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
3.3.7 Description of Subordinate Components
3.3.7 SECTIONS: What is a Component? | Unnumbered Versus Numbered Components | Basic Description of Each Component | Unit Title | Unit Date | Physical Description | Abstracts | ID Numbers | Physical Location Information | Container Information | Expanded Description of Components
Tag:Description:<dsc>
Labels/heads:The Description of Subordinate Components is a required wrapper for the description of individual components. The required attribute TYPE selected defines whether the <dsc> is simply a container listing (type="in-depth"), a brief summary at the series level (type="analyticover"), combines these two "views" into one (type="combined"), or is of some other type (type="othertype"). These views are frequently displayed in the form of a table listing container numbers and contents.
LC Practice is to use only one <dsc>, most commonly with TYPE attribute set to "in-depth." (Use type="in-depth" for small collections not arranged into series, type="analyticover" for collections for which only series descriptions are available, or type="other" for rare cases in which some other method of description is provided).
Other Attributes:Choose or formulate required <head>, e.g.,
- Container List (for type="in-depth" or "combined";)
- Description of Series (for type="analyticover")
- Supply <head> for type="othertype" based on content
Subelements: Tagging Example 1:Set required attribute TYPE:
- type="combined"
- type="analyticover"
- type="in-depth"
- type="othertype"
Combined <dsc>: Container List includes description of series
<head>Container List</head>
<c01 level="series">
<did>
<container type="box">1-16</container>
<container type="reel">1-8</container>
<unittitle encodinganalog="245$a" id="cor">Correspondence,
<unitdate encodinganalog="245$f" type="inclusive" normal="1800/1874">1800-1874</unitdate></unittitle>
</did>
<scopecontent encodinganalog="520">
<p>Letters to Webster and letters by and about him. </p>
</scopecontent>
<arrangement encodinganalog="351$b">
<p>Arranged in groups as general correspondence, invitations,
and selected transcripts and chronologically therein. </p>
</arrangement>
<c02 level="file">
<did>
<container type="box">1</container>
<container type="reel">1</container>
<unittitle encodinganalog="245$a">General</unittitle></did>
<c03 level="file">
<did>
<unittitle encodinganalog="245$a"><unitdate encodinganalog="245$f" type="inclusive" normal="1804-03-18/1825-06-13">1804, Mar. 18 -1825,
June 13 </unitdate></unittitle>
</did>
</c03>
<c03 level="file">
<did>
<container type="box">2</container>
<container type="reel">1</container>
<unittitle encodinganalog="245$a"><unitdate encodinganalog="245$f" type="inclusive" normal="1825-07-17/1829-12-28">1825, July 17-1829,
Dec. 28 </unitdate></unittitle>
</did>
</c03>
<c03 level="file">
<did>
<container type="box">3</container>
<container type="reel">2</container>
<unittitle encodinganalog="245$a"><unitdate encodinganalog="245$f" type="inclusive" normal="1830-01-02/1833-03-27">1830, Jan. 2-1833,
Mar. 27 </unitdate></unittitle>
</did>
</c03>
</c02>
</c01>
</dsc>
Note: mandatory column headings omitted from example
Display Of Tagging Example 1:Combined <dsc>: Container List includes description of series
Container List
Box 1-16 Reel 1-8 Correspondence, 1800-1874
Letters to Webster and letters by and about
him.
Arranged in groups as general correspondence,
invitations, and selected transcripts and
chronologically therein.
Box 1 Reel 1 General
1804, Mar. 18-1825, June 13
Box 2 Reel 1 1825, July 17-1829, Dec. 28
Box 3 Reel 2 1830, Jan. 2-1833, Mar. 27
Tagging Example 2:
Small collection without series (Container List only)
<head>Container List</head>
<c01 level="file">
<did>
<container type="box">1</container>
<unittitle encodinganalog="245$a">Diaries,
<unitdate encodinganalog="245$f" type="inclusive" normal="1843">1843</unitdate>, <unitdate encodinganalog="245$f" type="inclusive" normal="1849/1896">1849-1896</unitdate>
</unittitle>
<physdesc>
<extent encodinganalog="300">(4 folders)</extent>
</physdesc>
</did>
</c01>
<c01 level="file">
<did>
<container type="box">1-5</container>
<unittitle encodinganalog="245$a">Family correspondence</unittitle>
</did>
<c02 level="file">
<did>
<container type="box">1</container>
<unittitle encodinganalog="245$a"><unitdate encodinganalog="245$f" type="inclusive" normal="1803-05/1832-04">1803 May-1832
Apr. </unitdate></unittitle>
<physdesc>
<extent encodinganalog="300">(5 folders)</extent>
</physdesc>
</did>
</c02>
<c02 level="file">
<did>
<container type="box">2</container>
<unittitle encodinganalog="245$a"><unitdate encodinganalog="245$f" type="inclusive" normal="1832-05/1835-03">1832 May-1835
Mar. </unitdate></unittitle>
<physdesc>
<extent encodinganalog="300">(6 folders)</extent>
</physdesc>
</did>
</c02>
</c01>
</dsc>
Note: mandatory column headings omitted from example
Display Of Tagging Example 2:Small collection without series (Container List only)
Container List
Box 1 Diaries, 1843, 1849-1896
(4 folders)
Box 1-5 Family correspondence
Box 1 1803 May-1832 Apr. (5 folders)
Box 2 1832 May-1835 Mar. (6 folders)
Tagging Example 3:
Series Description only
<head>Description of Series</head>
<c01 level="series">
<did>
<container type="box">1-16</container>
<container type="reel">1-8</container>
<unittitle encodinganalog="245$a" id="cor">Correspondence,
<unitdate encodinganalog="245$f" type="inclusive" normal="1800/1874">1800-1874</unitdate></unittitle>
</did>
<scopecontent encodinganalog="520">
<p>Letters to Webster and letters by and about him. </p>
</scopecontent>
<arrangement encodinganalog="351$b">
<p>Arranged in groups as general correspondence, invitations,
and selected transcripts and chronologically therein. </p>
</arrangement>
</c01>
</dsc>
Note: mandatory column headings omitted from example
Display Of Tagging Example 3:Series Description only
Description of Series
Box 1-16 Reel 1-8 Correspondence, 1800-1874
Letters to Webster and letters by and about
him.
Arranged in groups as general
correspondence, invitations, and selected
transcripts and chronologically therein.
