Related Resources

EAD Best Practices at the Library of Congress
Archival Finding Aids

3.3 Collection-Level Information (Archival Description)

3.3.1 Basic Description: The High-Level <did>

Tag:

<did>

Description:

This wrapper element contains the basic building blocks of description of archival components at any level. At the collection level (or <archdesc><did>), the content of these elements should enable a researcher to determine quickly the relevance of collection materials. It is important to include at least the first eight elements in any collection summary.

LC Practice requires the inclusion of the Collection Summary <did>, which is a mandatory element required by the EAD DTD.

Labels/heads:

Recommended content of required <head>:

Collection Summary

Subelements:

Listed in recommended order. Required elements must be included to conform with LC Practice.

<head> Required

<unittitle> Required See 3.3.1.1, Title of the Unit

<unitdate> Required See 3.3.1.2, Date of the Unit

<unitid> Required See 3.3.1.3, ID of the Unit

<origination> Required See 3.3.1.4, Origination

<physdesc> Required See 3.3.1.5, Physical Description

<materialspec> See Tag Library

<langmaterial> Required See 3.3.1.6, Language of the Material

<repository> Required See 3.3.1.7, Repository

<abstract> Required See 3.3.1.8, Abstract

<note> See 3.3.1.9, Note

<physloc> See 3.3.1.10, Physical Location

<daogrp> See 3.3.1.11, Digital Archival Object Group

Tagging Example 1:

All subelements used

<did>
 <head>Collection Summary</head>
 <unittitle label="Title" encodinganalog="245$a">Carrie Chapman Catt Papers
 <unitdate label="Span Dates" type="inclusive" encodinganalog="245$f" normal="1848/1950">1848-1950</unitdate>
 <unitdate label="Bulk Dates" type="bulk" encodinganalog="245$g" normal="1890/1920">(bulk 1890-1920)</unitdate>
 </unittitle>
 <unitid label="ID No." encodinganalog="590" countrycode="us" repositorycode="dlc">MSS15404</unitid>
 <origination label="Creator">
 <persname encodinganalog="100" source="LCNAF">Catt, Carrie
 Chapman, 1859-1947 </persname>
 </origination>
 <physdesc label="Extent">
 <extent encodinganalog="300">9,500 items including 24 maps</extent>
 <extent encodinganalog="300">31 containers</extent>
 <extent encodinganalog="300">12.4 linear feet</extent>
 <extent encodinganalog="300">18 microfilm reels</extent>
 </physdesc>
 <materialspec label="Scale" encodinganalog="255">1:1,00,000</materialspec>
 <langmaterial label="Language" encodinganalog="546">Collection material in
 <language encodinganalog="041" langcode="eng">English.</language>
 </langmaterial>
 <repository label="Repository" encodinganalog="852">
 <corpname>
 <subarea>Manuscript Division</subarea> Library of
 Congress </corpname>
 <address>
 <addressline>Washington, D.C.</addressline>
 </address>
 </repository>
 <abstract label="Abstract" encodinganalog="520$a">Feminist, lecturer,
 and author. Correspondence, diaries (1911-1923), drafts of speeches
 and articles, subject files, biographical papers, newspaper
 clippings, printed material, and other papers, chiefly 1890-1920,
 relating primarily to Carrie Chapman Catt's efforts on behalf of the
 women's suffrage movement, feminism, and the cause of international
 peace. </abstract>
 <note label="Note" encodinganalog="500$a">
 Although this finding aid provides contextual information about
 the entire collection of Catt papers, the Scope and Content Note,
 Description of Series, and Container List describe Part II only.
 The register for Part I is published and is available in the
 Manuscript Division Reading Room. 
 </note>
 <physloc label="Location" encodinganalog="852$z">The Carrie
 Chapman Catt Papers are stored off-site. Please contact the
 Manuscript Reading Room several days in advance of your visit to
 assure that the containers you wish to consult will be available when
 you arrive. </physloc>
 <daogrp>
 <daodesc>
 <head>Image Sampler</head>
 Explanatory paragraph about representative images from collection.
 </daodesc>
 <daoloc href="&lbphotos.box199;">
 <daodesc>
 Carrie Chapman Catt, head-and-shoulders portrait,
 ... 
 </daodesc>
 </daoloc>
 </daogrp>
</did>

Display Of Tagging Example 1:

