back-of-the-book" material but need not appear at the end of the finding aid. After the collection-level <did> (Collection Summary), the order of elements is not fixed and adjunct descriptive data may appear wherever needed. For instance, a description of related material might be as appropriately placed after <scopecontent> as at the end of the container list.
Order: following <dsc>
Revision Date: 05/05/08
3.3.8.1 Bibliographies
Tag:Description:
See Also:The <bibliography> element can be used to group citations to works of any type, such as books, articles, sound recordings, etc., that are about, based on, or would be helpful to researchers using the described materials. Formatting subelements such as <list> and <table> can be used but are not necessary since formatting can be controlled using stylesheets. As with other adjunct descriptive data elements, it can be used at the collection level as well as at the appropriate component level.
LC Practice recommends that bibliographies at the <archdesc> level appear after the Container List.
Labels/heads:Section 3.3.7.4, Expanded Description of Components Go to Section
Subelements:Choose or formulate required <head> appropriate to content, e.g.:
- Bibliography
- Major Works of Archibald MacLeish
Tagging Example 1:Generic text formatting elements such as <note>, <list> and <table> can also be used directly under <bibliography>. See Tag Library for full list of valid subelements.
<bibliography> at <archdesc> level; <title> is only subelement under <bibref>
<head>Bibliography</head>
<bibref>
<title>Claire Van Vliet, Printmaker and Printer: a Selection of Prints
and Illustrated Books from the Janus Press at the Rutgers University
Art Gallery in New Brunswick, New Jersey, from November 5 to December
17, 1978. </title> New Brunswick, N.J.: Rutgers University Art Gallery,
1978.
</bibref>
<bibref>Fine, Ruth.
<title>Claire Van Vliet--Landscape Paperworks, Dolan/Maxwell Gallery,
Philadelphia, Pa., November 1984, Mickelson Gallery, Washington, D.C.,
February-March 1985. </title> Dalton, Mass.: Studley Press, c1984.
</bibref>
<archref>Van Vliet, Claire. King Lear Archive: preparatory
materials for an illustrated edition of King Lear, 1984-86. Rare
Book and Special Collections Division, Library of Congress.
</archref>
</bibliography>
<bibliography> at <archdesc> level; <title> is only subelement under <bibref>
Bibliography Claire Van Vliet, Printmaker and Printer: a Selection of Prints and Illustrated Books from the Janus Press at the Rutgers University Art Gallery in New Brunswick, New Jersey, from November 5 to December 17, 1978. New Brunswick, N.J.: Rutgers University Art Gallery, 1978. Fine, Ruth. Claire Van Vliet--Landscape Paperworks, Dolan/Maxwell Gallery, Philadelphia, Pa., November 1984, Mickelson Gallery, Washington, D.C., February-March 1985. Dalton, Mass.: Studley Press, c1984. Van Vliet, Claire. King Lear Archive: preparatory materials for an illustrated edition of King Lear, 1984-86. Rare Book and Special Collections Division, Library of Congress.Tagging Example 2:
<bibliography> at <archdesc> level arranged by imprint date
<head>Appendix</head>
<bibliography>
<head>Major Works of Archibald MacLeish</head>
<bibref>
<imprint>
<date>1924</date>
</imprint>
<title>The Happy Marriage, and Other Poems</title> (Boston and
New York: Houghton Mifflin. 79 pp.)
</bibref>
<bibref>
<imprint>
<date>1925</date>
</imprint>
<title>The Pot of Earth</title> (Boston and New York: Houghton
Mifflin. 44 pp.)
</bibref>
</bibliography>
</descgrp>
<bibliography> at <archdesc> level arranged by imprint date
Appendix
Major Works of Archibald MacLeish
1924
The Happy Marriage, and Other Poems (Boston and New York: Houghton
Mifflin. 79 pp.)
1925
The Pot of Earth (Boston and New York: Houghton Mifflin. 44 pp.).
Comments:
- Bibliographies are most commonly composed of <bibref> and/or <archref> elements but may also contain explanatory notes or additional formatting.
- A variety of elements are available in <bibref>. Generally speaking, the only one that should always be used is the <title> element which should be displayed in a typographically distinct fashion (i.e., in italics). See Example 1.
