Appendix A - Society of American Archivists

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Level of Description element from ISAD(G). While five levels of arrangement anddescription are recognized in ISAD(G), experienced archivists understand that complexholdings often include many more levels of hierarchy. At this time, there is no consensusin the U.S. as to how existing terminology might be applied when there are more thanfive levels of arrangement. There is no benefit in prescribing data that cannot be appliedconsistently, especially when such uniformity is a primary requirement for the use of theinformation. Moreover, the simple recording of the level element, even if it could beassigned in a standardized way, is obviously insufficient for linking togetherinformation in the various parts of a multilevel description. As a more pragmaticsolution, Chapter 1 of DACS simply requires that an information system employ somemeans of linking together the various levels of description. This could involve linkedMARC records, nested components in EAD, associated tables in a relational database, orsome other local solution.#*
%"&'!The Overview of Archival Description discusses various types of descriptive tools andthe importance of providing access points or index terms to lead researchers to them.While names of creators and functions are powerful access mechanisms for the context ofmaterials, the importance of topical subjects, documentary forms, geographic names, andother types of index terms are emphasized in this section.Chapter 1 outlines the DACS elements that must be included in different levels ofletter therein) and to the amount of detail provided in the description. The chapterarticulates specific data elements that should be included in descriptions ranging fromaccession records to full finding aids, from a collection-level MARC 21 record to a fullys was cumbersome toarticulate in the context of each rule due to varying needs and practices at different levelsof description, so this information has been placed in text boxes on pages 811.DACS nd occasionally for aspecific rule. The commentaries serve to amplify, explain, or provide greater context forthe element or rule, particularly in areas where archival practice has been less thanuniform in the past.DACS integrates rules for describing archival and manuscript materials and collections.person, family, or organization irrespective of their provenance are intentionally andconsciously assembled for some purpose. Most repositories in the U.S. have suchcollections, and they need to be handled and described the same way as materialsDACS contains no specific rules for the description of particular media, e.g., soundrecordings, maps, photographs, etc. Standards for the description of such materials arecreated and maintained by other groups in the library and archival communities, and toreproduce these rules or try to supersede them here would be both presumptuous and amaintenance nightmare. Archivists who need such specialized rules should consultmedia-specific standards, which are listed in Appendix B.Finally, while DACS is designed to be output neutral, it nevertheless provides examplesencoded in both EAD and MARC 21 for each data element in Part I, and for Chapters 9and 10, as these are the two output systems currently used by most archivists.KRIS KIESLINGCo-chair, CUSTARD Project Steering CommitteeviiiDESCRIBING ARCHIVES: A CONTENT STANDARD
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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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ARC-ID-976172 (unique identifier as
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Biographical data assembled by Lael
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US MMeT-C UA032Boston School of Occ
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Archival Authority RecordForm of th
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Date(s) of Authority Record Creatio
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APPENDIX A2004 PrefaceArchives, Per
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has been officially sanctioned at l
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KRIS KIESLINGCo-chair, CUSTARD Proj
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Waverly B. Lowell and Tawny Ryan Ne
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The Moving Image Genre-Form Guide.
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VRA Core Schema and Documentation.
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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
Page 283 and 284: ISO 8601-Data elements and intercha
Page 285 and 286: Tufts University Digital Collection
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Page 289 and 290: 2.5.7: Also 2 new examples are abou
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Page 293 and 294: I have one specific observation abo
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Page 297 and 298: Optimal levelrequirementsPlace of p
Page 299 and 300: ReproductionsSize/dimension:Require
Page 301 and 302: DACS notesWill need to update intro
Page 303 and 304: ‣ enable users to query social pr
Page 305 and 306: documents also provide at-a-glance
Page 307 and 308: Records Administration have been en
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Page 311 and 312: primary categories of access points
Page 313 and 314: while meaningless to almost every r
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Page 317 and 318: Description and Encoding Examples1.
Page 319 and 320: Family: "Dos o más personas relaci
Page 321 and 322: The Scope and Content element is in
Page 323 and 324: Manuscripts and ArchivesYale Univer
Page 325 and 326: 2.2. Chapter 1. Levels of Descripti
Page 327 and 328: Christine--Christine D. de Catanzar
Page 329 and 330: !!!T H E SO C I E T Y O F A M E RI
Page 331 and 332: JB! H+2&5+3!?&5+*$&26!G2+4+056!JBA!
Page 333: archivists, seven U.S. archivists,
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Page 339 and 340: consistently within the institution
Page 341 and 342: equire different rules to describe
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Page 345 and 346: codes may be found in the MARC 21 d
Page 347 and 348: Guidance on the formation of geogra
Page 349 and 350: xxiiDESCRIBING ARCHIVES: A CONTENT
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Page 362 and 363: LEVELS OF DESCRIPTION 13
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Page 370 and 371: elsewhere in the descriptive record
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Page 378 and 379: 2.4.7. If the materials comprising
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Page 382 and 383: 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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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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9.32. Indicate by codes or text whe
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11.14. Briefly describe the nature
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FCVB&FC[86
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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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&0Q[&J;ABY&J
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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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3[O76Y&dQ6;Y&-!$%#& & & & Living pe
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administrative acquisition records,
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#$!/B'")KQ);*10
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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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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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14.24. A R M E D F O R C ES14.24A.
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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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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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&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
Page 671 and 672:
originalsdefinition, 205destruction
Page 673 and 674:
software requirements (4.3.6), 4849
show all

Appendix A - Society of American Archivists

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