*Introduction* [vii](#introduction)

Chapter One - Archival Materials and Related Elements
[1](#chapter-one---archival-materials-and-related-elements)

*PART ONE - ELEMENTS USED TO DESCRIBE RECORD GROUPS, COLLECTIONS, AND
ARCHIVAL MATERIALS*
[2](#part-one---elements-used-to-describe-record-groups-collections-and-archival-materials)

*Introduction* [3](#introduction-1)

Title [9](#title)

Other Title [19](#other-title)

Subtitle [21](#subtitle)

Production Series Title [23](#production-series-title)

Production Series Subtitle [25](#production-series-subtitle)

Production Series Number [26](#production-series-number)

Arrangement [28](#arrangement)

Custodial History Note [29](#custodial-history-note)

Date Note [31](#date-note)

Finding Aid Type [33](#finding-aid-type)

Finding Aid Note [35](#finding-aid-note)

Finding Aid Source [37](#finding-aid-source)

Online Resource [39](#online-resource)

Online Resource Note [41](#online-resource-note)

Online Resource URL [42](#online-resource-url)

Function and Use [43](#function-and-use)

General Note [45](#general-note)

Microform Publication Title [46](#microform-publication-title)

Microform Publication Identifier [47](#microform-publication-identifier)

Microform Publication Note [48](#microform-publication-note)

Numbering Note [50](#numbering-note)

Scale Note [52](#scale-note)

Scope and Content Note [53](#scope-and-content-note)

Staff Only Note [66](#staff-only-note)

Transfer Note [68](#transfer-note)

Shot List [69](#shot-list)

Shot List [69](#shot-list)

Accession Number [71](#accession-number)

Collection Identifier [72](#collection-identifier)

Disposition Authority Number [74](#disposition-authority-number)

Former Collection [75](#former-collection)

Former Record Group [76](#former-record-group)

Internal Transfer Number [77](#internal-transfer-number)

Record Group Number [78](#record-group-number)

Records Center Transfer Number [79](#records-center-transfer-number)

Variant Control Number [80](#variant-control-number)

Variant Control Number Type [82](#variant-control-number-type)

Variant Control Number Note [84](#variant-control-number-note)

Local Identifier [86](#local-identifier)

Copyright Date [88](#copyright-date)

Copyright Date Qualifier [89](#copyright-date-qualifier)

Coverage Start Date [90](#coverage-start-date)

Coverage Start Date Qualifier [93](#coverage-start-date-qualifier)

Coverage End Date [94](#coverage-end-date)

Coverage End Date Qualifier [97](#coverage-end-date-qualifier)

Inclusive Start Date [98](#inclusive-start-date)

Inclusive Start Date Qualifier [101](#inclusive-start-date-qualifier)

Inclusive End Date [102](#inclusive-end-date)

Inclusive End Date Qualifier [105](#inclusive-end-date-qualifier)

Production Date [106](#production-date)

Production Date Qualifier [107](#production-date-qualifier)

Broadcast Date [108](#broadcast-date)

Broadcast Date Qualifier [109](#broadcast-date-qualifier)

Release Date [110](#release-date)

Release Date [110](#release-date)

Release Date Qualifier [111](#release-date-qualifier)

General Records Type [112](#general-records-type)

Geographic Reference [113](#geographic-reference)

Language [115](#language)

Organizational Contributor [117](#organizational-contributor)

Organizational Contributor Type [119](#organizational-contributor-type)

Organizational Donor [121](#organizational-donor)

Organizational Reference [122](#organizational-reference)

Personal Contributor [124](#personal-contributor)

Personal Contributor Type [126](#personal-contributor-type)

Personal Donor [128](#personal-donor)

Personal Reference [129](#personal-reference)

Specific Records Type [131](#specific-records-type)

Specific Records Type [131](#__RefHeading___Toc170530853)

Topical Subject Reference [133](#topical-subject-reference)

Edit Status [134](#edit-status)

Sound Type [135](#sound-type)

Access Restriction Status [136](#access-restriction-status)

Specific Access Restriction [138](#specific-access-restriction)

Security Classification [141](#security-classification)

Access Restriction Note [143](#access-restriction-note)

Use Restriction Status [145](#use-restriction-status)

Specific Use Restriction [147](#specific-use-restriction)

Use Restriction Note [149](#use-restriction-note)

Creating Individual [151](#creating-individual)

Creating Individual Type [153](#creating-individual-type)

Creating Organization [155](#creating-organization)

Creating Organization Type [158](#creating-organization-type)

Description Author [160](#description-author)

Description Date [161](#description-date)

Description Type [162](#description-type)

Copy Status [163](#copy-status)

Container List [165](#container-list)

Extent [167](#extent)

GPRA Indicator [171](#gpra-indicator)

Holdings Measurement Type [173](#holdings-measurement-type)

Holdings Measurement Count [175](#holdings-measurement-count)

Location Facility [177](#location-facility)

Location Note [178](#location-note)

Physical Occurrence Note [179](#physical-occurrence-note)

Reference Unit [180](#reference-unit)

Total Footage [182](#total-footage)

Total Running Time: Minutes [183](#total-running-time-minutes)

Total Running Time: Seconds [184](#total-running-time-seconds)

Media Type [185](#media-type)

Base [187](#base)

Color [189](#color)

Container ID [190](#container-id)

Dimension [191](#dimension)

Emulsion [192](#emulsion)

Height [193](#height)

Width [194](#width)

Depth [195](#depth)

Media Occurrence Note [196](#media-occurrence-note)

Physical Restriction Note [197](#physical-restriction-note)

Physical Restriction Note [197](#__RefHeading___Toc170530895)

Piece Count [199](#piece-count)

Process [200](#process)

Reproduction Count [201](#reproduction-count)

Technical Access Requirements Note
[202](#technical-access-requirements-note)

Footage [204](#footage)

Format [205](#format)

Recording Speed [206](#recording-speed)

Reel/Tape/Disc Number [207](#reeltapedisc-number)

Element Number [208](#element-number)

Roll [209](#roll)

Running Time: Minutes [210](#running-time-minutes)

Running Time: Seconds [212](#running-time-seconds)

Soundtrack Configuration [214](#soundtrack-configuration)

Soundtrack Language [215](#soundtrack-language)

Tape Thickness [216](#tape-thickness)

Wind [217](#wind)

*PART TWO - ELEMENTS USED TO DESCRIBE ORGANIZATIONS*
[218](#part-two---elements-used-to-describe-organizations)

Organization Name [219](#organization-name)

AACR2 Name [227](#aacr2-name)

Abolish Date [229](#abolish-date)

Abolish Date Qualifier [231](#abolish-date-qualifier)

Administrative History Note [232](#administrative-history-note)

Approved By [238](#approved-by)

Date Approved [239](#date-approved)

Establish Date [240](#establish-date)

Establish Date Qualifier [242](#establish-date-qualifier)

Jurisdiction [243](#jurisdiction-1)

Organization Source Note [245](#organization-source-note)

Personal Reference [247](#personal-reference-1)

Predecessor [248](#predecessor)

Program Area [249](#program-area)

Proposer [251](#proposer)

Date Proposed [252](#date-proposed)

Successor [253](#successor)

Variant Organization Name [254](#variant-organization-name)

*PART THREE - ELEMENTS USED TO DESCRIBE PERSONS*
[256](#part-three---elements-used-to-describe-persons)

Name [257](#name)

Fuller Form of Name [259](#fuller-form-of-name)

Numerator [260](#numerator)

Personal Title [261](#personal-title)

Biographical Note [262](#biographical-note)

Birth Date [264](#birth-date)

Birth Date Qualifier [265](#birth-date-qualifier)

Death Date [266](#death-date)

Death Date Qualifier [267](#death-date-qualifier)

Person Source Note [268](#person-source-note)

Variant Person Name [269](#variant-person-name)

*PART FOUR - ELEMENTS USED TO DESCRIBE DIGITAL OBJECTS*
[270](#part-four---elements-used-to-describe-digital-objects)

Object Type [271](#object-type)

Object Identifier [272](#object-identifier)

Thumbnail Filename [273](#thumbnail-filename)

Thumbnail File Size [274](#thumbnail-file-size)

Access Filename [275](#access-filename)

Access File Size [276](#access-file-size)

Object Designator [277](#object-designator)

Object Description [278](#object-description)

Project Identifier [280](#project-identifier)

Chapter Two - Microform Product Elements
[281](#chapter-two---microform-product-elements)

*Introduction* [282](#introduction-2)

Record Group Number [287](#record-group-number-1)

Record Group Title [288](#record-group-title)

Collection Identifier [289](#collection-identifier-1)

Collection Title [290](#collection-title)

Microform Product Number [291](#microform-product-number)

Microform Product Title [292](#microform-product-title)

Abstract [293](#abstract)

Geographic Reference [295](#geographic-reference-1)

Organizational Reference [296](#organizational-reference-1)

Personal Reference [297](#personal-reference-2)

Topical Subject Reference [298](#topical-subject-reference-1)

Coverage Start Date [299](#coverage-start-date-1)

Coverage End Date [301](#coverage-end-date-1)

General Note [303](#general-note-1)

Media Type [304](#media-type-1)

Dimension [305](#dimension-1)

Color [306](#color-1)

Piece Count [307](#piece-count-1)

Physical Occurrence Note [308](#physical-occurrence-note-1)

Location Facility [309](#location-facility-1)

Microform Roll/Fiche Number [310](#microform-rollfiche-number)

Microform Roll/Fiche Description [311](#microform-rollfiche-description)

Alphabetical Index [312](#alphabetical-index)

# *Introduction*

The purpose of the *Lifecycle Data Requirements Guide* is to offer a
framework that explains the elements (fields) used to capture lifecycle
data at the National Archives and Records Administration. This edition
of the guide does not cover data requirements for the entire lifecycle
of archival materials; it contains data requirements for the archival
description portion of the lifecycle only. The framework applies to all
descriptions of permanent archival materials written by NARA - in the
regions, in Washington, DC, and in the Presidential libraries. It
applies to Federal and Presidential records and donated materials. The
framework will help us create complete and consistent descriptions by
providing guidelines for the content of an element and noting when an
authority source is used for the value of an element.

Though this document explains the content of the elements, it is not the
same as a user manual. It does not instruct you on how to operate a
database or show sample screens. To understand how to use a system
itself (paper or automated), you should consult the user manual for the
application you are using.

**A Work In Progress**

Remember that the *Lifecycle Data Requirements Guide* is, and always
will be, a work in progress. There will be changes to our descriptive
practices as lifecycle systems are implemented and maintained, as we
continue to accession new materials, and as our business practices
improve. These changes will be reflected by creating new elements or
deleting unneeded ones, by updating the definition, purpose,
relationship, or guidance statements, and by continually maintaining the
authority sources to keep them accurate and current.

# Chapter One - Archival Materials and Related Elements

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# *PART ONE - ELEMENTS USED TO DESCRIBE RECORD GROUPS, COLLECTIONS, AND ARCHIVAL MATERIALS*

**Intellectual Elements**

[Title Elements]{.underline}

Title

Other Title

Subtitle

Production Series Title

> Production Series Subtitle
>
> Production Series Number

[Note Elements]{.underline}

Arrangement

Custodial History Note

Date Note

Finding Aid Type

> Finding Aid Note
>
> Finding Aid Source

Function and Use

General Note

Microform Publication Title

> Microform Publication Identifier
>
> Microform Publication Note

Numbering Note

Scale Note

Scope and Content Note

Staff Only Note

Transfer Note

Shot List

[Number Elements]{.underline}

Accession Number

Collection Identifier

Disposition Authority Number

Former Collection

Former Record Group

Internal Transfer Number

Record Group Number

Records Center Transfer Number

Variant Control Number

> Variant Control Number Type
>
> Variant Control Number Note

[Date Elements]{.underline}

Copyright Date

> Copyright Date Qualifier

Coverage Start Date

> Coverage Start Date Qualifier

Coverage End Date

> Coverage End Date Qualifier

Inclusive Start Date

> Inclusive Start Date Qualifier

Inclusive End Date

> Inclusive End Date Qualifier

Production Date

> Production Date Qualifier

Broadcast Date

> Broadcast Date Qualifier

Release Date

> Release Date Qualifier

[Access Point Elements]{.underline}

General Records Type

Geographic Reference

Language

Organizational Contributor

> Organizational Contributor Type

Organizational Donor

Organizational Reference

Personal Contributor

> Personal Contributor Type

Personal Donor

Personal Reference

Specific Records Type

Topical Subject Reference

Edit Status

Sound Type

[Restriction Elements]{.underline}

Access Restriction Status

> Specific Access Restriction
>
> Security Classification
>
> Access Restriction Note

Use Restriction Status

> Specific Use Restriction
>
> Use Restriction Note

[Creator Elements]{.underline}

Creating Individual

> Creating Individual Type

Creating Organization

> Creating Organization Type

[Administrative Elements]{.underline}

Description Author

> Description Date

Description Type

**Physical Occurrence Elements**

Copy Status

> Container List
>
> Extent
>
> GPRA Indicator

Holdings Measurement Type

Holdings Measurement

Count

> Location Facility

Location Note

> Physical Occurrence Note
>
> Reference Unit
>
> Total Footage
>
> Total Running Time: Minutes

Total Running Time:

Seconds

**Media Occurrence Elements**

Media Type

> Base
>
> Color
>
> Container ID
>
> Dimension

Emulsion

> Height
>
> Width
>
> Depth
>
> Media Occurrence Note
>
> Physical Restriction Note
>
> Piece Count
>
> Process
>
> Reproduction Count
>
> Technical Access Requirements Note

[Audiovisual Media]{.underline}

[Occurrence Elements]{.underline}

Footage

> Format
>
> Recording Speed
>
> Reel/Tape/Disc Number
>
> Element Number
>
> Roll
>
> Running Time: Minutes
>
> Running Time: Seconds
>
> Soundtrack Configuration
>
> Tape Thickness
>
> Wind

# *Introduction*

**How the Archival Materials Elements Work**

These elements are used to describe many different hierarchical levels
of archival materials from record groups to items as well as all formats
of archival materials from paper to electronic records to artifacts. In
addition, there are elements for archival creators and for digital
objects.