- Additional subelements of <bibref> may be used if there is a reason based on searching or display for the elements to be rendered distinctly. For instance, if a bibliography is arranged chronologically, you may wish to separately encode the imprint date. See Example 2. Alternately, this could have been encoded without using <bibref> as a <chronlist> within <bibliography>. See Tag Library under <chronlist>.
- Both <bibref> and <archref> can be used to link to the materials described if they are available online. See Section 2.2 for further information on linking elements.
Order: following <dsc>
Revision Date: 4/15/03
3.3.8.2 File Plans
Tag:Description:<fileplan>
See Also:The <fileplan> element is used to encode any filing scheme used by the creator of the collection materials. This may be within a list, table, or any generic formatting elements.
Labels/heads:Section 3.3.7.4, Expanded Description of Components Go to Section
Subelements:Choose or formulate required <head> appropriate to content, e.g.
- File Plan
- Headings Used in Card File Subject Index
Tagging Example 1:Generic text formatting elements such as <note>, <p>, <list> are used directly under <fileplan>. See Tag Library for full list of valid subelements.
<fileplan> at <archdesc> level
<head>Headings Used in Card File Subject Index</head>
<note>
<p>Listed exactly as arranged, which is generally
alphabetically: </p>
</note>
<list type="simple">
<item>Accounting</item>
<item>Agricultural societies, congresses, etc.</item>
<item>Allston's self-portrait</item>
</list>
</fileplan>
<fileplan> at <archdesc> level
Headings Used in Card File Subject Index
Listed exactly as arranged, which is generally alphabetically:
Accounting
Agricultural societies, congresses, etc.
Allston's self-portrait
Repeatable: yes (and recursive) Order: following <dsc>
Revision Date: 05/07/03
3.3.8.3 Indexes
Tag:Description:<index>
See Also:The <index> element is used to encode any list of key terms and reference pointers that has been compiled to facilitate access to the materials. The index enables linking to container numbers or other descriptors in the finding aid, but hypertext links are not required.
LC Practice encourages the encoding of pre-existing indexes which provide names and terms not found elsewhere in the container list, e.g., correspondents in a series arranged chronologically which does not list individual names. An index which links to page numbers of a paper register or one which simply lists alphabetically names easily found with a keyword search may not be worth the trouble to encode and may be omitted from the EAD finding aid.
Labels/heads:Section 2.2.1, Internal Linking Go to Section
Section 3.3.2.7, Use of Controlled Vocabulary Outside of <controlaccess> Go to Section
Section 3.3.7.4, Expanded Description of Components Go to Section
Subelements:Choose or formulate required <head> appropriate to content, e.g.
- Index of Correspondents
- Photographs, Index II, Places and Events
Tagging Example 1:Generic text formatting elements such as <p>, <list> and <table> can also be used directly under <index>. See Tag Library for full list of valid subelements of <index>, <indexentry>, and <namegrp>.
Nonlinking index using specific <controlaccess> tags
<head>Names and Titles</head>
<indexentry>
<persname>Abbado, Claudio</persname>
<ref>78A/016-26, 88D</ref>
</indexentry>
<indexentry>
<persname>Abbott, George</persname>
<ref>53A/092</ref>
</indexentry>
<indexentry>
<title>Atlantic monthly</title>
<ref>62A/043</ref>
</indexentry>
</index>
Nonlinking index using specific <controlaccess> tags
Names and Titles Abbado, Claudio 78A/016-26, 88D Abbott, George 53A/092 Atlantic monthly 62A/043
Note: in order to make this example link to the container numbers listed, it would be necessary to split apart the two numbers in the first <ref> and code as two refs within <ptrgrp>, and to set target attributes for each <ref>
Tagging Example 2:Linking index entries using nonspecific <name> tag and including <ptrgrp>
<name>Age Studio:</name>
<ref target="LOT13074" actuate="onrequest" show="new">LOT 13074</ref>
</indexentry>
<indexentry>
<name>Air Force Photo:</name>
<ptrgrp>
<ref target="LOT13103" actuate="onrequest" show="new">LOT 13103;</ref>
<ref target="LOT13105" actuate="onrequest" show="new">LOT 13105</ref>
</ptrgrp>
</indexentry>
