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
3.3.3 Administrative Information
3.3.3 SECTIONS: Acquisition Information | Custodial History | Accruals | Processing Information | Appraisal | Conditions Governing Use | Conditions Governing Access | Alternate Form of the Materials Available | Preferred Citation of the Material
Tag:Description:<descgrp type="admininfo">
See Also:This wrapper element assembles background information that users may need to gain access to the archival materials, place the materials in context, and make use of the information contained therein. This information also assists repositories in some aspects of collection management. Administrative information may have been recorded in multiple places in legacy finding aids but should be pulled together in the EAD finding aid.
Elements listed below fall into several general groups, which may be thought of describing the collection in the following terms:
- Where it came from: <acqinfo>, <custodhist>, <accruals>
- What the repository did with it: <processinfo>, <appraisal>
- What users can do with it: <userestrict>, <accessrestrict>
- Formats available for use: <altformavail>
- How to cite: <prefercite>
LC Practice requires the inclusion of administrative information within the generic grouping element <descgrp type="admininfo"> bundle in LC finding aids. Although EAD 2002 makes these elements available directly within <archdesc>, we have found it useful to hold this key information together in a labelled section of the finding aid. The new elements <originalsloc> and <phystech> may be grouped within this <descgrp> as well as used within components.
Labels/heads:Section 3.3.7.4, Expanded Description of Components Go to Section
Subelements:Recommended content of required <head>:
- Administrative Information
Tagging Example 1:Recommended order. Use of subelements should follow divisional policies. All subelements except <head> may be repeated.
- <head> Required
- <acqinfo> Required See 3.3.3.1, Acquisition Information
- <custodhist> Recommended if applicable See 3.3.3.2, Custodial History
- <accruals> See 3.3.3.3, Accruals
- <processinfo> See 3.3.3.4, Processing Information
- <appraisal> See 3.3.3.5, Appraisal
- <userestrict> Required if applicable/Recommended See 3.3.3.6, Conditions Governing Use
- <accessrestrict> Required if applicable/Recommended See 3.3.3.7, Conditions Governing Access
- <phystech> See Tag Library
- <altformavail> Required if applicable See 3.3.3.8, Alternate Form of the Materials Available
- <originalsloc> See Tag Library
- <prefercite> Recommended See 3.3.3.9, Preferred Citation of the Material
Heads provided for subelements
<head>Administrative Information</head>
<acqinfo encodinganalog="541">
<head>Provenance</head>
<p>The papers of Susan Q. Archivista, archivist and
philanthropist, were given to the Library of Congress by Josiah
Quincy and Sally Rae Archivista in 1978. An addition to the
collection includes items purchased by the Library in 1998. </p>
</acqinfo>
<custodhist encodinganalog="561">
<head>Custodial History</head>
<p>The collection consists essentially of those papers which
were in Archivista's library at the time of her death in
1980. They relate principally to her career during and after the
Cold War. Of her earlier papers, the bulk was destroyed when her
house in Rochester, New York, exploded in 1972. </p>
</custodhist>
<accruals encodinganalog="584">
<head>Accruals</head>
<p>No further accruals are expected to this collection.</p>
</accruals>
<processinfo encodinganalog="583">
<head>Processing History</head>
<p>Part I of the papers of Susan Q. Archivista was processed and
described in 1978. Additional material received in 1998 was
processed as Part II in 1999. A description of the Archivista
Papers appears in <title>Library of Congress Information Bulletin,
</title> 48 (18 September 1989), pp. 321-322.</p>
</processinfo>
<separatedmaterial encodinganalog="544 0">
<head>Transfers</head>
<p>Some photographs have been transferred to the Library's
Prints and Photographs Division where they are identified as a
part of these papers. </p>
</separatedmaterial>
<appraisal encodinganalog="583$a">
<head>Appraisal</head>
<p>Duplicates and extraneous material have been returned to the
donor in accordance with the instrument of gift. </p>
</appraisal>
<userestrict encodinganalog="540">
<head>Copyright Status</head>
<p>The status of copyright in the unpublished writings of Susan
Q. Archivista is governed by the Copyright Law of the United
States (Title 17, U.S.C.). </p>
</userestrict>
<userestrict encodinganalog="540">
<head>Restrictions</head>
<p>Restrictions apply concerning the use, photoduplication, or
publication of items in this collection. Consult a reference