When describing records, you will associate descriptions of archival
materials with their creators to put the archival materials in context.
Every series description must be placed in a record group or collection,
and must also link to a creator. Creator descriptions can link to
multiple record descriptions. Every item or file unit description must
link up to a series description. These linkages will allow us to
maintain the hierarchy and provenance of records.

When digital objects, such as digital reproductions of photographs, are
included, they also are linked to the archival description. One archival
item can have many digital objects. For example, each scanned page of a
letter would be a digital object, and each would be attached to the
archival description.

**Archival Materials Elements**

The elements used to describe archival materials are divided into three
categories:

-   the intellectual elements

-   the physical occurrence elements

-   the media occurrence elements

**Intellectual Elements**

The intellectual elements describe the content of the archival
materials, including the title, arrangement, function and use, scope and
content, dates, control numbers, access and use restrictions, and other
access points such as geography, language, subject, and record types.
According to A Glossary for Archivists, Manuscript Curators, and Records
Managers (Society of American Archivists \[SAA\] Glossary), an access
point is \"a name, term, phrase, or code that is used to search,
identify, or locate a record, file, or document.\"

**Physical Occurrence Elements**

The physical occurrence elements describe the physical characteristics
for each copy or version of the archival materials, including the
amount, containers, location, and reference unit. The physical
characteristics also include the purpose behind each copy or version:
e.g., is it used for preservation, reproduction, or reference.

**Media Occurrence Elements**

Within each physical occurrence, the characteristics of the physical
media also may be described. If the archival materials consist of a
variety of physical media, each medium is described in its own media
occurrence. The media occurrence elements include the media type, color,
dimensions, piece count, and reproduction count, as well as the format
and processes used to make the media itself.

A key concept here is that a particular physical occurrence can have
many media occurrences. If a physical occurrence includes multiple media
types, or if the media types come in different sizes, exist on more than
one base, or were produced by more than one process, etc., then all
media occurrence elements must be repeated as a group to capture the
different media occurrences. For example, a physical occurrence of a
series of records may contain a preservation set of photographs and
paper records. The photographs are one media occurrence and the paper
records are another. This same series may have a duplicate set of
photographs and paper records used for reference \-- a second physical
occurrence. The photographs and paper records of the second physical
occurrence would also have separate media occurrence descriptions.

**Archival Creator Elements**

Separate sets of elements are used to describe archival creators. The
records creators can be individuals or organizations (agencies or units
within an agency.) The individual creator elements include names, birth
and death dates, and biography. The organizational creator elements
include names, administrative history, establish and abolish dates,
function, and jurisdiction. Each series description will identify a
creator or creators of the archival materials and this identification
will provide the link to the creator description.

For the elements used to describe organizational creators, the guidance
indicates how to form names, write histories, and index them via access
points. What is not apparent from the element guidance is that although
an organization may undergo a reorganization that results in a name
change, it remains essentially the same organization. When this is the
case, the Organization Names that represent the organization share an
Administrative History Note and are considered \"minor\"
predecessor/successors of each other. However, when a transfer of
functions to an entirely new organization occurs, that successor
organization will require a new Administrative History Note.

The following general rules will help you decide when Organization Names
should be linked to the same history and when a successor should link to
a new Administrative History Note. Organization Names will share the
same history when:

-   An organization\'s hierarchical placement changes due to a
    reorganization, but the functions and name remain relatively intact;
    or,

-   An organization\'s name changes without an accompanying significant
    adjustment of its functions.

However, when an organization is abolished and its functions are
transferred to an existing or new organization, the new Organization
Name should not be linked to the existing Administrative History Note
and a new note should be written.

**Levels of Archival Description**

Archival records are described at various levels of aggregation:

-   Record Group/Collection

-   Series

-   File Unit

-   Item

**Record Group/Collection**

The highest grouping of archival materials will be a record group or
collection. At NARA, both function as a means for facilitating
administrative control of holdings.

The SAA Glossary defines a record group as \"A body of organizationally
related records established on the basis of provenance by an archives
for control purposes.\" NARA has defined a record group as \"a major
archival unit that comprises the records of a large organization, such
as a Government bureau or independent agency.\"

The SAA Glossary defines a collection as \"An artificial accumulation of
documents brought together on the basis of some characteristic (e.g.
means of acquisition, creator, subject, language, medium, form, name of
collector) without regard to the provenance of the documents.\" The
Presidential libraries often organize their archival materials by
collections, which primarily fall into three categories: donated
historical materials (relating to all Presidencies, Hoover-Bush),
Presidential records (applying to Presidencies since Reagan), and
Presidential historical materials (Nixon.)

**Series**

The next highest grouping of archival materials is the series level. The
SAA Glossary defines a series as \"file units or documents arranged in
accordance with a filing system or maintained as a unit because they
result from the same accumulation or filing process, the same function,
or the same activity; have a particular form; or because of some other
relationship arising out of their creation, receipt, or use.\"

**File Unit**

The third grouping is the file unit level. The SAA Glossary defines a
file unit as \"an organized unit (folder, volume, etc.) of documents
grouped together either for current use or in the process of archival
arrangement.\" For NARA\'s descriptive practices, the file unit is the
*intellectual handling* of the record item, which may or may not be the
physical handling. In other words, a folder does not necessarily equal a
file unit. For example, a case file may be in several physical folders,
but is described as one file unit. For electronic records, the
definition of a file unit level may be difficult. A file does not
necessarily refer to a tape or to a particular data file.

**Item**

The lowest grouping in the hierarchy is the item level, which is an
individual item or a specific record. The SAA Glossary defines an item
as \"the smallest indivisible archival unit (e.g. a letter, memorandum,
report, leaflet, or photograph.\" NARA would add that it is the smallest
*intellectually* indivisible item. For example, a book or record album
would be described as an item, but the individual chapters of the book
or the discs or songs that make up the album would not be described as
items.

**Digital Objects Elements**

There are separate elements for describing digital objects. Digital
objects are copies of NARA\'s archival holdings, such as textual
records, still pictures, artifacts, and moving images, that have been
digitized and made available online. Digital objects are linked to
archival descriptions at the item level. Each archival item can have one
or more digital objects, and each of these objects can be associated
with the description of the archival item. For example, a double-sided
one-page letter would have two digital objects; each digital object
would be linked to the item level description of that letter.

Currently, standards have been developed for digital images only. Other
formats, such as sound and moving image files, will be addressed in the
future. All NARA imaging projects should adhere to the policies
established by the directive NARA 816, *Digitizing Activities for
Enhanced Access*.

**The Framework**

The framework for each element consists of three things:

-   a table of characteristics

-   definition, purpose, relationship, and guidance statements

-   examples, when appropriate

The table of characteristics contains information about the data
structure of the element and the rules that affect how it can be used.
The definition, purpose, relationship, and guidance statements explain
what the element is, what it does, how it relates to other elements, and
how to use it. References to elements are in bold. Examples are shown in
gray-shaded boxes and are included to illustrate how information should
be entered.

**The Characteristics**

The characteristics of each element may include:

-   whether or not the element is mandatory

-   whether or not the element is repeatable

-   the data type and length for the element

-   whether or not an authority source is used to enter information in
    the element

-   the level(s) at which the element is available

-   the type of digital object the element applies to

-   whether or not the element is for audiovisual records only

-   whether or not the element can be available to the public

**What is Mandatory?**

Mandatory means information must be entered in the element for a
description to be considered complete. The mandatory elements are the
minimum description for archival materials. Some elements are mandatory
at certain levels of description but not at others. Some elements have
relationships that require them to be used with other elements; those
requirements are described in the relationship statements, not in the
mandatory section of the table of characteristics.

**What is Repeatable?**

Repeatable means information may be entered more than once in one
intellectual description, physical occurrence, or media occurence. For
example, because a series can have more than one Former Record Group or
Topical Subject Reference, these are repeatable elements. Because a
series can have only one Record Group Number or Title, these are
non-repeatable elements.

**What is a Data Type?**

There are four primary data types:

-   variable character length

-   long

-   numeric

-   date

Variable character length means the information can be any kind of
character, number or symbol. Long means the character length can be up
to 2 gigabytes. Numeric means the information can only be numbers.
Commas cannot be used in numeric elements. The identifier
\"NW-338-99-005\" could not be entered in a numeric data type element
because it contains both letters and symbols. Date means the information
can only be in a date format (mm/dd/yyyy). Where appropriate, field
length limitations are shown in parentheses after the data type.

**What is an Authority Source?**

In some elements information cannot be entered as free-text, but must be
selected from an authority source, such as an authority file, authority
list, or thesaurus. Authority sources are used to ensure information is
entered into an element consistently to facilitate sorting or searching.
Some of the authority sources are well-known, highly reputable products
from the cataloging field, such as the Getty Thesaurus of Geographic
Names® (TGN) or the Library of Congress Name Authority File (LCNAF).
Some of the authority sources are lists that have been developed by NARA
to specifically meet our needs, such as the Specific Access Restriction
Authority List or Reference Unit Authority List.

**What is Level Available?**

Level available indicates the hierarchical level of description for
which the element may be used: the record group or collection, series,
file unit, or item. If a level is not named, then the element may not be
used to describe archival materials at that level.

**What is Type?**

Type indicates what digital object type (e.g. image, sound, moving
image) the element can be applied to.

**What is Audiovisual Only?**

\"A/V Only\" means the element may only be used to describe audiovisual
materials. Audiovisual materials are moving images and sound recordings.

Moving images are defined as: \"A sequence of images that presents the
illusion of motion or movement as they are advanced. Examples include
motion pictures, videos, and other theatrical releases, shorts, news
footage (including television newscasts and theatrical newsreels),
trailers, outtakes, screen tests, training films, educational material,
commercials, spot announcements, home movies, amateur footage,
television broadcasts, and unedited footage. These may be in electronic
form.\"

Sound recordings are defined as: \"Digital or analog recordings for
audio purposes only. Examples include radio broadcasts, public service
or advertising spot announcements, recordings of meetings, oral
histories, and speeches.\"

\"A/V only\" elements can not be used for maps, charts, and photographs.

**What is Public Element?**

Public Element indicates whether or not the element and its contents can
be made available to the general public. A small number of the elements
are not appropriate for public display because they are used only for
administrative purposes.

##  {#section-17 .unnumbered}

## Title

+---------+---------+---------+---------+----------+--------+--------+
| Ma      | Rep     | Data    | Au      | Level    | A/V    | Public |
| ndatory | eatable | Type    | thority | A        | Only   | E      |
|         |         |         |         | vailable |        | lement |
+---------+---------+---------+---------+----------+--------+--------+
| Yes     | No      | V       | None    | Record   | No     | Yes    |
|         |         | ariable |         | Group    |        |        |
|         |         | Ch      |         |          |        |        |
|         |         | aracter |         | Co       |        |        |
|         |         |         |         | llection |        |        |
|         |         | Length  |         | Series   |        |        |
|         |         | (700)   |         |          |        |        |
|         |         |         |         | File     |        |        |
|         |         |         |         | Unit     |        |        |
|         |         |         |         |          |        |        |
|         |         |         |         | Item     |        |        |
+---------+---------+---------+---------+----------+--------+--------+

**Definition:** The name assigned to the record group, collection, or
archival materials.

**Purpose:** Provides identifying information and serves as an access
point to retrieve record groups, collections, and archival materials.
**Title** serves as one of the main identifiers for record groups,
collections, and archival materials.

**Relationship:** **Title** is the element on which all the other
Intellectual, Physical, and Media Elements are dependent. To have any
other element, **Title** must be created. This relationship is assumed
in all other relationships. This element is independent, but all of the
Title Elements are dependent on it.

**Guidance:** **[General]{.underline}**

At the Record Group, Collection, and Series Level, titles are almost
always created by NARA. At the File Unit Level titles are usually
assigned by the creator and often appear on the archival materials
themselves. At the Item Level titles can be formal (specific
bibliographic titles), creator-assigned, or NARA-assigned.

