...
The final count of boxes and/or volumes will not be determined until the end-processing is completed. The cataloger will archivist should insert a provisional count at the end of the descriptive work. When the end-processing is complete, the manuscript assistant will inform the cataloger archivist of the final “count” and the cataloger will change the Aleph record, and the OASIS finding aidarchivist will updated MARC record and finding aid (if needed).
An item/volume that is over 28 cm. high , is a folio
An item/volume that is over 46 cm. high , is a portfolio
[updated 03/12/2014]
300 Physical description. (DACS 2.5) Required
This field contains the physical description of the collection, including its extent. Punctuation is conventional in this field and is noted below. Do not abbreviate words. This field displays in HOLLIS OPAC as ‘Description:’
Indicators: both blank, undefined.
Subfields:
...
- Next add the number of physical containers (recorded with a second $$a and inside parentheses) usually boxes (but can be volumes or other “counted” materials). Use of the word "box" denotes any type of box-like container such as (but not limited to) a black box, Hollinger box, Paige carton, etc… Variant types of housing should be separated by a comma. See full examples below.
$$f Type of unit. We We do not use subfield $$f (type of unit) as we do not keep statistics on the type of container
...
300 __ $$a 12.5 linear feet $$a (30 boxes, $$a 15 volumes)
300 __ $$a 11.5 linear feet $$a (27 boxes, $$a 2 portfolio boxes)
300 __ $$a 1 linear foot $$a (2 boxes)
...
If the collection includes material that might require reformatting and/or conservation in the future it should be mentioned in the extent based on the following rule: DACS 2.5.6: "…qualify the statement of physical extent to highlight the existence of material types that are important" Therefore, as of 2014, the Manuscript Section is capturing the following information in the 300 field for statistical purposes [reports will be run in ALEPH to capture these statistics]:
- Total extent in linear feet
- Extent of photographic material
- Extent of audio/visual material
- Extent of born-digital material
If there is easily measurable material, of significant amount (over 10 items) it should be split-out and recorded in its own 300 field.
...
300 $$3 Includes CD-Rs: $$a8 items $$a (5400 MB5.6 GB)
300 $$3 Includes floppy disks: $$a2 items $$a (20.8 MB00288 GB)
$$b Other physical details. If the material is not easily measurable (such as single photographs scattered throughout correspondence files), but is definitely worth mentioning [i.e. over 10 items], then mention the format word within the inclusive 300 field in a subfield $$b and use the word “uncounted”
...
351 Current arrangement of materials. (DACS 3.2) Required
[updated 12/06/20132018]
This field describes the current arrangement of a collection -- the manner in which the materials of the entire collection have been subdivided into smaller units. This field displays in HOLLIS OPAC as ‘Description:’ When describing arrangement this can be a more general selection than in the finding aid if the outline is very long. Series arrangement information should be in the finding aid only unless there is only one series, then arrangement is described in this field.
The form of the 351 field should reflect the text as it is listed in the frontmatter <arrangement> arrangement section of the EAD finding aid, or a shortened version of the same.
Punctuation for 351: ends Ends with a period.
Indicators: both blank.
SubfieldsSubfield:
$$a Arrangement. Relates to the manner in which the materials have been subdivided into smaller units, such as how the record groups are divided into series, and series into subseries. It is at the cataloger's discretion as to how deep the series divisions should go in this field. Often the series level is enough. The name of the last series is always preceded by the word "and."
Examples:
351 $$a Arranged into the following series: I. Correspondence; II. Compositions; III. Biographical material: A. By subject, and B. Printed material; and IV. Photographs.
...
351 $$a Arranged alphabetically by author.
...
351 $$a Arranged chronologically, then alphabetically by subject.
NOTE: All stub records of unprocessed accessioned collections that are classified as accessions, should have this note:
351__ $$aCollection is unprocessed.
...
351 $$a Collection is minimally processed.
Note can be appended if arrangement is present.
351 $$a Collection is minimally processed. Organized alphabetically as received by repository.
351 $$a Collection is minimally processed. Loosely arranged into the following series: I. Correspondence; and II. Printed Material.