librarian in the Manuscript Division for information concerning
these restrictions. </p>
</userestrict>
<accessrestrict encodinganalog="506">
<head>Security Classified Documents</head>
<p>Government regulations control the use of security classified
material in this collection. Manuscript Division staff can
furnish information concerning access to and use of classified
items. </p>
</accessrestrict>
<phystech encodinganalog="538">
<head>System Requirements</head>
<p>IBM-compatible PC; 4MB RAM; Windows 3.1 or
higher; CD-ROM drive with Microsoft extensions (MSCDEX 2.1 or
greater); 12MB free hard disk space. </p>
</phystech>
<altformavail encodinganalog="530">
<head>Microfilm</head>
<p>A microfilm edition of these papers is available on seventeen
reels. Consult a reference librarian in the Manuscript Division
concerning availability for purchase or interlibrary loan. </p>
</altformavail>
<originalsloc encodinganalog="535">
<head>Location of Originals</head>
<p>The collection includes microfilmed Archivista correspondence
with Roy G. Biv reproduced from the Biv Papers at the University
of Ashtabula. </p>
</originalsloc>
<prefercite encodinganalog="524">
<head>Preferred Citation</head>
<p>Researchers wishing to cite this collection should include
the following information: Container number, Susan Q. Archivista
Papers, Manuscript Division, Library of Congress, Washington,
D.C. </p>
</prefercite>
</descgrp>
Heads provided for subelements; colons following heads supplied by stylesheet
Administrative Information Provenance: The papers of Susan Q. Archivista, archivist and philanthropist, were given to the Library of Congress by Josiah Quincy and Sally Rae Archivista in 1978. An addition to the collection includes items purchased by the Library in 1998. Custodial History: The collection consists essentially of those papers which were in Archivista's library at the time of her death in 1980. Of her earlier papers, the bulk was destroyed when her house in Rochester, New York, exploded in 1972. Accruals: No further accruals are expected to this collection. Processing History: Part I of the papers of Susan Q. Archivista was processed and described in 1978. Additional material received in 1998 was was processed as Part II in 1999. A description of the Archivista Papers appears in the Library of Congress Information Bulletin, 48 (18 September 1989), pp. 321-322. Transfers: Some photographs have been transferred to the Library's Prints and Photographs Division where they are identified as a part of these papers. Appraisal: Duplicates and extraneous material have been returned to the donor in accordance with the instrument of gift. Copyright Status: The status of copyright in the unpublished writings of Susan Q. Archivista is governed by the Copyright Law of the United States (Title 17, U.S.C.). Restrictions: Restrictions apply concerning the use, photoduplication, or publication of items in this collection. Consult a reference librarian in the Manuscript Division for information concerning these restrictions. Security Classified Documents: Government regulations control the use of security classified material in this collection. Manuscript Division staff can furnish information concerning access to and use of classified items. System Requirements: IBM-compatible PC; 4MB RAM; Windows 3.1 or higher; CD-ROM drive with Microsoft extensions (MSCDEX 2.1 or greater); 12MB free hard disk space. Microfilm: A microfilm edition of these papers is available on seventeen reels. Consult a reference librarian in the Manuscript Division concerning availability for purchase or interlibrary loan. Location of Originals: The collection includes microfilmed correspondence between Archivista and Roy G. Biv reproduced from the Biv Papers at the University of Ashtabula. Preferred Citation: Researchers wishing to cite this collection should include the following information: Container number, Susan Q. Archivista Papers, Manuscript Division, Library of Congress, Washington, D.C.Comments:
- Administrative information elements, normally enclosed within the <descgrp> wrapper, may also be tagged separately. For example, if there were a need for <accessrestrict> to appear after the collection summary but for the <custodhist> to appear after the <bioghist>, each of those elements could be entered directly or included in a <descgrp> wrapper which includes any elements except those subordinate to <dsc> or <did>.
- Similarly, other elements such as those formerly subordinate to <add> may be included in the <descgrp> wrapper used for administrative information. For example, <separatedmaterial> describing transfers to other Library divisions could be included in this wrapper.
