Appendix A - Society of American Archivists

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Francis Ellingwood Abbot papers, Andover-HarvardTheological Library, Harvard Divinity SchoolFolder headings in quotation marks were found on the originalfolders; these headings appear to have been assigned by FrancesParsons Davis. All other headings have been devised by theprocessor.Frances Parsons Davis papers, Schlesinger Library,Radcliffe InstituteDates and other information added by the processor are in squarebrackets.Dorothy Adlow papers, Schlesinger Library, RadcliffeInstituteThe contents of some folders labeled "miscellaneous" wereinterfiled in this subseries by the archivist. Folder titlesenclosed in square brackets were devised by the archivist.Records of the Association of Harvard Chemists, HarvardUniversity ArchivesTitles were assigned by the cataloger unless otherwise noted.Whenever possible, full names were used within titles to enablekeyword searching.Harvard College Papers, 1st series, Harvard UniversityArchivesWeeding statement example:Photostat copies of originals in the collection were removed.Commencement Theses, Quaestiones, and Orders of Exercises,Harvard University ArchivesContainer number alteration examples:Material received in 1977 was processed as an addition in 1994.The finding aid was further revised and containers housing theaddition were renumbered in 2010.Papers of Kermit and Belle Roosevelt, Library of CongressThese papers of Betty Friedan were previously designated by anaccession number range: "71-62--81-M23." ... The papers arrivedin no order; most documents were not in folders. They wereroughly sorted and screened so they could be made available forresearch use. Folder titles were created by the archivist. In2009, the archivist reboxed the collection, added moredescription to folder titles and scope and content notes, andintellectually rearranged some folders; the physical arrangementwas retained. Basic folder numbers remain the same as in "71-62--81-M23," but for preservation purposes, many overly-full foldershave been divided, adding alphabetical designations to thepreviously assigned numbers (e.g., #149a-149b).Papers of Betty Friedan, Schlesinger Library, RadcliffeInstitute86DESCR IB IN G ARCH IVE S: A CON TENT STAND ARD
CHAPTER 8Description Control Element8.1 Description Control Element (Added Value)Purpose and ScopeThe purpose of this element is to document the creation and revision of archival descriptiverecords. There are four aspects to this: sources used, the rules or conventions on which it isbased, the name(s) of the person(s) who prepared or revised it, and the date(s) it was created orrevised. Establish a consistent policy regarding the content, form, and placement of citation ofsources.Exclusions8.1.1. Rules for documenting the creation and maintenance of an authority record are found inChapter 11.Sources of Information8.1.2. Take the information from institutional policies and procedures.General RulesSources Used8.1.3. Record relevant information about sources consulted in establishing or revising thedescription.Dictionary of North Carolina Biography (vol. 4, 1991) consulted duringpreparation of biographical note.Rules or Conventions8.1.4. Record the international, national, or local rules or conventions followed in preparing thedescription.Description based on DACSCollection description based on DACS, with the exception ofdescriptions of oral histories, which use the Oral History CatalogingManual (Chicago, SAA, 1995)Series controlled and described under the rules of the NationalArchives of Australia's Commonwealth Records Series (CRS) SystemDESCR IP T IO N C ON TROL ELEMENT 87
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Agenda Item II.A.Society of America
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APPENDIX A: Full text of revisionD
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ContentsPrefaceAcknowledgementsStat
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PrefaceDescribing Archives: A Conte
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Finally, the subcommittee considers
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DACS 2013 DACS 2004Minimum, Optimum
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Statement of PrinciplesThe followin
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serves to identify archival materia
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which the descriptive system is ent
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Overview of Archival DescriptionThe
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Access points fall into six broad c
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created. Examples of such concepts
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PART IDescribing Archival Materials
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documents and other acquisition rec
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CHAPTER 1Levels of DescriptionArchi
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Requirements for Single-level Descr
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Multilevel RequiredThe top level of
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12 DESCRIBING ARCHIVES: A CONTENT S
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General Rules2.1.2. Record a refere
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2.2 Name and Location of Repository
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2.3.3. When devising title informat
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Paul Hibbet Clyde and Mary Kestler
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Coalition to Stop Trident recordsSt
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2.4 Date Element (Required)Purpose
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2.4.8. When further accruals are ex
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No dates2.4.16. When recording date
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General Rules2.5.3. Record the nume
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approximately 275 digital image and
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Commentary: When describing the rec
Page 62 and 63: Item title: Biography of Gardiner G
Page 64 and 65: 2.7.5. Where the administrative/bio
Page 66 and 67: 1886 Born 14 October, Fayetteville,
Page 68 and 69: lessons in voice and piano at Weste
Page 70 and 71: of the Texas Commission on Interrac
Page 72 and 73: long-range planning effort for capi
Page 74 and 75: Other Significant Information2.7.33
Page 76 and 77: Exclusions3.1.1. Record information
Page 78 and 79: File contains telex printouts of al
Page 80 and 81: Subseries 5, Alden Stevens, 1941-19
Page 82 and 83: the period of closure or the date w
Page 84 and 85: The audio cassettes are located in
Page 86 and 87: The Personnel Master File contains
Page 88 and 89: archives preserving the work is loc
Page 90 and 91: 4.5 Languages and Scripts of the Ma
Page 92 and 93: 4.6 Finding Aids Element (Added Val
Page 94 and 95: CHAPTER 5Acquisition and Appraisal
Page 96 and 97: 5.2 Immediate Source of Acquisition
Page 98 and 99: 5.3 Appraisal, Destruction, and Sch
Page 100 and 101: 5.4 Accruals Element (Added Value)P
Page 102 and 103: 6.1.6. Record any identifying numbe
Page 104 and 105: 6.2.4. If appropriate, record infor
Page 106 and 107: The following sources provide addit
Page 108 and 109: CHAPTER 7Notes Element7.1 Notes Ele
Page 110 and 111: Actions and conventions include but
Page 114 and 115: Archivist and Date8.1.5. Record the
Page 117 and 118: Introduction to Describing Creators
Page 119 and 120: eferences to related names and vari
Page 121 and 122: CHAPTER 9Archival Authority Records
Page 123 and 124: of the elements defined by DACS, bu
Page 125 and 126: a work that might reasonably be sou
