1.4 GENERAL RULES FOR DESCRIPTION, DATE(S) OF CREATION, INCLUDING PUBLICATION, DISTRIBUTION, ETC., AREA

1.4A. Preliminary rule

1.4A1. Scope.

At an aggregate level of description (e.g. fonds, series, file) use this area for recording date(s) of creation for the unit being described. Do not record a place or date of publication, distribution, etc., or the name of a distributor, publisher (even if the aggregate contains published items).

At the item level of description, use this area to record either

1. the date(s) of creation of the unit being described or
2. information about the place, name, and date of publishing, distributing, broadcasting, releasing, and issuing activities.

Do not record a place or date of publication, distribution, etc., or the name of a publisher, distributor, etc., for unpublished items (e.g., manuscripts or photographs that have not been packaged for distribution, unedited or unpublished film or video materials, stock shots, nonprocessed sound recordings, unpublished electronic record(s)). In such cases, give only the date(s) of creation.

1.4A2. Punctuation

For instructions on the use of spaces before and after prescribed punctuation, see 1.0C.
Precede this area by a full stop, space, dash, space.
Precede a second or subsequently named place of publication, distribution, etc., by a semicolon.
Precede the name of a publisher, distributor, etc., by a colon.
Enclose a supplied statement of function of a publisher, distributor, etc., in square brackets.
Precede the date of publication, distribution, etc., by a comma.
Enclose the details of manufacture (place, name, date) in parentheses.
Precede the name of a manufacturer by a colon.
Precede the date of manufacture by a comma.

1.4A3. Sources of information.

Give in this area information taken from the chief source of information or any other source prescribed for this area in the .0B rules of the following chapters. For chief sources of information prescribed for each level of description see the .0B rules in the relevant chapter for the material to which the unit being described belongs.

Enclose information supplied from any other source in square brackets unless instructed to do otherwise in specific rules.

1.4A4.

Give names of places, persons, or bodies as they appear, omitting accompanying prepositions unless case endings would be affected. Use abbreviations as instructed in appendix B.

1.4A5.

When describing a reproduction, give the date(s) of creation for the reproduction in this area. If needed, give the date(s) of creation of the original as other title information (see 1.1E7) or qualify the date(s) of the reproduction with the date(s) of the originals (see 1.4B3a).

1.4A6.

Give the date(s) of accumulation or collection of the unit being described, if different from the date(s) of creation, in a note (see 1.8B8a).

1.4A7.

Give the date(s) relating to the contents of the unit being described in the Scope and content (see 1.7D).

1.4B. Date(s) of creation

1.4B1.

Give the date(s) of creation for the unit being described. For items that are published, distributed, etc., see rules 1.4C-1.4G.

1.4B2.

Give the date(s) of creation of the unit being described either as a single date, or range of dates (for inclusive dates and/or predominant dates). Always give the inclusive dates. When providing predominant dates, specify them as such, preceded by the word predominant (or its equivalent in another language); for inclusive dates, do not give any specification or designation. Give dates in Western-style arabic numerals.[15] If the date found in or on the unit being described is not of the Gregorian or Julian calendar, give the date as found and follow it with the year(s) of the Gregorian or Julian calendar.[16] Specify the name of the calendar, e.g., Republican, Jewish, Chinese, in a note.

, 2628 [1968]
Note: Dated in accordance with the Chinese calendar

1975

17 Mar. 1906

1849-1851

1785-1960, predominant 1916-1958

The date(s) of creation of a unit being described must fall within the range of dates of creation of the unit of which it forms a part.

1934-1985
(Dates of creation of the fonds)

1945-1960
(Dates of creation of a series within the fonds)

1950-1955
(Dates of creation of a file within the series)

1.4B2a.

Optionally, if the unit being described contains material, the date(s) of which falls outside the chronological sequence of the majority of the unit being described, and providing inclusive and predominant dates would be misleading, give the aberrant date(s) separated from the dates of the majority by commas.16a

1927, 1952-1978

1.4B3.