- Administrative elements may be repeated to provide appropriate heads for each paragraph, such as a copyright statement and other restrictions on use. It is recommended but not required that these elements occur sequentially. See Example 1.
- Administrative information subelements may also be used at the component level, for instance to indicate that a particular series is available on microfilm. See also 3.3.7.4, Expanded Description of Components.
Order: following <did> and preceding <bioghist>
Revision Date: 5/2/08
3.3.3.1 Acquisition Information
Tag:Description:<acqinfo>
Labels/heads:Information about the immediate source of collection materials and the circumstances (e.g., gift, transfer, purchase, deposit) under which materials were received.
LC Practice requires the inclusion of acquisition information within <descgrp type="admininfo">.
Encoding Analog:Recommended content of required <head>:
- Provenance
Tagging Example 1:541
Materials acquired by various methods
<head>Provenance</head>
<p>The papers of Caleb Cushing, lawyer, author, and diplomat, were given to
the Library of Congress by his niece, Margaret W. Cushing,
1935-1942. Several small additions have been acquired through purchase,
gift, and transfer, 1906-1995. </p>
</acqinfo>
Materials acquired by various methods
Provenance: The papers of Caleb Cushing, lawyer, author, and diplomat, were given to the Library of Congress by his niece, Margaret W. Cushing, 1935-1942. Several small additions have been acquired through purchase, gift, and transfer, 1906-1995.Comments:
Order: first subelement within <descgrp type="admininfo">Do not confuse with <custodhist>, which describes the physical and intellectual custody of collection materials prior to their receipt by the repository.
Revision Date: 03/05/03
3.3.3.2 Custodial History
Tag:Description:
Labels/heads:Information about the previous chain of custody of the collection materials described; this may describe both physical possession and intellectual custody of materials that may assist a researcher in determining the authenticity and interpretation of such materials. This description supplements information pertaining to the receipt of collection material at LC, which is recorded in <acqinfo>.
LC Practice recommends the inclusion of custodial history where applicable within <descgrp type="admininfo">.
Encoding Analog:Recommended content of required <head>:
- Custodial History
Tagging Example 1:561
Illustrating relationship between <acqinfo> and <custodhist>
<head>Provenance</head>
<p>The papers of Frederick Douglass, abolitionist, orator, journalist,
diplomat, and public official, were acquired by the Library of
Congress by transfer and gift. In response to a request from the
Librarian of Congress, the Park Service transferred the papers to
the Library of Congress between 1972 and 1974. A small addition
given to the Library by Fannie Douglass in 1973 was organized and
described with the main collection received from the Park Service.
... </p>
</acqinfo>
<custodhist encodinganalog="561">
<head>Custodial History</head>
<p>The collection consists essentially of those papers which were in
Douglass's library at the time of his death in 1895. They relate
principally to his career during and after the Civil War. Of his
earlier papers, the bulk was destroyed when his house in Rochester,
New York, burned in 1872. ... </p>
</custodhist>
Illustrating relationship between <acqinfo> and <custodhist>
Provenance
The papers of Frederick Douglass, abolitionist, orator, journalist,
diplomat, and public official, were acquired by the Library of
Congress by transfer and gift. In response to a request from the
Librarian of Congress, the Park Service transferred the papers to the
Library of Congress between 1972 and 1974. A small addition given to
the Library by Fannie Douglass in 1973 was organized and described
with the main collection received from the Park Service. ...
Custodial History
The collection consists essentially of those papers which were in
Douglass's library at the time of his death in 1895. They relate
principally to his career during and after the Civil War. Of his
earlier papers, the bulk was destroyed when his house in Rochester,
New York, burned in 1872. ...
Comments:
Order: following <acqinfo> and preceding <accruals>This element has not yet been used at LC.
Revision Date: 3/5/03
3.3.3.3 Accruals
Tag:Description:<accruals>
Labels/heads:Information about anticipated additions to the materials being described, such as date, frequency, or quantity of anticipated additions. Repositories may wish to indicate simply that future additions to a collection are expected, or conversely, that no further additions are expected.
LC Practice requires that if this element is used, it should be bundled within <descgrp type="admininfo">.