Page 127 and 128: CHAPTER 11Description of the Person
Page 129 and 130: ut returned to South Dakota to help
Page 131 and 132: Farmers’ spouses (occupation; fro
Page 133 and 134: Historical Summary (11.2.1):Thomas
Page 135 and 136: personEAC-CPF encoding indicating t
Page 137 and 138: n 78095825Type of Related Entity (1
Page 139 and 140: ARC-ID-976172 (unique identifier as
Page 141 and 142: Biographical data assembled by Lael
Page 143 and 144: US MMeT-C UA032Boston School of Occ
Page 145 and 146: Archival Authority RecordForm of th
Page 147 and 148: Date(s) of Authority Record Creatio
Page 149 and 150: APPENDIX A2004 PrefaceArchives, Per
Page 151 and 152: has been officially sanctioned at l
Page 153 and 154: KRIS KIESLINGCo-chair, CUSTARD Proj
Page 155 and 156: Waverly B. Lowell and Tawny Ryan Ne
Page 157 and 158: The Moving Image Genre-Form Guide.
Page 159 and 160: VRA Core Schema and Documentation.
Page 161 and 162: 2.7.30 Amalgamations andmergersl-ea
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example here)2.2 Name and Location
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12.2 Type of related entity -12.3 N
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2.5 Extent and subelements, ,, rec
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7 Notes 3.6.1 Note8 Description con
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and 2012 creating a draft revision.
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Availability of DACSTS-DACS strongl
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Revision Comments 2011All comments
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create an abstract, but that “suc
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Clarifying wording, specifically us
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Appendix 1: Not related to textDACS
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Appendix 2: Potential New MaterialD
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widely known, such as NOW for Natio
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Appendix 3 Introductory TextDACS RE
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o the description indicates the sou
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Choosing between personal/family an
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Appendix 5: Reference CodeDACS REVI
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Appendix 6: TitleDACS REVISION:Subm
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NB: I realize that as a member of T
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Affiliation: Harvard University / S
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-----------------------------------
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Perhaps we need to make a reference
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o theses and dissertationso pamphle
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Example:Squirrel food [crank mail]2
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BRIEF DESCRIPTION OF CHANGE:New rul
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o Artificiality or organic nature o
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2.3.18Discuss replacing the word "p
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Appendix 7: DateDACS REVISION:Submi
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Appendix 8: ExtentDACS REVISION:Sub
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Appendix 9: Name of Creator(s)DACS
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Appendix 10:Administrative/Biograph
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Appendix 12: System of ArrangementD
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these is "Arranged by subject but i
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Appendix 13:Technical AccessDACS RE
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Appendix 15: AppendicesDACS REVISIO
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Revision Comments 2012Comment summa
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knowledge. These days, whethersomet
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2.3 Title Element The use of “dev
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-- shouldn't the two new examplesha
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person. Comment: Since theserules a
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sources”?2.5.7 last example: add
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p. 105, paragraph 3 This 2 nd to la
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questionable element, not afterthe
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in the text, in a footnote, or in a
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guidance on (and examples of) thisw
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families?5 What is the role now for
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It would be too much to expectarchi
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the chapter.2.3.8 Rule is explicitl
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archival authority data lostbecause
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no need for this part of thecontent
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this rule over verbatim fromChapter
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First, thanks for providing a redli
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Director, Archival Technical Servic
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Collection Contents: Action: DACS R
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[yyyy]BLANK ---BLANK --- electroni
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Dear Gordon,Thanks very much for al
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of discrete descriptive elements th
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Variant name(s): Clark, Charles Jos
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W.P.A.(Works Progress Administratio
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United States. National Archives an
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Minnesota. Division of Game and Fis
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ISO 8601-Data elements and intercha
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Tufts University Digital Collection
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I am submitting a document of compi
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2.5.7: Also 2 new examples are abou
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Indicate a probable date by adding
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I have one specific observation abo
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ules for describing items, is large
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Optimal levelrequirementsPlace of p
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ReproductionsSize/dimension:Require
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DACS notesWill need to update intro
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‣ enable users to query social pr
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documents also provide at-a-glance
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Records Administration have been en
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egulation and shareholder actions,c
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primary categories of access points
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while meaningless to almost every r
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“Consistency requires that the na
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Description and Encoding Examples1.
