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<P align=3Dcenter><FONT size=3D5><A id=3DTop =
name=3DTop>5<BR></A>Describing Archival=20
Material</FONT> [by Jane Turner, 1994]</P>
<TABLE border=3D1 cellSpacing=3D0 cellPadding=3D10 width=3D"40%" =
align=3Dleft>
  <TBODY>
  <TR>
    <TD width=3D"100%">
      <DIV align=3Dcenter>
      <CENTER>
      <TABLE border=3D0 cellSpacing=3D0 cellPadding=3D0 width=3D"100%">
        <TBODY>
        <TR>
          <TD><STRONG><A=20
            =
href=3D"http://aabc.ca/msa/5_describing_archival_material.htm#Development=
%20of%20Descriptive%20Standards"><FONT=20
            size=3D2 face=3DArial>Development of Descriptive=20
            Standards</FONT></A></STRONG></TD></TR>
        <TR>
          <TD><STRONG><A=20
            =
href=3D"http://aabc.ca/msa/5_describing_archival_material.htm#Purpose%20o=
f%20Archival%20Description"><FONT=20
            size=3D2 face=3DArial>Purpose of Archival=20
          Description</FONT></A></STRONG></TD></TR>
        <TR>
          <TD><STRONG><A=20
            =
href=3D"http://aabc.ca/msa/5_describing_archival_material.htm#Principles%=
20of%20Description"><FONT=20
            size=3D2 face=3DArial>Principles of=20
Description</FONT></A></STRONG></TD></TR>
        <TR>
          <TD>
            <UL>
              <LI><A=20
              =
href=3D"http://aabc.ca/msa/5_describing_archival_material.htm#Principle%2=
0of%20provenance:"><FONT=20
              size=3D2 face=3DArial>Principle of =
provenance</FONT></A></LI>
              <LI><A=20
              =
href=3D"http://aabc.ca/msa/5_describing_archival_material.htm#Sanctity%20=
of%20Original%20Order"><FONT=20
              size=3D2 face=3DArial>Sanctity of Original =
Order</FONT></A></LI>
              <LI><A=20
              =
href=3D"http://aabc.ca/msa/5_describing_archival_material.htm#Arrangement=
%20Determines%20Description:"><FONT=20
              size=3D2 face=3DArial>Arrangement Determines=20
              Description</FONT></A></LI>
              <LI><A=20
              =
href=3D"http://aabc.ca/msa/5_describing_archival_material.htm#Description=
%20Proceeds%20From%20the%20General%20to%20the%20Specific"><FONT=20
              size=3D2 face=3DArial>Description Proceeds From the =
General to the=20
              Specific</FONT></A></LI></UL></TD></TR>
        <TR>
          <TD><STRONG><A=20
            =
href=3D"http://aabc.ca/msa/5_describing_archival_material.htm#Structure%2=
0of%20RAD"><FONT=20
            size=3D2 face=3DArial>Structure of =
RAD</FONT></A></STRONG></TD></TR>
        <TR>
          <TD><STRONG><A=20
            =
href=3D"http://aabc.ca/msa/5_describing_archival_material.htm#Descriptive=
%20Elements%20of%20RAD"><FONT=20
            size=3D2 face=3DArial>Descriptive Elements of=20
        RAD</FONT></A></STRONG></TD></TR>
        <TR>
          <TD>
            <UL>
              <LI><A=20
              =
href=3D"http://aabc.ca/msa/5_sample_fonds_level_description.htm"><FONT=20
              size=3D2 face=3DArial>Sample Fonds Level =
Description</FONT></A></LI>
              <LI><A =
href=3D"http://aabc.ca/msa/5_description_worksheet.htm"><FONT=20
              size=3D2 face=3DArial>Description =
Worksheet</FONT></A></LI></UL></TD></TR>
        <TR>
          <TD><STRONG><A=20
            =
href=3D"http://aabc.ca/msa/5_describing_archival_material.htm#Reference%2=
0Finding%20Aids"><FONT=20
            size=3D2 face=3DArial>Reference Finding =
Aids</FONT></A></STRONG></TD></TR>
        <TR>
          <TD>
            <UL>
              <LI><A=20
              =
href=3D"http://aabc.ca/msa/5_describing_archival_material.htm#Repository%=
20Guide"><FONT=20
              size=3D2 face=3DArial>Repository Guide</FONT></A></LI>
              <LI><A=20
              =
href=3D"http://aabc.ca/msa/5_describing_archival_material.htm#Descriptive=
%20Inventory"><FONT=20
              size=3D2 face=3DArial>Descriptive =
Inventory</FONT></A></LI>
              <LI><A=20
              =
href=3D"http://aabc.ca/msa/5_describing_archival_material.htm#Summary%20I=
nventory:"><FONT=20
              size=3D2 face=3DArial>Summary =
Inventory</FONT></A></LI></UL></TD></TR>
        <TR>
          <TD><STRONG><A=20
            =
href=3D"http://aabc.ca/msa/5_describing_archival_material.htm#Administrat=
ive%20Finding%20Aids"><FONT=20
            size=3D2 face=3DArial>Administrative Finding=20
        Aids</FONT></A></STRONG></TD></TR>
        <TR>
          <TD>
            <UL>
              <LI><A=20
              =
href=3D"http://aabc.ca/msa/5_describing_archival_material.htm#Accession%2=
0Register"><FONT=20
              size=3D2 face=3DArial>Accession Register</FONT></A></LI>
              <LI><A=20
              =
href=3D"http://aabc.ca/msa/5_describing_archival_material.htm#Location%20=
Lists"><FONT=20
              size=3D2 face=3DArial>Location =
Lists</FONT></A></LI></UL></TD></TR>
        <TR>
          <TD><STRONG><A=20
            =
href=3D"http://aabc.ca/msa/5_describing_archival_material.htm#Subject%20I=
ndexing"><FONT=20
            size=3D2 face=3DArial>Subject =
Indexing</FONT></A></STRONG></TD></TR>
        <TR>
          <TD>
            <UL>
              <LI><A=20
              =
href=3D"http://aabc.ca/msa/5_describing_archival_material.htm#SAMPLE%20TH=
ESAURUS%20ENTRIES"><FONT=20
              size=3D2 face=3DArial>Sample Thesaurus=20
Entries</FONT></A></LI></UL></TD></TR>
        <TR>
          <TD><STRONG><A=20
            =
href=3D"http://aabc.ca/msa/5_describing_archival_material.htm#Name%20Inde=
xing%20and%20Authority%20Files"><FONT=20
            size=3D2 face=3DArial>Name Indexing and Authority=20
            Files</FONT></A></STRONG></TD></TR>
        <TR>
          <TD>
            <UL>
              <LI><A=20
              =
href=3D"http://aabc.ca/msa/5_describing_archival_material.htm#Individual%=
20cards"><FONT=20
              size=3D2 face=3DArial>Individuals - Card =
Samples</FONT></A></LI>
              <LI><A=20
              =
href=3D"http://aabc.ca/msa/5_describing_archival_material.htm#Organizatio=
nal%20names%20cards"><FONT=20
              size=3D2 face=3DArial>Organizational Names -&nbsp; Card=20
              Samples</FONT></A></LI></UL></TD></TR>
        <TR>
          <TD><STRONG><A=20
            =
href=3D"http://aabc.ca/msa/5_describing_archival_material.htm#INDEXING%20=
GUIDELINES"><FONT=20
            size=3D2 face=3DArial>Indexing =
Guidelines</FONT></A></STRONG></TD></TR>
        <TR>
          <TD><STRONG><A=20
            =
href=3D"http://aabc.ca/msa/5_describing_archival_material.htm#Establishin=
g%20a%20Descriptive%20Programme"><FONT=20
            size=3D2 face=3DArial>Establishing a Descriptive=20
            Programme</FONT></A></STRONG></TD></TR>
        <TR>
          <TD><STRONG><A=20
            =
href=3D"http://aabc.ca/msa/5_describing_archival_material.htm#DESCRIPTIVE=
%20PROGRAMME%20GUIDELINES"><FONT=20
            size=3D2 face=3DArial>Descriptive Programme=20
            Guidelines</FONT></A></STRONG></TD></TR>
        <TR>
          <TD>
            <UL>
              <LI><A=20
              =
href=3D"http://aabc.ca/msa/5_sample_descriptive_inventory.htm"><FONT=20
              size=3D2 face=3DArial>Sample Descriptive=20
          Inventory</FONT></A></LI></UL></TD></TR>
        <TR>
          <TD><STRONG><A=20
            href=3D"http://aabc.ca/msa/5_selected_reading.htm"><FONT =
size=3D2=20
            face=3DArial>Selected Reading</FONT></A></STRONG></TD></TR>
        <TR>
          <TD><STRONG><A =
href=3D"http://aabc.ca/msa/5_end_notes.htm"><FONT=20
            size=3D2 face=3DArial>End=20
      =
Notes</FONT></A></STRONG></TD></TR></TBODY></TABLE></CENTER></DIV></TD></=
TR></TBODY></TABLE>
<P>The noted British archivist, Sir Hilary Jenkinson, once stated that =
the=20
primary duty of the archivist is the moral defense of archives.<A=20
href=3D"http://aabc.ca/msa/5_end_notes.htm#1"><SUP>1</SUP></A> What =
Jenkinson=20
meant by the phrase is that, because archival records are held in trust =
for the=20
public, archivists have a moral duty to preserve the archival integrity =
of the=20
records. That is, archivists must preserve the natural ability of the =
records to=20
provide evidence of the activities carried out by the records creator. =
Jenkinson=20
argued convincingly that the moral defense of archives is primarily =
accomplished=20
through careful arrangement and description practices in which =
provenance and=20
original order are identified and preserved. This essential task of =
preserving=20
the archival integrity of the records in our care must be the primary =
focus of=20
archivists during all archival functions through which the records pass =
=97=20
acquisition, accessioning, arrangement, appraisal, and finally =
description.</P>
<P><B><A name=3D"Development of Descriptive Standards">Development of =
Descriptive=20
Standards</A></B></P>
<P>The lack of descriptive standards to describe the complexity of =
archival=20
material that archivists have to administer has resulted in =
idiosyncratic and=20
confusing practices that have varied widely between individual =
archivists in one=20
institution, as well as among various archival institutions. The lack of =