All subelements used

                          Collection Summary

     Title:          Carrie Chapman Catt Papers
     Span Dates:     1848-1950
     Bulk Dates:     (bulk 1890-1920)
     ID No.:         MSS15404
     Creator:        Catt, Carrie Chapman, 1859-1947
     Extent:         9,500 items including 24 maps; 31 containers;
                     12.4 linear feet; 18 microfilm reels
     Scale:          1:100,000
     Language:       Collection material in English
     Repository:     Manuscript Division, Library of Congress, 
                     Washington, D.C. 
     Abstract:       Feminist, lecturer, and author. Correspondence,
     diaries (1911-1923), drafts of speeches and articles, subject
     files, biographical papers, newspaper clippings, printed
     material, and other papers, chiefly 1890-1920, relating primarily
     to Carrie Chapman Catt's efforts on behalf of the women's
     suffrage movement, feminism, and the cause of international
     peace.
     Note:           Although this finding aid provides contextual
     information about the entire collection of Catt papers, the
     Scope and Content Note, Description of Series, and Container
     List describe Part II only.  The register for Part I is
     published and is available in the Manuscript Division Reading
     Room.
     Location:       The Carrie Chapman Catt Papers are stored
     off-site. Please contact the Manuscript Reading Room several
     days in advance of your visit to assure that the containers
     you wish to consult will be available when you arrive.

                          Image Sampler

     Explanatory paragraph about representative images from collection.


     [Image of Catt]


     Carrie Chapman Catt, head-and-shoulders portrait, ...

Image sampler is part of Collection Summary although it appears to be a new section

Comments:

Since the components of the high-level <did> are key features of indexing and display of LC finding aids, uniformity of practice in this area is particularly desirable in order to achieve the most predictable results.

Repeatable: no
Order: first element within <archdesc> (required by DTD)
Revision Date: 05/01/08

3.3.1.1 Title of the Unit

Tag:

<unittitle>

Description:

Title of materials being described, usually the collection title or title of highest level being described in the finding aid.

LC Practice requires the inclusion of <unittitle> information within the Collection Summary <did>.

See Also:

Section 3.3.1.2, Date of the Unit Go to Section

Labels/heads:

Label="Title"

Encoding Analog:

245$a (include other subfields if they are part of the title transcription).

Subelements:

<unitdate>

See Tag Library for full list of valid subelements.

Tagging Example 1:

Examples of collection titles

<unittitle label="Title" encodinganalog="245$a">
Susan B. Anthony Papers</unittitle>
<unittitle label="Title" encodinganalog="245$a">
MacDowell Colony Records</unittitle>
<unittitle label="Title" encodinganalog="245$a">
Pierre and Jacques Dupuy Collection</unittitle>
<unittitle label="Title" encodinganalog="245$a">
William Duane Letters</unittitle>
<unittitle label="Title" encodinganalog="245$a">
National Urban League Southern Regional Office Records</unittitle>
<unittitle label="Title" encodinganalog="245$a">
Job Pierson Family Papers</unittitle>
<unittitle label="Title" encodinganalog="245$a">
Key-Cutts-Turner Family Papers</unittitle>
<unittitle label="Title" encodinganalog="245$a">
Ken McCormick Collection of Doubleday & Company Records</unittitle>
<unittitle label="Title" encodinganalog="245$a">
Herndon-Weik Collection of Lincolniana</unittitle>
<unittitle label="Title" encodinganalog="245$a">
Walt Whitman Papers in the Charles E. Feinberg Collection</unittitle>

Display Of Tagging Example 1:

Examples of collection titles

Title:        Susan B. Anthony Papers
Title:        MacDowell Colony Records
Title:        Pierre and Jacques Dupuy Collection
Title:        William Duane Letters
Title:        National Urban League Southern Regional Office Records
Title:        Job Pierson Family Papers
Title:        Key-Cutts-Turner Family Papers 
Title:        Ken McCormick Collection of Doubleday & Company Records
Title:        Herndon-Weik Collection of Lincolniana
Title:        Walt Whitman Papers in the Charles E. Feinberg Collection

Tagging Example 2:

Inclusive dates given as subelement within <unittitle>

<unittitle label="Title" encodinganalog="245$a">Carrie Chapman Catt Papers
<unitdate label="Dates" type="inclusive" encodinganalog="245$f" normal="1848/1950">1848-1950</unitdate>
</unittitle>

Display Of Tagging Example 2:

Inclusive dates given as subelement within <unittitle>

Title: Carrie Chapman Catt Papers, 1848-1950

Stylesheet uses label from <unittitle> and supplies comma at end; suppresses display of unitdate label and displays both fields on one line

Tagging Example 3:

Inclusive dates given as subelement within <unittitle>

<unittitle label="Title" encodinganalog="245$a">MacDowell Colony Records
 <unitdate label="Dates" type="inclusive" encodinganalog="245$f" normal="1869/1970">1869-1970
 </unitdate>
</unittitle>

Display Of Tagging Example 3:

Inclusive dates given as subelement within <unittitle>

Title:         MacDowell Colony Records
Dates:         1869-1970

Stylesheet uses labels from <unittitle> and <unitdate> and displays each on separate line

Comments:

Titles should be descriptive enough to stand as the primary access element (e.g., "Shirley Jackson Papers" rather than "Papers") Give the collection title in direct order, unless your cataloging practice varies. If the collection consists of only one type of material, that format may be reflected in the title. See Example 1 for aggregated list of illustrative titles.
<unitdate> may be used outside the <unittitle>, but LC Practice mandates its inclusion within <unittitle>. The date may be displayed on the same line as the title (Example 2) or on different lines (Example 3) depending on the stylesheet used.
No punctuation should be supplied between <unittitle> and its component <unitdate>, although a space should be left before the <unitdate> for cases when both will display on one line. Experience shows that the placement of <unittitle> and <unitdate> information in the Collection Summary varies considerably in Library and outside implementation, and omission of punctuation between the two elements is least likely to result in inappropriate display. See Example 2 and Example 3.