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Family: "Dos o más personas relaci
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The Scope and Content element is in
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Manuscripts and ArchivesYale Univer
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2.2. Chapter 1. Levels of Descripti
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Christine--Christine D. de Catanzar
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!!!T H E SO C I E T Y O F A M E RI
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JB! H+2&5+3!?&5+*$&26!G2+4+056!JBA!
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archivists, seven U.S. archivists,
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%"&'!The Overview of Archival Descr
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xDESCRIBING ARCHIVES: A CONTENT STA
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consistently within the institution
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equire different rules to describe
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xviDESCRIBING ARCHIVES: A CONTENT S
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codes may be found in the MARC 21 d
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Guidance on the formation of geogra
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xxiiDESCRIBING ARCHIVES: A CONTENT
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2-.314?,48-)HG,?G,.))The applicatio
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LEVELS OF DESCRIPTION 13
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elsewhere in the descriptive record
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2.3.16. If the records of more than
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2.4.7. If the materials comprising
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*)@0,-.)2.4.16. When recording date
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Z-+-109)"G9-.)2.5.3. Record the num
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&*&AO
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OPT))>0
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applied from a controlled vocabular
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Administrative history for the Phys
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E X A MP L ES O F E N C O DIN G F O
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Actions and conventions include but
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DESCRIBING ARCHIVES: A CONTENT STAN
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!"B)%%)2-.31454+6)#1-0,*1.!1374809)
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%+,1*@G3,4*+),*)2-.31454+6)#1-0,*1.
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the authority entry (i.e., a standa
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H6?
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that provide the information necess
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8
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creators by providing descriptions
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9.10. Optionally, record pseudonyms
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jQ;O;W&2,0+=-*$+a!,($A!/(-!b!/(=.*-
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9.32. Indicate by codes or text whe
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11.14. Briefly describe the nature
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+$-&0O=PQC;7B==&/=7Q
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names. In case of doubt, do not con
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'Q&3[O76&(Most common form: P.X. Sm
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+$-&&+$-&+$-&&+$-&(Q;ZCPOC=&hzC;W#7
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(6O?;WY&h?O#=6B^&(Name: Chiang Kai-
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Languages and language groups:Afrik
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&0Q[&J;ABY&J
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Swedish: See Scandinavian languages
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DC==B\\&QZ&GO@B
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&#7=C&>>>&12.9. E N T R Y O F O T H
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DO@B
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12.15C. Do not add other titles or
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,
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3[O76Y&dQ6;Y&-!$%#& & & & Living pe
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administrative acquisition records,
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13.4B. General Rule13.4B1. Add to t
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&&&&&&&FRAB&a?5&(6B\=B?&2S$+>$+2!B+
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14.1B. Romanization 7314.1B1. If th
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14.2C. Variant Forms of Names Found
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14.3C2. Ancient and International B
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_/c&FRV>>&If, however, the name is
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14.4C2. Names of Countries, States,
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14.5B. Citations of Honors14.5B1. O
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14.7. Conferences, Congresses, Meet
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14.8B. Additions14.8B1. As instruct
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&&_
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3R
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14.15B. If the parent bodies are en
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.;O7BA&37?7B=>&`?7OQ;?\&G?VQ
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is likely to be, used by another ag
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14.20B2. If a heading is establishe
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14.24. A R M E D F O R C ES14.24A.
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If the heading is for an embassy or
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_
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maps, charts, plans, and related ma
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G raphic materials Documents in the
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the records of another individual o
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!//'>2%a)Y))#*
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Gregory A. Pass; Association of Col
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2003. Available online at: (accesse
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Washington D.C.: Library of Congres
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6 Relating corporate bodies, person
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11.17 Explanation of the relationsh
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'!2)'A0
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236 DESCRIBING ARCHIVES: A CONTENT
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Swine Influenza Immunization Progra
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Herndon-Weik Collection of Lincolni
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:!"#)OK)"-3*1@)'A0
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&Bacot Family Papers& 11-& & /_d#1-
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Swine Influenza Immunization Progra
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& )11& -1& &,OAAO;W=Y&dQ=6C?&D>&Y&#
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in surnames with prefixes (12.5D1),
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dates of relationship of related pe
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place names (13.4F1, 13.5B), 156, 1
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originalsdefinition, 205destruction
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software requirements (4.3.6), 4849
show all

Appendix A - Society of American Archivists

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