Tagging Example 4:
Headings for tabular display
<head>Container List</head>
<thead>
<row>
<entry>Box</entry>
<entry>Reel</entry>
<entry>Contents</entry>
</row>
</thead>
<c01 level="file">
<did>
<container type="box">1</container>
<container type="reel">1</container>
<unittitle encodinganalog="245$a" id="cor">Correspondence, <unitdate encodinganalog="245$f" type="inclusive" normal="1898/1975">1800-1874, n.d.</unitdate></unittitle>
</did>
<c02>
<did>
<container type="box">1</container>
<container type="reel">1</container>
<unittitle encodinganalog="245$a">General</unittitle>
</did>
</c02>
</c01>
</dsc>
Headings for tabular display
Container List Box Reel Contents Box 1 Reel 1 Correspondence, 1800-1874 Box 1 Reel 1 GeneralTagging Example 5:
Collection organized in parts using single <dsc>
<head>Container List</head>
<c01 level="series">
<did>
<container type="box">I: A1-A10</container>
<unittitle encodinganalog="245$a" id="perscorI">Part I: Personal Correspondence, <unitdate encodinganalog="245$f" type="inclusive" normal="1930/1976">1930-1976</unitdate>
</unittitle>
</did>
<scopecontent encodinganalog="520">
<p>Letters received and copies of letters sent.</p>
</scopecontent>
<arrangement encodinganalog="351$b">
<p>Arranged chronologically by year.</p>
</arrangement>
</c01>
<c01 level="series">
<did>
<container type="box">II: 1-4</container>
<unittitle encodinganalog="245$a" id="corII">Part II: Correspondence, <unitdate encodinganalog="245$f" type="inclusive" normal="1956/1991">1956-1991</unitdate></unittitle>
</did>
<scopecontent encodinganalog="520">
<p>Family, general, and special correspondence.</p>
</scopecontent>
<arrangement encodinganalog="351$b">
<p>Arranged chronologically.</p>
</arrangement>
</c01>
</dsc>
Note: mandatory column headings and components below series level omitted from example
Display Of Tagging Example 5:Collection organized in parts using single <dsc>
Container List
I: A1-A10 Part I: Personal Correspondence, 1930-1976.
Letters received and copies of letters sent.
Arranged chronologically by year.
II: 1-4 Part II: Correspondence, 1956-1991, n.d.
Family, general, and special correspondence.
Arranged chronologically.
Note: components below series level omitted from example
Comments:- Current encoding practice for collections organized into series is to use the dsc type="combined" for the combined description of series and container list. See Example 1. This approach prevents duplication of information in terms of both encoding and searching, and the need to lead researchers through layers of the finding aid. XSL stylesheets can present data encoded using this combined approach to display either as combined, broken out into Description of Series and Container List, or both.
- When a collection is not organized into series (typically a small collection), the <dsc> type will be "in-depth" for a container list. See Example 2.
- It is also conceivable that a finding aid might be encoded for a collection which has not been described to the item level, but stops at the series level. This would have a dsc only at the "analyticover" level. See Example 3.
- Use "othertype" for an alternative view of the components in addition to the usual "combined," or in other situations as appropriate.
- When a tabular display is intended, as in Examples 1-5, use table heading tags (<thead> and its subelements,) as shown in Example 4 to provide HTML versions of the finding aid with headings for each column. This is required to meet accessibility requirements for users of text browsers, voice recognition software, etc. The contents of these tags should match what is being described.
Revision Date: 05/06/08
3.3.7.1 What is a Component?
Tag:Description:<c>
See Also:Components are wrapper elements that designate a subordinate part of the archival materials being described. They may be used to designate common units such as series, subseries, file, and item, or any intervening levels of hierarchical arrangement. Components may be represented as nested <c> elements or components may be numbered (<c01>, <c02> etc.).
LC Practice mandates the use of components in the Description of Subordinate Components <dsc> and recommends setting the LEVEL attribute for all component levels.
Other Attributes:Section 3.3.7.2, Unnumbered versus Numbered Components Go to Section
Subelements:
- level="series"
- level="subseries"
- level="file"
- level="item"
See Tag Library for full list of valid attribute values for LEVEL.
- <did> See 3.3.7.3, Basic Description of Each Component Required
- former <admininfo> subelements See 3.3.7.4, Expanded Description of Components
- <bioghist> See 3.3.7.4, Expanded Description of Components
- <scopecontent> See 3.3.7.4, Expanded Description of Components
- former <add> subelements See 3.3.7.4, Expanded Description of Components
- <originalsloc> See Tag Library
- <phystech> See Tag Library
- <odd> See 3.3.7.4, Expanded Description of Components
Collection with series and some subseries
<did>
<unittitle encodinganalog="245$a">FAMILY PAPERS, <unitdate encodinganalog="245$f" type="inclusive" normal="1872/1892">1872-1892</unitdate></unittitle>
</did>
<c02 level="file">
<did>
<unittitle encodinganalog="245$a">Diaries, <unitdate encodinganalog="245$f" type="inclusive" normal="1872">1872</unitdate></unittitle>
</did>
</c02>
<c02 level="file">
<did>
<unittitle encodinganalog="245$a">Notebooks, <unitdate encodinganalog="245$f" type="inclusive" normal="1875/1892">1875-1892</unitdate></unittitle>
</did>
</c02>
</c01>
<c01 level="series">
<did>
<unittitle encodinganalog="245$a">CORRESPONDENCE, <unitdate encodinganalog="245$f" type="inclusive" normal="1938/1976">1938-1976</unitdate>, <unitdate>n.d.</unitdate></unittitle>
</did>
<c02 level="subseries">
<did>
<unittitle encodinganalog="245$a">General, <unitdate encodinganalog="245$f" type="inclusive" normal="1938/1976">1938-1976</unitdate></unittitle>
</did>
<c03 level="file">
<did>
<unittitle encodinganalog="245$a">Adams, John, <unitdate encodinganalog="245$f" type="inclusive" normal="1944/1945">1944-1945</unitdate></unittitle>
</did>
</c03>
</c02>
<c02 level="subseries">
<did>
<unittitle encodinganalog="245$a">Organizations, <unitdate encodinganalog="245$f" type="inclusive" normal="1943/1976">1943-1976</unitdate>, <unitdate>n.d.</unitdate></unittitle>
</did>
</c02>
</c01>
Collection with series and some subseries
FAMILY PAPERS, 1872-1892
Diaries, 1872
Notebooks, 1875-1892
CORRESPONDENCE, 1938-1976, n.d.
General, 1938-1976
Adams, John, 1944-1945
Organizations, 1943-1976, n.d.