**[Use of Acronyms]{.underline}**

> If an acronym is used in **Title**, define the full term, followed by
> the acronym in parentheses. If an acronym is used and defined in
> **Title**, it can be used in other data elements without defining it
> again.

  -----------------------------------------------------------------------
  Records of the Proposed Sale of Securities (PSS) System

  -----------------------------------------------------------------------

> **[Record Group Titles]{.underline}**
>
> Enter a title that names the record group following the rules below.
> Use initial capital letters. Do [not]{.underline} end a title with a
> period. Be precise and brief. Do not use unexplained acronyms or
> unknown organizational designations.
>
> Do [not]{.underline} include dates in a title. Dates belong in
> **Inclusive Start Date** or **Inclusive End Date**. It is necessary to
> have separate elements for dates and title because they have different
> values and different search techniques. Although titles and dates have
> separate elements, they can be displayed together to form a unique
> header for a record group.
>
> Use the phrase "Records of" and then insert the name of the entity
> comprising the record group.

  -----------------------------------------------------------------------
  Records of the War Labor Policies Board

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Records of the National Commission on Law Observance and Enforcement

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Records of the Treasurer of the United States

  -----------------------------------------------------------------------

When creating a title for a general record group, use the phrase
"General Records of" and then insert the name of the entity comprising
the general record group.

  -----------------------------------------------------------------------
  General Records of the Department of Commerce

  -----------------------------------------------------------------------

> **[Collection Titles]{.underline}**
>
> Use initial capital letters. Do [not]{.underline} end a title with a
> period. Be precise and brief. Do not use unexplained acronyms or
> unknown organizational designations. Do not use "Undescribed
> Collection," "Unprocessed Collection," or "Miscellaneous Collection"
> as a collection title.
>
> Do not include dates in a title. Dates belong in **Inclusive Start
> Date** or **Inclusive End Date**. It is necessary to have separate
> elements for dates and titles because they have different values and
> different search techniques. Though titles and dates have separate
> elements, they can be displayed together to form a unique header for a
> collection.

#### Organizational Materials

> When creating a title for a collection of archival materials created
> as a direct result of the administrative or organizational activity of
> the creator and maintained according to its original provenance, use
> the phrase "Records of" followed by the name of the organization. If
> the archival materials were created by a White House organization,
> indicate the name of the administration in parentheses at the end of
> the title.

  -----------------------------------------------------------------------
  Records of the American Heritage Foundation

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Records of the American National Red Cross

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Records of the White House Office of Counsel to the President (Carter
  Administration)

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Records of the Advisor to the President on American Jewish Affairs
  (Carter Administration)

  -----------------------------------------------------------------------

#### Personal Papers

> When creating a title for a collection of personal papers, use the
> person\'s name and the term \"Papers\". Enter the person\'s name
> followed by the term \"Papers\", or the term \"Papers of\" followed by
> the person\'s name. Enter the person\'s name in direct order: first
> name, middle name, last name. If the collection has been formed by a
> number of individuals in the same family, use the family name followed
> by the term \"Family Papers.\" If a collection of family papers has
> one predominant person, use the person\'s name followed by the term
> \"Family Papers.\"

  -----------------------------------------------------------------------
  Lou Henry Hoover Papers

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Rose Wilder Lane Papers

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Papers of Burke Marshall

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Roosevelt Family Papers

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Dwight D. Eisenhower Family Papers

  -----------------------------------------------------------------------

**Artificial Collections**

When creating a title for a collection of archival materials that has
been formed around a person, organization, subject, or activity, or that
has been gathered from a common source, use the name of the person,
organization, subject, activity, or common source followed by the term
\"Collection.\"

  -----------------------------------------------------------------------
  American Film Institute Collection

  -----------------------------------------------------------------------

> \[For the collection of films gathered by the AFI, not created as part
> of its business activity.\]

  -----------------------------------------------------------------------
  Michigan Historical Commission Collection

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  John F. Kennedy Assassination Records Collection

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Ernest Hemingway Collection

  -----------------------------------------------------------------------

**[Series Titles]{.underline}**

> Enter a title that names the archival materials following the rules
> below.

-   In creating a title, draw from information available from the
    earlier stages of the records lifecycle.

-   Do not use the term "Untitled" as a title for archival materials.
    Avoid the term "miscellaneous."

-   Use initial capital letters.

-   Do [not]{.underline} end a title with a period. Be precise and
    brief. Do not use unexplained acronyms or unknown organizational
    designations.

> Do [not]{.underline} include dates or creator names in a title. Dates
> belong in **Inclusive Start Date** or **Inclusive End Date**. Creator
> names belong in **Creating Individual** or **Creating Organization**.
> It is necessary to have separate elements for dates and title because
> they have different values and different search techniques. Though
> titles, dates, and creators have separate elements, they can be
> displayed together to form a unique header for archival materials.
>
> **Include the Frequency, Function, or Subject Matter**
>
> The title may include identifying attributes, such as frequency
> (annual or monthly), function, or subject matter.

  -----------------------------------------------------------------------
  Annual Narrative and Statistical Reports

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Quarterly Status Reports

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Letters of Resignation and Declination of Federal Office

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Reports, Journals, and Memorandums of Scouts and Marches

  -----------------------------------------------------------------------

**Include a Records Type**

> The title may include a term selected from the General Records Type
> Authority List or the Specific Records Type Thesaurus, such as
> memorandums, registers, indexes, minutes, reports, letters, files,
> etc. At the Series Level, the specific records type term usually will
> be plural.
>
> Do not use a physical term like \"prints\" or \"negatives\" in the
> title. Instead, choose an appropriate intellectual records type like
> \"photographs\" or \"portraits.\" Terms from the Media Type Authority
> List or Process Authority List are generally considered physical.

  -----------------------------------------------------------------------
  Letters Received

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Letter Requesting Certificates of Identity

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Photographs of Army Generals

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Portraits of Agency Officials

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  World War II Aerial Photographs and Photographic Images

  -----------------------------------------------------------------------

> For additional information on identifying records types, see **General
> Records Type** and **Specific Records Type**.
>
> **Names and Positions**
>
> Archival materials created by a person through his or her role as part
> of an organization are considered organizational materials and are
> assigned a **Creating Organization.** Note that while the series title
> can include the name or position of an individual who was the primary
> contributor of the materials, the creator of the [series]{.underline}
> is the organization which accumulates the materials, not the
> individual within the organization who contributed the materials.
>
> If these organizational materials were generated by a particular
> person or through a particular position in an organization, then the
> title should include the person's name or position. In this case, the
> person who generated the materials (as part of an organization) is
> considered a contributor, and their name belongs in **Personal
> Contributor** and their role in **Personal Contributor Type**.

  -----------------------------------------------------------------------
  Reading Files of the Deputy Executive Director

  -----------------------------------------------------------------------

> \[The series was created by the Federal Trade Commission.\]

  -----------------------------------------------------------------------
  Orders and Special Orders Issued by Major General Winfield Scott

  -----------------------------------------------------------------------

\[The series was created by the War Department.\]

  -----------------------------------------------------------------------
  General Correspondence of the Forest Supervisor

  -----------------------------------------------------------------------

> \[This series was created by the Department of Agriculture. U. S.
> Forest Service.\]

  -----------------------------------------------------------------------
  Albert Einstein's Letters

  -----------------------------------------------------------------------

\[This series was created by the Department of the Navy. Bureau of
Ordnance. Albert Einstein is the contributor, not the creator.\]

> **Publication Titles**
>
> If the archival materials consist of issues of a single journal or
> other serial publication, use the title of the journal. Do not use
> italics, quotation marks, or other means to highlight the title.

  -----------------------------------------------------------------------
  Journal of Agricultural Research

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Journal of Research of the National Bureau of Standards

  -----------------------------------------------------------------------

\[The agency name is part of the journal title.\]

If the archival materials consist of a number of serials, refer to the
content or purpose of the serials. For example:

  -----------------------------------------------------------------------
  Journals Used in Foreign Relations Work

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Publications from Black Churches

  -----------------------------------------------------------------------

> In this case, the various serial titles may be listed individually in
> **Scope and Content Note**.

**Index and Register Titles**

> For archival materials that serve as indexes or registers to other
> archival materials, the title should include a reference to the
> materials being indexed or registered.

  -----------------------------------------------------------------------
  Name Index to Letters Received

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Register of Inspection Reports Submitted

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Index to Petitions Filed in the Fugitive Slave Petition Book

  -----------------------------------------------------------------------

> **Original Titles**

Original titles are the titles provided by the creator for the archival
materials. They are sometimes called agency-supplied titles. If the
archival materials have been known by another title designated by the
creator, and if researchers are likely to search for the materials by
that title, enter the original title in **Other Title**. Explain in
**General Note**.

> **Classified Titles**
>
> If an agency-supplied title is classified, [do not]{.underline} enter
> the classified title in **Title** or anywhere else in the description.
> Create a Series title and enter it in **Title**. Explain that the
> title is a NARA-supplied replacement for the classified title in
> **General Note**.

+-----------------------------------------------------------------------+
| **Title --** Operations Files                                         |
|                                                                       |
| **General Note --** \"Operations Files\" is the NARA-supplied         |
| replacement for the classified agency title.                          |
+-----------------------------------------------------------------------+

\[Classified Series title is \"Files on CIA Operations in Slobovia.\"\]

> **Security Classifications**
>
> If a classification status, such as top-secret or confidential, is
> part of an agency-supplied title, then it should be part of **Title**.
> In other words, there may be two distinct series transferred by an
> agency, one called "Top Secret Correspondence" and one called "General
> Correspondence."
>
> The retention of the [agency\'s]{.underline} use of classification
> terms is important, as it reflects the agency\'s original filing
> system and the relationships between different filing components and
> the materials as they were used and maintained in the agency. However,
> classification terms must not be added when NARA provides a supplied
> title. For example, if an agency transferred a classified series of
> records called "project files," it should not be titled "Secret
> Project Files," or if a series of materials called \"project files\"
> that have been declassified was transferred, it should not be titled
> \"Formerly Secret Project Files.\" The classification status for the
> archival materials is indicated in **Security Classification**, as
> part of the Access Restriction elements.
>
> Inclusion of terms relating to classification in NARA-supplied titles
> would indicate the access restrictions of the materials at NARA, which
> can change over time, and might cause confusion to the user as to how
> the materials were originally organized, identified, and maintained by
> the creating agency.

**Previously Created Titles**

If the archival materials have been described in an existing finding
aid, determine if the existing title is appropriate. If necessary,
create a new title and place the existing title in **Other Title**. If
the archival materials have been described in more than one existing
finding aid and the titles conflict, determine which is the most
appropriate for **Title** and enter the others in **Other Title**. If
none is appropriate, create a new title and enter the others in **Other
Title**. Explain in **General Note**.

> **[File Unit Titles]{.underline}**
>
> If it is known, enter the original title (the title provided by the
> creator) following the rules below. The original title may be written
> on a folder or indicated during accessioning.

If dates are part of an original title, then they should be included as
part of the file unit title. The dates may also be indicated in the
Coverage Date elements.

> Sometimes the archivist makes modifications to the original title of a
> file unit in order to provide important information about the archival
> materials. This information should be placed in brackets. For example,
> a Presidential Library may describe an empty folder and then place the
> word \"empty\" in brackets as part of the title. Or, a group of files
> may have been given a common title by the creator and the archivist
> may provide an identifier in brackets to create a unique title for
> each file.\
> \
> If the original title contains acronyms, best practice is to spell out
> the acronym in brackets after the acronym. Describers are encouraged,
> but not required, to do this.

  -----------------------------------------------------------------------
  News clippings regarding ACOG \[Association of Central Oklahoma
  Governments\]

  -----------------------------------------------------------------------

> Other NARA-made modifications, such as added dates or subjects, should
> not be placed in Title but in the appropriate fields.
>
> If the original title is classified, [do not]{.underline} enter it in
> **Title** or anywhere else in the description. Create a File Unit
> title using the Series title guidance. Place the NARA-supplied File
> Unit title in brackets \[ \]. Explain that the title is a
> NARA-supplied replacement for the classified title in **General
> Note**.

  -----------------------------------------------------------------------
  Enemies List \[empty\]

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Inflation Sourcebook \[1\]

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Inflation Sourcebook \[2\]

  -----------------------------------------------------------------------

+-----------------------------------------------------------------------+
| **Title** -- \[Reports on Weapon System Design\]                      |
|                                                                       |
| **General Note --** \"Reports on Weapon System Design\" is the        |
| NARA-supplied replacement for the classified agency title.            |
+-----------------------------------------------------------------------+

> \[Classified File Unit title is \"Reports on Development of the Light
> Saber Weapon.\"\]

If the original title of a file unit is incorrect or vague, enter a
corrected title in brackets in **Title,** and the original title in
**Other Title**. Explain in **General Note**.