standards has created a situation in which it is often difficult for =
archivists=20
to retrieve specific records when they are needed, and next to =
impossible to=20
exchange meaningful descriptions of records with other archival =
repositories.=20
Automation has long been seen as the key solution to the problem. =
However,=20
because of the precision of thinking that computers demand, the lack of=20
standards has hindered the implementation of any comprehensive automated =

solution. The power of automation has provided the motivation for =
archivists to=20
define precisely their descriptive requirements.</P>
<P>Since the early 1980s, the Canadian archival profession has been =
addressing=20
this complicated problem. The Bureau of Canadian Archivists made their =
first=20
major contribution to the effort in 1985 with the publication of =
<I>Toward=20
Descriptive Standards</I>, which presented several key recommendations =
to=20
develop flexible standards for the description of records in all =
media.<A=20
href=3D"http://aabc.ca/msa/5_end_notes.htm#2"><SUP>2</SUP></A></P>
<P>The Bureau's first recommendation was that, as a priority, Canadian=20
archivists should describe and index holdings at the level of fonds, =
regardless=20
of the form or medium of the records. A fonds is defined as:</P>
<BLOCKQUOTE>
  <BLOCKQUOTE>
    <P>All of the documents, regardless of form or medium, naturally =
generated=20
    and/or accumulated and used by a particular person, family or =
corporate body=20
    in the conduct of personal or corporate activity.<A=20
    =
href=3D"http://aabc.ca/msa/5_end_notes.htm#3"><SUP>3</SUP></A></P></BLOCK=
QUOTE></BLOCKQUOTE>
<P>A fonds is defined by the process of creation, not by its size. For =
example,=20
a large fonds can extend to over 100 metres, or a small fonds can =
consist of=20
only one document. As one archivist has said, what is left of a fonds is =
a=20
fonds.</P>
<P>The Bureau's recommendation encourages archivists to develop summary=20
descriptions of fonds before proceeding to more detailed descriptions of =
records=20
at the series or item levels.<A=20
href=3D"http://aabc.ca/msa/5_end_notes.htm#4"><SUP>4</SUP></A> This =
concept was=20
re-emphasized with the recommendation that the organization of =
descriptive work=20
should proceed from the more general to the more specific levels of=20
description.<A =
href=3D"http://aabc.ca/msa/5_end_notes.htm#5"><SUP>5</SUP></A></P>
<P>In the ensuing years, the profession dedicated itself to the goal of=20
developing descriptive standards. In 1990, the Bureau of Canadian =
Archivists=20
produced the first draft of its seminal work =97 <I>Rules for Archival=20
Description</I> (RAD)<A=20
href=3D"http://aabc.ca/msa/5_end_notes.htm#6"><SUP>6</SUP></A>. RAD is a =

collaborative effort that has been developed and reviewed by various =
working=20
groups of archivists who are specialists in particular media. RAD =
provides the=20
archival profession with a comprehensive set of rules for describing =
archival=20
material at all levels, and in all media.</P>
<P>The primary purpose of RAD, as stated in the first general rule, is =
to govern=20
the description of archival fonds. RAD aims</P>
<BLOCKQUOTE>
  <BLOCKQUOTE>
    <P>to provide a consistent and common foundation for the description =
of=20
    archival material within a fonds based on traditional archival =
principles.<A=20
    =
href=3D"http://aabc.ca/msa/5_end_notes.htm#7"><SUP>7</SUP></A></P></BLOCK=
QUOTE></BLOCKQUOTE>
<P>The first general rule of RAD proceeds to clarify that RAD is not =
intended to=20
govern the descriptions of discrete items that are not a part of a =
fonds.=20
Discrete items are not archival - they have been self-consciously =
produced to be=20
complete in themselves. For example, a published novel is a discrete =
item that=20
is intended to stand alone. It can be easily described in traditional =
library=20
manner with title, author, publisher and date. A letter, on the other =
hand, does=20
not stand alone. It is part of a series of correspondence. For a more =
complete=20
understanding of the letter, it needs to be placed in the context of the =
entire=20
correspondence series. Even if you only have one letter remaining out of =
all the=20
records created by an individual or office, it needs to be described in =
a more=20
comprehensive manner than a discrete item which was intentionally =
produced to=20
stand by itself. Because individual items, such as books or pamphlets, =
lack the=20
complexity and inter-relationships of the totality of records that =
constitute an=20
archival fonds, they can be easily catalogued using traditional library =
rules=20
for published items found in the <I>Anglo-American Cataloguing</I> Rules =

(AACR2).</P>
<P>Although RAD is not intended to describe discrete items, the rules =
can=20
provide guidelines for the description of artificial collections. =
Artificial=20
collections consist of records that have been collected by a person or=20
institution to reflect their interest in a particular subject, medium or =
type of=20
document, and usually come from a variety of sources. A common example =
is a=20
photograph collection of an Archives in which photographs have been =
collected=20
together for easy access, without regard for provenance. While =
collections are=20
essentially different from an archival fonds, which has been created in =
the=20
course of a practical activity, collections can be assigned similar =
descriptive=20
elements, such as title, date, extent, and scope and content.</P>
<P><B><A name=3D"Purpose of Archival Description">Purpose of Archival=20
Description</A></B></P>
<P>The extensive work done by the Canadian archival profession in =
developing=20
descriptive standards, has resulted in an increased understanding of the =
purpose=20
and principles that guide the practice of description.</P>
<P>Archival description is the process of establishing intellectual =
control over=20
the archival holdings in our custody through the preparation of finding =
aids,=20
such as inventories, catalogue cards and indexes, To have intellectual =
control=20
means that we know precisely what records we have, and ensures that we =
can=20
retrieve records in a consistent manner. it also provides a key to the =
meaning=20
of the records by explaining the administrative and social context in =
which the=20
records were created. if implemented consistently by all archival =
repositories,=20
in accordance with descriptive standards such as RAD, description will =
also=20
facilitate automated exchange of information about our records.</P>
<P>The International Council on Archives has developed the following =
definition=20
of description. Description is the</P>
<BLOCKQUOTE>
  <BLOCKQUOTE>
    <P>creation of an accurate representation of each fonds and its =
component=20
    parts by the process of capturing, collating, analyzing and =
organizing any=20
    information that serves to identify archival material, and explain =
the=20
    context and records systems which produced it.<A=20
    =
href=3D"http://aabc.ca/msa/5_end_notes.htm#8"><SUP>8</SUP></A></P></BLOCK=
QUOTE></BLOCKQUOTE>
<P>If descriptive standards are consistently applied, the resulting =
brief and=20
accurate representations of each fonds will enable researchers to work =
as=20
independently as possible to find the records they are looking for. When =

descriptions are combined with carefully designed indexes for subjects =
and=20
forms, and authority controls for names, researchers will be enabled to =
conduct=20
careful and successful searches for related materials.</P>
<P><B><A name=3D"Principles of Description">Principles of =
Description</A></B></P>
<P>There are four archival principles that provide guidelines to the =
process of=20
description. Each principle has been developed by the archival =
profession in=20
order to preserve the integrity of the records - that is, to preserve =
the=20
significance of archival records as authentic, impartial evidence of the =

activities they document.</P>
<P><A name=3D"Principle of provenance:">Principle of provenance:</A></P>
<P>Description recognizes that records created or accumulated by one =
records=20
creator must be arranged and described together and not mixed with the =
records=20
of other creators. This principle is important because the meaning and=20
significance of each archival fonds are directly related to the person =
or=20
organization that created the records. if the records originating from =
the same=20
office or person are separated from one another, the connection that =
exists=20
between the records is lost, sometimes irretrievably. The principle of=20
provenance maintains the context of the records, which is essential for=20
understanding the meaning of the records. When items or files are =
removed from=20
the series and fonds of which they form an integral part, the context in =
which=20
the items and files were created will be obscured. As a result, the full =