Tagging Example 2:
Collection with complex subseries arrangement
<did>
<unittitle encodinganalog="245$a"> SPECIAL FILES: PUBLIC SERVICE,
<unitdate encodinganalog="245$f" type="inclusive" normal="1918/1986">1918-1986</unitdate>
</unittitle>
</did>
<c02 level="subseries">
<did>
<unittitle encodinganalog="245$a">WORLD WAR II FILES,
<unitdate encodinganalog="245$f" type="inclusive" normal="1941/1981">1941-1981</unitdate>
</unittitle>
</did>
<c03 level="subseries">
<did>
<unittitle encodinganalog="245$a">Harriman Mission,
<unitdate encodinganalog="245$f" type="inclusive" normal="1941/1946">1941-1946</unitdate>
</unittitle>
</did>
<c04 level="file">
<did>
<unittitle encodinganalog="245$a">Folder title,
<unitdate encodinganalog="245$f" type="inclusive" normal="1944">1944</unitdate>
</unittitle>
</did>
</c04>
</c03>
<c03 level="subseries">
<did>
<unittitle encodinganalog="245$a">Moscow Files,
<unitdate encodinganalog="245$f" type="inclusive" normal="1943/1949">1943-1949</unitdate>
</unittitle>
</did>
<c04 level="file">
<did>
<unittitle encodinganalog="245$a">Folder title,
<unitdate encodinganalog="245$f" type="inclusive" normal="1943/1946">1943-1946</unitdate>
</unittitle>
</did>
</c04>
</c03>
</c02>
<c02 level="subseries">
<did>
<unittitle encodinganalog="245$a">TRUMAN ADMINISTRATION,
<unitdate encodinganalog="245$f" type="inclusive" normal="1943/1963">1943-1963</unitdate>
</unittitle>
</did>
</c02>
</c01>
Collection with complex subseries arrangement
SPECIAL FILES: PUBLIC SERVICE, 1918-1986
WORLD WAR II FILES, 1941-1981
Harriman Mission, 1941-1946
Folder title, 1944
Moscow Files, 1943-1949
Folder title, 1943-1946
TRUMAN ADMINISTRATION, 1943-1963
Tagging Example 3:
Small collection with no series
<did>
<unittitle encodinganalog="245$a">Journal and diaries, <unitdate encodinganalog="245$f" type="inclusive" normal="1843">1843</unitdate>, <unitdate encodinganalog="245$f" type="inclusive" normal="1849/1896">1849-1896</unitdate></unittitle>
</did>
</c01>
<c01 level="file">
<did>
<unittitle encodinganalog="245$a">Correspondence</unittitle>
</did>
<c02 level="file">
<did>
<unittitle encodinganalog="245$f"><unitdate encodinganalog="245$f" type="inclusive" normal="1803-05/1832-04">May 1803-Apr. 1832</unitdate></unittitle>
</did>
</c02>
</c01>
Small collection with no series
Journal and diaries, 1843, 1849-1896
Correspondence
May 1803-Apr. 1832
Comments:
- Set LEVEL attributes of "series" or "subseries" for components whose titles should be displayed in a navigator, e.g. series and subseries.
- Set LEVEL attributes of "file" or "item" for all other components.
- If a collection is arranged into series, set attribute <c01 level="series">. If a collection is arranged into series and subseries (subgroups worthy of separate overall description and placement in a navigator), set attributes <c01 level="series"> and <c02 level="subseries>. Set LEVEL attributes of "file" or "item" for other components as appropriate. See Example 1, second series.
- Not all series have subseries; in series that do not, <c02> elements have attribute level="file" (or, in unusual cases, level="item"). See Example 1, first series.
- If a collection is arranged into series, subseries (subgroups worthy of separate overall description and placement in a navigator), and other subgroups worthy of separate overall description, set attributes <c01 level="series"> and <c02 level="subseries">; set each subsequent important subdivision as <c03 level="subseries">, <c04 level="subseries">. Subordinate components would be set for level file or item, as appropriate. This practice would be needed only for very large and complex collections. See Example 2.
- If a collection is not arranged into series (small collections especially), set <c01 level="file"> and subordinate levels at file or item, as appropriate. See Example 3.
- Set encoding analogs for component subelements as they are set at higher elements, e.g., <unittitle> is "245$a" whether in the Collection Summary or a subseries title. This will benefit future searching and interoperability without detracting from the ability to extract a pseudo-MARC record from the non-<dsc> portions of the finding aid. Consider supplying these post-encoding using search-and-replace, macros, or XSL stylesheets as possible.
- See RLG Best Practice Guidelines for discussion of archival levels with links to definitions of these levels. Note that an alternate practice to that followed at LC is to use the OTHERLEVEL attribute to identify intermediate levels such as sub-subseries and subfiles.
Order: within <dsc>
Revision Date: 05/06/08
3.3.7.2 Unnumbered Versus Numbered Components
Tag:Description:<c>
See Also:LC Practice is to use numbered components. Remember that the numbers carry no intellectual significance and that a particularly numbered component level may correspond to a variety of intellectual levels. Intellectual distinctions are made using the LEVEL attribute (see EAD Application Guidelines 3.5.2.2 for full discussion).
Other Attributes:Section 3.3.7.1, What is a Component? (for discussion of the LEVEL attribute and examples of the use of numbered components and the LEVEL attribute) Go to Section
Comments:
- level="series"
- level="subseries"
- level="file"
- level="item"
See Tag Library for full list of valid attribute values for LEVEL.
- If a collection is arranged into series, set attributes <c01 level="series">
- The decision to use numbered components at LC is a pragmatic choice between two equally valid alternatives; one early finding aid was encoded using unnumbered components. Numbered and unnumbered components must never be mixed in a single finding aid.
- LEVEL attributes should be set whether or not components are numbered.
3.3.7.3 Basic Description of Each Component
Tag:Description:<did>
Subelements:This wrapper element contains the basic building blocks of description of archival components at any level
LC Practice requires the use of <did> as a wrapper for the required and recommended descriptive elements listed below.
Comments:
- <unittitle>Required See 3.3.7.3.1, Unit Title
- <unitdate> Required if available See 3.3.7.3.2, Unit Date
- <origination> See comment below
- <physdesc> Recommended if available See 3.3.7.3.3, Physical Description
- <materialspec> See 3.3.7.4, Expanded Description of Components
- <langmaterial> See comment below
- <abstract> See 3.3.7.3.4, Abstracts
- <unitid> Recommended if available See 3.3.7.3.5, ID Numbers
- <physloc> See 3.3.7.3.6, Physical Location Information
- <container>Recommended See 3.3.7.3.7, Container Information
- <note> See 3.3.7.4, Expanded Description of Components
- <daogrp> See 3.3.7.4, Expanded Description of Components
See Tag Library for full list of valid subelements.
- Consider using <origination> at the series level when the creator/collector differs from that described in the Collection Summary, e.g., when the John Doe, Sr. papers comprise a series of the John Jay Doe Papers.
- Use <langmaterial> at the component level only if the material being described is in a language different from that already specified at the <archdesc> level.
Order: within <dsc>
Revision Date: 09/17/03
3.3.7.3.1 Unit Title
Tag:Description:
See Also:Title of component materials being described. This may be the title of a series, of a folder, or of any intermediate level of description.
LC Practice requires the inclusion of unittitle information within each component <did>. Dates of component material are encoded as <unitdate> within the <unittitle>.