> If there is no original title, create a title using the guidance for
> series titles, and place the created title in brackets.
>
> **[Item Titles]{.underline}**

If one exists, enter the formal title following the rules below. Formal
titles are the specific bibliographic titles written on individual
items, such as the title of a movie or book. When transcribing a formal
title, enter it exactly as it appears on the item.

  -----------------------------------------------------------------------
  Triumph of the Will

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Let There Be Light

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Facts About Fallout

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Manual for Army Cooks

  -----------------------------------------------------------------------

> If dates are a part of the formal title, then include the dates as a
> part of the item title. The dates should also be indicated in the
> Coverage Date elements or **Production Date**, as appropriate.
>
> Do not include a subtitle in **Title**, even if it appears on the
> item. Place it in **Subtitle**.
>
> If the formal title of an item actually is \"Untitled,\" as some works
> of art are called, then the item title may be entered as \"Untitled.\"
>
> If the formal title of an item is incorrect or vague, enter a
> corrected title in **Title** and the formal title in **Other Title**.
> Explain in **General Note.** Variant or translated titles should also
> be entered in **Other Title** and explained in **General Note**.

+-----------------------------------------------------------------------+
| **Title -** La Revanche Des Francais Devant Verdun                    |
|                                                                       |
| **Other Title --** French Revenge Around Verdun                       |
+-----------------------------------------------------------------------+

If there is no formal title, create a title using the guidance for
series titles. Note that at the Item Level, terms from the General
Records Type Authority List or Specific Records Type Thesaurus will be
singular.

> Unlike created titles at the File Unit level, those at the Item Level
> should **not** be placed in brackets.

  -----------------------------------------------------------------------
  Certification of Physical Examination of Jacob Forsyth at Battle
  Mountain Sanitarium

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Application by Thomas McCarthy for Admission to Western Branch
  Soldier's Home

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Photograph of House on the Moqui Pueblo Reservation

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Public Service Announcement about Fair Housing

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Newsreel of the Building of the Hoover Dam

  -----------------------------------------------------------------------

> If the original title contains acronyms, best practice is to spell out
> the acronym in brackets after the acronym. Describers are encouraged,
> but not required, to do this.

  -----------------------------------------------------------------------
  Public Service Announcement regarding ACOG \[American College of
  Obstetricians and Gynecologists\]

  -----------------------------------------------------------------------

> If a formal title is classified, [do not]{.underline} enter it in
> **Title** or anywhere else in the description. Create an Item title
> using the Series title guidance. [Do not]{.underline} place the
> NARA-supplied item title in brackets \[ \]. Explain that the title is
> a NARA-supplied replacement for the classified title in **General
> Note**.

+-----------------------------------------------------------------------+
| **Title** -- Ruritania Nuclear Programs                               |
|                                                                       |
| **General Note --** \"Ruritania Nuclear Programs\" is the             |
| NARA-supplied replacement for the classified agency title.            |
+-----------------------------------------------------------------------+

> \[Classified Item title is \"Plutonium Production in Ruritania.\"\]
>
> Note that photograph captions are not generally considered formal
> titles. Create a title, and place the caption in **Scope and Content
> Note**.

+-----------------------------------------------------------------------+
| **Title --** Photograph of Three U.S. Senators on Fact-Finding Visit  |
| to Vietnam                                                            |
|                                                                       |
| **Scope and Content Note --** Original caption: Vietnam . . . Pausing |
| for refreshment during their visit to Huu Thanh, a recently pacified  |
| village, three U.S. senators on President Richard Nixon\'s            |
| fact-finding committee drink from coconuts. From left to right are    |
| Senator Thomas J. McIntyre of New Hampshire, Senator Howard Cannon of |
| Nevada and Senator George Murphy of California.                       |
+-----------------------------------------------------------------------+

##  Other Title

+---------+---------+---------+---------+---------+---------+---------+
| Ma      | Rep     | Data    | Au      | Level   | A/V     | Public  |
| ndatory | eatable | Type    | thority | Av      | Only    | Element |
|         |         |         |         | ailable |         |         |
+---------+---------+---------+---------+---------+---------+---------+
| No      | Yes     | V       | None    | Series  | No      | Yes     |
|         |         | ariable |         |         |         |         |
|         |         | Ch      |         | File    |         |         |
|         |         | aracter |         | Unit    |         |         |
|         |         | Length  |         |         |         |         |
|         |         | (700)   |         | Item    |         |         |
+---------+---------+---------+---------+---------+---------+---------+

**Definition:** An additional or variant title, such as a title that was
translated into English, a formal title that has been changed or
corrected, an agency-supplied title, or an informal title. Variant
titles include those that do not meet NARA standards for the formation
of a title.

**Purpose:** Allows users to retrieve archival materials by any known
title.

**Relationship:** This element is dependent on **Title**. To have
**Other Title**, **Title** must be created.

**Guidance:** Enter any additional or variant title of the archival
materials - including translated titles, changed or corrected titles,
agency-supplied titles, and informal titles - by which the materials may
be known by the public.

Use initial capital letters. Do [not]{.underline} end a title with a
period.

> If you use **Other Title**, best practice is to include an explanation
> for the other title, including its source, in **General Note**.
>
> If a new title is created to conform to NARA standards, enter the new
> title in **Title** and indicate the superseded or agency-supplied
> title in **Other Title**, except in the case of classified titles.
>
> If **Other Title** uses an acronym that is not defined in either
> **Title** or **Scope and Content Note**, define the acronym the first
> time that it is used in **Other Title**.

  --------------- -----------------------------------------------------------
  **Examples:**   **Title** - Index to Correspondence\
                  **Other Title** - Index to Series Described in Entry 36\
                  **General Note** - This series was titled \"Index to Series
                  Described in Entry 36\" in the \"Preliminary Inventory 20:
                  Records of the Maritime Labor Board,\" compiled by Caroline
                  W. Hiatt and Salvatore D. Nerboso (1949).

  --------------- -----------------------------------------------------------

  -----------------------------------------------------------------------
  **Title** - La Revanche Des Francais Devant Verdun\
  **Other Title** - French Revenge Around Verdun\
  **Other Title** - Signal Corps Historical Film, No. 1139\
  **General Note** - \"French Revenge Around Verdun\" is the translated
  title of this film; \"Signal Corps Historical Film, No. 1139\" is the
  agency-assigned title.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  **Title** - Applications for Enrollment in the Five Civilized Tribes\
  **Other Title** - Dawes Rolls\
  **General Note** - \"Dawes Rolls\" is the informal name for this
  series.

  -----------------------------------------------------------------------

## Subtitle

  ----------- ------------ ----------- ----------- ----------- ---------- ----------
  Mandatory   Repeatable   Data Type   Authority   Level       A/V Only   Public
                                                   Available              Element

  No          No           Variable    None        Item        No         Yes
                           Character                                      
                           Length                                         
                           (700)                                          
  ----------- ------------ ----------- ----------- ----------- ---------- ----------

**Definition:** The secondary name in the formal title of the item,
usually indicated by punctuation such as a colon ( : ) or brackets ( \[
\] ).

> (Formal titles are the specific bibliographic titles written on
> individual items, such as the title of a movie or book. When
> transcribing a formal subtitle, enter any dates exactly as they
> appear.)

**Purpose:** Further explains the formal title.

**Relationship:** This element is dependent on **Title**. To have
**Subtitle**, **Title** must be created.

**Guidance:** Enter the formal subtitle exactly as it appears on the
item. If the formal subtitle is incorrect or vague, enter a corrected
version in **Other Title**. Variant or translated subtitles should also
be entered in **Other Title**.

> Use initial capital letters. Do [not]{.underline} end a subtitle with
> a period. Do [not]{.underline} enter a colon after the title or before
> the subtitle. A colon may be added by the system as part of the
> display.
>
> If **Subtitle** uses an acronym that is not defined in either
> **Title** or **Scope and Content Note**, define the acronym the first
> time that it is used in **Subtitle**.

+---------+------------------------------------------------------------+
| **Exam  | **Title** - World War II                                   |
| ples:** |                                                            |
|         | **Subtitle** - The Final Months                            |
+---------+------------------------------------------------------------+

\[For the motion picture "World War II: The Final Months."\]

+-----------------------------------------------------------------------+
| **Title** - CBS News Special Report                                   |
|                                                                       |
| **Subtitle** - Rev. Martin Luther King, Jr., 1929-1968                |
+-----------------------------------------------------------------------+

> \[For the motion picture "CBS News Special Report: Rev. Martin Luther
> King, Jr., 1929-1968."\]

## Production Series Title

  ----------- ------------ ----------- ----------- ----------- ---------- ----------
  Mandatory   Repeatable   Data Type   Authority   Level       A/V Only   Public
                                                   Available              Element

  No          No           Variable    None        Item        Yes        Yes
                           Character                                      
                           Length                                         
                           (700)                                          
  ----------- ------------ ----------- ----------- ----------- ---------- ----------

**Definition:** The name of a production series to which an audiovisual
item belongs.

> The word "series" is used in a non-archival sense: it specifically
> refers to motion pictures, sound recordings, or videotapes produced as
> a series, such as a television series or movie serials.

**Purpose:** To identify the production series of which the audiovisual
item is a part.

**Relationship:** This element is dependent on **Title**. To have
**Production Series Title**, **Title** must be created. **Production
Series Subtitle** and **Production Series Number** are dependent on this
element. To have **Production Series Subtitle** or **Production Series
Number**, **Production Series Title** must be created.

**Guidance:** Enter the production series title for the audiovisual
item.

> Be aware that **Production Series Title** may duplicate the **Title**
> used to describe the archival series to which an individual
> audiovisual item belongs.
>
> Use initial capital letters. Do [not]{.underline} end a title with a
> period.
>
> If **Production Series Title** uses an acronym that is not defined in
> either **Title** or **Scope and Content Note**, define the acronym the
> first time that it is used in **Production Series Title**.

+---------+------------------------------------------------------------+
| **Exam  | **Production Series Title** - Viewmaster Science Series    |
| ples:** |                                                            |
|         | **Production Series Subtitle -** Physics                   |
+---------+------------------------------------------------------------+

+-----------------------------------------------------------------------+
| **Production Series Title -** Music for Today                         |
|                                                                       |
| **Production Series Number** - Series 2                               |
+-----------------------------------------------------------------------+

+-----------------------------------------------------------------------+
| **Production Series Title** - This is America                         |
|                                                                       |
| **Production Series Number** - 1                                      |
+-----------------------------------------------------------------------+

### Production Series Subtitle 

  ----------- ------------ ----------- ----------- ----------- ---------- ----------
  Mandatory   Repeatable   Data Type   Authority   Level       A/V Only   Public
                                                   Available              Element

  No          No           Variable    None        Item        Yes        Yes
                           Character                                      
                           Length                                         
                           (500)                                          
  ----------- ------------ ----------- ----------- ----------- ---------- ----------

**Definition:** The title of a part or section of a production series.

Parts or sections refer to segments, such as individual episodes, in a
production series.

> The word "series" is used in a non-archival sense: it specifically
> refers to motion pictures, sound recordings, or videotapes produced as
> a series, such as a television series or movie serials.

**Purpose:** Provides the production series subtitle in a separate,
searchable data element.

**Relationship:** This element is dependent on **Production Series
Title**. To have **Production Series Subtitle**, **Production Series
Title** must be created.

**Guidance:** Enter a name for the part or section of the production
series.

> If **Production Series Subtitle** uses an acronym that is not defined
> in either **Title** or **Scope and Content Note**, define the acronym
> the first time that it is used in **Production Series Subtitle**.

+---------+------------------------------------------------------------+
| **Exam  | **Production Series Title -** Viewmaster Science Series    |
| ples:** |                                                            |
|         | **Production Series Subtitle -** Physics                   |
+---------+------------------------------------------------------------+

### Production Series Number 

  ----------- ------------ ----------- ----------- ----------- ---------- ----------
  Mandatory   Repeatable   Data Type   Authority   Level       A/V Only   Public
                                                   Available              Element

  No          No           Variable    None        Item        Yes        Yes
                           Character                                      
                           Length                                         
                           (500)                                          
  ----------- ------------ ----------- ----------- ----------- ---------- ----------

**Definition:** The alphabetic or numeric identifier for a part or
section of a production series.

> Parts or sections refer to segments, such as individual episodes, in a
> production series.
>
> The word "series" is used in a non-archival sense: it specifically
> refers to motion pictures or videotapes produced as a series, such as
> a television series or movie serials.

**Purpose:** Provides the production series number in a separate,
searchable data element.

**Relationship:** This element is dependent on **Production Series
Title**. To have **Production Series Number**, **Production Series
Title** must be created.

**Guidance:** Enter the alphabetic or numeric identifier for the part or
section of the production series. If the alphabetic or numeric
identifier is preceded by a part/section designator (e.g., Episode, No.,
Part, #), include the part/section designator in **Production Series
Number**.

If **Production Series Number** uses an acronym that is not defined in
either **Title** or **Scope and Content Note**, define the acronym the
first time that it is used in **Production Series Number**.