significance and meaning of the records will be lost.</P>
<BLOCKQUOTE>
  <BLOCKQUOTE>
    <DIV align=3Dleft>
    <TABLE border=3D1 cellSpacing=3D0 cellPadding=3D25 width=3D"80%">
      <TBODY>
      <TR>
        <TD width=3D"100%"><FONT=20
          face=3D"Helvetica, Arial, sans-serif"><B>Example</B></FONT>=20
          <P><FONT face=3D"Helvetica, Arial, sans-serif">The Archives =
contains the=20
          records of two musical groups: an instrumental band, and a =
women's=20
          musical club. The records tell the story of two distinct =
groups of=20
          people who engaged in different and complementary activities. =
if the=20
          two fonds were taken apart and arranged in subject files by =
types of=20
          instruments, programmes and musicians, the evidence of the =
activities=20
          of each group is lost. The solution would be to keep the two =
fonds=20
          separate, and develop a subject index so that researchers =
would be=20
          able to retrieve the records by both provenance and=20
        =
subject.</FONT></P></TD></TR></TBODY></TABLE></DIV></BLOCKQUOTE></BLOCKQU=
OTE>
<P><A name=3D"Sanctity of Original Order">Sanctity of Original =
Order</A></P>
<P>The original order of records established by the records creator must =
be=20
maintained to reflect the activities and functions of the creator. =
Because=20
archival records document activities in the process of happening, the =
only way=20
we can fully reconstruct and understand the activity once it is =
completed is to=20
maintain the original order of the records.</P>
<BLOCKQUOTE>
  <BLOCKQUOTE>
    <DIV align=3Dleft>
    <TABLE border=3D1 cellSpacing=3D0 cellPadding=3D25 width=3D"80%">
      <TBODY>
      <TR>
        <TD><FONT face=3D"Helvetica, Arial, =
sans-serif"><B>Example</B></FONT>=20
          <P><FONT face=3D"Helvetica, Arial, sans-serif">The fonds of a =
local saw=20
          mill operation consists of two series: invoices arranged in =
numerical=20
          order by invoice number, and correspondence arranged =
alphabetically in=20
          subject files. The subject headings used by the sawmill to =
file=20
          correspondence were poorly developed. The series; contained =
only=20
          general subject headings, and four large "Miscellaneous" =
files. On=20
          closer examination, substantial information about a =
transaction that=20
          later became contentious was buried in one of the =
"Miscellaneous"=20
          files. If archivists refined the subject headings to make it =
more=20
          precise and rational, they would also destroy the evidence of =
how the=20
          saw mill managed its affairs, and how it retrieved, or did not =

          retrieve, its information. Again, the solution would be to =
maintain=20
          the original order and provide access to "hidden" files =
through=20
          =
indexing.</FONT></P></TD></TR></TBODY></TABLE></DIV></BLOCKQUOTE></BLOCKQ=
UOTE>
<P><A name=3D"Arrangement Determines Description:">Arrangement =
Determines=20
Description:</A></P>
<P>The principles of provenance and original order provide guidelines =
for=20
arranging records in a manner that preserves the integrity of the =
records.=20
Arrangement is the first step, which identifies provenance and preserves =
or=20
re-constructs; original order. Description is the second step, and =
mirrors=20
arrangement in a manner that accurately represents and explains it. The=20
archivist must first identify the original order of the fonds, and =
analyze the=20
relationship of the records to the activities and functions of the =
records=20
creator. The understanding that is gained in the arrangement process =
will enable=20
the archivist to accurately represent the fonds in the description.</P>
<BLOCKQUOTE>
  <BLOCKQUOTE>
    <DIV align=3Dleft>
    <TABLE border=3D1 cellSpacing=3D0 cellPadding=3D25 width=3D"80%">
      <TBODY>
      <TR>
        <TD><FONT face=3D"Helvetica, Arial, =
sans-serif"><B>Example</B></FONT>=20
          <P><FONT face=3D"Helvetica, Arial, sans-serif">An accurate=20
          representation of the sawmill fonds would identify the two =
series, and=20
          would explain how each series is arranged. In order to find a=20
          particular invoice, researchers must know that the invoices =
are in=20
          numerical order, and that the invoice number is an integral =
part of=20
          the record for retrieval. Before researchers can use the=20
          correspondence series effectively, they need to understand the =

          inadequacies of the original order. This information would be =
recorded=20
          in the scope and content area of the=20
      =
description.</FONT></P></TD></TR></TBODY></TABLE></DIV></BLOCKQUOTE></BLO=
CKQUOTE>
<P><A name=3D"Description Proceeds From the General to the =
Specific">Description=20
Proceeds From the General to the Specific</A></P>
<P>The fonds is described in a general manner before moving to more =
specific=20
levels of series, files and items. The reasoning reflects the principles =
of=20
provenance and original order, both of which preserve and protect the =
original=20
meaning and integrity of the records. Describing the general nature of =
the whole=20
of the fonds provides the context for understanding its constituent =
parts. For=20
the series, files and items are only meaningful when understood in =
connection to=20
the fonds, even as the fonds is only meaningful when understood in =
connection to=20
the activities and functions of the records creator.</P>
<P>The archival profession has recommended that this principle be =
extended to=20
include the entire holdings of an Archives. That is, all the fonds in an =

archival repository should be described at the fonds level before more =
detail is=20
provided at the series, files and item levels. This practice makes good=20
intellectual sense because it provides researchers with a comprehensive =
overview=20
of all the holdings of one institution. It also makes good management =
sense=20
because it ensures that intellectual control has been established to a =
certain=20
degree over ALL fonds, rather than extensive control over a limited =
number of=20
fonds. Once all fonds have been described, the process of developing =
more=20
detailed description can begin, as time permits.</P>
<P><B><A name=3D"Structure of RAD">Structure of RAD</A></B></P>
<P>RAD has been developed using the library model of <I>AACR2</I>. It =
has been=20
developed in a precise and consistent manner to provide guidelines for =
the=20
complex world of archival material. Once its numbering system is =
understood,=20
users will know exactly where to find the appropriate rule. RAD is =
organized=20
around two basic numbering sequences that must be understood before it =
can be=20
used effectively.</P>
<P>First, RAD divides the rules into ten chapters that are numbered=20
sequentially.<A =
href=3D"http://aabc.ca/msa/5_end_notes.htm#9"><SUP>9</SUP></A> The=20
first chapter provides general rules for the description of all archival =

material. The following sections refine these rules to respond to the =
unique=20
needs of various media. Each chapter is always referred to by the same =
number.=20
For example, rules identified by the number "2" all refer to rules for =
multiple=20
media fonds. The chapters are as follows:</P>
<DIV align=3Dcenter>
<CENTER>
<TABLE border=3D0 cellSpacing=3D1 cellPadding=3D4 width=3D"80%">
  <TBODY>
  <TR>
    <TD vAlign=3Dtop width=3D"20%" align=3Dright>1</TD>
    <TD vAlign=3Dtop width=3D"84%">General Rules for =
Description</TD></TR>
  <TR>
    <TD vAlign=3Dtop width=3D"20%" align=3Dright>2</TD>
    <TD vAlign=3Dtop width=3D"84%">Multiple Media Fonds</TD></TR>
  <TR>
    <TD vAlign=3Dtop width=3D"20%" align=3Dright>3</TD>
    <TD vAlign=3Dtop width=3D"84%">Textual Records</TD></TR>
  <TR>
    <TD vAlign=3Dtop width=3D"20%" align=3Dright>4</TD>
    <TD vAlign=3Dtop width=3D"84%">Graphic Materials</TD></TR>
  <TR>
    <TD vAlign=3Dtop width=3D"20%" align=3Dright>5</TD>
    <TD vAlign=3Dtop width=3D"84%">Cartographic Materials</TD></TR>
  <TR>
    <TD vAlign=3Dtop width=3D"20%" align=3Dright>6</TD>
    <TD vAlign=3Dtop width=3D"84%">Architectural Records</TD></TR>
  <TR>
    <TD vAlign=3Dtop width=3D"20%" align=3Dright>7</TD>
    <TD vAlign=3Dtop width=3D"84%">Moving Images</TD></TR>
  <TR>
    <TD vAlign=3Dtop width=3D"20%" align=3Dright>8</TD>
    <TD vAlign=3Dtop width=3D"84%">Sound Recordings</TD></TR>
  <TR>
    <TD vAlign=3Dtop width=3D"20%" align=3Dright>9</TD>
    <TD vAlign=3Dtop width=3D"84%">Electronic Records</TD></TR>
  <TR>
    <TD vAlign=3Dtop width=3D"20%" align=3Dright>10</TD>
    <TD vAlign=3Dtop =
width=3D"84%">Microforms</TD></TR></TBODY></TABLE></CENTER></DIV>
<P>Second, each chapter of RAD is divided into nine descriptive areas,=20
sequentially numbered, that are required to describe each fonds, series, =
file or=20
item. Most archival material is described using the five elements listed =