Encoding Analog:Section 3.3.1.1, Title of the Unit (at <archdesc> level) Go to Section
Section 3.3.2.7, Use of Controlled Vocabulary Outside of <controlaccess> Go to Section
Section 3.3.7.3.2, Unit Date Go to Section
Other Attributes:245$a (include other subfields if they are part of the title transcription).
- id (use if the <unittitle> is the target of a link, e.g., from another component or from the Scope and Content note).
Tagging Example 1:
- <unitdate>
See Tag Library for full list of valid subelements, e.g., <title> for published works named in the <unittitle>.
<unittitle> for series includes ID attribute since links have been made to the series title
<did>
<unittitle encodinganalog="245$a" id="cloffice">OFFICE FILE, <unitdate type="inclusive" normal="1933/1988">1933-1988</unitdate>, <unitdate>n.d.</unitdate></unittitle>
</did>
<c02 level="file">
<did>
<container type="box">1</container>
<unittitle encodinganalog="245$a">Abramovitz, Gerald, <unitdate type="inclusive" normal="1968/1975">1968-1975</unitdate>, <unitdate type="single" normal="1985">1985</unitdate></unittitle>
</did>
</c02>
</c01>
<unittitle> for series includes ID attribute since links have been made to the series title
OFFICE FILE, 1933-1988, n.d. Box 1 Abramovitz, Gerald, 1968-1975, 1985Tagging Example 2:
<imprint> and <bibseries> within <unittitle>
<did>
<unittitle encodinganalog="245$a">Eastern Asia 1:1,000,000. Canton
<imprint>
<geogname role="Place of Pub" encodinganalog="260$a">Washington, D.C.</geogname>
<publisher encodinganalog="260$b">United States Army</publisher>
</imprint>
<unitdate encodinganalog="260$c" normal="1945" type="inclusive">1945</unitdate>
<bibseries encodinganalog="490">Sheet <num>NF 49</num>, "Canton", 1st Edition-AMS 3
A.M.S. 5301</bibseries>
</unittitle>
</did>
</c03>
<imprint> and <bibseries> within <unittitle>
Eastern Asia 1:1,000,000. Canton Washington, D.C. : United States Army, 1945. Sheet NF 49, "Canton", 1st Edition-AMS 3 A.M.S. 5301Comments:
- EAD permits the use of <unitdate> either as a subelement of <unittitle> or used at the same level as <unittitle>. LC follows United States practice based on the cataloging guidance of APPM, which regarded date information as part of the title. European and Canadian practice, following ISAD-G, regards <unitdate> as an independent element. DACS permits either usage. It is important that these practices never be mixed in a single document.
- Finding aids for collections largely comprised of published material may take advantage of the availability within <unittitle> of <title>, <edition>, <bibseries>, and <imprint> to more precisely encode bibliographic-style data. See Example 2.
- See Section 3.3.2.7 for discussion of including <persname>, <corpname>, and other controlled access tags within <unittitle> and elsewhere.
Order: within <c><did>
Revision Date: 05/05/08
3.3.7.3.2 Unit Date
Tag:Description:<unitdate>
See Also:Dates of the materials comprising each component; the dates may be given as inclusive, bulk, or both.
LC Practice requires the inclusion of unitdate information at appropriate component levels within the Description of Subordinate Components.
Encoding Analog:Section 3.3.1.2, Date of the Unit Go to Section
Other Attributes:260$a (for any type dates, according to visual material cataloging practice); 245$f (type="inclusive"), according to manuscript cataloging practice; or 245$g (type="bulk") according to manuscript cataloging practice
- type="inclusive" or "bulk" Recommended
- normal (normalize according to ISO 8601 in yyyy-mm-dd format) Recommended
<unitdate> encoded at all component levels; TYPE, NORMAL, ENCODINGANALOG attributes set
<did>
<unittitle encodinganalog="245$a" id="cljournals">Journals and
Notebooks,
<unitdate encodinganalog="245$f" type="inclusive" normal="1908/1946">circa 1908-1946</unitdate>
</unittitle>
</did>
<c02 level="file">
<did>
<container type="box">2</container>
<unittitle encodinganalog="245$a">
<unitdate encodinganalog="245$f" type="inclusive" normal="1941">1941</unitdate>
</unittitle>
</did>
<c03 level="file">
<did>
<unittitle encodinganalog="245$a">
<unitdate encodinganalog="245$f" type="inclusive" normal="1941-04/1941-05"> Apr.-May</unitdate>
, trip to England </unittitle>
</did>
</c03>
<c03 level="file">
<did>
<unittitle encodinganalog="245$a">
<unitdate encodinganalog="245$f" type="inclusive" normal="1941-07/1941-08"> July-Aug</unitdate>
, Roosevelt-Churchill Conference, Placentia Bay,
Newfoundland </unittitle>
</did>
</c03>
</c02>
</c01>
<unitdate> encoded at all component levels; TYPE, NORMAL, ENCODINGANALOG attributes set
Journals and Notebooks, circa 1908-1946
Box 2 1941
Apr.-May, trip to England
July-Aug., Roosevelt-Churchill Conference, Placentia Bay,
Newfoundland
Comments:
- Date information is important for good descriptive practice; while this information is not always readily available (especially in legacy finding aids), every effort should be made to include this information.
- All material date information should be encoded as <unitdate>, no matter what the component level. This may be readily incorporated when container list information is captured in a database, but may take a while to phase in in other conversion routines.
- All <unitdate> elements should have the TYPE attribute set. As the most common value will be "inclusive," it may be possible to build this default into creation and conversion tools and modify where appropriate.
- Normalization attributes should be set for dates to take advantage of date searching (not yet implemented at LC). As it may take some time to develop date normalization tools and macros, normalization is required only at the collection level but recommended at the series and subseries level, where it can be easily coded by hand.
- Date normalization will follow ISO standard 8601. Follow this normalization standard also for <date> elements normalized in the <eadheader> and elsewhere as appropriate. See RLG Best Practice Guidelines for a fuller discussion of date normalization.
- Note that some <unittitle> elements consist solely of <unitdate> information. See Example 1.
Order: within <c><did><unittitle>
Revision Date: 05/05/08
3.3.7.3.3 Physical Description
Tag:Description:<physdesc>
See Also:Statement of extent regarding an individual component, such as folder or volume count.
LC Practice recommends the inclusion of physical description information as appropriate to indicate when a single intellectual component includes more than one physical component. Include folder and volume counts within the <extent> subelement of <physdesc>.
Subelements:Section 3.3.1.5, Physical Description Go to Section
Section 3.3.7.4, Expanded Description of Components Go to Section
Tagging Example 1:
- <extent encodinganalog="300">
See Tag Library for discussion of other subelements <dimensions>, <genreform>, and <physfacet>.