+----------+-----------------------------------------------------------+
| **Exa    | **Production Series Title** - This is America             |
| mples:** |                                                           |
|          | **Production Series Number** - 1                          |
+----------+-----------------------------------------------------------+

+---------+------------------------------------------------------------+
|         | **Production Series Title** - Scenes from American History |
|         |                                                            |
|         | **Production Series Number** - No. 2                       |
+---------+------------------------------------------------------------+

+---------+------------------------------------------------------------+
|         | **Production Series Title** - In Search of the             |
|         | Constitution                                               |
|         |                                                            |
|         | **Production Series Number** - Episode #101                |
+---------+------------------------------------------------------------+

##  Arrangement

+----------+---------+---------+---------+---------+---------+---------+
| M        | Rep     | Data    | Au      | Level   | A/V     | Public  |
| andatory | eatable | Type    | thority | Av      | Only    | Element |
|          |         |         |         | ailable |         |         |
+----------+---------+---------+---------+---------+---------+---------+
| No       | No      | V       | None    | Series  | No      | Yes     |
|          |         | ariable |         |         |         |         |
|          |         | Ch      |         | File    |         |         |
|          |         | aracter |         | Unit    |         |         |
|          |         | Length  |         |         |         |         |
|          |         | (2000)  |         |         |         |         |
+----------+---------+---------+---------+---------+---------+---------+

**Definition:** The pattern or ordering sequence, such as alphabetical
or chronological, of the archival materials.

**Purpose:** Helps users locate particular archival materials within a
series or file unit.

**Relationship:** This element is independent.

**Guidance:** Enter an arrangement statement that describes the pattern
or ordering sequence of the archival materials. Begin the statement with
the word "arranged." End the statement with a period. Use the word
"thereunder" for complex hierarchical arrangement patterns. If there is
no discernible arrangement, then enter the word "Unarranged."

> Be precise and brief. Do not use acronyms or organizational
> designations that are not defined in either **Title** or **Scope and
> Content Note**. If **Arrangement** uses an acronym that is not defined
> in either **Title** or **Scope and Content Note**, define the acronym
> the first time that it is used in **Arrangement**.

  --------------- ------------------------------------------------------------
  **Examples:**   Arranged alphabetically by subject.

  --------------- ------------------------------------------------------------

  -----------------------------------------------------------------------
  Arranged chronologically by year and thereunder according to the War
  Department decimal classification scheme.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Arranged alphabetically by subject, thereunder by lesson number, and
  thereunder by slide number.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Unarranged.

  -----------------------------------------------------------------------

##  Custodial History Note

+----------+---------+---------+---------+---------+---------+---------+
| M        | Rep     | Data    | Au      | Level   | A/V     | Public  |
| andatory | eatable | Type    | thority | Av      | Only    | Element |
|          |         |         |         | ailable |         |         |
+----------+---------+---------+---------+---------+---------+---------+
| No       | No      | V       | None    | Series  | No      | Yes     |
|          |         | ariable |         |         |         |         |
|          |         | Ch      |         | File    |         |         |
|          |         | aracter |         | Unit    |         |         |
|          |         | Length  |         |         |         |         |
|          |         | (2000)  |         | Item    |         |         |
+----------+---------+---------+---------+---------+---------+---------+

**Definition:** The description of the custodial history for the
archival materials from the time of their creation to the time of their
accessioning by NARA. This information may be particularly important for
personal papers, donated materials, and Federal records that do not come
to NARA through the regular government records transfer process.

**Purpose:** Provides information on any changes of ownership or breaks
in the government chain-of-custody that may impact the interpretation of
the archival materials or are significant for ensuring their
authenticity and integrity .

**Relationship:** This element is independent.

**Guidance:** Enter a description of any changes of ownership (the
ownership history) or breaks in the government chain-of-custody for the
archival materials. The description may include dates, if known.

> In cases where there are no breaks in the government chain-of-custody,
> this element still can be used to provide information about the
> custodian that transferred the archival materials to NARA, especially
> if the information relates to the authenticity, integrity, or
> interpretation of the archival materials.
>
> Do not use this element to describe internal NARA transfers, instead
> use **Transfer Note**.
>
> Write in Complete Sentences. Be precise and brief. Do not use acronyms
> or organizational designations that are not defined in either
> **Title** or **Scope and Content Note**. If **Custodial History Note**
> uses an acronym that is not defined in either **Title** or **Scope and
> Content Note**, define the acronym the first time that it is used in
> **Custodial History Note**.

  --------------- -----------------------------------------------------------
  **Examples:**   In 1983 the U.S. Air Force loaned its pre-1945 and Korean
                  War-era photographs and related documentation (including
                  the subject index) to the National Air and Space Museum,
                  Smithsonian Institution, in accordance with a Memorandum of
                  Agreement. The purpose of the loan was, in part, to enable
                  the National Air and Space Museum to produce a videodisc of
                  the collection. The records remained at the museum until
                  1998 when they were accessioned into the National Archives.

  --------------- -----------------------------------------------------------

  -----------------------------------------------------------------------
  The nucleus of the Stephen T. Mather Collection was placed in the
  Prints and Photographs Division of the Library of Congress in 1945. In
  1954 it was transferred back to the National Park Service (NPS). While
  the collection was housed at the Library of Congress, the NPS added to
  it on a regular basis. No additions to the collection were made after
  1954. The National Archives accessioned the Mather Collection in 1963.

  -----------------------------------------------------------------------

##  Date Note

+----------+---------+---------+--------+----------+--------+--------+
| M        | Rep     | Data    | Aut    | Level    | A/V    | Public |
| andatory | eatable | Type    | hority | A        | Only   | E      |
|          |         |         |        | vailable |        | lement |
+----------+---------+---------+--------+----------+--------+--------+
| No       | No      | V       | None   | Record   | No     | Yes    |
|          |         | ariable |        | Group    |        |        |
|          |         | Ch      |        |          |        |        |
|          |         | aracter |        | Co       |        |        |
|          |         | Length  |        | llection |        |        |
|          |         | (2000)  |        | Series   |        |        |
|          |         |         |        |          |        |        |
|          |         |         |        | File     |        |        |
|          |         |         |        | Unit     |        |        |
|          |         |         |        |          |        |        |
|          |         |         |        | Item     |        |        |
+----------+---------+---------+--------+----------+--------+--------+

**Definition:** The explanation of various dates or predominant bulk
dates or gaps in the record group, collection, or archival materials.

**Purpose:** Explains the appearance of multiple date elements in the
description, such as a series with both inclusive dates and coverage
dates. Alerts users of any gaps in coverage and indicates the dates of
the predominant portion of the record group, collection, or archival
materials.

**Relationship:** This element is dependent on the other Date Elements.
To have **Date Note**, at least one of the Date Elements must be
created.

**Guidance:** Enter any significant information pertaining to the dates
of the record group, collection, or archival materials.

> Use this element to explain why uncertainty about the dates of
> archival materials may exist. Be sure to specifically indicate
> uncertain or estimated (approximate) dates in the date qualifier
> elements.
>
> Write in complete sentences. Be precise and brief. Do not use acronyms
> or organizational designations that are not defined in either Title or
> **Scope and Content Note**. If **Date Note** uses an acronym that is
> not defined in either **Title** or **Scope and Content Note**, define
> the acronym the first time that it is used in **Date Note**.
>
> If multiple date elements are used in a description at the Record
> Group, Collection, or Series Level, explain the distinctions in **Date
> Note**. For example, if a series has both inclusive dates and coverage
> dates, then explain the different dates in **Date Note**. At the File
> Unit and Item Level, it is not necessary to explain the distinctions
> between multiple date elements.

+----------+-----------------------------------------------------------+
| **Exa    | **Inclusive Start Date** - 1917                           |
| mples:** |                                                           |
|          | **Inclusive End Date -** 1970                             |
|          |                                                           |
|          | **Date Note** - The bulk of these are from the period     |
|          | from 1940 to mid-1960s.                                   |
+----------+-----------------------------------------------------------+

+-----------------------------------------------------------------------+
| **Inclusive Start Date** - 1921                                       |
|                                                                       |
| **Inclusive End Date** - 1940                                         |
|                                                                       |
| **Coverage Start Date** - 1860                                        |
|                                                                       |
| **Coverage End Date** - 1865                                          |
|                                                                       |
| **Date Note** - These Civil War-era photographs were obtained by the  |
| Office of the Chief Signal Officer in 1921 and used by that           |
| organization through 1940.                                            |
+-----------------------------------------------------------------------+

##  

## Finding Aid Type

+----------+--------+--------+---------+----------+--------+--------+
| M        | Repe   | Data   | Au      | Level    | A/V    | Public |
| andatory | atable | Type   | thority | A        | Only   | E      |
|          |        |        |         | vailable |        | lement |
+----------+--------+--------+---------+----------+--------+--------+
| No       | Yes    | Va     | Finding | Record   | No     | Yes    |
|          |        | riable | Aid     | Group    |        |        |
|          |        | Cha    | Type    |          |        |        |
|          |        | racter | List    | Co       |        |        |
|          |        | Length |         | llection |        |        |
|          |        | (20)   |         |          |        |        |
|          |        |        |         | Series   |        |        |
|          |        |        |         |          |        |        |
|          |        |        |         | File     |        |        |
|          |        |        |         | Unit     |        |        |
+----------+--------+--------+---------+----------+--------+--------+

**Definition:** The type of finding aid for the record group,
collection, or series being described.

> Finding aids are tools that help a user find information in a specific
> record group, collection, or series of archival materials. Examples of
> finding aids include published and unpublished inventories, container
> and folder lists, card catalogs, calendars, indexes, registers, and
> institutional guides. Formal publications that help a user find
> information regarding a record group, collection, or series of
> archival materials are also finding aids.
>
> Finding aids can be created by NARA as well as other Federal agencies,
> publishers, and private organizations and parties. Finding aids may be
> accessioned records.

**Purpose:** Helps users locate finding aids to the record group,
collection, or archival materials and identifies the kind of finding
aids available.

**Relationship:** This element is independent, but **Finding Aid Note**
and **Finding Aid Source** are dependent on it. To have **Finding Aid
Note** or **Finding Aid Source**, **Finding Aid Type** must be created.

**Guidance:** Choose the correct term from the Finding Aid Type
Authority List.

> If the finding aid is an electronic database, use "Database" as
> **Finding Aid Type**. Clarify the scope, nature, and availability of
> the database in **Finding Aid Note**. Do not use "Database" if the
> database is used primarily to produce a printed or otherwise fixed
> finding aid, such as a folder list; in that case, use "Folder List."
> Do not use "Database" for word processing or spreadsheet files.
>
> If "Other" is selected, then explain the type of finding aid further
> in **Finding Aid Note.**
>
> If a container list has been entered in **Container List**, do
> [not]{.underline} include it here.

Do [not]{.underline} cite the description system itself as a finding
aid. Do not cite the *Guide to Federal Records in the National Archives
of the United States* as a finding aid.

If **Finding Aid Type** uses an acronym that is not defined in either
**Title** or **Scope and Content Note**, define the acronym the first
time that it is used in **Finding Aid Type**.

  --------------- ---------------- -------------------------------------------
  **Examples:**   Inventory        \[For the finding aid *Preliminary
                                   Checklist of the Naval Records Collection
                                   of the Office of Naval Records and Library*
                                   to the Naval Records Collection of the
                                   Office of Naval Records and Library.\]

                                   
  --------------- ---------------- -------------------------------------------

  ------------------- ---------------------------------------------------
  Index               \[For an alphabetical card index by cartoonist to
                      the Federal Bureau of Investigation series
                      "Political Cartoons Collected in the Director\'s
                      Office."\]

                      
  ------------------- ---------------------------------------------------

  ------------------- ---------------------------------------------------
  Other               \[For software documentation considered a finding
                      aid.\]

  ------------------- ---------------------------------------------------

### Finding Aid Note

+----------+---------+---------+--------+----------+--------+--------+
| M        | Rep     | Data    | Aut    | Level    | A/V    | Public |
| andatory | eatable | Type    | hority | A        | Only   | E      |
|          |         |         |        | vailable |        | lement |
+----------+---------+---------+--------+----------+--------+--------+
| No       | No      | V       | None   | Record   | No     | Yes    |
|          |         | ariable |        | Group    |        |        |
|          |         | Ch      |        |          |        |        |
|          |         | aracter |        | Co       |        |        |
|          |         | Length  |        | llection |        |        |
|          |         | (2000)  |        |          |        |        |
|          |         |         |        | Series   |        |        |
|          |         |         |        |          |        |        |
|          |         |         |        | File     |        |        |
|          |         |         |        | Unit     |        |        |
+----------+---------+---------+--------+----------+--------+--------+

**Definition:** The explanation of significant information about a
finding aid for the record group, collection, or series being described.

> Finding aids are tools that help a user find information in a specific
> record group, collection, or series of archival materials. Examples of
> finding aids include published and unpublished inventories, container
> and folder lists, card catalogs, calendars, indexes, registers, and
> institutional guides. Formal publications that help a user find
> information in a record group, collection, or series of archival
> materials are also finding aids.
>
> Finding aids can be created by NARA as well as other Federal agencies,
> publishers, and private organizations and parties. Finding aids may be
> accessioned records.

