Appendix A - Society of American Archivists

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Appendix 4: Levels of DescriptionDACS REVISION:Submitted: 4/28/2011Name: Jean DrydenAffiliation: College of Information Studies, University of MarylandE-mail: jdryden@umd.eduPhone: 301-405-3777Official Comment? No----------------------------------------DACS REFERENCE:1. Levels of Description----------------------------------------BRIEF DESCRIPTION OF CHANGE:This chapter should be renamed Levels of detail in description, i.e., whichelements are mandatory and which are optional.----------------------------------------RATIONALE:The distinction between the traditional levels of arrangement & description(i.e., fonds/series/file/item)and levels of detail in descriptions must be clear.The title of Ch. 1 is highly ambiguous and thus confusing.DACS REVISION:Submitted: 5/4/2011Name: Kate BowersAffiliation: Harvard University / Simmons College Graduate School of Library andInformation Science / TS-DACSE-mail: kate_bowers@harvard.eduPhone:Official Comment? No----------------------------------------DACS REFERENCE:2.3 Title----------------------------------------BRIEF DESCRIPTION OF CHANGE:Action: DACS Revision Page 21 of 158 0113-II-A-DACS
Choosing between personal/family and corporate body responsibility, and, hence,"papers" vs. "records"Determine whether to consider an individual or individuals, family or families,or corporate body as originator. In making these determinations, consider thefollowing:Indications for personal/family responsibility:· Correspondence is chiefly to or from an individual and concerns many aspectsof that individual's life · Material includes personal memorabilia, identitydocuments, and photographs of the individual in more than one role .Correspondence is chiefly among family members and concerns a broad spectrum offamily concernsExamples:Papers of Charles William Eliot, 1807-1945.Abstract: Charles William Eliot (1834-1926) was President of Harvard Universityfrom March 12, 1869 to May 19, 1909. He also taught mathematics and chemistry atHarvard University (1858-1863) and at the Massachusetts Institute of Technology(1865-1869). The Papers document his personal and professional life.Papers of James Bryant Conant, 1862-1987Abstract: James Bryant Conant (1893-1978) was a chemist, educator and publicservant. The wide variety of his interests and occupations are reflected in thetitle of his memoirs, My Several Lives. Conant's "several lives" included periodsas a Harvard University chemistry professor, Harvard University president,national director of defense research, ambassador to Germany and as an author ofcritical works examining secondary education in the United States. Thiscollection documents professional activities of James Bryant Conant and, to alesser extent, provides information on Conant's personal and family life.Indications of corporate body responsibility:· The material is generated exclusively or predominantly by an individual actingin his or her role as a government official, business employee or officer, orassociation employee or officer · Correspondence is chiefly with an individualor mulitiple individuals whose role/s were manager or operator of a business, orleader or officer of an association, or official in a government or institution· The presence of business records such as ledgers or other financial records,annual reports, invoices and orders for goods, services, or supplies, proceduralor policy documents.Examples:(this is a sub-series in the records of a laboratory)Records of Senior Research Associate, Richard Little, 1965-1973 (6 boxes)Scope and Content: Records regarding Bypass On Line Detector (B.O.L.D.)including experimental data, memos (typed and photostatic copies), notes, copiesof drawings (blueprints), reports, data, correspondence, minutes, and proposals.Action: DACS Revision Page 22 of 158 0113-II-A-DACS
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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
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Item title: Biography of Gardiner G
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2.7.5. Where the administrative/bio
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1886 Born 14 October, Fayetteville,
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lessons in voice and piano at Weste
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of the Texas Commission on Interrac
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long-range planning effort for capi
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Other Significant Information2.7.33
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Exclusions3.1.1. Record information
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File contains telex printouts of al
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Subseries 5, Alden Stevens, 1941-19
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the period of closure or the date w
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The audio cassettes are located in
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The Personnel Master File contains
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archives preserving the work is loc
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4.5 Languages and Scripts of the Ma
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4.6 Finding Aids Element (Added Val
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CHAPTER 5Acquisition and Appraisal
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5.2 Immediate Source of Acquisition
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5.3 Appraisal, Destruction, and Sch
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5.4 Accruals Element (Added Value)P
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6.1.6. Record any identifying numbe
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6.2.4. If appropriate, record infor
