From 0e7f926ee9ac5cce26c8faac78e11149a42d60df Mon Sep 17 00:00:00 2001 From: amhanson9 Date: Fri, 27 Jan 2017 13:03:23 -0500 Subject: [PATCH] Create introduction_to_describing_archival_materials Adding the introduction to Part I of DACS, which was originally missed when adding DACS to github. --- ...roduction_to_describing_archival_materials | 141 ++++++++++++++++++ 1 file changed, 141 insertions(+) create mode 100644 part_I/introduction_to_describing_archival_materials diff --git a/part_I/introduction_to_describing_archival_materials b/part_I/introduction_to_describing_archival_materials new file mode 100644 index 0000000..e23e282 --- /dev/null +++ b/part_I/introduction_to_describing_archival_materials @@ -0,0 +1,141 @@ +# 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.