1.5. GENERAL RULES FOR DESCRIPTION, PHYSICAL DESCRIPTION AREA

1.5A. Preliminary rule

1.5A1. Scope.

For all levels of description, record in this area the extent of the unit being described (including specific material designation), other physical details or the dimensions when appropriate.

For instructions regarding physical description for a particular class of material, refer to the .5 rules in the chapter that deals with that class of material.

1.5A2. Punctuation

For instructions on the use of spaces before and after prescribed punctuation, see 1.0C.
Precede each occurrence of this area either by a full stop, space, dash, space or start a new paragraph.
Precede other physical details (i.e., other than extent or dimensions) by a colon.
Precede dimensions by a semicolon.
Precede each statement of accompanying material by a plus sign.
Enclose physical details of accompanying material in parentheses.

1.5A3. 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.

1.5A4. Form of presentation.

Use full stops (i.e., periods) after SI symbols, only when the symbol appears at the end of a sentence. ¹

1.5A5.

The rules specified below provide for the use of up to three physical descriptions.

Optionally, establish the number of physical descriptions that will be given in this area as a matter of institutional policy.

1.5B. Extent of descriptive unit (including specific material designation)

1.5B1.

At all levels record the extent of the unit being described by giving the number of physical units in arabic numerals and the specific material designation as instructed in subrule .5B in the chapter(s) dealing with the broad class(es) of material to which the unit being described belongs.

2 film reels

ca. 1000 photographs

50 technical drawings

ca. 800 maps

4 microfiches

1.5B2.

When the unit being described contains parts that fall into three or fewer special classes of material, give the physical extent, including the specific material designation, for each special class of material in accordance with the instructions in the following chapters.

4 maps

2 microfilm reels

1.5B3.

When the unit being described contains parts that fall into more than three special classes of material, give the physical extent plus the specific material designation of the most predominant special class of material followed by the phrase “and other material” and describe the remaining material in a note (see 1.8B9). Omit other physical details and dimensions in this area.

21 m of textual records and other material

Note : Includes 1500 b&w photographs, 19 post cards, 9 posters, 41 maps and 1 microfilm reel (35 mm)

1.5B4.

For material described at an aggregate level of description, e.g., described at the level of a fonds or series and for which the unit so described is not yet complete, e.g., an open fonds or series, give the extent including the specific material designation as instructed in 1.5B1 and make a note explaining that further accruals are expected. When new accruals are received, update the extent information. This rule should be used in conjunction with 1.4B4.

260 photographs
Note: Further accruals are expected

Optionally, give only the specific material designation preceded by three spaces. Make a note indicating the frequency and volume of accruals. ² This option should be used in conjunction with the option of 1.4B4. Establish this option at the fonds level and exercise it consistently for all applicable parts.

maps
Note: Since 1964, ca. 50 maps have been transferred to the archives on an annual basis

m of textual records
Note: Files older than ten years are transferred in accordance with the records retention schedule for the Dept. of Housing

When the descriptive unit is closed, add the number of physical units. Do not close the extent statement of the unit being described if any of its parts remain open.

1.5C. Other physical details

1.5C1.

Give physical data (other than extent or dimensions) about each special class of material as instructed in the following chapters.

6 photographs : cyanotype

25 photographs : stereograph glass negatives

3 film reels : si., b&w

10 microfilm reels : negative

1 map : photocopy

1.5D. Dimensions

1.5D1.

Give the dimensions for each special class of material as instructed in the following chapters.

75 photographs : b&w ; 21 x 26 cm

6 albums ; 54 x 50 cm

2 film reels : sd., col. ; 16 mm and 35 mm

1 photograph ; col. negative ; 35 mm

1.5E. Accompanying material

1.5E1.

At the item level, give details of accompanying material (see Glossary, appendix D) in one of the following ways:

1. make a note (see 1.8B9c) or
2. give the number of physical units in arabic numerals and the name of the accompanying material (using, when appropriate, a specific material designation) at the end of the physical description.

1 photograph : b&w ; 6 x 6 cm + 1 identification key

For instructions regarding accompanying material for a particular class of material refer to the .5E rules in the chapter that deals with that class of material.