Encoding Analog:Recommended content of required <head>:
- Accruals
Tagging Example 1:584
Collection is complete (accruals not expected)
<head>Accruals</head>
<p>No further accruals are expected to this collection.</p>
</accruals>
Accruals: No further accruals are expected to this collection.Comments:
- Used primarily for archival records; may be useful in other situations such as collections which accrue ongoing donations from a living donor or collections where new materials is received on a regular basis.
Order: following <custodhist> and preceding <processinfo>
Revision Date: 3/05/03
3.3.3.4 Processing Information
Tag:Description:
See Also:Information about accessioning, arranging, describing, preserving, storing, or otherwise preparing the described materials for research use. This information may include:
- who processed the original collection materials
- who created the finding aid (intellectual content)
- what sorts of data migration or reformatting took place
LC Practice requires that if this element is used, it should be bundled within <descgrp type="admininfo">.
Labels/heads:Section 3.3.3.8, Alternate Form of the Materials Available Go to Section
Section 3.3.8.6, Separated Materials Go to Section
Encoding Analog:Choose or formulate required <head> appropriate to content, e.g.
- Processing History
- Location of Materials
- Reformatted Materials
Tagging Example 1:583
Initial processing, additions, and published LC description
<head>Processing History</head>
<p>The papers of Caleb Cushing were initially arranged and described
between 1961 and 1962. Additional material was incorporated into the
collection in 1984 and in 1999. A description of the Caleb Cushing
Papers appeared in the <title>Report of the Librarian of Congress,
1936, </title> p. 33.</p>
</processinfo>
Initial processing, additions, and published LC description
Processing History: The papers of Caleb Cushing were initially arranged and described between 1961 and 1962. Additional material was incorporated into the collection in 1984 and in 1999. A description of the Caleb Cushing Papers appeared in the Report of the Librarian of Congress, 1936, p. 33.Tagging Example 2:
Notes processing of collection and revision of finding aid; names processors
<head>Processing History</head>
<p>Robin Fanslow accessioned, arranged, and processed this
collection. She curated the online presentation and prepared the
pre-EAD collection guide for all original and additional materials
in June 1999. Nora Yeh revised this finding aid during the process
of encoding. </p>
</processinfo>
Notes processing of collection and revision of finding aid; names processors
Processing History: Robin Fanslow accessioned, arranged, and processed this collection. She curated the online presentation and prepared the pre-EAD collection guide for all original and additional materials in June 1999. Nora Yeh revised this finding aid during the process of encoding.Tagging Example 3:
Identifies conversion of sound recordings unavailable for public use
<head>Reformatted Materials</head>
<p>Reference copies of audio materials on 10-inch reel-to-reel tape
have been made for service in the AFC reading room. The original 36
12-inch acetate-on-aluminum discs (AFS 3905-3940) and the 5 10-inch
preservation reel-to-reel tape copies (LWO 4872: reels 255-259) are
stored in the Motion Picture, Broadcasting and Recorded Sound
Division, Library of Congress. </p>
</processinfo>
Identifies conversion of sound recordings unavailable for public use
Reformatted Materials Reference copies of audio materials on 10-inch reel-to-reel tape have been made for service in the AFC reading room. The original 36 12-inch acetate-on-aluminum discs (AFS 3905-3940) and the 5 10-inch preservation reel-to-reel tape copies (LWO 4872: reels 255-259) are stored in the Motion Picture, Broadcasting and Recorded Sound Division, Library of Congress.Tagging Example 4:
Notes reformatting of electronic data via WordPerfect to paper form
<head>Reformatted Materials</head>
<p>Speeches and other documents created using MORE 3.0, an
outlining/text editing program for Apple computers that is no
longer commercially available or supported, have been converted to
WordPerfect 8.0 files and printed during the processing of the
collection. No attempt was made to recover original formatting or
typographic elements. The print copies note the file date of the
version received as part of the collection, as well as the date
they were printed by the repository. </p>
</processinfo>
Notes reformatting of electronic data via WordPerfect to paper form
Reformatted Materials Speeches and other documents created using MORE 3.0, an outlining/text editing program for Apple computers that is no longer commercially available or supported, have been converted to WordPerfect 8.0 files and printed during the processing of the collection. No attempt was made to recover original formatting or typographic elements. The print copies note the file date of the version received as part of the collection, as well as the date they were printed by the repository.Comments:
- The data recorded in this element will vary according to divisional policies. For instance, Manuscript Division uses <processinfo> to record dates and types of major processing activities (e.g., additions to the collection) only after initial processing and guide creation has taken place. It also records information about LC publications that further describe the collection. See Example 1.