below.<A =
href=3D"http://aabc.ca/msa/5_end_notes.htm#10"><SUP>10</SUP></A> Each=20
number is always used to refer to the same area. For example, rule =
number "4"=20
always refers to dates of creation.</P>
<DIV align=3Dcenter>
<CENTER>
<TABLE border=3D0 cellSpacing=3D1 cellPadding=3D4 width=3D"80%">
  <TBODY>
  <TR>
    <TD vAlign=3Dtop width=3D"20%" align=3Dright>1.</TD>
    <TD vAlign=3Dtop width=3D"86%">Title and statement of =
responsibility</TD></TR>
  <TR>
    <TD vAlign=3Dtop width=3D"20%" align=3Dright>4.</TD>
    <TD vAlign=3Dtop width=3D"86%">Dates of creation</TD></TR>
  <TR>
    <TD vAlign=3Dtop width=3D"20%" align=3Dright>5.</TD>
    <TD vAlign=3Dtop width=3D"86%">Physical description area</TD></TR>
  <TR>
    <TD vAlign=3Dtop width=3D"20%" align=3Dright>7.</TD>
    <TD vAlign=3Dtop width=3D"86%">Archival description area</TD></TR>
  <TR>
    <TD vAlign=3Dtop width=3D"20%" align=3Dright>8.</TD>
    <TD vAlign=3Dtop width=3D"86%">Note =
area</TD></TR></TBODY></TABLE></CENTER></DIV>
<P>RAD then combines these two numbering sequences of chapter and area =
to=20
identify precisely each descriptive area. Several examples follow:</P>
<DIV align=3Dcenter>
<CENTER>
<TABLE border=3D0 cellSpacing=3D1 cellPadding=3D4 width=3D"80%">
  <TBODY>
  <TR>
    <TD vAlign=3Dtop width=3D"20%" align=3Dright>1.1</TD>
    <TD vAlign=3Dtop width=3D"88%">General chapter - title =
area</TD></TR>
  <TR>
    <TD vAlign=3Dtop width=3D"20%" align=3Dright>4.1</TD>
    <TD vAlign=3Dtop width=3D"88%">Graphics material chapter - title =
area</TD></TR>
  <TR>
    <TD vAlign=3Dtop width=3D"20%" align=3Dright>2.7</TD>
    <TD vAlign=3Dtop width=3D"88%">Multiple media chapter - archival =
description=20
      area</TD></TR></TBODY></TABLE></CENTER></DIV>
<P><B><A name=3D"Descriptive Elements of RAD">Descriptive Elements of=20
RAD</A></B></P>
<P>Each area is, in turn, subdivided into a set of descriptive elements, =
which=20
provide various options for different situations. The rules governing =
each=20
descriptive element provide guidelines to assist in description of =
abroad range=20
of possibilities. Not all of the descriptive elements will apply to each =
fonds.=20
Consider each descriptive element in turn: use the rule if it applies to =
the=20
fonds; or, if it does not apply, move on to the next descriptive element =
in the=20
order stated. Remember that the purpose of description is to create an =
accurate=20
representation of each fonds in a way that will identify the material =
and=20
explain the context and records systems that produced it.</P>
<P>To provide an overview of the RAD rules, the kinds of information =
included in=20
the general rules for each area will be summarized, and an example from =
the=20
<I>British Columbia Archival Union List</I> will be selected. For more =
specific=20
information, the rules themselves must be referred to during the actual=20
description process. Each area is separated from the next area by using =
one of=20
two choices: begin each area by starting a new paragraph; or, precede =
each new=20
area by using the designated punctuation, period, space, dash, space: (. =
- )</P>
<P>1.1 Title and statement of responsibility area</P>
<P>RAD prescribes that if a record, such as a report, bears a formal =
title=20
proper, it should be transcribed exactly. Most records, however, do not =
have a=20
formal title. if no formal title exists, a supplied title may be used =
"based=20
either on the internal evidence of the material being described; or it =
may be=20
based on an external source." (RAD Rule 1.1B4). The source is then noted =
in the=20
note area.</P>
<DIV align=3Dcenter>
<CENTER>
<TABLE border=3D0 cellSpacing=3D1 cellPadding=3D4 width=3D"80%">
  <TBODY>
  <TR>
    <TD vAlign=3Dtop width=3D"20%" align=3Dright>e.g.</TD>
    <TD vAlign=3Dtop width=3D"81%">Elk Creek Waterworks Company Fonds. =
NOTE: Title=20
      based on the content of the =
fonds.</TD></TR></TBODY></TABLE></CENTER></DIV>
<P>1.4 Dates of creation area</P>
<P>"Give the date(s) of creation of the material being described either =
as a=20
single date, or range of dates (for inclusive dates and/or predominant =
dates)."=20
(RAD Rule 1.4B2).</P>
<DIV align=3Dcenter>
<CENTER>
<TABLE border=3D0 cellSpacing=3D1 cellPadding=3D4 width=3D"80%">
  <TBODY>
  <TR>
    <TD vAlign=3Dtop width=3D"20%" align=3Dright>e.g.</TD>
    <TD vAlign=3Dtop width=3D"86%">1785-1960; (predominant =
1916-1958).</TD></TR>
  <TR>
    <TD vAlign=3Dtop width=3D"20%" align=3Dright></TD>
    <TD vAlign=3Dtop width=3D"86%">[ca.=20
1920-1967</TD></TR></TBODY></TABLE></CENTER></DIV>
<P>1.5 Physical description area</P>
<P>Record the physical extent of the descriptive unit, by giving the =
linear=20
measurement in metric, or by giving the number of physical units and the =

specific material designation. There are specific rules for adding =
dimensions=20
for each class of material.</P>
<BLOCKQUOTE>
  <BLOCKQUOTE>
    <BLOCKQUOTE>
      <BLOCKQUOTE>
        <DIV align=3Dleft>
        <TABLE border=3D0 cellSpacing=3D0 cellPadding=3D4>
          <TBODY>
          <TR>
            <TD>e.g</TD>
            <TD>.6 cm of textual records. e.g. 4 albums;=20
        =
48x40cm.</TD></TR></TBODY></TABLE></DIV></BLOCKQUOTE></BLOCKQUOTE></BLOCK=
QUOTE></BLOCKQUOTE>
<P>1.7 Archival description area</P>
<P>The area is subdivided into three main parts: administrative history =
or=20
biographical sketch, custodial history, and scope and content</P>
<P><B>Administrative History</B></P>
<P>RAD prescribes that when describing the fonds of an organization, the =