Linking index entries using nonspecific <name> tag and including <ptrgrp>
Age Studio: LOT 13074 Air Force Photo: LOT 13103; LOT 13105Tagging Example 3:
Normalization attribute supplied for name given in direct order in index entry
<persname id="barjacq">Barenboim, Daniel</persname> and
<persname normal="DuPre, Jacqueline">Jacqueline (DuPre)</persname>
<ref>73A/267-268, 270</ref>
</indexentry>
Normalization attribute supplied for name given in direct order in index entry
Barenboim, Daniel and Jacqueline (DuPre) 73A/267-268, 270Tagging Example 4:
Multiple names in index term encoded in <namegrp>
<namegrp>
<persname source="LCNAF" encodinganalog="700">Barenboim, Daniel</persname>
<persname source="LCNAF" encodinganalog="700">DuPre, Jacqueline</persname>
</namegrp>
<ref>73A/267-168, 270</ref>
</indexentry>
Names under authority control
Display Of Tagging Example 4:Multiple names in index term encoded in <namegrp>
Barenboim, Daniel DuPre, Jacqueline 73A/267-268, 270
Names under authority control
Tagging Example 5:Multiple names in index term encoded in single <name> and cross-references made
<name>Barenboim, Daniel</name>
<ref target="barjacq" actuate="onrequest" show="new">See Barenboim,
Daniel and Jacqueline (DuPre) </ref>
</indexentry>
<indexentry>
<name id="barjacq">Barenboim, Daniel and Jacqueline (DuPre)</name>
<ref>73A/267-268, 270</ref>
</indexentry>
<indexentry>
<name>DuPre, Jacqueline</name>
<ref target="barjacq" actuate="onrequest" show="new">See Barenboim,
Daniel and Jacqueline (DuPre) </ref>
</indexentry>
Multiple names in index term encoded in single <name> and cross-references made
Barenboim, Daniel
See Barenboim, Daniel and Jacqueline (DuPre)
Barenboim, Daniel and Jacqueline (DuPre)
73A/267-268, 270
DuPre, Jacqueline
See Barenboim, Daniel and Jacqueline (DuPre)
Comments:
- Indexes consist primarily of index entries, which are composed of a key term or terms and a reference pointer or pointers. Explanatory notes and additional formatting elements such as lists and tables may be included, but don't use them as a substitute for index entries.
- Key terms in an index entry may be specific to its content, e.g. <persname>, <corpname>, <subject>, or <title>, or may be encoded as a nonspecific <name> element.
- Whether or not a key term is under authority control, it will usually appear in a normalized (inverted order) form. Use <persname>, <famname>, etc. if these can readily be determined (see Examples 1, 3, and 4). If names are under authority control, set attributes for SOURCE and ENCODINGANALOG. See Example 4. One may also use the less specific <name> element, if it is not desired or easy to separate personal, corporate, and other names. See Examples 2 and 5.
- The name group <namegrp> element can be used to bundle access element entries, e.g., several <famname> and <persname> elements, that share the same <ref>, <ptr>, or <ptrgrp> element. See Example 4.
- However, if punctuation and connecting words must be included between the names, it is possible to tag multiple names in an index term within a single name tag and include a cross reference from the full form of the names. See Example 5.
- An index entry can link using the <ref> element to surround the container numbers or other location information that the index entry references. Less commonly used at LC is the pointer <ptr> element, which contains no text; it is less clear to users where clicking on an arrow might lead them.
- Use the pointer group <ptrgrp> element to bundle several <ref> or <ptr> links to a single access term. See Example 2.
- See Section 2.2.1 for more information on creating internal links.
Order: following <dsc>
Revision Date: 05/05/08
3.3.8.4 Other Finding Aids
Tag:Description:
See Also:The <otherfindaid> element describes additional or alternative guides to the collections being described by the finding aid, such as a card file in the reading room, or a published guide to the collection. This element does not encode the contents of those guides. Links to or lists of finding aids to other collections (related by subject or provenance) should not be encoded as <otherfindaid> but as <relatedmaterial> or <separatedmaterial>, respectively.
Labels/heads:Section 3.3.7.4, Expanded Description of Components Go to Section
Encoding Analog:Choose or formulate required <head> appropriate to content, e.g.
