3.5 TEXTUAL RECORDS, PHYSICAL DESCRIPTION AREA

3.5A. Preliminary rule

3.5A1. Scope

See 1.5A1.

3.5A2. Punctuation

For instructions on the use of spaces before and after prescribed punctuation, see 1.0C.
Precede each physical description 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.
Separate each part of the description of other physical details by a comma, conjunction, or preposition.
Precede dimensions by a semicolon.

3.5A3.

In presenting information in the physical description area, follow the instructions set out in 1.5A3-1.5A5.

3.5B. Extent of descriptive unit

3.5B1.

At all levels of description, give the linear extent for the unit being described in arabic numerals followed by the phrase of textual records.

47 cm of textual records

20.2 cm of textual records

Optionally, if the unit being described is 3 cm or less ¹, express the primary statement of extent in terms of the number of volumes, folders, pages, or leaves.

3 folders

2 p.

4 v.

Optional addition. Supplement the primary statement of extent by adding the exact or approximate number of boxes, volumes, leaves, pages, etc., in parentheses.

12 m of textual records (36 boxes)

2.5 cm of textual records (100 folded leaves)

3 cm of textual records (150 p.)

3.5B2. Accruals.

For textual records at an aggregate level of description, e.g., an open fonds or series, give the extent as instructed in 1.5B4. See also 1.8B19.

50 m of textual records
Note: Further accruals are expected

m of textual records
Note: Since the office began transferring records to the archives in 1982, approximately 10 metres of records have been transferred on an annual basis

3.5C. Other physical details

3.5C1.

At all levels of description, if appropriate and readily ascertainable, give any physical details other than extent or dimensions that are considered important. For example, give information about the material on which the unit being described is written if it is other than paper, the presence of seals, illustrations, maps, or the type of binding.

: parchment

ill. (some col.)

2 seals, pendant

watermarks

Alternatively, give such information in a note (see 3.8B10).

3.5D. Dimensions

3.5D1.

Optionally, give the dimensions of the container(s) of the unit being described. If the size is uniform, give that size in centimetres to the next whole centimetre up. If the size is not uniform, give the size of the largest container and add or smaller. Give the size in terms of height x width. If cubic measurement is needed, add the depth. For circular shapes, give the diameter.

; 26 x 24 cm

; 38 x 30 cm or smaller

; 26 x 10 x 39 cm