administrative history provides a concise history "of the corporate body =

predominantly responsible for the creation of the material being =
described." It=20
includes the "official name of the corporate body", "information on its =
period=20
of existence", "enabling legislation", "its functions and/or purpose", =
"its=20
place in the administrative hierarchy", or "its own administrative =
hierarchy",=20
"its predecessor and successor bodies", and "any additional useful =
information=20
that will place the material being described in context, and make it =
better=20
understood." (RAD Rule 1.7B1).</P>
<DIV align=3Dcenter>
<CENTER>
<TABLE border=3D0 cellSpacing=3D1 cellPadding=3D4 width=3D"80%">
  <TBODY>
  <TR>
    <TD vAlign=3Dtop width=3D"10%" align=3Dmiddle>e.g.</TD>
    <TD vAlign=3Dtop width=3D"90%" align=3Dleft>The Columbia Valley =
Irrigated Fruit=20
      Lands Ltd. was established in 1908 to develop irrigation projects =
in=20
      Invermere, Wilmer and the Benches in the Columbia Valley of B.C. =
The=20
      company was the major land owner in the area and was responsible =
for much=20
      of the development of Invermere and surrounding area, including =
the=20
      building of a hospital and school in the=20
village.</TD></TR></TBODY></TABLE></CENTER></DIV>
<P><B>Biographical Sketch</B></P>
<P>When describing the fonds of an individual or family, provide a =
biographical=20
sketch of the person or family "predominantly responsible</P>
<P>for the creation of the material being described." "Include =
significant=20
information about the person's... or family's... life and activities =
that will=20
place the material being described in context, and make it better =
understood."=20
(RAD Rule 1.7B2).</P>
<DIV align=3Dcenter>
<CENTER>
<TABLE border=3D0 cellSpacing=3D1 cellPadding=3D4 width=3D"80%">
  <TBODY>
  <TR>
    <TD vAlign=3Dtop width=3D"10%" align=3Dmiddle>e.g.</TD>
    <TD vAlign=3Dtop width=3D"90%">Herbert (Bert) Herridge emigrated =
from England=20
      with his parents to the West Kootenay area in 1907. He served with =
the=20
      54th West Kootenay Battalion during World War 1. From 1918 to =
1941, he was=20
      involved with an orchard at Nakusp, B.C., soldiers' settlement =
projects in=20
      the Arrow Lakes area, community affairs, and several small =
businesses.=20
      From 1941 to 1945, he served as an M.L.A. From 1948 to 1968, =
Herridge was=20
      a federal M.P. for the West Kootenay=20
region.</TD></TR></TBODY></TABLE></CENTER></DIV>
<P><B>Custodial History</B></P>
<P>RAD prescribes that the history of the custody of the material being=20
described includes "the successive transfers of ownership and custody of =
the=20
material, along with the dates thereof", when the information can be =
obtained.=20
"if the custodial history is unknown, record that information. When the =
material=20
being described is acquired directly from the creator, record this =
information=20
as the immediate source of acquisition." (RAD Rule 1.7C.</P>
<DIV align=3Dcenter>
<CENTER>
<TABLE border=3D0 cellSpacing=3D1 cellPadding=3D4 width=3D"80%">
  <TBODY>
  <TR>
    <TD vAlign=3Dtop width=3D"10%" align=3Dmiddle>e.g.</TD>
    <TD vAlign=3Dtop width=3D"90%">Lawrence Bartlett, son of Percy R. =
Bartlett,=20
      donated the records to the R.N. Atkinson Museum in Penticton, B.C. =
The=20
      material was subsequently transferred to the City of Vancouver=20
  Archives.</TD></TR></TBODY></TABLE></CENTER></DIV>
<P><B>Scope and Content</B></P>
<P>This area includes information relating to the "general contents, =
nature, and=20
scope of the material being described." (RAD Rule 1.7D). Also included =
is a list=20
of the series, a description of the arrangement, and the general subject =
matter=20
of the records. Information in this area should not duplicate what has =
already=20
been given in other parts of the description.</P>
<DIV align=3Dcenter>
<CENTER>
<TABLE border=3D0 cellSpacing=3D1 cellPadding=3D4 width=3D"80%">
  <TBODY>
  <TR>
    <TD vAlign=3Dtop width=3D"10%" align=3Dmiddle>e.g.</TD>
    <TD vAlign=3Dtop width=3D"90%">The fonds consists of correspondence, =
financial=20
      records, legal papers and certificates relating to property, =
business, the=20
      School Board, the West Lulu Island Dyking Commission, the RCAF, =
and other=20
      personal interests and activities of the Thompson family. Fonds =
includes=20
      320 candid and studio photographs of the Thompson family, typical =
farming=20
      activities and the Richmond =
community.</TD></TR></TBODY></TABLE></CENTER></DIV>
<P>1.8 Note area</P>
<P>The note area is provided to add any extra information that might =
assist in=20
the administration and research use of the material. Notes are listed in =
a=20
prescribed order, using only the ones that apply to each particular =
fonds.<A=20
href=3D"http://aabc.ca/msa/5_end_notes.htm#11"><SUP>11</SUP></A> The =
most commonly=20
used notes are as follows:</P>
<P>1. Variations in title proper</P>
<BLOCKQUOTE>
  <BLOCKQUOTE>
    <P>e.g. Also known as Joan Smith collection. (Title proper is Bryan =
Smith=20
    fonds)</P></BLOCKQUOTE></BLOCKQUOTE>
<P>2. Source of supplied title</P>
<BLOCKQUOTE>
  <BLOCKQUOTE>
    <P>e.g. Title based on the contents of the =
fonds.</P></BLOCKQUOTE></BLOCKQUOTE>
<P>4. Physical description</P>
<BLOCKQUOTE>
  <BLOCKQUOTE>
    <P>e.g. Includes: 2 m of textual records, ca. 500 photographs, 5 =
plans, and=20
    8 cassettes.</P></BLOCKQUOTE></BLOCKQUOTE>
<P>5. Immediate source of acquisition</P>
<BLOCKQUOTE>
  <BLOCKQUOTE>
    <P>e.g. Transferred from the City Clerk, 18 March=20
1970.</P></BLOCKQUOTE></BLOCKQUOTE>
<P>8. Location of originals</P>
<BLOCKQUOTE>
  <BLOCKQUOTE>
    <P>e.g. Originals destroyed after microfilming in=20
1981.</P></BLOCKQUOTE></BLOCKQUOTE>
<P>9. Restrictions on access, and terms governing use, reproduction and=20
publication</P>
<BLOCKQUOTE>
  <BLOCKQUOTE>
    <P>e.g. Access to social assistance files is=20
restricted.</P></BLOCKQUOTE></BLOCKQUOTE>
<P>10. Finding aid</P>
<BLOCKQUOTE>
  <BLOCKQUOTE>
    <P>e.g. Inventory available; with file =
lists.</P></BLOCKQUOTE></BLOCKQUOTE>
<P>13. General note</P>
<BLOCKQUOTE>
  <BLOCKQUOTE>
    <P>This area is used to record any other descriptive information =
considered=20
    important, but not falling within the other note=20
areas.</P></BLOCKQUOTE></BLOCKQUOTE>
<P><A=20
href=3D"http://aabc.ca/msa/5_sample_fonds_level_description.htm#SAMPLE%20=
FONDS%20LEVEL%20DESCRIPTION">Sample=20
Fonds Level Description</A></P>
<P><A =
href=3D"http://aabc.ca/msa/5_description_worksheet.htm">Description=20
Worksheet</A></P>
<P><A name=3D"Reference Finding Aids"><B>Reference Finding =
Aids</B></A></P>
<P>The end product of archival description, using RAD as a guide, is the =

production of finding aids. Finding aids provide an essential link =
between=20
archives and users, because they assist users, whether they be =
archivists or=20
researchers, in finding the records they need. Finding aids assist in =
the=20
retrieval of information contained in archival holdings, and facilitate=20
efficient management of the repository.</P>
<P>Two descriptive principles guide the development of finding aids. =
First, the=20
principle of provenance identifies that the fonds is the primary unit of =

description. Second, the principle that description proceeds from the =
general to=20
the specific identifies that archives must be described as a whole =
before=20
describing the parts. That is, a brief description of each fonds is =
completed=20
before more extensive information is provided for each series or each =
file of=20
one fonds.</P>
<P>Each finding aid should include the accession number of the archival =
material=20
being described, because the accession number is your primary method of=20
administrative control. Three copies should be made for safe keeping: =
store one=20
in the reference area, another in the storage area, and a third security =
copy=20
with the accession record. Some archivists keep another copy in a =
separate=20
building, as an extra precaution against damage or loss. if you create =
an=20
automated finding aid, remember to make extra copies of your computer =
files and=20
store the back-up discs in a safe place. The back-up discs need to be =
updated=20
regularly as new information is added to the files.</P>
<P>There are three common types of finding aids that are tied to the =
archival=20
units of fonds, series and files. They include a repository guide, =
descriptive=20
inventory, and summary inventory of one fonds.</P>
<P><B><A name=3D"Repository Guide">Repository Guide</A></B></P>
<P>A repository guide includes a brief fonds level description of each =
fonds in=20
the custody of an archival repository, listed in alphabetical order by =
title. If=20
the records in your Archives cover a wide range of social activity, the =
guide=20
can be subdivided usefully into sections by types of records creators, =
such as=20
government, business, family, schools, and voluntary associations. In =
each=20
section, the fonds are listed in alphabetical order by title. Sometimes =
Archives=20
prepare special thematic guides on topics of interest, such as labour =
history or=20
women's studies. Increasingly, though, thematic guides are rarely =
produced=20
because they go out of date very quickly. Subject access can be easily =
provided=20
by subject indexing.</P>
<P>The description of each fonds is prepared according to RAD, and =
includes=20
title, dates of creation, physical description, archival description, =
and notes.=20
By following RAD standards, uniformity among all repositories is =
assured.</P>
<P>Guides can be produced in three forms: catalogue cards, report =
format, and=20
electronic database. If your Archives has not yet computerized its =
holdings, the=20
essential information from each fonds level description can be typed on=20
catalogue cards, and filed alphabetically by title, and cross-referenced =
by=20
subject and form for easy access. Many Archives produce the Guide in =
report=20
format for researchers to view at their leisure. Guides can also be =
published=20
and distributed to other repositories and interested researchers to =
promote the=20
broader use of the repository's archival resources.</P>
<P>RAD standards will also provide a structure for automating your fonds =
level=20
descriptions. Combined with powerful indexing software, automation of =
fonds=20
level descriptions can provide precise retrieval of records by any of =
the=20
descriptive elements you choose.</P>
<P>The following example shows a main entry catalogue card of a fonds =
level=20
description. Sometimes more than one card is needed to contain all the=20
information. Once finished, the card is filed alphabetically by =
title:</P>
<P align=3Dcenter><STRONG>MAIN ENTRY SAMPLE</STRONG></P>
<DIV align=3Dcenter>
<CENTER>
<TABLE border=3D1 cellSpacing=3D0 cellPadding=3D25 width=3D500 =
height=3D300>
  <TBODY>
  <TR>
    <TD vAlign=3Dtop><FONT face=3D"Courier New"><STRONG>SMYTHE, JUSTIN=20
      ALBERT</STRONG></FONT>=20
      <P><FONT face=3D"Courier New">Acc. No. 987.024</FONT></P>
      <P><FONT face=3D"Courier New">Justin Albert Smythe fonds. - =
1902-1964. - 2 m=20
      of textual records.</FONT></P>
      <P><FONT face=3D"Courier New">Smythe was an author, and editor and =

      journalist for the <EM>New Caledonia Times</EM> newspaper from=20
      19301964.</FONT></P>
      <P><FONT face=3D"Courier New">The fonds consists of =
correspondence,=20
      journals, manuscripts and newspaper articles relating to =
journalism,=20
      writing and publishing, and the <EM>New Caledonia =
Times.</EM></FONT></P>
      <P><FONT face=3D"Courier New">An inventory is available: No.=20
      987.024.</FONT></P></TD></TR></TBODY></TABLE></CENTER></DIV>
<P align=3Dleft><A name=3D"Descriptive Inventory">&nbsp;Descriptive=20
Inventory</A></P>
<P>The descriptive inventory is a complete and detailed description of =
one=20
archival fonds. Because of the time and effort involved with producing a =