- Other Finding Aids
- Additional Guides to the XYZ Papers
Subelements:555
Tagging Example 1:Generic text formatting elements such as <p>, <list> and <table> are used directly under <otherfindaid>. See Tag Library for full list of valid subelements.
<otherfindaid> following <scopecontent>
<head>Additional Guides</head>
<p>An annotated inventory describing each item in the collection,
but in an order different from the current arrangement, and a
negative photostatic copy of the inventory with fewer annotations
may be found in the Manuscript Division Reading Room reference
collection. Special card file indexes for the collection exist but
are housed separately from the items themselves. A microfilm
version of these indexes may be found on reel 15 of this
series. To use the original indexes consult the reference staff in
the Manuscript Division Reading Room. </p>
</otherfindaid>
<otherfindaid> following <scopecontent>
Additional Guides: An annotated inventory describing each item in the collection, but in an order different from the current arrangement, and a negative photostatic copy of the inventory with fewer annotations may be found in the Manuscript Division Reading Room reference collection. Special card file indexes for the collection exist but are housed separately from the items themselves. A microfilm version of these indexes may be found on reel 15 of this series. To use the original indexes consult the reference staff in the Manuscript Division Reading Room.Comments:
- This element which applies to the entire collection is considered "back-of-the-book" material but need not appear at the end of the finding aid. Information about other finding aids might be given in conjunction with either administrative information or the scope and content note as appropriately as at the end of the container list.
Order: following <dsc>
Revision Date: 4/15/03
3.3.8.5 Related Material
Tag:Description:
See Also:The <relatedmaterial> element is used to encode information about collections which may be of interest to users of the collection in hand but are not connected by provenance. These collections may be in the same repository, in other institutions, or both.
Labels/heads:Section 3.3.8.6, Separated Material Go to Section
Encoding Analog:Choose or formulate head appropriate to content, e.g.
- Related Material
- Related Archival Collections at the Library of Congress
Subelements:544 1
Tagging Example 1:Generic text formatting elements such as <note>, <list> and <table> can also be used directly under <relatedmaterial>. See Tag Library for full list of valid subelements.
Related material encoded in definition list format
<head>Related Archival Collections Beyond the Library of
Congress </head>
<list type="deflist">
<defitem>
<label>
<archref>National Broadcasting Company Records at the
Wisconsin State Historical Society
</archref>
</label>
<item>The State Historical Society of Wisconsin in Madison
maintains archival NBC records for 1929-1969: 564 boxes,
3,264 discs, 21 tapes and 72 reels of microfilm. The
Wisconsin collection includes central files, office files
and a library of scripts and recordings which complement the
NBC Archives at the Library of Congress. </item>
</defitem>
</list>
</relatedmaterial>
Related material encoded in definition list format
Related Archival Collections Beyond the Library of Congress
National Broadcasting Company Records at the Wisconsin State
Historical Society
The State Historical Society of Wisconsin in Madison maintains
archival NBC records for 1929 - 1969: 564 boxes, 3,264 discs, 21 tapes
and 72 reels of microfilm. The Wisconsin collection includes central
files, office files and a library of scripts and recordings which
complement the NBC Archives at the Library of Congress.
Tagging Example 2:
Related material encoded in paragraph narrative with embedded linking archrefs
<head>Related Material</head>
<p>Collections in the Manuscript Division supplementing the
Olmsted Papers include <archref href="http://hdl.loc.gov/loc.mss/eadmss.ms001018" show="new" actuate="onrequest">records of the <origination>Olmsted
Associates, </origination></archref> landscape architects, of
Brookline, Massachusetts, the successor to the firm established by
Frederick Law Olmsted and Calvert Vaux in 1858 and the files of
<archref href="http://hdl.loc.gov/loc.mss/eadmss.ms001020" show="new" actuate="onrequest"><origination>Laura Wood
Roper, </origination></archref> Olmsted's biographer, which contain
original Olmsted material and Olmsted Associates
correspondence. </p>
</relatedmaterial>
Related material encoded in paragraph narrative with embedded linking archrefs
Related Material
Collections in the Manuscript Division supplementing the Olmsted
Papers include records of the Olmsted Associates, landscape
architects, of Brookline, Massachusetts, the successor to the firm
established by Frederick Law Olmsted and Calvert Vaux in 1858 and the
files of Laura Wood Roper, Olmsted's biographer, which contain
original Olmsted material and Olmsted Associates correspondence.