If the unit being described is a reproduction, give the date(s) of creation for the reproduction. Precede the date(s) of creation with a descriptive term or phrase that reflects the process that resulted in the reproduction (see also 1.1E7).

If the unit being described contains both originals and reproductions, give the date(s) of creation of the records that predominate. Give any relevant information pertaining to the other dates in the Scope and content (see 1.7D) or in a note (1.8B8).

Transcribed May 1988

[Transferred to videodisc] 1974

Microfilmed 1973-1974

[Re-recorded and enhanced in 1992]

[Photocopied 196-?]

1.4B3a.

Optional addition. Supplement the dates of the reproduction by adding the dates of the originals in parentheses. If this option is exercised, rule 1.1E7 does not apply.

Microfilmed 1974 (originally created 1771-1774)

[Transferred to videodisc 1974 (originally created 1920)]

1.4B4.

For the material described at an aggregate level of description, e.g., described at the level of a fonds or series, and for which the unit being described is not yet complete, e.g., an open fonds or series, record the dates as instructed in 1.4B2 and make a note explaining that further accruals are expected (see 1.8B19). When new accruals are received, update the date information. This rule should be used in conjunction with 1.5B4.

1906-1985
Note: Further accruals are expected

Optionally, give the earliest or earlier date only, and follow it with a hyphen and four spaces. Make a note indicating the frequency of accruals[17]. This option should be used in conjunction with the option of 1.5B4. Establish this option at the highest level of description and exercise it consistently for all applicable parts.

1965-
Note: Records from the Office of the Ceremonials Assistant are transferred to the archives five years following the academic year to which the records relate. Records are transferred to the archives annually on Aug. 1

When the unit is closed, add the latest or later date. Make a note indicating that the unit is considered closed. If this option is exercised, 1.1E7 does not apply.

1965-1985
Note: No further accruals are expected

Do not close the dates of a unit being described if any of its parts remain open.

1.4B5.

For the recording of probable and uncertain dates use the following recording conventions.[18]

1.4C. Place of publication, distribution, etc.

1.4C1.

For an item, transcribe a place of publication, distribution, etc., in the form and the grammatical case in which it appears.

Köln

Lugduni Batavorum

Den Haag

If the name of a place appears in more than one language or script, give the form in the language or script of the title proper. If this criterion does not apply, give the form that appears first.

1.4C2.

Supply another form of the name of a place if such an addition is considered desirable as an aid to identifying the place.

Lerpwl [Liverpool]

Christiania [Oslo]

1.4C3.

If the name of the country, province, state, etc., appears in the source of information, transcribe it after the name of the place if it is considered necessary for identification, or if it is considered necessary to distinguish the place from others of the same name. Supply the name of the country, province, state, etc., if it does not appear in the source of information but is considered necessary for identification or distinction, using the English form of name if there is one. Use abbreviations (see B.14).

Tolworth, England
(City and country, etc. appear in prescribed source of information)

Waco [Tex.]
London [Ont.]
(City alone appears in prescribed source of information)

1.4C4.

If a place name is found only in an abbreviated form in the item, transcribe it as found, and add the full form or complete the name.

Mpls [i.e. Minneapolis]

Rio [de Janeiro]

1.4C5.

If two or more places in which a publisher, distributor, etc., has offices are named in item, give the first named place. Give any subsequently named place that is given prominence by the layout or typography of the source of information. If the first named place and any place given prominence are not in the home country of the institution describing the item, give also the first of any subsequently named places that is in the home country. Omit all other places.

Toronto
(Source of information reads: Toronto, Buffalo, London. Institution describing the unit is in Canada)

Montréal ; Toronto
(Toronto given prominence by typography)

For items with two or more places of publication, distribution, etc., relating to two or more distributors, publishers, etc., see 1.4D5.

1.4C6.

If the place of publication, distribution, etc., is uncertain, supply the probable place in the language of the chief source of information, followed by a question mark.

[Edmonton?]

If no probable place can be given, supply if possible the name of the country, province, state, etc. If, in such a case, the country, province, state, etc., is not certain, follow it by a question mark.