Order: First element after <head> in Collection Summary
Revision Date: 05/01/08

3.3.1.2 Date of the Unit

Tag:

<unitdate>

Description:

Dates of the materials comprising the collection; the dates may be given as inclusive, bulk, or both.

LC Practice requires the inclusion of unitdate information within the Collection Summary <did>.

Labels/heads:

Suggested content:

Label="Dates" (may be used for any type)

Label="Span Dates" (type="inclusive")

Label="Bulk Dates" (type="bulk")

Encoding Analog:

260$c (for any type dates, according to visual material cataloging practice); 245$f (type="inclusive" or type="single"), according to DACS cataloging practice; or 245$g (type="bulk") according to DACS cataloging practice

Other Attributes:

type="inclusive" or "bulk" Required

normal (normalize according to ISO8601 in yyyy-mm-dd format) Required

calendar="gregorian" Default value

era="ce" Default value for common/Christian era

datechar="creation" Recommended

See Tag Library for full list of valid subelements and their attributes.

Tagging Example 1:

Illustrates use of inclusive and bulk dates, encoded separately with encoding analogs from MARC record for DACS cataloging

<unittitle label="Title" encodinganalog="245$a">Wilbur and Orville Wright Papers
 <unitdate label="Span Dates" type="inclusive" encodinganalog="245$f" normal="1932/1970" datechar="creation">1932-1970</unitdate>
 <unitdate label="Bulk Dates" type="bulk" encodinganalog="245$g" normal="1944/1955" datechar="creation">(bulk 1944-1955)</unitdate>
</unittitle>

Display Of Tagging Example 1a:

Stylesheet displays <unitdate> on same line as unittitle without <unitdate> labels

Title:  Wilbur and Orville Wright Papers, 1932-1970 (bulk 1944-1955)

Display Of Tagging Example 1b:

Stylesheet displays each <unitdate> on separate line using label attribute

Title:       Wilbur and Orville Wright Papers
Span Dates:  1932-1970
Bulk Dates:  (bulk 1944-1955)

Display Of Tagging Example 1c:

Stylesheet displays <unitdate> on separate line from <unittitle>, using label display for the first (inclusive) dates.

Title:        Wilbur and Orville Wright Papers
Span Dates:   1932-1970, (bulk 1944-1955)

Tagging Example 2:

Illustrates use of span and bulk dates; encoding analog follows visual material cataloging practice

<unittitle label="Title" encodinganalog="245$a">Visual Materials from
the National Association for the Advancement of Colored People Records
 <unitdate label="Span Dates" type="inclusive" encodinganalog="260$c" normal="1838/1969" datechar="creation">circa 1838-1969</unitdate>
 <unitdate label="Bulk Dates" type="bulk" encodinganalog="260$c" normal="1944/1955" datechar="creation">bulk 1944-1955</unitdate>
</unittitle>

Display Of Tagging Example 2:

Stylesheet displays <unitdate> on same line as unittitle without <unitdate> labels; parentheses are supplied around <unitdate type="bulk">

Title:   Visual Materials from the National Association for the
Advancement of Colored People Records, circa 1838-1969 (bulk 1944-1955)

Tagging Example 3:

Illustrates use of "inclusive" attribute value and encodinganalog as 260

<unittitle label="Title" encodinganalog="245$a">The Juan B. Rael Collection
<unitdate label="Dates" type="inclusive" encodinganalog="260$c" normal="1940" datechar="creation">1940</unitdate>
</unittitle>

Display Of Tagging Example 3:

Stylesheet displays <unitdate> on separate line using label attribute

Title:     The Juan B. Rael Collection
Dates:     1940

Comments:

Always give span and bulk dates in separate <unitdate> fields in order to supply the appropriate TYPE, LABEL, ENCODINGANALOG, and NORMAL attributes. It is still possible to display the dates on the same line as the <unittitle> and without labels, and offers the broadest range of display and retrieval options. See Example 1 for practice using DACS and Example 2 for practice using visual material cataloging rules.
Use only one <unitdate> when there is only one date (Example 3) or when there are no bulk dates to accompany the inclusive dates.
Do not put a comma between <unittitle> and <unitdate>, but make sure there is a space before the opening <unitdate> tag. It is equally possible to display the two elements on the same line (omitting the label for <unitdate>) and to put them on different lines (labeling the <unitdate>).
Always supply a label for dates. However, it is not necessary to supply a label for bulk dates if there is no desire to display them on a separate line from inclusive dates.
Set the TYPE attribute for all <unitdate> elements. The most common value, "inclusive", can be set as the default value in creation and conversion tools.
Set the NORMAL attribute to take advantage of date searching (not yet implemented at LC). It may take some time to develop date normalization tools and macros.
Normalize dates following ISO 8601 in yyyy-mm-dd format. Follow this normalization standard also for <date> elements normalized in the <eadheader> and elsewhere as appropriate. Note that examples in the current EAD Tag Library do not illustrate the use of this standard.
It is not necessary to set attributes CALENDAR and ERA explicitly for <unitdate> elements at the Collection Summary level, as default values arer supplied by the DTD. Set these attributes if their values differ from the defaults of Gregorian calendar and common/Christian era.
Set the DATECHAR attribute with value "creation." Creation dates are "the date(s) at which the unpublished documents in the unit being described were originally created or captured in some material form," in contrast with other categories such as dates of reproduction or of publication.

Repeatable: yes
Order: Following/within <unittitle> and before <unitid> in Collection Summary
Revision Date: 05/01/08

3.3.1.3 ID of the Unit

Tag:

<unitid>

Description:

Identifying number or alphanumeric string used for control or citation purposes. Supply according to divisional practices. When no such ID is appropriate, use this element to supply unique country and repository codes by means of attribute values; the element will have no other content.

LC Practice requires the inclusion of the <unitid> element within the Collection Summary <did>.

Labels/heads:

Label should be appropriate to content. Do not supply label if <unitid> element has no content.

label="Call No."

label="Collection No."

label="ID No."

Encoding Analog:

050, 090, 099, 590, or other MARC field as appropriate (see catalog record). Do not set an ENCODINGANALOG if element contains boilerplate language.

Other Attributes:

countrycode="US" (Source: ISO 3166) Required
repositorycode="DLC" (Source: ISO15511, which accommodates codes used in MARC Code List for Organizations) Required

Tagging Example 1:

American Folklife Center ID number

Display Of Tagging Example 1:

American Folklife Center ID number

 Call No.:   AFC 1940/002

Tagging Example 2:

Prints & Photographs 050 content

<unitid label="Call No." encodinganalog="050" countrycode="US" repositorycode="DLC">
Guide Record </unitid>

Display Of Tagging Example 2:

Prints & Photographs 050 content

 Call No.:   Guide Record

Tagging Example 3:

MSS ID number from 590 note

Display Of Tagging Example 3:

MSS ID number from 590 note

 ID No.: MSS84292

Comments:

Use this element in order to conform to the ISAD-G international archival standard in supplying required country and repository codes.
If no identification number is given, use appropriate boilerplate language.

Order: following <unittitle><unitdate> and preceding <origination> in Collection Summary
Revision Date: 05/01/08

3.3.1.4 Origination

Tag:

<origination>

Description:

The <origination> element names, in authorized form, the individual/s or organization/s responsible for the creation, accumulation, or assembly of the described materials before their incorporation into an archival repository. There will in almost all cases be an <origination> element, whether or not a cataloging record for the materials uses main entry as a personal or corporate name or enters under title with added entries for the originator/s.

LC Practice requires the inclusion of origination information within the Collection Summary <did>, except in cases listed below.

See Also:

Section 3.3.2.1, Use of Attributes in <controlaccess> Subelements Go to Section

Labels/heads:

(choose as appropriate)

Label="Creator"

Label="Collector"

Encoding Analog:

Encodinganalogs should be set for the subelement <persname>, <famname>, or <corpname> with the following values: 100 (personal or family name main entry), 110 (corporate name main entry), 600 (personal/family name subject entry), 700 (personal/family name added entry), 710 (corporate name added entry).

Other Attributes:

Use role="collector" for <persname>, <famname>, or <corpname> when label="Collector" in <origination>
Use the SOURCE attribute for <persname>, <famname>, or <corpname> in <origination> (value is usually "LCNAF")

Subelements:

Use of one of the following subelements is required:

<persname>

<famname>

<corpname>

Tagging Example 1:

One origination (cataloging record has 1xx field for originator)

<origination label="Collector">
<persname encodinganalog="100" role="collector" source="LCNAF">Cushing, Caleb, 1800-1879, collector</persname>
</origination>

Display Of Tagging Example 1:

One origination (cataloging record has 1xx field for originator)

 Collector: Cushing, Caleb, 1800-1879, collector

Note: includes subfield e for role as collector

Tagging Example 2:

Multiple originators, but one predominates

<origination label="Creator">
<persname encodinganalog="100" source="LCNAF">Roosevelt, Kermit,
1889-1943 </persname>
</origination>

Display Of Tagging Example 2:

Multiple originators, but one predominates

Creator: Roosevelt, Kermit, 1889-1943

Papers of Kermit and Belle Roosevelt; Belle Roosevelt (700) listed in <controlaccess> section.