Folder count and volume count both encoded as <physdesc><extent>
<did>
<unittitle encodinganalog="245$a">Correspondence,
<unitdate encodinganalog="245$f" type="inclusive" normal="1960/1965">1960-1965</unitdate>
</unittitle>
<physdesc>
<extent encodinganalog="300">(2 folders)</extent>
</physdesc>
</did>
</c02>
<c02 level="file">
<did>
<unittitle encodinganalog="245$a">Diaries,
<unitdate encodinganalog="245$f" type="inclusive" normal="1902">1902</unitdate>
</unittitle>
<physdesc>
<extent encodinganalog="300">(3 vols.)</extent>
</physdesc>
</did>
</c02>
Correspondence, 1960-1965
(2 folders)
Diaries, 1902
(3 vols.)
Comments:
- Past practice varied among divisions as to whether extent information was included directly under the <physdesc> tag or within <extent> tags in <physdesc>. Future finding aids will be encoded using <physdesc><extent>, since extent is a required element in ISAD-G.
Order: within <c><did>
Revision Date: 03/18/03
3.3.7.3.4 Abstracts
Tag:Description:<abstract>
See Also:In the past, <abstract> has been used in the container list for brief, summary information about the contents of a component, e.g., list of selected correspondents.
LC Practice now recommends using <scopecontent> for all description of component contents rather than distinguishing between <abstract> and <scopecontent>.
Comments:Section 3.3.1.8, Abstract Go to Section
Section 3.3.7.4, Expanded Description of Components Go to Section
- Past practice at LC attempted to distinguish between the uses of <abstract> and <scopecontent> for component-level description. The <abstract> element was added to the EAD DTD to allow for brief summary description of the collection as a whole; while it is valid at the component level, evolving community standards deprecate this use. Instead, <scopecontent>, an ISAD-G element, should be used in component descriptions.
Revision Date: 03/18/03
3.3.7.3.5 ID Numbers
Tag:Description:<unitid>
See Also:At the component level, <unitid> is used for unique logical identifiers associated with that component, such as a file number or lot number; it should not be confused with the <container> element, which is used to identify physical housing aspects such as boxes, folders, and reels of microfilm. Both container numbers and ID numbers may be used in a single container list.
LC Practice recommends the use of <unitid> for identifying numbers assigned either by the repository or by the creator of the collection materials. When numbers are assigned by the repository and used for the retrieval of collection material, repeat identification numbers at each component level.
Labels/heads:Section 3.3.1.3, ID of the Unit Go to Section
Encoding Analog:label="Call no.:" (or another appropriate label; use no label if output display not desired)
Tagging Example 1:050, 090, 099, or other MARC field as appropriate (see catalog record). Creator-supplied identification numbers may have no encoding analog.
Lot numbers assigned by repository using <unitid> given at each component level
<did>
<unittitle encodinganalog="245$a">PEOPLE AND GROUPS, <unitdate encodinganalog="260$a" type="inclusive" normal="1884/1967">ca. 1884-1967</unitdate></unittitle>
<unitid encodinganalog="050" label="Call no.:">LOT 13074</unitid>
</did>
<c02 level="file">
<did>
<unittitle encodinganalog="245$a">Identified individual portraits</unittitle>
<unitid encodinganalog="050" label="Call no.:">LOT 13074</unitid>
</did>
<c03 level="file">
<did>
<unittitle encodinganalog="245$a">Adams, A., Mr.</unittitle>
<unitid encodinganalog="050" label="Call no.:">LOT 13074, no. 1 (F)</unitid>
</did>
</c03>
<c03 level="file">
<did>
<unittitle encodinganalog="245$a">Adams, Oscar</unittitle>
<unitid encodinganalog="050" label="Call no.:">LOT 13074, no. 2 (F)</unitid>
</did>
</c03>
<c03 level="file">
<did>
<unittitle encodinganalog="245$a">Addington, Wendell</unittitle>
<unitid encodinganalog="050" label="Call no.:">LOT 13074, no. 3 (F)</unitid>
</did>
</c03>
</c02>
</c01>
Lot numbers assigned by repository using <unitid>
PEOPLE AND GROUPS, ca. 1884-1967
Call no.: LOT 13074
Identified individual portraits Call no.: LOT 13074
Adams, A., Mr. Call no.: LOT 13074, no. 1 (F)
Adams, Oscar Call no.: LOT 13074, no. 2 (F)
Addington, Wendell Call no.: LOT 13074, no. 3 (F)
Tagging Example 2:
Case numbers assigned by creator using <unitid> in Container List also having container elements
<did>
<container type="box">I:267</container>
<unittitle encodinganalog="245$a">Case Files, <unitdate encodinganalog="245$f" type="inclusive" normal="1971/1975">1971-1975</unitdate></unittitle>
</did>
<c03 level="file">
<did>
<unittitle encodinganalog="245$a">Opinions</unittitle>
</did>
<c04 level="file">
<did>
<unitid>71-237</unitid>
<unittitle encodinganalog="245$a">Mancusi v. Stubbs</unittitle>
</did>
</c04>
<c04 level="file">
<did>
<unitid>71-244</unitid>
<unittitle encodinganalog="245$a"><emph>In re</emph> Little</unittitle>
</did>
</c04>
</c03>
</c02>
Case numbers assigned by creator using <unitid> in Container List also having container elements
Box I: 267 Case Files, 1971-1975
Opinions
71-237 Mancusi v. Stubbs
71-244 In re Little
Comments:
- In order to identify the location of components within a container list for retrieval purposes, some divisions use <unitid> predominantly in their container lists (e.g., P&P, for lot numbers) . When unitid is the identifier by which collection material is retrieved, repeat this information at every component level for better search results, data extraction, and navigation of long lists of headings. See Example 1.
- Other divisions use <container> predominantly (e.g., MSS, for box and reel numbers), depending on the nature of the retrieval system used. In some situations both <unitid> and <container> numbers will be appropriate within a single collection. See Example 2.
- See Tag Library and Application Guidelines for further clarification of the differences between <unitid> and <container>.
Order: within <c><did>
Revision Date: 05/05/08
3.3.7.3.6 Physical Location Information
Tag:Description:<physloc>
See Also:At the component level, <physloc> is used to specify a physical location for that component which differs from the rest of the collection (such as offsite storage, or housing in a separate custodial unit).