- Processing information may include names of processors and dates of processing as well as any notable or unusual processing activities. The <processinfo> element may be used to describe original processing or further processing later in time. Routine processing need not be recorded and use of this element is not always required if it repeats information already available in header and title page display. Follow local practice in what's recorded here. See Example 2.
- 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 Section 3.3.8.6, Separated Material, Example 2).
- Processing information for electronic records may include information about reformatting or migration of data which does not result in alternate forms available for public use, such as when the original is not usable or data has been migrated to a usable form. See Example 3 and Example 4. If original material is still available for public use, these newly formatted versions would be listed in <altformavail> instead.)
Order: following <accruals> and preceding <appraisal>
Revision Date: 05/02/08
3.3.3.5 Appraisal
Tag:Description:
Labels/heads:Information about criteria for determining the archival value of documentary material for acquisition or retention by an archival repository. ("Appraisal" in this sense does not pertain to determining monetary value of collection material.) This element can be used to document both original appraisal decisions and reappraisals that resulted in significant weeding or deaccessioning.
LC Practice requires that if this element is used, it should be bundled within <descgrp type="admininfo">.
Encoding Analog:Recommended content of required <head>:
- Appraisal
- Retention Criteria
Tagging Example 1:583$a
Disposition of material not retained as result of appraisal decision
<head>Appraisal</head>
<p>Duplicates and extraneous material have been returned to the
donor in accordance with the instrument of gift. </p>
</appraisal>
Appraisal: Duplicates and extraneous material have been returned to the donor in accordance with the instrument of gift.Comments:
Repeatable: yesUsed primarily for archival records; unlikely to be used at LC.
Order: following <processinfo> and before <userestrict>
Revision Date: 03/05/03
3.3.3.6 Conditions Governing Use
Tag:Description:
See Also:Information about conditions that affect use of the described materials after access has been granted, such as limitations, regulations, or special procedures regarding reproduction, publication, or quotation of the materials. This element may also indicate the absence of restrictions, such as when copyright or literary rights have been dedicated to the public.
LC Practice requires the inclusion of information about the presence of restrictions on use within <descgrp type="admininfo">. If there are no restrictions on use, it is recommended that this be noted.
Labels/heads:Section 3.3.3.7, Conditions Governing Access Go to Section
Encoding Analog:Choose or formulate required <head> appropriate to content, e.g.
- Restrictions
- Copyright Status
Tagging Example 1:540
Generic statement of restrictions on use
<head>Restrictions</head>
<p>Restrictions apply concerning the use, photoduplication, or
publication of items in this collection. Consult a reference
librarian in the Manuscript Division for information concerning
these restrictions. </p>
</userestrict>
Generic statement of restrictions on use
Restrictions: Restrictions apply concerning the use, photoduplication, or publication of items in this collection. Consult a reference librarian in the Manuscript Division for information concerning these restrictions.Tagging Example 2:
Copyright notice (status of copyright is unknown)
<head>Copyright Status</head>
<p> The status of copyright in the unpublished writings of John Doe
is governed by the Copyright Law of the United States (Title 17,
U.S.C.). </p>
</userestrict>
Copyright notice (status of copyright is unknown)
Copyright Status The status of copyright in the unpublished writings of John Doe is governed by the Copyright Law of the United States (Title 17, U.S.C.).Tagging Example 3:
Copyright retained by creator
<head>Restrictions</head>
<p>The National Broadcasting Company retains the rights governing
subsequent use of materials in the collection. For permission to quote
or republish materials from the collection contact the National
Broadcasting Company.</p>
</userestrict>
Copyright retained by creator
Restrictions: The National Broadcasting Company retains the rights governing subsequent use of materials in the collection. For permission to quote or republish materials from the collection contact the National Broadcasting Company.Comments:
Repeatable: yesDo not confuse with <accessrestrict>, which deals with conditions governing access to collection materials rather than the use that may be made of them once access is obtained.