Tagging Example 3:

Bob Fosse/Gwen Verdon Collection: title main entry with 7xx entry for each originator

<origination label="Creator">
 <persname encodinganalog="700" source="LCNAF">Fosse, Bob,
 1927-1987 </persname>
</origination><origination label="Creator">
 <persname encodinganalog="700" source="LCNAF">Verdon,
 Gwen </persname>
</origination>

Display Of Tagging Example 3:

Bob Fosse/Gwen Verdon Collection: title main entry with 7xx entry for each originator

Creator:   Fosse, Bob, 1927-1987
Creator:   Verdon, Gwen

Tagging Example 4:

No <origination>; family names recorded in <controlaccess> only

<unittitle>Key-Cutts-Turner family papers, 1808-1975</unittitle>

Display Of Tagging Example 4:

No <origination>; family names recorded in <controlaccess> only

Key-Cutts-Turner family papers, 1808-1975

Tagging Example 5:

No origination given (do not record LC as collector)

<unittitle label="Title">California travel diaries, 1849-1851</unittitle>

Display Of Tagging Example 5:

No origination given (do not record LC as collector)

Title: California travel diaries, 1849-1851

Comments:

Use the form of name found in the LC Name Authority File as it appears (usually indirect order), with the content of all subfields included, including role ($e) when given. See Example 1.
When there are multiple originators, but one person or group can be identified as the primary originator, provide the first name (1xx in catalog record) under origination, and include secondary originators. Consult cataloging rules for guidance in making this determination. See Example 2.
When two or more originators are of equal importance (i.e., catalog record has title main entry with 7xx entry for each originator), record each originator within an <origination> tag with appropriate attributes. See Example 3. If there are two originators known to be of equal importance but the catalog entry selects one as main entry, record each originator within an <origination> tag with ENCODINGANALOG set to "100."
When there are a number of originators of equal importance, it may be more appropriate to omit the origination field in Collection Summary and give the originator's names only in the <controlaccess> area. See Example 4.
When no originator can be identified, usually an artificial collection (a topical or format-oriented collections aggregated by the institution), where the catalog record has title main entry, there will be no <origination> and no creator identified in the <controlaccess area). See Example 5.

Repeatable: yes
Order: After <unitid> and before <physdesc> in Collection Summary
Revision Date: 09/17/03

3.3.1.5 Physical Description

Tag:

<physdesc>

Description:

Statement or series of statements of extent regarding holdings of the collection.

LC Practice requires the inclusion of physical description information within the Collection Summary <did>.

Labels/heads:

label="Extent"
label="Physical Description"

Subelements:

<extent encodinganalog="300">

See Tag Library for full list of valid subelements and their attributes.

Tagging Example 1:

Multiple views of one collection given as extents within one <physdesc>

<physdesc label="Extent">
 <extent encodinganalog="300">22 linear feet</extent>
 <extent encodinganalog="300">1600 items</extent>
 <extent encodinganalog="300">16 containers</extent>
 <extent encodinganalog="300">14 reels</extent>
</physdesc>

Display Of Tagging Example 1:

Multiple views of one collection given as separate extents within one <physdesc>; stylesheet displays on one line with label for <physdesc> and supplies semicolons and spaces dividing each <extent>

Extent: 22 linear feet; 1600 items; 16 containers; 14 reels

Tagging Example 2:

Separate descriptions of positive and negative elements comprising collections given as extents within <physdesc>

<physdesc label="Physical Description" encodinganalog="300">
 <extent>4,596 items; photographic prints, photomechanical prints,
 lithographs, engravings, and drawings, most b &w, a few color ;
 various sizes, most 8 x 10 in. or smaller, some as large as 76 x 61
 cm. </extent>
 <extent>200 photographic negatives</extent>
</physdesc>

Display Of Tagging Example 2:

Separate descriptions of positive and negative elements comprising collections given as extents within <physdesc>

Physical Description: 4,596 items; photographic prints,
photomechanical prints, lithographs, engravings, and drawings, most
b&w, a few color ; various sizes, most 8 x 10 in. or smaller, some
as large as 76 x 61 cm.; 200 photographic negatives

Tagging Example 3:

Description of elements comprising collections given as single extent within <physdesc>

<physdesc label="Extent">
 <extent encodinganalog="300">Twenty hours of sound recordings,
 fourteen linear inches of manuscript materials, approximately 130
 linear feet of microfilm, fourteen photographic prints, and one
 moving image.
 </extent>
</physdesc>

Display Of Tagging Example 3:

Description of elements comprising collections given as single extent within <physdesc>

Extent: Twenty hours of sound recordings, fourteen linear inches of
manuscript materials, approximately 130 linear feet of microfilm,
fourteen photographic prints, and one moving image.