Comments:
- Related material may consist of a list (see Example 1), a table, or paragraphs which include <archref> or <bibref> elements (see Example 2), as well as of <archref> or <bibref> elements. See the Application Guidelines for an example of <relatedmaterial> which consists of a list of <archref> elements without additional formatting.
- Archival references (<archref>) may be encoded within any of these formatting elements. Since <archref> is a linking element, links to online finding aids or web sites for the archival resource being referenced may be easily made at the point of encoding or in the future.
Order: following <dsc>
Revision Date: 4/15/03
3.3.8.6 Separated Material
Tag:Description:
See Also:The <separatedmaterial> element is used to encode information about materials that are associated by provenance to the materials described in the finding aid but that have been physically separated, either by the repository or before they were received.
Labels/heads:Section 3.3.3.4, Processing Information Go to Section
Encoding Analog:Choose or formulate head appropriate to content, e.g.
- Transferred Material
- Material Cataloged Separately
- Olmsted Associate Records in Other Institutions
Other Attributes:544 0
Subelements:n/a/
Tagging Example 1:Generic text formatting elements such as <note>, <list> and <table> can also be used directly under <separatedmaterial>. See Tag Library for full list of valid subelements.
Separated material at LC and elsewhere in paragraph format
<head>Olmsted Associates Records in Other Institutions</head>
<p>An extensive collection of additional Olmsted Associates
records, including graphic material related to this collection, is
located at the Frederick Law Olmsted National Historical Site in
Brookline, Massachusetts. Records for the period 1870-1910 also
are included in the Subject File of the <archref href="http://hdl.loc.gov/loc.mss/eadmss.ms001019" show="new" actuate="onrequest"><origination>Frederick Law Olmsted</origination>
Papers </archref> in the Library of Congress.</p>
</separatedmaterial>
Separated material at LC and elsewhere in paragraph format
Olmsted Associates Records in Other Institutions
An extensive collection of additional Olmsted Associates records,
including graphic material related to this collection, is located at
the Frederick Law Olmsted National Historical Site in Brookline,
Massachusetts. Records for the period 1870-1910 also are included in
the Subject File of the Frederick Law Olmsted Papers in the Library of
Congress.
Tagging Example 2:
Detailed description of transfers within the Library
<head>Transferred Material</head>
<p>Some material received with this collection has been
transferred to other divisions of the Library, where they have
been identified as part of these papers. Photographs, slides, and
drawings have been transferred to the Prints and Photographs
Division. Maps of Germany, Berlin, Dessau, Hessen, Thuringen,
central European railways, central Europe and the Berlin Crisis of
1960, and fighting fronts of World War II have been transferred to
the Geography and Map Division An audiotape of a lecture by
Dearstyne on the Bauhaus has been transferred to the Motion
Picture, Broadcasting and Recorded Sound Division. Books,
articles, and pamphlets on a variety of topics have been
transferred to the Rare Book and Special Collections Division. </p>
</separatedmaterial>
Detailed description of transfers within the Library
Transferred Material Some material received with this collection has been transferred to other divisions of the Library, where they have been identified as part of these papers. Photographs, slides, and drawings have been transferred to the Prints and Photographs Division. Maps of Germany, Berlin, Dessau, Hessen, Thuringen, central European railways, central Europe and the Berlin Crisis of 1960, and fighting fronts of World War II have been transferred to the Geography and Map Division An audiotape of a lecture by Dearstyne on the Bauhaus has been transferred to the Motion Picture, Broadcasting and Recorded Sound Division. Books, articles, and pamphlets on a variety of topics have been transferred to the Rare Book and Special Collections Division.Comments:
- Separated material may consist of paragraphs (Examples 1-2) or be in list or table format; it also may consist exclusively of <archref> elements which need no further formatting.
- In the past, <processinfo> was used to describe the transfer of material to other Library divisions. Current LC practice is to encode such information as <separatedmaterial>; a brief listing may still be included in the administrative <descgrp> (see Section 3.3.3, Administrative Information, Example 1) while a detailed listing of transferred material might be listed elsewhere with other adjunct information (see Example 2 above).
Order: following <dsc> or within <descgrp type="admininfo">
Revision Date: 05/05/08