descriptive inventory, it is generally used for historically significant =
fonds=20
that have a high rate of use, and have a complex arrangement that =
requires a=20
more detailed level of description. The inventory proceeds from the =
general to=20
the specific - from the fonds, to the series, to the files. The =
inventory begins=20
with a fonds level description, and then expands the information to =
include a=20
description of each series, and if necessary, file lists in each series. =
At each=20
level of description, RAD is applied in the same consistent manner. =
Remember=20
that it is not necessary to repeat any information at the series or file =
level=20
if it has already been included at the fonds level. See the end of the =
chapter=20
for a <A =
href=3D"http://aabc.ca/msa/5_sample_descriptive_inventory.htm">sample=20
inventory</A>, pp. 5.20-5.21.</P>
<P><A name=3D"Summary Inventory:">Summary Inventory:</A></P>
<P>The summary inventory can be a useful tool to provide basic physical =
control=20
of a fonds when time does not permit the development of a descriptive =
inventory.=20
The summary provides introductory information about provenance, =
including the=20
history and functions of the records creator, but does not provide =
information=20
about the records themselves, except to note extent, dates and =
location.</P>
<P><B><A name=3D"Administrative Finding Aids">Administrative Finding=20
Aids</A></B></P>
<P><A name=3D"Accession Register">Accession Register</A></P>
<P>The accession record is the first actual finding aid created by an =
archivist.=20
It can be a valuable descriptive document in the absence of a more =
detailed=20
finding aid. Complete a detailed accession record for every new =
accession you=20
receive, regardless of the extent of your descriptive programme. Create =
an=20
accession form on a letter sized page, and photocopy the page as often =
as=20
needed. Either type or write in the accession information. Refer to <A=20
href=3D"http://aabc.ca/msa/3_bringing_material_into_your_ar.htm">Chapter =
3</A> for=20
more information.</P>
<P><A name=3D"Location Lists">Location Lists</A></P>
<P>The location lists includes the accession number, box number and the =
location=20
code that identifies the physical location in the building where the =
records are=20
stored. In order to be able to find the records when needed, the =
location file=20
needs to be kept up to date.</P>
<P><B><A name=3D"Subject Indexing">Subject Indexing</A></B></P>
<P>Indexing helps to identify and locate information being looked for, =
by=20
grouping together information of a similar nature scattered throughout =
the=20
records.<A =
href=3D"http://aabc.ca/msa/5_end_notes.htm#12"><SUP>12</SUP></A> The=20
most common types of indexes used in Archives are name, subject and form =

indexes. Subject indexes list the index terms in alphabetical order, and =
then=20
refer users to the appropriate page in the finding aid for a complete=20
description of the records. The most important key to success in =
indexing is=20
consistent application of terms, and the use of a controlled vocabulary =
to=20
identify preferred terms.</P>
<P>Reference tools that identify preferred terms are called thesauri. A =
basic,=20
simple thesaurus for small Archives is the BC Thesaurus. Other similar =
ones=20
include Provincial Archives of Alberta <I>Subject Headings, and</I> Nova =

<I>Scotia Subject Headings.</I> Your institution needs to choose the =
thesaurus=20
that best meets your needs, and then use it consistently. Because these =
thesauri=20
are general ones, you may decide to add terms specific to your community =
or=20
organization. Develop an in-house procedure to authorize new terms, and =
then add=20
them to the thesaurus. If terms are added in a haphazard fashion, the=20
consistency of the index will disintegrate.</P>
<P>A thesaurus is constructed to assist users in selecting one preferred =
term=20
out of several possible terms that can be used to express one single =
concept.=20
For example, consider the wide variety of words that can be used to =
identify=20
native peoples: Aboriginal Peoples, First People, Indians, Natives, =
Native=20
Peoples, North American Indians, and First Nations. A thesaurus selects =
one=20
preferred term for use, such as "Native peoples" that is consistently =
used for=20
this concept. You may not like the preferred term, but the advantages of =
having=20
a controlled vocabulary outweigh the disadvantages of scattering =
references to=20
one concept among a variety of index terms.</P>
<P>A thesaurus also groups terms together into a hierarchy of broader =
and=20
narrower terms that relate to one another. For example the term =
"Literature" has=20
a broader term (BT) of "Liberal arts", and narrower terms (NT) of =
"Fiction,=20
Novels, Plays and Poetry." To assist the user, each entry in the =
hierarchy will=20
be entered separately. By grouping the terms in this manner, you can =
choose how=20
specific you want to be in selecting the subject term. By including BTs =
and NTs=20
with each entry, you can browse up and down the hierarchy until you have =

selected the term you want. If, for example, you are indexing the Justin =
Albert=20
Smythe fonds, you might want to use the broader term, 'Literature" to =
index at=20
the fonds level. If, however, you extend your indexing to the series =
level, you=20
might want to use the more specific terms "Novels" and "Poetry."</P>
<P align=3Dcenter><B><A name=3D"SAMPLE THESAURUS ENTRIES">SAMPLE =
THESAURUS=20
ENTRIES</A></B></P>
<BLOCKQUOTE>
  <BLOCKQUOTE>
    <P>The following subject terms have been selected from the =
<I>British=20
    Co</I>lumbia Thesaurus to show broader and narrower terms of=20
    "Literature."</P>
    <DIV align=3Dcenter>
    <CENTER>
    <TABLE border=3D1 cellSpacing=3D0 cellPadding=3D25 width=3D"80%">
      <TBODY>
      <TR>
        <TD width=3D"100%">
          <DIV align=3Dcenter>
          <CENTER>
          <TABLE border=3D0 cellSpacing=3D0 cellPadding=3D4 =
width=3D"100%">
            <TBODY>
            <TR>
              <TD vAlign=3Dtop>ARTS</TD>
              <TD vAlign=3Dtop></TD>
              <TD vAlign=3Dtop></TD></TR>
            <TR>
              <TD vAlign=3Dtop></TD>
              <TD vAlign=3Dtop>BT</TD>
              <TD vAlign=3Dtop>Academic disciplines</TD></TR>
            <TR>
              <TD vAlign=3Dtop></TD>
              <TD vAlign=3Dtop>NT</TD>
              <TD vAlign=3Dtop>Fine arts<BR>&nbsp; Liberal =
arts</TD></TR>
            <TR>
              <TD vAlign=3Dtop>LIBERAL ARTS</TD>
              <TD vAlign=3Dtop></TD>
              <TD vAlign=3Dtop></TD></TR>
            <TR>
              <TD vAlign=3Dtop></TD>
              <TD vAlign=3Dtop>BT</TD>
              <TD vAlign=3Dtop>Arts</TD></TR>
            <TR>
              <TD vAlign=3Dtop></TD>
              <TD vAlign=3Dtop>NT</TD>
              <TD vAlign=3Dtop>Grammar<BR>&nbsp; Languages<BR>&nbsp;=20
                Linguistics<BR>&nbsp; Literature</TD></TR>
            <TR>
              <TD vAlign=3Dtop>LITERATURE</TD>
              <TD vAlign=3Dtop></TD>
              <TD vAlign=3Dtop></TD></TR>
            <TR>
              <TD vAlign=3Dtop></TD>
              <TD vAlign=3Dtop>BT</TD>
              <TD vAlign=3Dtop>Liberal arts</TD></TR>
            <TR>
              <TD vAlign=3Dtop></TD>
              <TD vAlign=3Dtop>NT</TD>
              <TD vAlign=3Dtop>Fiction<BR>&nbsp; Novels<BR>&nbsp;=20
                Plays<BR>&nbsp; Poetry</TD></TR>
            <TR>
              <TD vAlign=3Dtop>POETRY</TD>
              <TD vAlign=3Dtop></TD>
              <TD vAlign=3Dtop></TD></TR>
            <TR>
              <TD vAlign=3Dtop></TD>
              <TD vAlign=3Dtop>BT</TD>
              <TD=20
      =
vAlign=3Dtop>Literature</TD></TR></TBODY></TABLE></CENTER></DIV></TD></TR=
></TBODY></TABLE></CENTER></DIV></BLOCKQUOTE></BLOCKQUOTE>
<P>There are two stages in the indexing process. First, examine the =
material for=20
content, and identify and select the main concepts. Second, with the =
help of a=20
controlled vocabulary, choose the most suitable index term.<A=20
href=3D"http://aabc.ca/msa/5_end_notes.htm#13"><SUP>13</SUP></A> Once =
the subject=20
terms are selected, catalogue cards for each fonds can be created. The =
main=20
entry card with the fonds level description is always created first, and =
is=20
filed by title. Then, an added entry card is created that duplicates the =

information on the fonds level description, but a subject is added to =
the top.=20
This card is then filed in alphabetical order by subject.</P>
<P align=3Dcenter><A name=3D"ADDED ENTRY SAMPLE"><STRONG>ADDED ENTRY=20
SAMPLE</STRONG></A></P>
<DIV align=3Dcenter>
<CENTER>
<TABLE border=3D1 cellSpacing=3D0 cellPadding=3D25 width=3D500 =
height=3D300>
  <TBODY>
  <TR>
    <TD width=3D"100%"><FONT face=3D"Courier New">LITERATURE</FONT>=20
      <P><FONT face=3D"Courier New">Acc. No. 987.024</FONT></P>
      <P><FONT face=3D"Courier New">Smythe, Justin Albert fonds. - =
1902-1964. - 2=20
      m of textual records</FONT></P>
      <P><FONT face=3D"Courier New">Smythe was an author, and editor and =