**Purpose:** Provides significant information about the finding aid such
as the title, publication status, comprehensiveness, or instructions for
using it.

**Relationship:** This element is dependent on **Finding Aid Type**. To
have **Finding Aid Note**, **Finding Aid Type** must be created.
**Finding Aid Type** is repeatable. For each **Finding Aid Type**
specified, only one **Finding Aid Note** may be created.

**Guidance:** Enter information describing the finding aid. Include a
title, full citation, and information regarding the degree of
administrative, bibliographic, or physical control reflected in the
finding aid.

> If a container list has been entered in **Container List**, do
> [not]{.underline} include it here.
>
> Do [not]{.underline} cite the description system itself as a finding
> aid. Do not cite the *Guide to Federal Records in the National
> Archives of the United States* as a finding aid.
>
> If **Finding Aid Type** is identified as "Database," clarify the
> scope, nature, and availability of the database.
>
> Write in complete sentences. Be precise and brief. Do not use acronyms
> or organizational designations that are not defined in either
> **Title** or **Scope and Content Note**. If **Finding Aid Note** uses
> an acronym that is not defined in either **Title** or **Scope and
> Content Note**, define the acronym the first time that it is used in
> **Finding Aid Note**. When citing a published finding aid, give a full
> bibliographic citation.

  --------------- -----------------------------------------------------------
  **Examples:**   **Finding Aid Type** - Item List\
                  **Finding Aid Note** - An alphabetical list of cities can
                  be found in the research room.

  --------------- -----------------------------------------------------------

  -----------------------------------------------------------------------
  **Finding Aid Type** - Catalog\
  **Finding Aid Note** - Copies of the 83-page photo guide to the exhibit
  are located both in the research room and with the records.

  -----------------------------------------------------------------------

### 

  -----------------------------------------------------------------------
  **Finding Aid Type** - Database\
  **Finding Aid Note** - The database, which is available in the research
  room, contains an entry for each of the case files in this series, and
  includes the name of the claimant, the claim number, and the date the
  claim was filed with the court.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  **Finding Aid Type** - Database\
  **Finding Aid Note** - The database contains an entry for each ship
  mentioned in the series, and includes the name of the ship and the name
  of the captain, and identifies the documents in which the ship appears.
  The reference staff must search the database for you.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  **Finding Aid Type** - Item List\
  **Finding Aid Note** - Copies of \"Television Interviews 1951-1955: A
  Catalog of Longines Chronoscope Interviews in the National Archives\",
  compiled by Sarah L. Shamley (Washington, DC: Government Printing
  Office, 1991), are located both in the research room and with the
  records.\
  **Finding Aid Source** - National Archives and Records Administration

  -----------------------------------------------------------------------

+-----------------------------------------------------------------------+
| **Finding Aid Type** - Container List                                 |
|                                                                       |
| **Finding Aid Note -** A container list for this series is available  |
| in paper in the research room.                                        |
+-----------------------------------------------------------------------+

###  

### Finding Aid Source

+----------+---------+--------+--------+----------+--------+--------+
| M        | Rep     | Data   | Aut    | Level    | A/V    | Public |
| andatory | eatable | Type   | hority | A        | Only   | E      |
|          |         |        |        | vailable |        | lement |
+----------+---------+--------+--------+----------+--------+--------+
| No       | No      | Va     | None   | Record   | No     | Yes    |
|          |         | riable |        | Group    |        |        |
|          |         | Cha    |        |          |        |        |
|          |         | racter |        | Co       |        |        |
|          |         | Length |        | llection |        |        |
|          |         | (700)  |        |          |        |        |
|          |         |        |        | Series   |        |        |
|          |         |        |        |          |        |        |
|          |         |        |        | File     |        |        |
|          |         |        |        | Unit     |        |        |
+----------+---------+--------+--------+----------+--------+--------+

**Definition:** The author or creator of the finding aid for the record
group, collection, or series being described.

> Finding aids are tools that help a user find information in a specific
> record group, collection, or series of archival materials. Examples of
> finding aids include published and unpublished inventories, container
> and folder lists, card catalogs, calendars, indexes, registers, and
> institutional guides. Formal publications that help a user find
> information in a record group, collection, or series of archival
> materials are also finding aids.
>
> Finding aids can be created by NARA as well as other Federal agencies,
> publishers, and private organizations and parties. Finding aids may be
> accessioned records.

**Purpose:** Indicates the author of the finding aid.

**Relationship:** This element is dependent on **Finding Aid Type**. To
have **Finding Aid Source**, **Finding Aid Type** must be created.
**Finding Aid Type** is repeatable. For each **Finding Aid Type**
specified, only one **Finding Aid Source** may be created.

**Guidance:** Enter information describing the source of the finding
aid.

> If the source is a person, then enter the name in direct order (first
> name, middle name/initial, last name).

If the source of the finding aid is a project, then enter the project
name.

> If **Finding Aid Source** uses an acronym that is not defined in
> either **Title** or **Scope and Content Note**, define the acronym the
> first time that it is used in **Finding Aid Source**.

  --------------- -----------------------------------------------------------
  **Examples:**   NARA

  --------------- -----------------------------------------------------------

  -----------------------------------------------------------------------
  Office of the Secretary of Agriculture

  -----------------------------------------------------------------------

##  Online Resource

  --------------- ---------------- ----------- --------------- ------------- ---------- -----------
  **Mandatory**   **Repeatable**   **Data      **Authority**   **Level       **A/V      **Public
                                   Type**                      Available**   Only**     Element**

  No              Yes              Variable    Online Resource Series\       No         Yes
                                   Character   Description     File Unit\               
                                   Length      List            Item                     
                                   (400)                                                
  --------------- ---------------- ----------- --------------- ------------- ---------- -----------

  ----------------- ---------------------------------------------------------
  **Definition:**   A digital resource, such as a web page or PDF file, that
                    resides outside of the ARC database and enhances
                    understanding of and access to archival materials
                    described in ARC. **Online Resource** contains
                    information about the archival materials or their use
                    that is not part of a standard ARC description. **Online
                    Resource** may be created by NARA or by external sources,
                    and may be mounted on NARA or external web sites.

  ----------------- ---------------------------------------------------------

  -------------- ---------------------------------------------------------
  **Purpose:**   **Online Resource** provides links to resources that have
                 a direct and specific connection to the archival
                 materials being described in ARC.

  -------------- ---------------------------------------------------------

  ------------------- ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
  **Relationship:**   This element and [Online Resource
                      URL](../../../../../../../../P:%5Carchives_and_records_mgmt%5Carchives_and_activities%5Caccessioning_processing_description%5Clifecycle%5Celements%5Conlineresourceurl.html)
                      are dependent on each other. For each online resource, **Online Resource** and [Online Resource
                      URL](../../../../../../../../P:%5Carchives_and_records_mgmt%5Carchives_and_activities%5Caccessioning_processing_description%5Clifecycle%5Celements%5Conlineresourceurl.html)
                      must both be included.

  ------------------- ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

+------------+---------------------------------------------------------+
| **G        | Choose the appropriate **Online Resource** from the     |
| uidance:** | Online Resource Description List.                       |
|            |                                                         |
|            | **Online Resource** should have a very specific         |
|            | connection to the use of the archival materials being   |
|            | described. Examples include an agency filing manual,    |
|            | electronic records documentation packages, and online   |
|            | systems used to order copies of the materials.          |
|            |                                                         |
|            | **Online Resource** should not be of simply a general   |
|            | nature. For example, a description of a series of State |
|            | Department records should not have a link to the State  |
|            | Department web site for general information. It would   |
|            | be acceptable to link to a place within that web site   |
|            | relating directly to the records in question.           |
|            | Similarly, a description of a series of Mathew Brady    |
|            | photographs should not contain links to web sites that  |
|            | broadly describe his work and career. A link to a site  |
|            | that provides specific historical context for the Brady |
|            | photographs would be acceptable.                        |
|            |                                                         |
|            | **Online Resource** should not be used to link to       |
|            | finding aids that can be converted into archival        |
|            | descriptions in ARC. Folder lists, item lists,          |
|            | inventories, manuscript registers, and other finding    |
|            | aids should be converted to the appropriate ARC         |
|            | descriptions (for example, inventories are converted to |
|            | record group and series descriptions). Administrative   |
|            | histories and biographical notes should be added to the |
|            | ARC Organization and Person Authority Files.            |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| **E        |   ----------------------------------------------------  |
| xamples:** |   Access to Archival Databases (AAD) system             |
|            |                                                         |
|            |   ----------------------------------------------------  |
|            |                                                         |
|            |   ----------------------------------------------------  |
|            |   Reference Information Paper                           |
|            |                                                         |
|            |   ----------------------------------------------------  |
|            |                                                         |
|            |   ----------------------------------------------------  |
|            |   Order Online!                                         |
|            |                                                         |
|            |   ----------------------------------------------------  |
|            |                                                         |
|            |   ----------------------------------------------------  |
|            |   Filing Manual                                         |
|            |                                                         |
|            |   ----------------------------------------------------  |
|            |                                                         |
|            |   ----------------------------------------------------  |
|            |   Index                                                 |
|            |                                                         |
|            |   ----------------------------------------------------  |
|            |                                                         |
|            |   ----------------------------------------------------  |
|            |   Partner web site                                      |
|            |                                                         |
|            |   ----------------------------------------------------  |
|            |                                                         |
|            |   ----------------------------------------------------  |
|            |   Transcript                                            |
|            |                                                         |
|            |   ----------------------------------------------------  |
|            |                                                         |
|            |   ----------------------------------------------------  |
|            |   Electronic Records Documentation Package              |
|            |                                                         |
|            |   ----------------------------------------------------  |
+------------+---------------------------------------------------------+

##  

### Online Resource Note

  --------------- ---------------- ----------- --------------- ------------- ---------- -----------
  **Mandatory**   **Repeatable**   **Data      **Authority**   **Level       **A/V      **Public
                                   Type**                      Available**   Only**     Element**

  No              Yes              Variable    No              Series\       No         Yes
                                   Character                   File Unit\               
                                   Length                      Item                     
                                   (2000)                                               
  --------------- ---------------- ----------- --------------- ------------- ---------- -----------

  ----------------- --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
  **Definition:**   Explanations or significant information regarding an [Online
                    Resource](../../../../../../../../P:%5Carchives_and_records_mgmt%5Carchives_and_activities%5Caccessioning_processing_description%5Clifecycle%5Celements%5Conlineresource.html)
                    in relation to the archival materials being described.

  ----------------- --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

  -------------- --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
  **Purpose:**   Clarifies the relationship between the archival materials being described and the [Online
                 Resource](../../../../../../../../P:%5Carchives_and_records_mgmt%5Carchives_and_activities%5Caccessioning_processing_description%5Clifecycle%5Celements%5Conlineresource.html)
                 being cited.

  -------------- --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

  ------------------- ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
  **Relationship:**   This element is dependent on [Online
                      Resource](../../../../../../../../P:%5Carchives_and_records_mgmt%5Carchives_and_activities%5Caccessioning_processing_description%5Clifecycle%5Celements%5Conlineresource.html).
                      To have **Online Resource Note**, [Online
                      Resource](../../../../../../../../P:%5Carchives_and_records_mgmt%5Carchives_and_activities%5Caccessioning_processing_description%5Clifecycle%5Celements%5Conlineresource.html)
                      must be created. [Online
                      Resource](../../../../../../../../P:%5Carchives_and_records_mgmt%5Carchives_and_activities%5Caccessioning_processing_description%5Clifecycle%5Celements%5Conlineresource.html) is
                      repeatable. For each [Online
                      Resource](../../../../../../../../P:%5Carchives_and_records_mgmt%5Carchives_and_activities%5Caccessioning_processing_description%5Clifecycle%5Celements%5Conlineresource.html)
                      specified, only one **Online Resource Note** may be created.