Encoding Analog:Section 3.3.1.10, Physical Location Go to Section
Tagging Example 1:852$z, 090, or other MARC field as appropriate (see catalog record)
<physloc> indicates repository material physically housed elsewhere in Library
<did>
<unittitle encodinganalog="245$a" id="series2">SERIES II: SOUND
RECORDINGS </unittitle>
<physloc encodinganalog="852$z">The originals and preservation
masters are located in Motion Picture, Broadcasting, and
Recorded Sound (M/B/RS) at the Library of Congress. See
Collection Concordance by Format. </physloc>
</did>
</c01>
<physloc> indicates repository material physically housed elsewhere in Library
SERIES II: SOUND RECORDINGS The originals and preservation masters are located in Motion Picture, Broadcasting, and Recorded Sound (M/B/RS) at the Library of Congress. See Collection Concordance by Format.Repeatable: yes
Order: within <c><did>
Revision Date: 03/18/03
3.3.7.3.7 Container Information
Tag:Description:
See Also:Container numbers and control numbers are used to identify physical housing aspects such as boxes, folders, and reels of microfilm. Setting the correct attribute type to identify variety of container will allow appropriate displays to be generated. Labels may be used to provide further information specific to the container.
The arrangement of the physical collection into containers is less important than the intellectual order; therefore, the nesting of components within the container list is based on intellectual order. When container information is given in a finding aid, it should be associated with each component level to provide the clearest association between the intellectual description and information required for physical retrieval.
LC Practice recommends as minimum best practice that container information such as box, box/folder, or reel numbers given in a finding aid should be repeated at the lowest (e.g., folder) level for better search results, data extraction, and navigation of long lists of headings.
LC Practice also requires that the TYPE attribute be set for each container as its value is used to correctly label container number displays.
Labels/heads:Section 3.3.7.3.5, ID Numbers Go to Section
Other Attributes:Use only as appropriate, e.g.:
- label="Restricted"
- label="Not filmed"
Tagging Example 1:Choose required TYPE attribute as appropriate. Typical values would be:
- type="box"
- type="folder"
- type="reel"
- type="frame"
- type="box-folder"
- type="box/folder"
- type="item"
- type="mss"
TYPE attribute set; container numbers repeated
<did>
<container type="box">1</container>
<container type="folder">1</container>
<container type="reel">1</container>
<unittitle encodinganalog="245$a">Correspondence, <unitdate encodinganalog="245$f" type="inclusive" normal="1912/1962">1912-1962</unitdate></unittitle>
</did>
</c02>
<c02 level="file">
<did>
<container type="box">1</container>
<container type="folder">2</container>
<container type="reel">1</container>
<unittitle encodinganalog="245$a">Diaries, <unitdate encodinganalog="245$f" type="inclusive" normal="1955/1962">1955-1962</unitdate></unittitle>
</did>
</c02>
TYPE attribute used to generate display label for container numbers in left column
Box 1 Folder 1 Reel 1 Correspondence, 1912-1962
Folder 2 Diaries, 1955-1962
Note: display of repeated container numbers suppressed
Display Of Tagging Example 1b:TYPE attribute used to generate display label for container numbers in left column
Box 1 Folder 1 Reel 1 Correspondence, 1912-1962 Box 1 Folder 2 Reel 1 Diaries, 1955-1962
Note: all container numbers displayed
Display Of Tagging Example 1c:TYPE attribute used to generate display label
Correspondence, 1912-1962 [Box 1 Folder 1 Reel 1] Diaries, 1955-1962 [Box 1 Folder 2 Reel 1]
Note: container information display subordinates the container information by placement to right of text and with smaller font
Tagging Example 2:TYPE attribute set for multiple container types
<did>
<container type="box">5</container>
<container type="item">1</container>
<unittitle encodinganalog="245$a">Diary, <unitdate encodinganalog="245$f" type="inclusive" normal="1912">1912</unitdate></unittitle>
</did>
</c02>
<c02 level="file">
<did>
<container type="box">5</container>
<container type="item">2</container>
<unittitle encodinganalog="245$a">Journal, <unitdate encodinganalog="245$f" type="inclusive" normal="1924/1925">1924-1925</unitdate></unittitle>
</did>
</c02>
<c02 level="file">
<did>
<container type="box">5</container>
<container type="item">3</container>
<unittitle encodinganalog="245$a">Scrapbook, <unitdate encodinganalog="245$f" type="inclusive" normal="1917">1917</unitdate></unittitle>
</did>
</c02>
TYPE attribute set for multiple container types
Box 5 Item 1 Diary, 1912 Box 5 Item 2 Journal, 1924-1925 Box 5 Item 3 Scrapbook, 1917Tagging Example 3:
Box/folder numbers and oversize identified with less specific attribute value "box"
<did>
<container type="box">328/1-28</container>
<unittitle encodinganalog="245$a"><unitdate encodinganalog="245$f" type="inclusive" normal="1983-10/1987-10">October 1983-October 1987</unitdate></unittitle>
</did>
</c03>
<c03 level="file">
<did>
<container type="box">OV 1</container>
<unittitle encodinganalog="245$a"><unitdate encodinganalog="245$f" type="inclusive" normal="1988-01/1992-12">January 1988-December 1992</unitdate></unittitle>
</did>
</c03>
Box/folder numbers and oversize identified with less specific attribute value "box"
Box 328/1-28 October 1983-October 1987 Box OV 1 January 1988-December 1992Tagging Example 4:
TYPE and LABEL attributes set
<did>
<container type="box" label="Restricted">26</container>
<unittitle encodinganalog="245$a">Financial records, <unitdate encodinganalog="245$f" type="inclusive" normal="1986/1995">1986-1995</unitdate></unittitle>
</did>
</c02>
TYPE and LABEL attributes set
Box 26 (Restricted) Financial records, 1986-1995Tagging Example 5:
LABEL attribute value displays where no container number given
<did>
<container type="box">61</container>
<container type="reel">43-44</container>
<unittitle encodinganalog="245$a">United States Post Office
patronage, political and postmaster lists, <unitdate encodinganalog="245$f" type="inclusive" normal="1860/1865">1860-1865</unitdate></unittitle>
</did>
</c02>
<c02 level="file">
<did>
<container type="box">62</container>
<container label="Not filmed"/>
<unittitle encodinganalog="245$a">Financial papers</unittitle>
</did>
</c02>
LABEL attribute value displays where no container number given
Box 61 Reel 43-44 United States Post Office patronage, political
and postmaster lists, 1860-1865
Box 62 Not filmed Financial papers
Tagging Example 6:
Contents of lowest-level component spans containers (preferred descriptive practice in Example 7)
<did>
<container type="box">16-17</container>
<unittitle encodinganalog="245$a">Reviews, <unitdate encodinganalog="245$f" type="inclusive" normal="1955/1957">1955-1957</unitdate></unittitle>
<container type="box">16</container>
<physdesc>
<extent encodinganalog="300">(2 folders)</extent>
</physdesc>
<container type="box">17</container>
<physdesc>
<extent encodinganalog="300">(3 folders)</extent>
</physdesc>
</did>
</c04>
Contents of lowest-level component spans containers (preferred descriptive practice in Example 7)
Box 16-17 Reviews, 1955-1957, n.d. Box 16 (2 folders) Box 17 (3 folders)Tagging Example 7:
Preferred practice to create subordinate component levels where container breaks occur
<did>
<container type="box">16-17</container>
<unittitle encodinganalog="245$a">Reviews</unittitle>
</did>
<c05 level="file">
<did>
<container type="box">16</container>
<unittitle encodinganalog="245$a">
<unitdate encodinganalog="245$f" normal="1955/1956">1955-1956</unitdate>
</unittitle>
<physdesc>
<extent encodinganalog="300">(2 folders)</extent>
</physdesc>
</did>
</c05>
<c05 level="file">
<did>
<container type="box">17</container>
<unittitle encodinganalog="245$a">
<unitdate encodinganalog="245$f" normal="1957">1957</unitdate>
</unittitle>
<physdesc>
<extent encodinganalog="300">(3 folders)</extent>
</physdesc>
</did>
</c05>
</c04>
Preferred practice to create subordinate component levels where container breaks occur
Reviews [Box 16-17]
1955-1956 [Box 16]
(2 folders)
1957 [Box 17]
(3 folders)
Note: display subordinates container information by placement to right of text and smaller font
Comments:Repeatable: yesRepeated container information:
- When container information is listed in a finding aid, it should be given at each component level to clearly associate intellectual description with information needed for retrieval. Past practice has been to give container numbers only at the component level for the first component housed in that container, and using visual cues to imply that container numbers remain the same until the next number is given at the beginning of the following container. This practice is useful only when the visual display of the finding aid reflects established print practice but is unclear if component information is given in any other context, and even when lengthy listings within a container make extensive scrolling necessary to determine information necessary for the retrieval of the physical item.