      journalist for the <EM>New Caledonia Times</EM> newspaper from=20
      19301964.</FONT></P>
      <P><FONT face=3D"Courier New">The fonds consists of =
correspondence,=20
      journals, poems, literary manuscripts, newspaper articles and =
clippings=20
      relating to journalism, writing and publishing, and the <EM>New =
Caledonia=20
      Times.</EM></FONT></P>
      <P><FONT face=3D"Courier New">An inventory is available: No.=20
      987.024.</FONT></P></TD></TR></TBODY></TABLE></CENTER></DIV>
<P><B><A name=3D"Name Indexing and Authority Files">Name Indexing and =
Authority=20
Files</A></B></P>
<P>Name changes and variations of names can make searches difficult. In =
order to=20
make name indexes effective, every reference to the same name needs to =
be=20
consistent, and preferred names need to be established in much the way =
as a=20
controlled vocabulary. In order to control the authorized name to be =
used, an=20
authority file needs to be developed.<A=20
href=3D"http://aabc.ca/msa/5_end_notes.htm#14"><SUP>14</SUP></A> For =
Archives that=20
are not automated, the simplest form is to use a card index, arranging =
each card=20
in alphabetical order by name.</P>
<P><A name=3D"Individual cards">For individuals</A>, the authority file =
lists full=20
name, birth and death dates, and alternate names. The following example =
lists=20
two alternate names, and shows that the preferred name for all entries =
is=20
"Justin Albert Smythe." The authority file should include the mai n card =
showi=20
ng the preferred name, and list the alternate names that will not be =
used. The=20
non-preferred name should have secondary reference cards to point the =
user to=20
the preferred name.</P>
<P align=3Dcenter><STRONG>MAIN CARD SAMPLE</STRONG></P>
<DIV align=3Dcenter>
<CENTER>
<TABLE border=3D1 cellSpacing=3D0 cellPadding=3D25 width=3D500 =
height=3D300>
  <TBODY>
  <TR>
    <TD vAlign=3Dtop width=3D"100%"><FONT face=3D"Courier =
New"><STRONG>Smythe,=20
      Justin Albert, 1900-1964</STRONG></FONT>=20
      <BLOCKQUOTE>
        <P><FONT face=3D"Courier New">USE FOR</FONT></P>
        <P><FONT face=3D"Courier New">Smythe, Justin, =
1900-1964</FONT></P>
        <P><FONT face=3D"Courier New">Work described: Justin Albert =
Smythe fonds,=20
        No. =
987.024</FONT></P></BLOCKQUOTE></TD></TR></TBODY></TABLE></CENTER></DIV>
<P align=3Dcenter><B>REFERENCE CARD SAMPLE</B></P>
<DIV align=3Dcenter>
<CENTER>
<TABLE border=3D1 cellSpacing=3D0 cellPadding=3D25 width=3D500 =
height=3D300>
  <TBODY>
  <TR>
    <TD vAlign=3Dtop width=3D"100%"><FONT face=3D"Courier New">Smythe, =
Justin</FONT>=20

      <BLOCKQUOTE>
        <P><FONT face=3D"Courier New">USE</FONT></P>
        <P><FONT face=3D"Courier New">Smythe, Justin Albert, =
1900-1964</FONT></P>
        =
<P>&nbsp;</P></BLOCKQUOTE></TD></TR></TBODY></TABLE></CENTER></DIV>
<P align=3Dleft><A name=3D"Organizational names cards">For =
organizational names</A>,=20
the authority file lists the preferred name for each organization, and =
also=20
lists the history of name changes. Sources that document changes can =
also be=20
noted.</P>
<P align=3Dcenter><B>MAIN CARD SAMPLE</B></P>
<DIV align=3Dcenter>
<CENTER>
<TABLE border=3D1 cellSpacing=3D0 cellPadding=3D25 width=3D500 =
height=3D300>
  <TBODY>
  <TR>
    <TD vAlign=3Dtop width=3D"100%"><FONT face=3D"Courier =
New"><STRONG>New Caledonia=20
      Times, 1930-</STRONG></FONT>=20
      <BLOCKQUOTE>
        <P><FONT face=3D"Courier New">SEE ALSO alternate name</FONT></P>
        <P><FONT face=3D"Courier New">Caledonian Westward Ho, =
1939-1942</FONT></P>
        <P><FONT face=3D"Courier New">Name changed during the years=20
        1939-1942</FONT></P>
        <P><FONT face=3D"Courier New">Work described: New Caledonia =
Times, 11 Nov.=20
        =
1958</FONT></P></BLOCKQUOTE></TD></TR></TBODY></TABLE></CENTER></DIV>
<P align=3Dcenter><STRONG>REFERENCE CARD SAMPLE</STRONG></P>
<DIV align=3Dcenter>
<CENTER>
<TABLE border=3D1 cellSpacing=3D0 cellPadding=3D25 width=3D500 =
height=3D300>
  <TBODY>
  <TR>
    <TD vAlign=3Dtop width=3D"100%"><FONT face=3D"Courier =
New"><STRONG>Caledonian=20
      Westward Ho, 1939-1942</STRONG></FONT>=20
      <BLOCKQUOTE>
        <P><FONT face=3D"Courier New">SEE ALSO alternate name</FONT></P>
        <P><FONT face=3D"Courier New">New Caledonia Times, =
1930-</FONT></P>
        <P><FONT face=3D"Courier New">Work described: New Caledonia =
Times, 11 Nov.=20
        =
1958</FONT></P></BLOCKQUOTE></TD></TR></TBODY></TABLE></CENTER></DIV>
<P align=3Dcenter><A name=3D"INDEXING GUIDELINES"><STRONG>INDEXING=20
GUIDELINES</STRONG></A></P>
<DIV align=3Dcenter>
<CENTER>
<TABLE border=3D0 cellSpacing=3D0 cellPadding=3D5 width=3D"80%">
  <TBODY>
  <TR>
    <TD width=3D"100%"><!--msimagelist-->
      <TABLE border=3D0 cellSpacing=3D0 cellPadding=3D0 =
width=3D"100%"><!--msimagelist-->
        <TBODY>
        <TR><!--msimagelist-->
          <TD vAlign=3Dbaseline width=3D42><IMG hspace=3D14=20
            src=3D"http://aabc.ca/msa/graphics/grey_dot.gif" width=3D14=20
height=3D14></TD>
          <TD vAlign=3Dtop width=3D"100%">Before you begin an indexing =
programme,=20
            make sure you have completed accession records, a repository =
guide=20
            of fonds level descriptions, and inventories for large or=20
            significant fonds. Once you begin your indexing programme, =
subject=20
            terms and name authority files can be created during the =
description=20
            of each new =
accession.<!--msimagelist--></TD></TR><!--msimagelist-->
        <TR><!--msimagelist-->
          <TD vAlign=3Dbaseline width=3D42><IMG hspace=3D14=20
            src=3D"http://aabc.ca/msa/graphics/grey_dot.gif" width=3D14=20
height=3D14></TD>
          <TD vAlign=3Dtop width=3D"100%">Select the thesaurus your =
Archives will=20
            use to establish a controlled vocabulary for the selection =
of=20
            subject terms.<!--msimagelist--></TD></TR><!--msimagelist-->
        <TR><!--msimagelist-->
          <TD vAlign=3Dbaseline width=3D42><IMG hspace=3D14=20
            src=3D"http://aabc.ca/msa/graphics/grey_dot.gif" width=3D14=20
height=3D14></TD>
          <TD vAlign=3Dtop width=3D"100%">Create and maintain a name =
authority=20
            file to control all names used in the =
index.<!--msimagelist--></TD></TR><!--msimagelist-->
        <TR><!--msimagelist-->
          <TD vAlign=3Dbaseline width=3D42><IMG hspace=3D14=20
            src=3D"http://aabc.ca/msa/graphics/grey_dot.gif" width=3D14=20
height=3D14></TD>
          <TD vAlign=3Dtop width=3D"100%">Maintain a manual that =
documents all=20
            changes to your indexing system. Note, for example, when a =
new=20
            subject was added to the =
list.<!--msimagelist--></TD></TR><!--msimagelist-->
        <TR><!--msimagelist-->
          <TD vAlign=3Dbaseline width=3D42><IMG hspace=3D14=20
            src=3D"http://aabc.ca/msa/graphics/grey_dot.gif" width=3D14=20
height=3D14></TD>
          <TD vAlign=3Dtop width=3D"100%">Keep your index up to date. If =
you are=20
            unable to maintain it, perhaps it is too=20
          complex.<!--msimagelist--></TD></TR><!--msimagelist-->
        <TR><!--msimagelist-->
          <TD vAlign=3Dbaseline width=3D42><IMG hspace=3D14=20
            src=3D"http://aabc.ca/msa/graphics/grey_dot.gif" width=3D14=20
height=3D14></TD>
          <TD vAlign=3Dtop width=3D"100%">Develop or expand your =
indexing=20
            programme in relation to your time, money, facilities, and=20
            =
priorities.<!--msimagelist--></TD></TR><!--msimagelist--></TBODY></TABLE>=
</TD></TR></TBODY></TABLE></CENTER></DIV>
<P>&nbsp;</P>
<DIV align=3Dcenter>
<CENTER>
<TABLE border=3D0 cellSpacing=3D0 cellPadding=3D5 width=3D"100%">
  <TBODY>
  <TR>
    <TD width=3D"100%"><A name=3D"Establishing a Descriptive =
Programme"><FONT=20
      size=3D3><STRONG>Establishing a Descriptive =
Programme</STRONG></FONT></A>=20
      <P align=3Dleft>If you are not currently using RAD in your =
descriptive=20
      programme, now is the time to consider adopting the professional =
standard=20
      of description. Remember, you do not have to redo all the work =
done in the=20
      past. Simply set a date to change your procedures, and stop adding =
to old=20
      finding aids after that. Indicate to researchers that your system =
changed=20
      at a particular date and remind them to consult finding aids in =
the=20
      obsolete system. Consider converting old finding aids gradually to =
the new=20
      system when you have the time and resources.</P>
      <P align=3Dleft>Like any other archival activity, description =
ought to be a=20
      planned process, so that all materials are described adequately =
with the=20
      least amount of wasted time or effort. You need to establish =
priorities.=20
      Decide which finding aids must always be created, which finding =
aids can=20
      be prepared if time is available, and which ones you will not =
create.=20
      Determine also the level of detail to be included in each finding =
aid, and=20
      its general contents and physical format.</P>
      <P align=3Dleft>When developing your descriptive programme, =
consider the=20
      following questions:</P>
      <BLOCKQUOTE>
        <P align=3Dleft>What type of records do you =
have?</P></BLOCKQUOTE>
      <BLOCKQUOTE>
        <BLOCKQUOTE>
          <P align=3Dleft>Indexing names in confidential patient files =
in a=20
          hospital archives would be a violation of the patient's =
privacy. On=20
          the other hand, a community archives with a large number of=20
          photographs could benefit from detailed finding =
aids.</P></BLOCKQUOTE>
        <P align=3Dleft>Who is going to use your Archives?</P>
        <BLOCKQUOTE>
          <P align=3Dleft>If your corporate Archives serves the creators =
of the=20
          documents, then you may not need to prepare detailed finding =
aids. The=20
          people using a community archives, however, will not be =
familiar with=20
          the contents of the fonds, and you will need to provide more=20
          descriptive information.</P></BLOCKQUOTE>
        <P align=3Dleft>Which fonds are most popular or frequently =
used?</P>
        <BLOCKQUOTE>
          <P align=3Dleft>If researchers are always asking for a =
particular=20
          pioneer's fonds, perhaps you need to prepare a detailed =
inventory and=20
          file list. If you have just accessioned several maps of an =
area=20
          outside your jurisdiction, and you are planning to deaccession =
them=20
          and send them to a more appropriate Archives, you will =
probably decide=20
          not to bother with individual descriptions.</P></BLOCKQUOTE>
        <P align=3Dleft>How much time do you have?</P>
        <BLOCKQUOTE>
          <P align=3Dleft>The archivist working part-time two days a =
week would be=20
          wiser to create general inventories for all records in the =
archives=20
          rather than attempting item-level indexing of specific=20
        fonds.</P></BLOCKQUOTE>
        <P align=3Dleft>How much money do you have?</P>
        <BLOCKQUOTE>
          <P align=3Dleft>It may not be wise to begin a detailed =
description at=20
          the item level if you are going to run out of money in a year. =

