Merge pull request #13 from saa-ts-dacs/part-I-intro

Create introduction_to_describing_archival_materials

part_I/introduction_to_describing_archival_materials

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+# Introduction to Describing Archival Materials
+
+## Purpose and Scope
+
+Part I of DACS contains rules to ensure the creation of consistent,
+appropriate, and self-explanatory descriptions of archival material. The
+rules may be used for describing archival and manuscript materials at
+all levels of description, regardless of form or medium. They may also
+be applied to the description of intentionally assembled collections and
+to discrete items.
+
+While the rules apply to all levels of description and forms of
+material, some repositories may wish to describe particular media at
+item level or at a level even more detailed than the item, such as
+sequence, shot, and so on. These rules do not govern such detailed
+levels of description because of the varying nature of institutional
+requirements in this area. Incorporating all possible rules for various
+types of media would result in a very large volume that would require
+regular monitoring of a number of specialized standards and frequent
+revisions of DACS as other standards changed. Appendix B offers more
+detailed guidance in its lists of specialized standards for various
+types of material.
+
+## Data Elements Are Mutually Exclusive
+
+The purpose and scope of each element has been defined so that the
+prescribed information can go in one place only. In some cases there are
+separate elements for closely related but distinct information, such as
+the several elements relating to conditions of access and use. The
+stated exclusions for each element indicate which other element can be
+used to provide the related information.
+
+## Order of Elements
+
+Archival description is an iterative process that may suggest a certain
+sequence or order of elements in a given repository or output system.
+However, neither the arrangement of these rules nor their content
+mandate a given order. Archivists should be aware that some output
+systems may enforce a particular order of elements, and institutional or
+consortial guidelines may recommend or even require a given order.
+
+## Sources of Information
+
+All the information to be included in archival descriptions must come
+from an appropriate source, the most common of which is the materials
+themselves. In contrast to library practice, archivists rarely
+transcribe descriptive information directly from archival materials;
+rather, they summarize or interpolate information that appears in the
+materials or devise information from appropriate external sources, which
+can include transfer documents and other acquisition records, file
+plans, and reference works. Each element has one or more prescribed
+sources of information.
+
+## Options and Alternatives
+
+Some rules are designated as optional; others are designated as
+alternative rules*.*
+
+-   Where a rule represents an instruction that may or may not be used,
+    > it is introduced by the word *optionally*. A repository may use it
+    > or not as a matter of institutional policy or on a case-by-case
+    > basis at the discretion of the archivist.
+
+-   Where a rule represents an alternative equal in status and value to
+    > another rule, it is introduced by the word *alternatively*. A
+    > repository must use one or other as a matter of institutional
+    > policy or on a case-by-case basis.
+
+These provisions arise from the recognition that different solutions to
+a problem and differing levels of detail and specificity are appropriate
+in different contexts. The use of some alternatives and options may be
+decided as a matter of description policy at the institutional level to
+be exercised either always or never. Other alternatives and options can
+be exercised on a case-by-case basis at the discretion of the archivist.
+Institutions are encouraged to distinguish between these two situations
+and to keep a record of their policy decisions and of the circumstances
+in which a particular option may be applied.
+
+## Professional Judgment and Institutional Practice
+
+The rules recognize the necessity for judgment and interpretation on the
+part of both the person who prepares the description and the institution
+responsible for it. Such judgment and interpretation may be based on the
+requirements of a particular description, on the use of the material
+being described, or on the descriptive system being used. The rules
+highlight selected, though certainly not all, points where the need for
+professional judgment is called for, using phrases such as “if
+appropriate,”“if important*,*” and “if necessary.” While in no way
+contradicting the value of standardization, such words and phrases
+recognize that uniform rules for all types of descriptions are neither
+possible nor desirable, and they encourage institutions to develop and
+document a description policy based on specific local knowledge and
+consistent application of professional judgment. Furthermore, it is
+recognized that a particular data element may be formulated differently
+depending on the intended output system. For example, a scope and
+content note may be much more extensive in a multilevel finding aid than
+in a catalog record.
+
+In addition, institutions may differ in the use of conventions regarding
+punctuation, abbreviations, acronyms, and so on. DACS does not prescribe
+standards for such usages. However, these general principles should be
+followed:
+
+-   Internal consistency should be maintained.
+
+-   Square brackets, as prescribed by cataloging convention to indicate
+    > information supplied 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 any descriptive document.
+
+## Descriptive Outputs
+
+The application of these rules will result in descriptions of various
+kinds, and the rules do not prescribe any particular output. It is up to
+the repository to determine what descriptive 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, and so on. It is essential for the archivist to
+understand the particular output system being used. For example, a
+system may automatically display hierarchies and create links between
+different levels of description or create links between a unit of
+description and other information, such as appraisal or scheduling
+information, in such a way that a textual explanation of the
+relationship(s) is not necessary. Archivists should keep in mind,
+however, that standardization of the presentation or display of archival
+descriptive information greatly enhances recognition and understanding
+by end users.
+
+## Examples
+
+The examples in Part I are illustrative, not prescriptive. They
+illustrate only the application of the rule to which they are appended.
+Furthermore, the presentation of the examples is intended only to assist
+in understanding how to use the rules and does not imply a prescribed
+layout, typography, or output. Some examples include citations for the
+body of archival materials from which they were drawn to help clarify
+the application of the rule to a particular level of description.