- When container information is given in a finding aid, the minimum acceptable practice is the prior practice above; the minimum best practice is to repeat container information such as box, box/folder, or reel numbers at the lowest (e.g., folder) level. The examples above give container information (a single number or range of numbers) at every component level.
- The ease of including container information in finding aids being authored and encoded will depend on the encoding method used: immediate change will not be possible in all cases.
- Some display options for repeated information are to display as encoded, suppress repeated information, or to subordinate the container information to the intellectual descriptions. See display options in Examples 1 and 7.
- When box and folder numbers are included in a finding aid, it is also possible to use the "parent" attribute of the container element to associate folder numbers with a box number without repeating the box number. For more information see Section 7.2.5 of the Application Guidelines.
TYPE attribute:
- The TYPE attribute should be set in order to generate a display constant to accompany the container number (e.g., Box 17, Folder 2, Reel 4, etc.) Multiple types of containers may be indicated. See Examples 1 and 2.
- Do not include information as part of the container number value which is already expressed as part of the attribute value. If you encode <container type="folder">Folder 1</container>, your display will be FOLDER Folder 1.
- While the TYPE attribute should be used to indicate the basic nature of the storage device, it is not necessary to use the most specific type available when the display need not be labeled as such. For instance, box/folder numbers in Music Division finding aids could be coded as <container type="box-folder">2/16</container> but could also validly be encoded as <container type="box">2/16</container> and displayed as "Box 2/16." Similarly, an oversized container could be encoded <container type="oversize">2</container> to display as "Oversize 2", but could also be encoded as <container type="box">OV 2</container> with display "Box OV 2." See Example 3.
LABEL attribute:
- LABEL attributes can be used to record information about containers in addition to the type value: for instance <container type="box" label="restricted">13</container> could be displayed as Box 13 (Restricted). See Example 4.
- In some cases container-type information can be recorded as a LABEL attribute to an empty <container> tag. In this case, no type attribute would be set. Example: <container label="not filmed"></container> would display as "Not filmed" in lieu of a container number. See Example 5.
Container numbers and box breaks:
- If the lowest component level is broken between two or more containers, statements of extent for the contents of each container and the container numbers will be recorded within the same component and <did>. See Example 6 for this discouraged but sometimes unavoidable practice. Best practice in arranging and describing such components creates subordinate components based on the arrangement, when possible. See Example 7 for a possible resolution to problem illustrated in Example 6.
Revision Date: 05/05/08
3.3.7.4 Expanded Description of Components
Description:See Also:Elements which are available to describe the collection as a whole may also be used outside the <did> at the component level to which they best apply. Such elements include <scopecontent> and <arrangement>, as well as elements formerly subordinate to <admininfo> and <add>. Other <did> subelements not separately described in the Application Guidelines are also illustrated here.
Encoding Analog:Section 2.1.3, Note Go to Section
Section 3.3.1.8, Abstract Go to Section
Section 3.3.1.9, Note Go to Section
Section 3.3.1.11, Digital Archival Object Group Go to Section
Section 3.3.3, Administrative Information Go to Section
Section 3.3.4, Biographical Sketches and Agency Histories Go to Section
Section 3.3.5, Scope and Content Note Go to Section
Section 3.3.6, Arrangement Go to Section
Section 3.3.8, Adjunct Descriptive Data Go to Section
Section 3.3.9, Other Descriptive Data Go to Section
Section 3.3.3, for encoding analogs of former <admininfo> subelements Go to Section
Tagging Example 1:520 (scopecontent), 500 (note, odd).
Component described with <scopecontent> (2 paragraphs)
<did>
<container type="folder">998</container>
<unittitle encodinganalog="245$a">NBC Network Affiliates,
<unitdate encodinganalog="245$f" type="inclusive" normal="1935/1989">1935-1989.</unitdate>
</unittitle>
</did>
<scopecontent encodinganalog="520">
<p>Original, onionskin, mimeographed, and photocopied letters,
memoranda, reports, maps, press releases, and telegrams related to
the NBC network and affiliates. </p>
<p>Highlights: February 5, 1937, 42-page "Report on the Study for
Improving National Broadcasting Company Network Facilities. " April
17, 1939, NBC network facilities map. June 28, 1934, 3-page letter
from WSYR of Syracuse, New York to NBC complaining of NBC's
neglect of the Blue Network in favor of the Red Network. May, 1951
4-page report on the growth and development of the NBC television
network. </p>
</scopecontent>
</c02>
Component described with <scopecontent> (2 paragraphs)
998 NBC Network Affiliates, 1935-1989
Original, onionskin, mimeographed, and photocopied letters, memoranda,
reports, maps, press releases, and telegrams related to the NBC
network and affiliates.
Highlights: February 5, 1937, 42-page "Report on the Study for
Improving National Broadcasting Company Network Facilities." April 17,
1939, NBC network facilities map. June 28, 1934, 3-page letter from
WSYR of Syracuse, New York to NBC complaining of NBC's neglect of the
Blue Network in favor of the Red Network. May, 1951 4-page report on
the growth and development of the NBC television network.