          Instead, focus on fonds level descriptions. Gradually prepare =
more=20
          detailed inventories of series, and file lists, as time=20
        =
permits.</P></BLOCKQUOTE></BLOCKQUOTE></TD></TR></TBODY></TABLE></CENTER>=
</DIV>
<P align=3Dcenter><A name=3D"DESCRIPTIVE PROGRAMME =
GUIDELINES"><STRONG>DESCRIPTIVE=20
PROGRAMME GUIDELINES</STRONG></A></P>
<DIV align=3Dcenter>
<CENTER>
<TABLE border=3D0 cellSpacing=3D0 cellPadding=3D5 width=3D"80%">
  <TBODY>
  <TR>
    <TD width=3D"100%"><!--msimagelist-->
      <TABLE border=3D0 cellSpacing=3D0 cellPadding=3D0 =
width=3D"100%"><!--msimagelist-->
        <TBODY>
        <TR><!--msimagelist-->
          <TD vAlign=3Dbaseline width=3D42><IMG hspace=3D14=20
            src=3D"http://aabc.ca/msa/graphics/grey_dot.gif" width=3D14=20
height=3D14></TD>
          <TD vAlign=3Dtop width=3D"100%">Complete an accession record =
for all=20
            accessions in your Archives before beginning any other =
descriptive=20
            work.<!--msimagelist--></TD></TR><!--msimagelist-->
        <TR><!--msimagelist-->
          <TD vAlign=3Dbaseline width=3D42><IMG hspace=3D14=20
            src=3D"http://aabc.ca/msa/graphics/grey_dot.gif" width=3D14=20
height=3D14></TD>
          <TD vAlign=3Dtop width=3D"100%">Develop an implementation plan =
for=20
            converting your descriptive programme to RAD. Take a RAD =
workshop to=20
            help you get =
started.<!--msimagelist--></TD></TR><!--msimagelist-->
        <TR><!--msimagelist-->
          <TD vAlign=3Dbaseline width=3D42><IMG hspace=3D14=20
            src=3D"http://aabc.ca/msa/graphics/grey_dot.gif" width=3D14=20
height=3D14></TD>
          <TD vAlign=3Dtop width=3D"100%">Complete a fonds level =
description for=20
            all fonds, regardless of size. If you are using catalogue =
cards,=20
            file the description alphabetically by=20
title.<!--msimagelist--></TD></TR><!--msimagelist-->
        <TR><!--msimagelist-->
          <TD vAlign=3Dbaseline width=3D42><IMG hspace=3D14=20
            src=3D"http://aabc.ca/msa/graphics/grey_dot.gif" width=3D14=20
height=3D14></TD>
          <TD vAlign=3Dtop width=3D"100%">Prepare index entries based on =

            significant people, places, events and subjects. if you are =
using=20
            catalogue cards, file the subject terms =
alphabetically.<!--msimagelist--></TD></TR><!--msimagelist-->
        <TR><!--msimagelist-->
          <TD vAlign=3Dbaseline width=3D42><IMG hspace=3D14=20
            src=3D"http://aabc.ca/msa/graphics/grey_dot.gif" width=3D14=20
height=3D14></TD>
          <TD vAlign=3Dtop width=3D"100%">Work from the general to the =
specific.=20
            Complete accession records, main entry cards, and =
inventories to=20
            large accessions before beginning any detailed description =
of=20
            significant fonds. This gives you basic control of all your=20
            holdings, rather than detailed descriptions of some records, =
and=20
            nothing about=20
        =
others.<!--msimagelist--></TD></TR><!--msimagelist--></TBODY></TABLE></TD=
></TR></TBODY></TABLE></CENTER></DIV>
<P><A =
href=3D"http://aabc.ca/msa/5_sample_descriptive_inventory.htm">Sample=20
Descriptive Inventory</A></P>
<P><A href=3D"http://aabc.ca/msa/5_selected_reading.htm">Selected =
Reading</A></P>
<P><A href=3D"http://aabc.ca/msa/5_end_notes.htm">End Notes</A></P>
<P><A =
href=3D"http://aabc.ca/msa/5_describing_archival_material.htm#Top">Back =
to=20
<STRONG>Top</STRONG></A></P>
<DIV align=3Dcenter>
<CENTER>
<TABLE border=3D0 cellSpacing=3D0 cellPadding=3D2 width=3D"100%">
  <TBODY>
  <TR>
    <TD align=3Dmiddle><A=20
      href=3D"http://aabc.ca/msa/0_table_of_contents.htm"><FONT size=3D1 =

      face=3D"Helvetica, Arial, sans-serif">Contents</FONT></A></TD>
    <TD align=3Dmiddle><A =
href=3D"http://aabc.ca/msa/0_preface.htm"><FONT size=3D1=20
      face=3D"Helvetica, Arial, sans-serif">Preface</FONT></A></TD>
    <TD align=3Dmiddle><A =
href=3D"http://aabc.ca/msa/0_introduction.htm"><FONT=20
      size=3D1 face=3D"Helvetica, Arial, =
sans-serif">Introduction</FONT></A></TD>
    <TD align=3Dmiddle><A =
href=3D"http://aabc.ca/msa/1_getting_started.htm"><FONT=20
      size=3D1 face=3D"Helvetica, Arial, sans-serif">1</FONT></A></TD>
    <TD align=3Dmiddle><A=20
      =
href=3D"http://aabc.ca/msa/2_resources_people_facilities.htm"><FONT =
size=3D1=20
      face=3D"Helvetica, Arial, sans-serif">2</FONT></A></TD>
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