Comments:

Information may be encoded within <physdesc> and its subelements at varying levels of complexity. If more specificity is desired for purposes of retrieval or display, follow the guidance of the Tag Library and Application Guidelines in the use of the additional subelements <physfacet>, <dimensions>, and <genreform>.
Descriptive practice within physical description generally consists of multiple views of the collection as a whole (Example 1), or description of the types of material in the collection (Examples 2 and 3).
When presenting multiple views of the collection, the order and content of the statements will generally reflect that of the catalog record, where each statement is found in a separate 300 field. (Examples 1 and 2).
The physical description and extent statements may be broken into separate categories, as for positive and negative photographic media (Example 2).
The content of the ENCODINGANALOG attribute should be "300" without subfields, as the MARC subfields do not map precisely to subelements of <physdesc>.

Repeatable: yes
Order: Following <origination> and before <langmaterial> in Collection Summary
Revision Date: 09/30/03

3.3.1.6 Language of the Material

Tag:

<langmaterial>

Description:

Use the <langmaterial> element with its subelement/s <language> to indicate the language or languages of the material represented in the collection.

LC Practice requires the use of <langmaterial> at the <archdesc> level.

Labels/heads:

Choose as appropriate:

Language:

Languages:

Encoding Analog:

546

Subelements:

<language encodinganalog="041" langcode="eng"> (or appropriate language code) Required

Tagging Example 1:

Multiple languages found in papers

<langmaterial label="Languages" encodinganalog="546">Collection material in
 <language encodinganalog="041" langcode="eng">English,</language>
 <language encodinganalog="041" langcode="ger">German,</language>
 and <language encodinganalog="041" langcode="ita">Italian.</language>
</langmaterial>

Display Of Tagging Example 1:

Multiple languages found in papers

Languages: Collection material in English, German, and Italian.

Comments:

Use the ENCODINGANALOG attribute "546" for <langusage> and "041" for <language>; the latter maps most precisely to the LANGCODE attribute on <language>.
Set the SCRIPTCODE attribute for <language> within <langusage> and <langmaterial> using ISO 15924 only if nonroman script needs to be noted.
Do not confuse <langmaterial> with <langusage>, the <eadheader> element describing the language of the finding aid.

Repeatable: no
Order: After <physdesc> and before <repository>
Revision Date: 05/01/08

3.3.1.7 Repository

Tag:

<repository>

Description:

The institution or agency responsible for providing intellectual access to the materials being described. At the Library of Congress, the repository usually will be the custodial unit or division where the material is available for use.

LC Practice requires the inclusion of repository information within the Collection Summary <did>.

Labels/heads:

Label="Repository"

Encoding Analog:

852

Subelements:

<corpname>
- <subarea>
<address>
- <addressline>

Tagging Example 1:

Illustrates single subarea within LC

<repository label="Repository" encodinganalog="852">
 <corpname>
 <subarea>Prints and Photographs Division</subarea>
 Library of Congress
 </corpname>
 <address>
 <addressline>Washington, D.C.</addressline>
 </address>
</repository>

Display Of Tagging Example 1:

Illustrates single subarea within LC

 Repository: Prints and Photographs Division, Library of Congress,
             Washington, D.C.

Tagging Example 2:

Illustrates multiple terms within one <subarea> element

Display Of Tagging Example 2:

Illustrates multiple terms within one <subarea> element

Repository: Archive of Folk Culture, American Folklife Center, Library
            of Congress, Washington, D.C.

Tagging Example 3:

Multi-divisional finding aid

<repository label="Repository" encodinganalog="852">
 <corpname>
 <subarea>Archive of Folk Culture, American Folklife
 Center </subarea> Library of Congress
 </corpname>
 <address>
 <addressline>Washington, D.C.</addressline>
 </address>
</repository>
<repository label="Repository" encodinganalog="852">
 <corpname>
 <subarea>Motion Picture, Broadcasting and Recorded Sound
Division</subarea>
 Library of Congress
 </corpname>
 <address>
 <addressline>Washington, D.C.</addressline>
 </address>
</repository>
<repository label="Repository" encodinganalog="852">
 <corpname>
 <subarea>Music Division</subarea>
 Library of Congress </corpname>
 <address>
 <addressline>Washington, D.C.</addressline>
 </address>
</repository>
<repository label="Repository" encodinganalog="852">
 <corpname>
 <subarea>Prints and Photographs Division</subarea>
 Library of Congress
 </corpname>
 <address>
 <addressline>Washington, D.C.</addressline>
 </address>
</repository>

Display Of Tagging Example 3:

Multi-divisional finding aid

Repository:     Archive of Folk Culture, American Folklife Center,
                Library of Congress, Washington, D.C.
Repository:     Motion Picture, Broadcasting and Recorded Sound Division,
                Library of Congress, Washington, D.C.
Repository:     Music Division, Library of Congress, Washington, D.C.
Repository:     Prints and Photographs Division, Library of Congress, 
                Washington, D.C.

