3XX
33x (Content, Media, and Carrier Type)
351 (Organization and Arrangement)
300 (Physical Description)
Required for all records.
Do not include temporary containers identified by letter and containing printed material, though these containers are barcoded.
All physical descriptions
- Spell out words linear feet and circa.
- Do not follow “cm” with a period.
- Do not end field with a period.
Collections
Subfields:
Use both ‡a and ‡f, in the following form: ‡a [x.x] ‡f linear feet ([x] boxes)
Example:
300 __ ‡a 3.8 ‡f linear feet (10 boxes)
Following the container count
- List counts of storage locations not included in the linear footage count. Use only these terms: art, broadside, broadside oversize, cold storage, record album storage, roll. These terms are not pluralized because they refer to storage locations.
- List computer media consisting of files only, with no physical storage media, using the term: computer files. Optionally, follow this term with an extent, expressed as MB, GB, etc., in parentheses. For further guidance, consult the Digital Archivist.
- Include oversize boxes when calculating the total extent; do not list the number of oversize boxes separately in this field.
Examples:
300 __ ‡a 2.1 ‡f linear feet (5 boxes) + 3 broadside, 1 roll
300 __ ‡a 2.1 ‡f linear feet (5 boxes) + 3 art, 1 broadside, 1 cold storage, 4 record album storage
300 __ ‡a 2.1 ‡f linear feet (5 boxes) + computer files (2 GB)
If a large portion of the collection is stored in these locations, optionally include them in the linear footage and container count.
Example:
300 __ ‡a 49.6 ‡f linear feet (52 boxes, 12 roll, 74 broadside)
Linear footage:
- Consult the Manuscript Unit’s Linear Footage Calculator as needed.
- Calculate oversize boxes by measuring box width.
Format linear footage as follows:
- Less than one foot: 0.xx linear feet
- One whole number: x.0 linear feet
- More than a whole number: x.xx linear feet
Small collections:
- Optionally give item or volume count instead of linear footage.
- Note multiple containers in parentheses at the end of the final subfield.
Examples:
300 __ ‡a 10 ‡f items (in 2 folders)
300 __ ‡a 2 ‡f items (in 2 boxes)
300 __ ‡a 0.21 ‡f linear feet (1 box)
If more than one 300 is used, note total container count in 500.
Items stored in broadside folders:
- For several items housed in one broadside folder, record largest h x w, followed by “and smaller.”
Example:
300 __ ‡a 3 items ; ‡c 40 x 70 cm and smaller
Single items
Accompanying transcripts:
- Do not include in item count.
- Optionally, note in 520 or 500.
Example:
500 __ ‡a Includes typed transcript made by an unidentified transcriber.
Items mounted on another sheet or inlaid in a space cut from a sheet:
If the item is not likely to be removed, measure the item itself, followed by the measurement of the sheet.
Examples:
Document attached to larger sheet:
300 __ ‡a 1 item (1 page) ; ‡c 33 cm, mounted on sheet, 39 cm
Letter inlaid in a space cut out from a sheet:
300 __ ‡a 1 item (2 pages) ; ‡c 15 cm, inlaid in sheet, 30 cm
Single items stored in broadside folders:
- Record both height and width measurements (h x w cm).
- For several items housed in one broadside folder, record largest h x w, followed by “and smaller.”
Examples:
300 __ ‡a 1 item ; ‡c 40 x 70 cm
300 __ ‡a 3 items ; ‡c 40 x 70 cm and smaller
Pagination for single items
Generally, do not include page or leaf count for materials post-1700.
For pre-1700 materials and optionally for post-1700 materials:
- If pages are numbered, supply page count
- If pages are unnumbered, supply leaf count
- If there are multiple page numberings, supply leaf count. Optionally, note details in 500 note
- Optionally indicate blanks following page or leaf count
- Do not use square brackets
Examples:
300 __ ‡a 1 item (2 leaves)
300 __ ‡a 1 volume (177 pages)
300 __ ‡a 1 volume (circa 200 leaves, most blank)
300 __ ‡a 1 volume (25 leaves, with additional blanks)
300 __ ‡a 1 volume (circa 70 leaves)
500 __ ‡a Pagination: 12 unnumbered pages, pages 55-113.
33x (Content, Media, and Carrier Type)
No additional local guidelines.
351 (Organization and Arrangement)
Organization
Required for collections organized by series or other grouping.
- Enter in subfield ‡a.
- Use standard wording and punctuation as shown below.
- Optionally enter multiple 351 fields for paragraphed display.
Date spans:
- Include date spans for collections organized by series or provenance.
- Do not include date spans for collections organized by accession.
- Enter years only; do not include months or days.
- Do not bracket dates, even if dates are supplied.
- Enter “undated” only if all items in the series are undated. Omit “undated” from other date spans.
Organized by series: Organized into [#] series: I. [Name of Series], [year-year]. II. [Name of Series], [year-year]. [Name of Series], [year-year]…
Example:
351 __ ‡a Organized into eleven series: I. Correspondence, 1964-2004. II. Writings, 1959-2000. III. Interviews and Speeches, 1974-1996. IV. Teaching Material and Student Papers, 1973-1995. V. Personal Papers, 1961-2000. VI. Photographs, 1890-2001. VII. Audiovisual Material, 1953-2002. VIII. Clippings, 1964-2002. IX. Printed Material, 1920-2003. X. Artwork, 1972-1986. XI. Papers of Others, 1912-2000.
Organized by provenance: Organized into [#] series: I. [Name of Source] [Gift or Purchase], [year-year]. II. [Name of Source] [Gift or Purchase], [year-year]. III. [Name of Source] [Gift or Purchase], [year-year]…
Example:
351 __ ‡a Organized into four series: I. John Alexander Symington Purchase, 1880-1948. II. Maureen Pring Watson Gift, 1867-1948. III. George S. MacManus Purchase, 1879-1952. IV. Materials from Other Sources, 1889-1940.
Organized by accession: Organized into [x] groupings: [Month] [year] Acquisition; [Month] [year] Acquisition; [Month] [year] Acquisition…
Example:
351 __ ‡a Organized into seven groupings: January 2001 Acquisition; July 2003 Acquisition; April 2006 Acquisition; July 2006 Acquisition; August 2006 Acquisition; May and June 2008 Acquisitions; and June 2009 Acquisition.
Arrangement
- Optional, for collections not organized by series or other grouping.
- Enter in subfield ‡b.
Standard wording:
Arranged [describe briefly].
Examples:
351 __ ‡b Arranged chronologically.
351 __ ‡b Arranged alphabetically.
351 __ ‡b Arranged by type of material.