Appendix A - Society of American Archivists

• Square brackets, as prescribed by cataloging convention to indicate informationsupplied from other sources, are not required in archival description• Abbreviations are discouraged• Acronyms should be spelled out completely at least once in the text of anydescriptive document.Descriptive OutputsThe application of these rules will result in descriptions of various kinds and the rules donot prescribe any particular output. It is up to the repository to determine whatdescriptive products will be produced and how they will be presented to the end user.Elements can be combined in a variety of ways, such as through use of punctuation,layout and typography, labels, etc. It is essential for the archivist to understand theparticular output system being used. For example, a system may automatically displayhierarchies and create links between different levels of description, or create linksbetween a unit of description and other information such as appraisal or schedulinginformation, in such a way that a textual explanation of the relationship(s) is notnecessary. Archivists should keep in mind, however, that standardization of thepresentation or display of archival descriptive information greatly enhances recognitionand understanding by end users.ExamplesThe examples in Part I are illustrative, not prescriptive. They illustrate only theapplication of the rule to which they are appended. Furthermore, the presentation of theexamples is intended only to assist in understanding how to use the rules and does notimply a prescribed layout, typography, or output. Some examples include citations forthe body of archival materials from which they were drawn to help clarify the applicationof the rule to a particular level of description. Additional examples are located on thecompanion website that is part of the Society of American Archivists’ Standards Portal.INTROD UC TIO N 5