[Canada]

[Manitoba?]

If no place or probable place can be given, give s.l. (sine loco), or its equivalent in a nonroman script.

[S.l.]

1.4C7.

Optionally, give the full address of a publisher, distributor, etc., after the name of the place. Enclose the full address in parentheses. Do not give the full address for major trade publishers.

London (108 Gloucester Ave., NW1 8HX)

1.4D. Name of publisher, distributor, etc.

1.4D1.

For an item, give the name of the publisher, distributor, etc., following the place(s) to which it relates.

Prague : [s.n.]

New York : RCA Victor

Cincinnati : Russell-Morgan Printing Co.

1.4D2.

Give the name of a publisher, distributor, etc., in the shortest form in which it can be understood and identified internationally.

If the shortest form of the name of the publisher, distributor, etc., is in more than one language or script, give the form that is in the language or script of the title proper. If this criterion does not apply, give the shortest form in the language or script that appears first.

Optionally, give the shortest form in each language or script. Precede each parallel statement by an equals sign. If the shortest form is the same in all languages or scripts, give it only once.

: Éditions du peuple = Commoner’s Pub.

1.4D3.

In giving the name of a publisher, distributor, etc., retain:

1. words or phrases indicating the function (other than solely publishing) performed by the person or body

: Printed for the CLA by the Morris Print. Co.

Distributed by New York Graphic Society

Lithographed and published by E. & J. Brown

1. parts of the name required to differentiate between publishers, distributors, etc., or to identify subsidiary companies.

: Longmans, Green

but : Longmans Educational not : Longmans

1.4D4.

If the name of the publisher, distributor, etc., appears in a recognizable form in the Title and statement of responsibility area, give it in the date(s) of creation, including publication, distribution, etc., area in the shortest possible form. If, in such a case, the publisher, distributor, etc., is a person, give the initials and the surname of the person.

Fichier de terminologie [GMD] / Office de la langue française, Centre de terminologie. – Québec : O.L.F., 1972

1.4D5.

If an item has two or more publishers, distributors, etc., describe it in terms of the first named and the corresponding place(s). In the following cases, add subsequently named publishers, distributors, etc., and their corresponding places (if they are different from the place(s) already named):

1. when the first and subsequently named entities are linked in a single statement
2. when the first named entity is a distributor, releasing agency, etc., and a publisher is named subsequently
3. when a subsequently named entity is clearly distinguished as the principal publisher, distributor, etc., by layout or typography
4. when the subsequently named publisher, distributor, etc., is in the home country of the institution describing the item and the first named publisher, distributor, etc., is not.

1.4D6.

Optionally, give the name and, when appropriate, the place of a distributor when the first named entity is a publisher.

Stockholm : Grammofon AB BIS ; New York : distributed by Qualitron Imports

1.4D7.

If the name of the publisher, distributor, etc., is unknown, give s.n. (sine nomine) or its equivalent in a nonroman script.

Paris : [s.n.]

1.4D8.

In case of doubt about whether a named agency is a publisher or a manufacturer, treat it as a publisher.

1.4E. Optional addition. Statement of function of publisher, distributor, etc.

1.4E1.

For an item, add to the name of a publisher, distributor, etc., one of the terms below:

distributor

producer (use for a producing entity other than a production company)

production company

publisher

Unless:

1. the phrase naming the publisher, distributor, etc., includes words that indicate the function performed by the person(s) or body (bodies) named or
2. the function of the publisher, distributor, etc., agency is clear from the context.

Montréal : National Film Board of Canada [production company] ; London : Guild Sound and Vision [distributor]

1.4F. Date of publication, distribution, etc.

1.4F1.

For an item, give the date (i.e., year) of publication, distribution, etc., of the edition, revision, etc., named in the edition area. If there is no edition statement, give the date of the first publication of the edition to which the item belongs, or its first distribution or release. Give dates in Western-style arabic numerals. If the date found in or on the item is not of the Gregorian or Julian calendar, give the date as found and follow it with the year(s) of the Gregorian or Julian calendar.[19] Specify the name of the calendar, e.g., Republican, Jewish, Chinese, in a note (see 1.8B8).