  ------------------- ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

+------------+---------------------------------------------------------+
| **G        | Enter any significant information about the [Online     |
| uidance:** | Resource]                                               |
|            | (../../../../../../../../P:%5Carchives_and_records_mgmt |
|            | %5Carchives_and_activities%5Caccessioning_processing_de |
|            | scription%5Clifecycle%5Celements%5Conlineresource.html) |
|            | in relation to the archival materials being described.  |
|            |                                                         |
|            | Write in complete sentences. Be precise and brief. Do   |
|            | not use acronyms or organizational designations that    |
|            | are not defined in either Title or Scope and Content    |
|            | Note. If **Online Resource Note** uses an acronym that  |
|            | is not defined in either Title or Scope and Content     |
|            | Note, define the acronym the first time that it is used |
|            | in **Online Resource Note**. Consult the Abbreviations  |
|            | section for further guidance on other abbreviation      |
|            | topics.                                                 |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| **E        |   ----------------------------------------------------  |
| xamples:** |   The electronic records in some of the files in this   |
|            |   series can be searched online via the Access to       |
|            |   Archival Databases (AAD) system.                      |
|            |                                                         |
|            |   ----------------------------------------------------  |
|            |                                                         |
|            |   ----------------------------------------------------  |
|            |   This reference information paper, \"The Dawes         |
|            |   Rolls,\" provides tips for performing research in     |
|            |   these records.                                        |
|            |                                                         |
|            |   ----------------------------------------------------  |
|            |                                                         |
|            |   ----------------------------------------------------  |
|            |   Order Online! can be used to order copies of these    |
|            |   records.                                              |
|            |                                                         |
|            |   ----------------------------------------------------  |
|            |                                                         |
|            |   ----------------------------------------------------  |
|            |   \"The Navy Filing Manual,\" 4th Ed., 1941 can be      |
|            |   used to determine the file codes for specific files   |
|            |   within this series.                                   |
|            |                                                         |
|            |   ----------------------------------------------------  |
|            |                                                         |
|            |   ----------------------------------------------------  |
|            |   An index to the records in this series can be found   |
|            |   at the Bureau of Land Management General Land Office  |
|            |   web site.                                             |
|            |                                                         |
|            |   ----------------------------------------------------  |
|            |                                                         |
|            |   ----------------------------------------------------  |
|            |   The records in this series have been digitized and    |
|            |   made available online by our partner, Footnote.com.   |
|            |                                                         |
|            |   ----------------------------------------------------  |
+------------+---------------------------------------------------------+

##  

### Online Resource URL

  --------------- ---------------- ----------- --------------- ------------- ---------- -----------
  **Mandatory**   **Repeatable**   **Data      **Authority**   **Level       **A/V      **Public
                                   Type**                      Available**   Only**     Element**

  No              Yes              Variable    Online Resource Series\       No         Yes
                                   Character   URL List        File Unit\               
                                   Length                      Item                     
                                   (400)                                                
  --------------- ---------------- ----------- --------------- ------------- ---------- -----------

  ------------------- ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
  **Definition:**     The URL associated with an [Online
                      Resource](../../../../../../../../P:%5Carchives_and_records_mgmt%5Carchives_and_activities%5Caccessioning_processing_description%5Clifecycle%5Celements%5Conlineresource.html).

  ------------------- ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

  -------------- --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
  **Purpose:**   Serves as a link to the [Online
                 Resource](../../../../../../../../P:%5Carchives_and_records_mgmt%5Carchives_and_activities%5Caccessioning_processing_description%5Clifecycle%5Celements%5Conlineresource.html)
                 from the ARC description.

  -------------- --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

  ------------------- --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
  **Relationship:**   This element and [Online
                      Resource](../../../../../../../../P:%5Carchives_and_records_mgmt%5Carchives_and_activities%5Caccessioning_processing_description%5Clifecycle%5Celements%5Conlineresource.html)
                      are dependent on each other. For each online resource, [Online
                      Resource](../../../../../../../../P:%5Carchives_and_records_mgmt%5Carchives_and_activities%5Caccessioning_processing_description%5Clifecycle%5Celements%5Conlineresource.html)
                      and **Online Resource URL** must both be included. For each [Online
                      Resource](../../../../../../../../P:%5Carchives_and_records_mgmt%5Carchives_and_activities%5Caccessioning_processing_description%5Clifecycle%5Celements%5Conlineresource.html)
                      specified, only *one* **Online Resource URL** may be created.

  ------------------- --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

  --------------- ---------------------------------------------------------
  **Guidance:**   Choose the appropriate **Online Resource URL** from the
                  Online Resource URL List.

  --------------- ---------------------------------------------------------

+------------+---------------------------------------------------------+
| **E        |   --                                                    |
| xamples:** | ------------------------------------------------------- |
|            |                                                         |
|            | http://www.archives.gov/research/order/orderonline.html |
|            |                                                         |
|            |   --                                                    |
|            | ------------------------------------------------------- |
|            |                                                         |
|            |   ----------------------------------------------------  |
|            |   http://www.maritime.org/navyfile/index.htm            |
|            |                                                         |
|            |   ----------------------------------------------------  |
|            |                                                         |
|            |   ----------------------------------------------------  |
|            |   http://www.glorecords.blm.gov/                        |
|            |                                                         |
|            |   ----------------------------------------------------  |
|            |                                                         |
|            |   -------                                               |
|            | ------------------------------------------------------- |
|            |   http:                                                 |
|            | //www.trumanlibrary.org/oralhist/babcock.htm#transcript |
|            |                                                         |
|            |   -------                                               |
|            | ------------------------------------------------------- |
|            |                                                         |
|            |   ----------------------------------------------------  |
|            |   http//aad.archives.gov/popup-tech-info.jsp?f=513      |
|            |                                                         |
|            |   ----------------------------------------------------  |
+------------+---------------------------------------------------------+

##  Function and Use

  ----------- ------------ ----------- ----------- ----------- --------- ---------
  Mandatory   Repeatable   Data Type   Authority   Level       A/V Only  Public
                                                   Available             Element

  No\*        No           Variable    None        Series      No        Yes
                           Character                                     
                           Length                                        
                           (2000)                                        
  ----------- ------------ ----------- ----------- ----------- --------- ---------

\***Function and Use** is mandatory for new descriptions of
organizational records, but not for descriptions of personal papers or
legacy descriptions.

**Definition:** The description of why the archival materials were
created.

> This element differs from **Scope and Content Note,** which describes
> the significant information contained within the records.
>
> **Function and Use** is *about* *the activities* that resulted in the
> creation of the archival materials.

**Scope and Content Note** is *what is in* the archival materials.

**Purpose:** Gives users a better understanding of the context of the
archival materials.

**Relationship:** This element is independent.

**Guidance:** Enter a description of specific activities or actions that
resulted in the creation of the archival materials.

If appropriate, enter information about related records, but not if the
relationship is simply one of subject or provenance.

> **Function and Use** is [mandatory]{.underline} for all
> [new]{.underline} descriptions of organizational records (Government
> or donated materials), but not for personal papers or previously
> described archival materials.
>
> Write in complete sentences. Be precise and brief. Do not use acronyms
> or organizational designations that are not defined in either
> **Title** or **Scope and Content Note**. If **Function and Use Note**
> uses an acronym that is not defined in either **Title** or **Scope and
> Content Note**, define the acronym the first time that it is used in
> **Function and Use Note**.

  --------------- -----------------------------------------------------------
  **Examples:**   The Reports of Death were created at field hospitals or by
                  battlefield commanders and were later used by Sextons to
                  complete Internment Records.

  --------------- -----------------------------------------------------------

  -----------------------------------------------------------------------
  The records were created or collected by the Assistant Manager for
  Public Education to inform the public of the activities of the
  Manhattan District and later the Atomic Energy Commission (AEC). The
  records also reflect the effort of the AEC to promote the peaceful uses
  of atomic energy.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  These rolls were created because the Cherokee citizenship of many
  ex-slaves of the Cherokee in Indian Territory was disputed by the
  Cherokee tribe. The establishment of their status was important in
  determining their right to live on Cherokee land and to share in
  certain annuity and other payment, including a special \$75,000 award
  voted by Congress on October 19, 1888. A series of investigations was
  conducted to compile the rolls of the Cherokee Freedmen. These
  investigations were conducted by John W. Wallace, 1889-90; Leo E.
  Bennett, 1891-92; Marcus D. Shelby, 1893; James G. Dickson, 1895-96;
  and William Clifton, William Thompson, and Robert H. Kern, 1896-97.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  These records were created to provide a reference source for agency
  staff who wish to determine the name of the institution or the \"chief
  of party\" conducting a specific magnetics study.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  The minute books were created to record the court's activities on a
  daily basis, including both criminal and civil litigation.

  -----------------------------------------------------------------------

## General Note

+----------+---------+---------+---------+---------+---------+---------+
| M        | Rep     | Data    | Au      | Level   | A/V     | Public  |
| andatory | eatable | Type    | thority | Av      | Only    | Element |
|          |         |         |         | ailable |         |         |
+----------+---------+---------+---------+---------+---------+---------+
| No       | Yes     | V       | None    | Series  | No      | Yes     |
|          |         | ariable |         |         |         |         |
|          |         | Ch      |         | File    |         |         |
|          |         | aracter |         | Unit    |         |         |
|          |         | Length  |         |         |         |         |
|          |         | (2000)  |         | Item    |         |         |
+----------+---------+---------+---------+---------+---------+---------+

**Definition:** Significant information that does not belong in any
other element.

**Purpose:** Provides a place to capture information significant to the
public that is not appropriate for any other element.

**Relationship:** This element is independent.

**Guidance:** Enter information in this element when no other elements
apply.

> If **Other Title** is used, best practice is to enter the source and
> explain the type of the title, such as translated, agency-supplied or
> variant title.
>
> If appropriate, enter information about related records, but not if
> the relationship is simply one of subject or provenance.
>
> Write in complete sentences. Be precise and brief. Do not use acronyms
> or organizational designations that are not defined in either
> **Title** **or Scope and Content Note**. If **General Note** uses an
> acronym that is not defined in either **Title** or **Scope and Content
> Note**, define the acronym the first time that it is used in **General
> Note**.

  --------------- -----------------------------------------------------------
  **Examples:**   \"Dawes Rolls\" is the informal name of this series.

  --------------- -----------------------------------------------------------

  -----------------------------------------------------------------------
  The man in the photograph was identified as Joshua L. Chamberlain by
  the Maine Historical Society (Portland, ME) and by the Pejetscot
  Historical Society (Brunswick, ME).

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  This series was known as \"Miscellaneous\" in previous finding aids.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  This series serves as an index to the series \"Correspondence of the
  Director, 1880-1932.\"

  -----------------------------------------------------------------------

##  

## Microform Publication Title

+----------+---------+--------+----------+--------+---------+---------+
| M        | Rep     | Data   | A        | Level  | A/V     | Public  |
| andatory | eatable | Type   | uthority | Ava    | Only    | Element |
|          |         |        |          | ilable |         |         |
+----------+---------+--------+----------+--------+---------+---------+
| No       | Yes     | Va     | M        | Series | No      | Yes     |
|          |         | riable | icroform |        |         |         |
|          |         | Cha    | Pub      | File   |         |         |
|          |         | racter | lication | Unit   |         |         |
|          |         | Length | Title    |        |         |         |
|          |         |        | List     | Item   |         |         |
|          |         | \      |          |        |         |         |
|          |         | (700\) |          |        |         |         |
+----------+---------+--------+----------+--------+---------+---------+

**Definition:** The unique title associated with a microform
publication.

> Microform publications are reproductions of archival materials, which
> are made available in research rooms for consultation and sometimes
> marketed and sold.

**Purpose:** Provides identifying information for microform
publications. Alerts users when microform copies of some or all of the
archival materials are available.

**Relationship:** This element and **Microform Publication Identifier**
are dependent on each other. For each microform publication, **Microform
Publication Title** and **Microform Publication Identifier** must both
be included. To have **Microform Publication Note,** both **Microform
Publication Title** and **Microform Publication Identifier** must be
created.

**Guidance:** Choose the appropriate publication title from the
Microform Publication Title List.

  --------------- -----------------------------------------------------------
  **Examples:**   Dunn Rolls of 1867 and 1869, Citizens and Freedmen of the
                  Creek Nation, 1867-1869

  --------------- -----------------------------------------------------------

  -----------------------------------------------------------------------
  Captured North Vietnamese Documents of the Combined Document
  Exploitation Center, 1950-1975

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Microfilm Copies of Japanese Intercepts and Other Intelligence Related
  Records Maintained by the Naval Security Detachment at Crane, Indiana,
  1941-1960

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Records of Appointment of Postmasters, Oct. 1789-1832

  -----------------------------------------------------------------------

###  

### Microform Publication Identifier

+----------+---------+--------+----------+--------+---------+---------+
| M        | Rep     | Data   | A        | Level  | A/V     | Public  |
| andatory | eatable | Type   | uthority | Ava    | Only    | Element |
|          |         |        |          | ilable |         |         |
+----------+---------+--------+----------+--------+---------+---------+
| No       | Yes     | Va     | M        | Series | No      | Yes     |
|          |         | riable | icroform |        |         |         |
|          |         | Cha    | Pub      | File   |         |         |
|          |         | racter | lication | Unit   |         |         |
|          |         | Length | Id       |        |         |         |
|          |         | (15)   | entifier | Item   |         |         |
|          |         |        | List     |        |         |         |
+----------+---------+--------+----------+--------+---------+---------+

**Definition:** The unique identifier assigned to a microform
publication.

> Microform publications are reproductions of archival materials, which
> are made available in research rooms for consultation and sometimes
> marketed and sold.

**Purpose:** Serves as unique, searchable identifier for microform
publications. Alerts users when microform copies of some or all of the
archival materials are available.

**Relationship:** This element and **Microform Publication Title** are
dependent on each other. For each microform publication, **Microform
Publication Title** and **Microform Publication Identifier** must both
be included. To have **Microform Publication Note**, both **Microform
Publication Title** and **Microform Publication Identifier** must be
created.