Comments:

Always encode as <subarea> the reading room where the material is available. This information is displayed as part of search results, and its correct encoding will facilitate the future ordering of search results by <subarea>. See Examples 1-2 for encoding of <subarea>.
Use <address> at its most general form, "Washington, D.C.," for the convenience of users who may be searching a multi-national database.
Use of punctuation: do not include a comma between elements. Rely on stylesheets instead to needed punctuation and spaces between the elements. See Examples 1-3.
For a multi-divisional finding aid, use a new repository tag for each section. See Example 3.

Repeatable: yes
Order: After <langmaterial> and before <abstract> in Collection Summary
Revision Date: 05/01/08

3.3.1.8 Abstract

Tag:

<abstract>

Description:

A brief statement about the creator or collector and the scope of the materials.

LC Practice requires the inclusion of abstract information within the Collection Summary <did>.

See Also:

Section 3.3.1.9, Note Go to Section

Labels/heads:

label="Abstract"
label="Summary"

Encoding Analog:

Generally use 520$a, although some information may be also derived from 545.

Tagging Example 1:

Abstract for personal papers (Caleb Cushing)

<abstract label="Abstract" encodinganalog="520$a">
 U.S cabinet official and representative from Massachusetts, army
 officer, diplomat, and lawyer. Correspondence, memoranda, diaries,
 journals, writings, speeches, notes, notebooks, legal file, business
 papers, biographical material, newspaper clippings, printed material,
 maps, photographs, and other papers reflecting Cushing's role in
 national and international affairs of the mid-nineteenth century.
</abstract>

Display Of Tagging Example 1:

Abstract for personal papers (Caleb Cushing)

Abstract:   U.S cabinet official and representative from Massachusetts,
army officer, diplomat, and lawyer. Correspondence, memoranda,
diaries, journals, writings, speeches, notes, notebooks, legal file,
business papers, biographical material, newspaper clippings, printed
material, maps, photographs, and other papers reflecting Cushing's
role in national and international affairs of the mid-nineteenth
century.

Tagging Example 2:

Abstract for organizational records (Leadership Conference on Civil Rights)

<abstract label="Abstract" encodinganalog="520$a">
 The Leadership Conference on Civil Rights, a national association of
 civil rights organizations, was founded 1949-1950 by Roy Wilkins
 (chairman), A. Philip Randolph, and Arnold Aronson. The records
 include correspondence, memoranda, minutes, notes of meetings,
 position papers, reports, financial records, congressional testimony,
 clippings, printed material, and other records documenting efforts by
 the organization to lobby for and monitor enforcement of civil rights
 legislation at the national level.
</abstract>

Display Of Tagging Example 2:

Abstract for organizational records (Leadership Conference on Civil Rights)

Abstract:   The Leadership Conference on Civil Rights, a national
association of civil rights organizations, was founded 1949-1950 by
Roy Wilkins (chairman), A. Philip Randolph, and Arnold Aronson. The
records include correspondence, memoranda, minutes, notes of meetings,
position papers, reports, financial records, congressional testimony,
clippings, printed material, and other records documenting efforts by
the organization to lobby for and monitor enforcement of civil rights
legislation at the national level.

Comments:

Use for quick overview of contents of collection; when needed, use <note> for overview of contents of finding aid itself.
The abstract may be drawn from the <bioghist> and <scopecontent>, or from the 545 and 520 fields of the collection-level catalog record.

Order: Following <repository> and preceding <note> in Collection Summary
Revision Date: 07/11/03

3.3.1.9 Note

Tag:

<note>

Description:

Generic explanatory text. In Collection Summary, may be used to indicate that the materials described in the high-level <did> are a component of a larger body of materials not described by the finding aid.

Labels/heads:

label="Note"

Encoding Analog:

Generally use 500$a.

Tagging Example 1:

Note about finding aid as work in progress

<note label="Note" encodinganalog="500$a">
 Both the finding aid and the collection itself are currently to
 be considered works in progress. Rather than wait until the entire
 collection is processed before making it generally available to
 researchers--our usual practice--we have decided to make each series
 available as it is completed; the music will be the last series in
 the collection to be processed.
 
</note>

Display Of Tagging Example 1:

Note about finding aid as work in progress

Note:   Both the finding aid and the collection itself are currently to
be considered works in progress. Rather than wait until the entire
collection is processed before making it generally available to
researchers--our usual practice--we have decided to make each series
available as it is completed; the music will be the last series in the
collection to be processed.

Tagging Example 2:

Note about partial coverage of online finding aid

<note label="Note" encodinganalog="500$a">
 Although this finding aid provides contextual information about
 the entire collection of National Urban League records, the Scope
 and Content note, Description of Series, and Container List describe
 Part II only. The register for Part I is published and is available
 in the Manuscript Division Reading Room.
 