, 1975

, 5730 [1969 or 1970] Note: Dated in accordance with the Jewish calendar

, an 14 [1805] Note: Dated in accordance with the French Republican calendar

For unpublished items see 1.4B.

1.4F2.

Record the date as found in or on the item even if it is known to be incorrect. If a date is known to be incorrect, add the correct date.[20]

, 1697 [i.e. 1967]

If necessary, explain any discrepancy in a note.

, 1963 [i.e. 1971] Note: Originally issued as a sound disc in 1963; issued as a cassette in 1971.

1.4F3.

If the publication date differs from the date of distribution, add the date of distribution if it is considered to be significant by the institution describing the unit. If the publisher and distributor are different, give the date(s) after the name(s) to which they apply.

London : Educational Records, 1973 ; New York : Edcorp [distributor], 1975

Toronto : Royal Ontario Museum, 1971 ; Beckenham [England] : Edward Patterson [distributor]
(Distribution date known to be different but not recorded)

1.4F4.

Optional addition. Give the latest date of copyright following the publication, distribution, etc., date if the copyright date is different.

, 1967, c1975

, [1981], c1975

1.4F5.

If the dates of publication, distribution, etc., are unknown, give the copyright date or, in its absence, the date of manufacture (indicated as such) in its place.

, c1967

, 1967 printing

, 1979 pressing

1.4F6.

If no date of publication, distribution, etc., copyright date, or date of manufacture appears in or on the item, supply an approximate date of publication, distribution, etc., in accordance with the recording conventions of 1.4B5.

Optionally, give an approximate date of publication, distribution, etc., if it differs significantly from the date(s) specified in 1.4F5.

, [1982?], c1949

1.4G. Place of manufacture, name of manufacturer, date of manufacture

1.4G1.

For an item, if the name of the publisher or distributor is unknown, and the place and name of the manufacturer are found in or on the item, give the place and name of the manufacturer.

[S.l. : s.n.], 1970 (London : High Fidelity Sound Studios)

1.4G2.

In recording the place and name of the manufacturer, follow the instructions in 1.4C-1.4D.

1.4G3.

If the date of manufacture is given in place of an unknown date of publication, distribution, etc., do not repeat it here.

1.4G4.

Optional addition. Give the place, name of manufacturer, and/or date of manufacture if they are found in or on the item and differ from the place, name of publisher, distributor, etc., and date of publication, distribution, etc., and are considered important by the institution describing the item.

London : J. Lane, 1902 (1907 printing)

Hull [Québec] : M. Brouard, 1904 (imprimé en 1920)

END NOTES

[15] Although these rules do not prescribe a standard format for the presentation of dates (e.g., day/month/year), institutions are encouraged to establish a standard format as a matter of policy.

[16] The Gregorian calendar was adopted in France, Italy, Portugal, and Spain in 1582; by the Catholic states of Germany in 1583; by the United Kingdom in 1752; by Sweden in 1753; by Prussia in 1774; and by the Russian Republic in 1918. Convert dates from 1582 on from the Julian calendar to the Gregorian as set out in the following tables.

Table I. The following days in December under the Julian calendar fall in January of the next year under the Gregorian calendar:

Table II. The following days in the “old” style calendar used in the British Isles fall in the next later year under the Gregorian calendar:

BRITISH ISLES (EXCEPT SCOTLAND) AND COLONIES

SCOTLAND

[16a] Institutions are encouraged to establish policies and procedures regarding the maximum number of aberrant dates to record.

[17] Combine all notes created in conjunction with 1.4B4 and 1.5B4 in one note (see 1.8B19).

[18] If no date(s) can be found in the material itself or from any other source, estimate the nearest year, decade or century, or make use of any of the other probable or uncertain date recording conventions in this rule to record a date. Do not use “no date” or “n.d.” in this area.

[19] see footnote 16.

[20] The intent of this rule is to correct an error made by the publisher, distributor, etc., not to relay information about the date of creation of the originals.