Order: following <appraisal> and preceding <accessrestrict>
Revision Date: 3/5/03
3.3.3.7 Conditions Governing Access
Tag:Description:
See Also:Information about conditions that affect the availability of the materials described in the finding aid. Such restrictions may include those imposed by donors or by government security classification. This element can also be used to state the absence of any access restrictions.
LC Practice requires the inclusion of information about the presence of restrictions on access within <descgrp type="admininfo">. If there are no restrictions on access, it is recommended that this be noted.
Labels/heads:Section 3.3.3.6, Conditions Governing Use Go to Section
Encoding Analog:Choose or formulate required <head> appropriate to content, e.g.
- Access
- Security Classified Documents
Tagging Example 1:506
Security restrictions on access
<head>Security Classified Documents</head>
<p>Government regulations control the use of security classified
material in this collection. Manuscript Division staff can furnish
information concerning access to and use of classified items. </p>
</accessrestrict>
Security restrictions on access
Security Classified Documents: Government regulations control the use of security classified material in this collection. Manuscript Division staff can furnish information concerning access to and use of classified items.Tagging Example 2:
Access is unrestricted
<head>Access</head>
<p>Listening and viewing access to the collection is
unrestricted. Listening copies of the recordings are available at
the Folklife Reading Room as well as online. </p>
</accessrestrict>
Access is unrestricted
Access: Listening and viewing access to the collection is unrestricted. Listening copies of the recordings are available at the Folklife Reading Room as well as online.Comments:
Repeatable: yesThis element should not be confused with <userestrict>, which deals with conditions governing the use a researcher may make of the papers once access has been obtained.
Order: following <userestrict> and preceding <altformavail>
Revision Date: 03/05/03
3.3.3.8 Alternate Form of the Materials Available
Tag:Description:
See Also:Availability of all or part of the collection material in multiple formats for patrons to use, such as microform, digital, paper facsimile, or reformatted audio or video materials. Information about the material might include the format of the alternate form, its extent, identifying codes, and the source/procedure for ordering copies. This is not the place to record all forms of content contained within the collection.
If copies exist in more than one format, <altformavail> may be repeated with a head appropriate to its content.
LC Practice requires the inclusion of information about alternate forms of material if such exist within <descgrp type="admininfo">.
Labels/heads:Section 3.3.7.4, Expanded Description of Components (discussion of <daogrp>) Go to Section
Encoding Analog:Choose or formulate required <head> appropriate to content, e.g.
- Microform
- Microfilm
- Electronic Format
Tagging Example 1:530
Extent and terms of availability of microfilm edition of entire collection
<head>Microfilm:</head>
<p>A microfilm edition of these papers on eighteen reels is
available from the Library's Photoduplication Service for purchase
subject to the Copyright Law of the United States (Title 17,
U.S.C.). This microfilm edition may also be requested on
interlibrary loan through the Library's Loan Division. No more than
ten reels may be requested for each loan period of one month. A
copy of the register of the John Doe Papers is available on reel one
of the microfilm edition. </p>
</altformavail>
Extent and terms of availability of microfilm edition of entire collection
Microfilm: A microfilm edition of these papers on eighteen reels is available from the Library's Photoduplication Service for purchase subject to the Copyright Law of the United States (Title 17, U.S.C.). This microfilm edition may also be requested on interlibrary loan through the Library's Loan Division. No more than ten reels may be requested for each loan period of one month. A copy of the register of the John Doe Papers is available on reel one of the microfilm edition.Tagging Example 2:
Availability of part of collection in digitized form
<head>Electronic Format:</head>
<p>Selected items from the papers of the Alexander Graham Bell
family are available on the Library of Congress Web site at <extref href="&bellhome;" show="new" actuate="onrequest">
http://memory.loc.gov/ammem/bellhtml/ </extref>. Of
the 4,700 items selected for digitization, 4,650 items are currently
available in digital format via links provided in the container list
of this register. </p>
</altformavail>
Availability of part of collection in digitized form
Electronic Format: Selected items from the papers of the Alexander Graham Bell family are available on the Library of Congress Web site at http://memory.loc.gov/ammem/bellhtml/. Of the 4,700 items selected for digitization, 4,650 items are currently available in digital format via links provided in the container list of this register.