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The following sources provide addit
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CHAPTER 7Notes Element7.1 Notes Ele
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Actions and conventions include but
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Francis Ellingwood Abbot papers, An
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Archivist and Date8.1.5. Record the
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Introduction to Describing Creators
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eferences to related names and vari
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CHAPTER 9Archival Authority Records
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of the elements defined by DACS, bu
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a work that might reasonably be sou
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CHAPTER 11Description of the Person
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ut returned to South Dakota to help
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Farmers’ spouses (occupation; fro
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Historical Summary (11.2.1):Thomas
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personEAC-CPF encoding indicating t
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n 78095825Type of Related Entity (1
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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
Page 163 and 164: example here)2.2 Name and Location
Page 165 and 166: 12.2 Type of related entity -12.3 N
Page 167 and 168: 2.5 Extent and subelements, ,, rec
Page 169 and 170: 7 Notes 3.6.1 Note8 Description con
Page 171 and 172: and 2012 creating a draft revision.
Page 173 and 174: Availability of DACSTS-DACS strongl
Page 175 and 176: Revision Comments 2011All comments
Page 177 and 178: create an abstract, but that “suc
Page 179 and 180: Clarifying wording, specifically us
Page 181 and 182: Appendix 1: Not related to textDACS
Page 183 and 184: Appendix 2: Potential New MaterialD
Page 185 and 186: widely known, such as NOW for Natio
Page 187 and 188: Appendix 3 Introductory TextDACS RE
Page 189: o the description indicates the sou
Page 193 and 194: Appendix 5: Reference CodeDACS REVI
Page 195 and 196: Appendix 6: TitleDACS REVISION:Subm
Page 197 and 198: NB: I realize that as a member of T
Page 199 and 200: Affiliation: Harvard University / S
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Page 203 and 204: Perhaps we need to make a reference
Page 205 and 206: o theses and dissertationso pamphle
Page 207 and 208: Example:Squirrel food [crank mail]2
Page 209 and 210: BRIEF DESCRIPTION OF CHANGE:New rul
Page 211 and 212: o Artificiality or organic nature o
Page 213 and 214: 2.3.18Discuss replacing the word "p
Page 215 and 216: Appendix 7: DateDACS REVISION:Submi
Page 217 and 218: Appendix 8: ExtentDACS REVISION:Sub
Page 219 and 220: Appendix 9: Name of Creator(s)DACS
Page 221 and 222: Appendix 10:Administrative/Biograph
Page 223 and 224: Appendix 12: System of ArrangementD
Page 225 and 226: these is "Arranged by subject but i
Page 227 and 228: Appendix 13:Technical AccessDACS RE
Page 229 and 230: Appendix 15: AppendicesDACS REVISIO
Page 231 and 232: Revision Comments 2012Comment summa
Page 233 and 234: knowledge. These days, whethersomet
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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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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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LEVELS OF DESCRIPTION 13
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2.3.16. If the records of more than
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applied from a controlled vocabular
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Actions and conventions include but
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DESCRIBING ARCHIVES: A CONTENT STAN
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the authority entry (i.e., a standa
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creators by providing descriptions
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9.10. Optionally, record pseudonyms
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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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names. In case of doubt, do not con
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Languages and language groups:Afrik
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Swedish: See Scandinavian languages
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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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administrative acquisition records,
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13.4B. General Rule13.4B1. Add to t
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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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14.15B. If the parent bodies are en
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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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G raphic materials Documents in the
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the records of another individual o
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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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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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Swine Influenza Immunization Progra
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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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