</note>

Display Of Tagging Example 2:

Note about partial coverage of online finding aid

Note:   Although this finding aid provides contextual information about
the entire collection of National Urban League records, the Scope and
Content note, Description of Series, and Container List describe Part
II only.  The register for Part I is published and is available in the
Manuscript Division Reading Room.

Comments:

The note element should not be used when more specific elements are available.
Although the encodinganalog for <note> is 500$a, not every 500 field in the catalog record need be repeated in the finding aid or may be appropriate to this particular element.

Repeatable: yes
Order: after <abstract> and before <physloc> in Collection Summary
Revision Date: 08/09/02

3.3.1.10 Physical Location

Tag:

<physloc>

Description:

Information identifying the place where the described materials are stored. Do not confuse with <container> or <repository>. Use of this element is optional.

Labels/heads:

label="Location"

Encoding Analog:

852$z, 090, or other MARC field as appropriate (see catalog record)

Other Attributes:

Audience: set to "internal" if not for public display (for instance, shelf number for staff retrieval)

Tagging Example 1:

Public note alerting readers to storage issues affecting their access to the material.

<physloc label="Location" encodinganalog="852$z">
 The John Doe Papers are stored off-site. Please contact the
 Manuscript Reading Room several days in advance of your visit to
 assure that the containers you wish to consult will be available when
 you arrive.
</physloc>

Display Of Tagging Example 1:

Public note alerting readers to storage issues affecting their access to the material.

Location:    The John Doe Papers are stored off-site.  Please contact
the Manuscript Reading Room several days in advance of your visit to
assure that the containers you wish to consult will be available when
you arrive.

Tagging Example 2:

Note for staff use only giving shelving location of material for retrieval. AUDIENCE attribute set to "internal."

Display Of Tagging Example 2:

Note for staff use only giving shelving location of material for retrieval. AUDIENCE attribute set to "internal" resulting in blank display for public.

[No display for empty element]

Comments:

Since the <physloc> element is repeatable both the usages illustrated in Examples 1 and 2 may apply to a given finding aid.
Use the <physloc> element at this level to note that all material in the custody of one division is in the physical custody of another division (i.e., should be used in another reading room than that of the repository). This information would more commonly be recorded at the component level; see Section 3.3.7.3.6, Physical Location Information, for more information.

Repeatable: yes
Order: Following <note> and before <daogrp> in Collection Summary
Revision Date: 05/01/08

3.3.1.11 Digital Archival Object Group

Tag:

<daogrp>

Description:

A wrapper element for two or more related digital archival objects which should be thought of as a group and share a common description. In the collection summary area, used for "image samplers," or other visual or multimedia overviews of the collection consisting of selected images or other digital versions of collection material.

Use <daogrp>, <daoloc>, and <dao> only to point to electronic versions of material from the collection being described; links to external materials will be made using other tags, and are not appropriate for the <archdesc><did>.

<dao> elements may be used at many points in the finding aid, both at the component level (container list) and in the other major components (<bioghist>, <scopecontent>). The examples given illustrate one particular usage.

See Also:

Section 2.2.2, External Linking Go to Section

Section 3.3.7.4, Expanded Description of Components Go to Section

Labels/heads:

Image Sampler

Subelements:

<daodesc>

<head>



<daoloc> (set attribute HREF; fixed attribute LINKTYPE has value "locator")

<daodesc>



See Tag Library for full list of attributes and their values.

Tagging Example 1:

Representative images from NAACP visual materials collection

<daogrp>
 <daodesc>
 <head>Image Sampler</head>
 Explanatory paragraph
 </daodesc>
 <daoloc href="&lbphotos.box199;">
 <daodesc>
 Ella Baker, head-and-shoulders portrait
 </daodesc>
 </daoloc>
</daogrp>

Display Of Tagging Example 1:

                         Image Sampler

Explanatory paragraph 

[ACTUAL IMAGE]         
Ella Baker, head-and-shoulders portrait

Comments:

Use <daogrp> and its subelement <daoloc> for one or more archival objects. This practice conforms to the RLG Best Practice Guidelines.
See Section 2.2.2 for instructions on naming and declaring entities for external linking.

Order: Last element in Collection Summary
Revision Date: 05/01/08

Related Resources

EAD Best Practices at the Library of CongressArchival Finding Aids

3.3 Collection-Level Information (Archival Description)

3.3.1 Basic Description: The High-Level <did>

3.3.1.1 Title of the Unit

3.3.1.2 Date of the Unit

3.3.1.3 ID of the Unit

3.3.1.4 Origination

3.3.1.5 Physical Description

3.3.1.6 Language of the Material

3.3.1.7 Repository

3.3.1.8 Abstract

3.3.1.9 Note

3.3.1.10 Physical Location

3.3.1.11 Digital Archival Object Group

EAD Best Practices at the Library of Congress
Archival Finding Aids