Tagging Example 2:
<did>
<container type="box">3</container>
<unittitle encodinganalog="245$a">Computer diskettes containing
documents generated during collection processing, documents/files
used to build the online presentation, and backup
copies </unittitle>
<note encodinganalog="500">
<p>Note: Disk directories can be found in Folder #1 with the
Collection Guide. </p>
</note>
</did>
</c02>
Box 3 Computer diskettes containing documents generated during collection processing, documents/files used to build the online presentation, and backup copies Note: Disk directories can be found in Folder #1 with the Collection Guide.Tagging Example 3:
<materialspec> and <odd> for map elements
<did>
<unittitle encodinganalog="245$a">Eastern Asia 1:1,000,000. Canton</unittitle>
<physdesc>
<extent>1 map</extent>
<dimensions>660 x 710 cm.</dimensions>
</physdesc>
<materialspec type="scale" encodinganalog="255">1:100,000</materialspec>
<materialspec type="projection" encodinganalog="255">Modified Polyconic</materialspec>
</did>
<odd type="notes" encodinganalog="500">
<p>Accompanied by graphic flight line index (incomplete).</p>
<p>Sortie 35PR 4MH 29. Height 30,000 ft.</p>
</odd>
</c03>
<materialspec> and <odd> for map elements
Eastern Asia 1:1,000,000. Canton
1 map; 660 x 710 cm.
Scale: 1:100,000
Projection: Modified Polyconic
Notes: Accompanied by graphic flight line index (incomplete).
Sortie 35PR 4MH 29. Height 30,000 ft.
Tagging Example 4:
Includes <scopecontent>, <arrangement>, and <altformavail>
<did>
<container type="box">1-3</container>
<unittitle encodinganalog="245$a" id="diary">Diaries, <unitdate encodinganalog="245$f" type="inclusive" normal="1910/1945">1910-1945.</unitdate></unittitle>
</did>
<scopecontent encodinganalog="520">
<p>Holograph and typewritten diaries, bound and unbound.</p>
</scopecontent>
<arrangement encodinganalog="351$b">
<p>Arranged in two groups, original and annotated transcripts,
and therein chronologically. </p>
</arrangement>
<altformavail encodinganalog="520">
<p>The diary for Sept. 24-Mar. 5, 1943, is available on
microfilm. Shelf no. 20,613. </p>
</altformavail>
</c01>
Includes <scopecontent>, <arrangement>, and <altformavail>
Box 1-3 Diaries, 1910-1945.
Holograph and typewritten diaries, bound and unbound.
Arranged in two groups, original and annotated
transcripts, and therein chronologically.
The diary for Sept. 24-Mar. 5, 1943, is available on
microfilm. Shelf no. 20,613.
Tagging Example 5:
Restricted container noted at component level and as container attribute
<did>
<container type="box">50-56</container>
<unittitle encodinganalog="245$a">Financial Papers, <unitdate encodinganalog="245$f" type="inclusive" normal="1936/1969">1936-1969</unitdate></unittitle>
</did>
<scopecontent encodinganalog="520">
<p>Correspondence, accounting statements, reports, and printed
matter concerning financial contributions and other fund-raising
activities as well as the general financial situation of the
colony. </p>
</scopecontent>
<arrangement encodinganalog="351$b">
<p>Arranged alphabetically by subject.</p>
</arrangement>
<accessrestrict encodinganalog="506">
<p>Container 56 is <emph render="bold">restricted</emph> until 1999.</p>
</accessrestrict>
<c03 level="file">
<did>
<container label="restricted" type="box">56</container>
<unittitle encodinganalog="245$a">Financial
problems </unittitle>
</did>
<c04 level="file">
<did>
<unittitle encodinganalog="245$a">Finance Committee, <unitdate encodinganalog="245$f" type="inclusive" normal="1957/1967">1957-1967</unitdate></unittitle>
</did>
</c04>
</c03>
</c02>
Restricted container noted at component level and as container attribute
Box 50-56 Financial Papers, 1936-1969
Correspondence, accounting statements, reports, and
printed matter concerning financial contributions
and other fund-raising activities as well as the
general financial situation of the colony.
Arranged alphabetically by subject.
Container 56 is restricted until 1999.
Box 56(Restricted) Financial problems
Finance Committee, 1957-1967
Tagging Example 6:
<daogrp> link at folder level to hit list of digitized items
<did>
<unittitle encodinganalog="245$a" id="clgencorr">Photograph album</unittitle>
<daogrp>
<daoloc href="&mcc051;">
<daodesc>
<p>Items available online.</p>
</daodesc>
</daoloc>
</daogrp>
</did>
</c02>
<daogrp> link at folder level to hit list of digitized items
Photograph album Items available online.
Link leads to presentation page for navigable album of cartes des visites
Comments:- Use <scopecontent> rather than <abstract> or <note> for summary descriptions of the contents of a component. Scopecontent may be very brief or may contain multiple paragraphs. See Example 1.
- When <note> is appropriate, use inside the <did> rather than outside for convenience in generating displays. See Example 2.
- Use <odd> for component information which does not correspond to another element's definition, for information of mixed content, when additional narrative description is included, and when more specific tagging would be too burdensome or costly. See Example 3.
- Use <scopecontent> and <arrangement> at the series level to describe contents of the series and arrangement or organization therein. Although <arrangement> is available inside the <scopecontent>, we recommend encoding at the same level as <scopecontent>. See Example 4. Sometimes arrangement will be inextricably intertwined with scope information and cannot be marked separately.
- The use of elements formerly subordinate to <admininfo> at the component level will usually be a supplement to general information already given at the collection level. See Examples 4 and 5. For instance, the collection-level <descgrp> will have an <accessrestrict> statement that some material within the collection is restricted. At the appropriate component level (e.g., within <c01> for a restricted series), you may note within <accessrestrict> that the series is restricted.
- Use <daogrp> and its subelement <daoloc> for one or more archival objects. Former LC practice was to use <dao> instead for a single digital archival object. See the RLG Best Practice Guidelines for discussion of this practice.
- Use <daogrp> in components at the folder or item level when digitization has taken place selectively. Even if links are made to single intellectual items, the <daoloc> link will probably point to a presentation mechanism which allows options between various versions of the object (jpeg, tif, etc.), or navigation among the parts of an object (pages of a multipage document). Direct links to single digital files are possible but not encouraged: it is better to stay within the framework of digital file storage and navigation already established at the Library. See Example 6.
- Use <daogrp> at the series (or subseries) level when most or all of a collection or series has been digitized and there are external navigational aids, such as the American Memory interface, which mirrors the arrangement in the container list.
- When multiple items in a folder are digitized and description stops at the folder level, the <daoloc> will probably point to a hit list whose links point to the items within the folder, probably not in the order found in the physical folder.
Order: within <c> or <c><did>
Revision Date: 05/05/08