Location of digitized version given as hot link using <extref> tag
Tagging Example 3:Link to Web includes information about availability of reproductions
<head>Electronic Format</head> <p>See "Hispano Music and Culture of
the Northern Rio Grande: The Juan B. Rael Collection " at <extref href="&raelhome;" show="new" actuate="onrequest">
http://memory.loc.gov/ammem/rghtml/rghome.html/ </extref> which
includes information about ordering audio and photographic
reproductions. </p>
</altformavail>
Link to Web includes information about availability of reproductions
Electronic Format See "Hispano Music and Culture of the Northern Rio Grande: The Juan B. Rael Collection" at http://memory.loc.gov/ammem/rghtml/rghome.html/ which includes information about ordering audio and photographic reproductions.
Location of digitized version given as hot link using <extref> tag
Comments:- If a collection is available in multiple formats (for instance, microform and electronic), separate paragraphs with appropriate headings should be used. See Examples 1 and 2.
- Information about how to order copies, restriction and reproduction of alternate forms, how to view etc., may be included as part of <altformavail>. If such statements are lengthy or are common to many of a division's finding aids, it may be better to make a link to an external entity such as a web site where such information is available. See Example 3.
- Two scenarios may apply in the use of <altformavail> for electronic content:
- 1. Electronic forms of collection material are available in a separate presentation (e.g., Rael collection in American Memory). The finding aid does not contain specific links to collection material at a folder level.
- Action required:
- Include <altformavail> note which links to overall presentation
- No further links are required
- Action required:
- 2. Electronic forms of collection materials are available in a separate presentation (e.g., Bernstein collection in American Memory). The finding aid includes specific links to digitized collection material at a folder level.
- Action required:
- Include <altformavail> note which links to overall presentation
- Include <dao> links from folder listings (or from another level of hierarchy, such as series or subseries) in container list
- Optional: include image concordance <daogrp> providing <daoloc> links to all digital images linked to in the finding aid. This is done directly under <archdesc>, rather than as part of <archdesc><did> as would be done for an illustrative "image sampler."
- Action required:
- 1. Electronic forms of collection material are available in a separate presentation (e.g., Rael collection in American Memory). The finding aid does not contain specific links to collection material at a folder level.
Order: following <accessrestrict> and preceding <prefercite>
Revision Date: 03/05/03
3.3.3.9 Preferred Citation of the Material
Tag:Description:
Labels/heads:Standard statement supplied by the repository to be used in citing its holdings. This may be a generic citation (which may be provided as an entity file) or a citation specific to the collection. If there are varying preferred citation formats for different original media or modes of publication, examples of all the citations relevant to the collection should be provided.
LC Practice recommends the inclusion of information about the form of preferred citation within <descgrp type="admininfo">.
Encoding Analog:Recommended content of required <head>:
- Preferred Citation
Tagging Example 1:524
Manuscript Division citation form
<head>Preferred Citation</head>
<p>Researchers wishing to cite this collection should include the
following information: container number, Susan B. Anthony Papers,
Manuscript Division, Library of Congress, Washington, D.C. </p>
</prefercite>
Manuscript Division citation form
Preferred Citation: Researchers wishing to cite this collection should include the following information: container number, Susan B. Anthony Papers, Manuscript Division, Library of Congress, Washington, D.C.Tagging Example 2:
American Folklife Center citation form
<head>Preferred Citation</head>
<p>Researchers wishing to cite this collection should include the
following information: The Juan B. Rael Collection, Archive of
Folk Culture, American Folklife Center, Library of Congress. </p>
</prefercite>
American Folklife Center citation form
Preferred Citation
Researchers wishing to cite this collection should include
the following information: The Juan B. Rael Collection, Archive of
Folk Culture, American Folklife Center, Library of Congress.
Comments:
- Do not use this element for bibliographic citations of published material (MARC encoding analog 510); these should be tagged using <bibref>.
- It is recommended that each custodial division in LC provide a preferred citation for its materials. This is particularly useful to ensure that researchers find cited material in the correct custodial division, and to distinguish similarly named collections (such as the multiple Walt Whitman collections).
Revision Date: 03/05/03