**Guidance:** Choose the appropriate publication identifier from the
Microform Publication Identifier List.

  ---------------------------- ------------------------------------------
  **Examples:**                A3354

  ---------------------------- ------------------------------------------

  -----------------------------------------------------------------------
  T228

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  M1131

  -----------------------------------------------------------------------

###  

### Microform Publication Note

+----------+---------+---------+---------+---------+---------+---------+
| M        | Rep     | Data    | Au      | Level   | A/V     | Public  |
| andatory | eatable | Type    | thority | Av      | Only    | Element |
|          |         |         |         | ailable |         |         |
+----------+---------+---------+---------+---------+---------+---------+
| No       | No      | V       | None    | Series  | No      | Yes     |
|          |         | ariable |         |         |         |         |
|          |         | Ch      |         | File    |         |         |
|          |         | aracter |         | Unit    |         |         |
|          |         | Length  |         |         |         |         |
|          |         | (2000)  |         | Item    |         |         |
+----------+---------+---------+---------+---------+---------+---------+

**Definition:** Explanations or significant information regarding a
microform publication in

relation to the archival materials being described.

**Purpose:** Clarifies the relationship between the archival materials
being described and the microform publications being cited.

**Relationship:** This element is dependent on both **Microform
Publication Title** and **Microform Publication Identifier.** To have
**Microform Publication Note**, both **Microform Publication Title** and
**Microform Publication Identifier** must be created. **Microform
Publication Title** and **Microform Publication Identifier** are
repeatable, but only one **Microform Publication Note** may be created
for each set of those elements.

**Guidance:** Enter any significant information about the microform
publication in relation to the archival materials being described, such
as the amount of archival materials that are available in the microform
publication.

> Write in complete sentences. Be precise and brief. Do not use acronyms
> or organizational designations that are not defined in either
> **Title** or **Scope and Content Note**. If **Microform Publication
> Note** uses an acronym that is not defined in either **Title** or
> **Scope and Content Note**, define the acronym the first time that it
> is used in **Microform Publication Note**.

  --------------- -----------------------------------------------------------
  **Examples:**   Schedules for Alabama through half of those for Kentucky
                  were destroyed before transfer to the National Archives. A
                  roll list may be found in \"The 1790-1890 Federal
                  Population Censuses\" (1997) pages 112-116 and in
                  \"Military Service Records\" (1985) pages 297-300.

  --------------- -----------------------------------------------------------

## 

  -----------------------------------------------------------------------
  These records have been reproduced in full in this microform
  publication.

  -----------------------------------------------------------------------

  ----------------------------------- -----------------------------------
  Records in this series from         
  1917-1920 are available in this     
  microform publication.              

  ----------------------------------- -----------------------------------

## 

## Numbering Note

  ----------- ------------ ----------- ----------- ----------- --------- ---------
  Mandatory   Repeatable   Data Type   Authority   Level       A/V Only  Public
                                                   Available             Element

  No          No           Variable    None        Series      No        Yes
                           Character                                     
                           Length                                        
                           (2000)                                        
  ----------- ------------ ----------- ----------- ----------- --------- ---------

**Definition:** The explanation of an agency or NARA-assigned numbering
scheme.

**Purpose:** Facilitates retrieval and reproduction of the archival
materials.

**Relationship:** This element is independent.

**Guidance:** Enter a note that explains the numbering scheme(s)
relating to the archival materials.

> If needed, include instructions for users to cite a specific sequence,
> format, or content of the numbering scheme when requesting the
> archival materials. The instructions must clarify if the numbering
> scheme is intended for use by NARA employees only.
>
> If needed, include instructions for users on how to determine which
> number on the materials is the appropriate one for ordering
> reproductions.
>
> Write in complete sentences. Be precise and brief. Do not use acronyms
> or organizational designations that are not defined in either
> **Title** or **Scope and Content Note**. If **Numbering Note** uses an
> acronym that is not defined in either **Title** or **Scope and Content
> Note**, define the acronym the first time that it is used in
> **Numbering Note**.

  --------------- -----------------------------------------------------------
  **Examples:**   Requests for images in this series must include the record
                  group number, series identifier, volume number and item
                  number. The item number is the plate number in the upper
                  right corner of each sheet. (Example=3‑MFB‑1‑Pl.44). For
                  blueprints, the item number is the alpha‑numeric number in
                  the upper left corner. (Example=3‑MFB‑2‑6c).

  --------------- -----------------------------------------------------------

  -----------------------------------------------------------------------
  Requests for case files in this series must include the final
  certificate number, which is often found in tract books or on patent
  documents. When requesting canceled or relinquished case files under
  the Homestead Act and Timber Culture Acts, include the application
  number.

  -----------------------------------------------------------------------

## Scale Note

+----------+---------+---------+---------+---------+---------+---------+
| M        | Rep     | Data    | Au      | Level   | A/V     | Public  |
| andatory | eatable | Type    | thority | Av      | Only    | Element |
|          |         |         |         | ailable |         |         |
+----------+---------+---------+---------+---------+---------+---------+
| No       | No      | V       | None    | Series  | No      | Yes     |
|          |         | ariable |         |         |         |         |
|          |         | Ch      |         | File    |         |         |
|          |         | aracter |         | Unit    |         |         |
|          |         | Length  |         |         |         |         |
|          |         | (2000)  |         | Item    |         |         |
+----------+---------+---------+---------+---------+---------+---------+

**Definition:** The level of detail in cartographic or architectural
documents expressed as a numerical ratio to one, which may have been
computed from the verbal or bar scales included on the materials.

> A map at the scale of 1:10,000 (one unit on the map equals 10,000 of
> the same units on the ground) would generally be considered a large
> scale or detailed map, such as a city plan; whereas a map at the scale
> of 1:10,000,000 (one unit on the map equals 10,000,000 of the same
> units on the ground) would generally be considered a small scale or
> limited detail map, such as a small continent on a single sheet.

**Purpose:** Allows maps, scaled drawings, and aerial photographs to be
compared in terms of the detail of the documents.

**Relationship:** This element is independent.

**Guidance:** Enter the scales stated as ratios to one and convert
verbal or bar scale information into ratios to one. Scales can be an
estimated ratio. Complex verbal scales, archaic measurement terminology,
and related information may be included.

If **Scale Note** uses an acronym that is not defined in either
**Title** **or Scope and Content Note**, define the acronym the first
time that it is used in **Scale Note**.

  --------------- ------------------------------------------------------------
  **Examples:**   1 inch to approximately 90 miles.

  --------------- ------------------------------------------------------------

  -----------------------------------------------------------------------
  The charts are drawn at the 1:250,000 scale (one inch equals 3.43
  nautical miles).

  -----------------------------------------------------------------------

## Scope and Content Note

+----------+---------+--------+--------+----------+--------+--------+
| M        | Rep     | Data   | Aut    | Level    | A/V    | Public |
| andatory | eatable | Type   | hority | A        | Only   | E      |
|          |         |        |        | vailable |        | lement |
+----------+---------+--------+--------+----------+--------+--------+
| No       | No      | Va     | None   | Record   | No     | Yes    |
|          |         | riable |        | Group    |        |        |
|          |         | Cha    |        |          |        |        |
|          |         | racter |        | Co       |        |        |
|          |         | Length |        | llection |        |        |
|          |         | (9999) |        | Series   |        |        |
|          |         |        |        |          |        |        |
|          |         |        |        | File     |        |        |
|          |         |        |        | Unit     |        |        |
|          |         |        |        |          |        |        |
|          |         |        |        | Item     |        |        |
+----------+---------+--------+--------+----------+--------+--------+

**Definition:** The description of the breadth and depth of the record
group, collection, series, file unit, or item.

**Purpose:** Provides an in-depth discussion of the record group,
collection, series, file unit, or item.

In conjunction with **Title**, the Creator Elements, and Date Elements,
**Scope and Content Note** helps users decide whether they are
interested in the record group, collection, or archival materials.

**Guidance**: Write a note that provides answers to basic questions that
users might ask about the record group, collection, series, file unit,
or item described. Explain any significant or heavily-represented
topics, people, organizations, geographic places, or languages
represented in the record group, collection, series, file unit, or item,
as well as the types of materials present.

[Style Basics]{.underline}

-   Write in complete sentences.

-   Write from the objective, not subjective, point of view.

-   Be precise and brief.

> Do [not]{.underline} exceed the **9,999** character limit for this
> element. Keep the Scope and Content Note under 10,000 characters.
>
> Do [not]{.underline} use unexplained acronyms or unknown
> organizational designations (including NARA mail codes).
>
> **Use of Acronyms**

-   Define an acronym used in **Scope and Content Note** the first time
    it appears.

```{=html}
<!-- -->
```
-   However, if the acronym is already used and defined in **Title**, it
    does not have to be defined again in **Scope and Content Note**.

```{=html}
<!-- -->
```
-   An acronym defined in **Scope and Content Note** can be used in
    other data elements (except **Title**) without defining it again.

+-----------------------------------------------------------------------+
| **Title** - Korean War File of American Prisoners of War, ca. 1950 -  |
| ca. 1953                                                              |
|                                                                       |
| **Scope and Content Note** - This series identifies an undetermined   |
| range of U.S.                                                         |
|                                                                       |
| military officers and soldiers who were casualties as Prisoners of    |
| War (POWs) during the Korean War. The series originally seemed to be  |
| an index to the textual records known as the Returned or Exchanged    |
| Captured American Prisoners-Korea-Phase III, Interrogation Reports    |
| (RECAP-K). However, these records do not serve as a true index to the |
| RECAP-K dossiers, also known as the dossiers for the Korean war       |
| prisoners exchanged at \"Big Switch\" and \"Little Switch,\" because  |
| the dossier number in them does not match the Control number used in  |
| some of the textual interrogation reports. There are 4,714 records,   |
| each of which potentially contains the name of a prisoner of war,     |
| serial number, date of birth, dossier number, rank, prisoner of war   |
| camp code, and at least one other unidentified variable.              |
+-----------------------------------------------------------------------+

+-----------------------------------------------------------------------+
| **Title** - White House Office of Records Management Subject File     |
| folder SP735 (8), 03/22/1983                                          |
|                                                                       |
| **Scope and Content Note** - This file contains material relating to  |
| the nationally                                                        |
|                                                                       |
| televised speech in which Ronald Reagan publicly proposed the         |
| Strategic Defense Initiative (SDI).                                   |
+-----------------------------------------------------------------------+

#####  [Record Group and Collection Scope and Content Notes]{.underline}

A Record Group or Collection Scope and Content Note should be a general,
brief summary of the broad topics and/or records types in the series
that make up the record group or collection. Do not list all of the
series in the Record Group or Collection, and avoid duplicating
information that exists at the Series level.

  -----------------------------------------------------------------------
  The record group consists of textual records, maps, charts, and aerial
  and still photographs created and/or compiled by the United States
  Forest Service. The materials generally relate to forest management,
  protection, research and experimentation, in addition to timber
  industry and management, fishing industry and management, watershed
  management, wildlife management, recreation management, land use and
  management, flood prevention, work of the regional forest offices, and
  management of the national forests throughout the United States.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  The material contained in this collection reflects the Office of
  Science and Technology\'s focus on five major issues: increasing
  government commitment to basic research; evaluating the impact of
  federal regulations on the economy; providing analyses of national
  energy policies; establishing a science and technology exchange
  agreement between the U.S. and the People\'s Republic of China; and
  promoting industrial innovation.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  This collection of donated historical materials consists of files
  maintained by Gerald M. Rafshoon\'s Atlanta-based advertising agency.
  The materials relate to the agency\'s work advising Jimmy Carter in his
  successful 1970 gubernatorial campaign, as well as his 1976
  presidential campaign and his 1980 bid for re-election.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  This collection consists of the personal papers of the writer Ernest
  Hemingway. These papers include approximately 90% of the known extant
  Hemingway manuscripts of novels, short stories, newspaper articles, and
  unpublished pieces; thousands of communications to and from Hemingway;
  thousands more pages of miscellaneous documents and items such as
  fishing logs, bullfight tickets, and books and manuscripts of his
  contemporaries; over 10,000 photographs; and Hemingway\'s personal
  collection of clippings and journals covering his entire career. The
  collection was given to the Kennedy Library by Hemingway\'s widow, Mary
  Hemingway. It also includes similar materials from her custody of the
  collection after his death until her death in 1986 and manuscripts for
  Ernest Hemingway\'s work published after his death.

  -----------------------------------------------------------------------

#####  [Series and File Unit Scope and Content Notes]{.underline}

A series or file unit will often be varied in content and format.
Describe the archival materials in these groupings with a summary
explanation of the contents, resulting in a fairly general description.

At each level of description, usually indicate the level being described
by using an introductory phrase such as "This series consists of" or
"This file unit contains."

**Scope and Content Note** should contain information about: who created
the archival materials, who the archival materials are about, (i.e., to
what person or organization they relate,) who contributed to the
production or authorship of the archival materials and what their
relationship is to the activities documented; what the archival
materials are generally about, what the main topics or subjects
mentioned are, and what unusual or historically significant topics are
mentioned in addition to the main topics presented; where the action or
events take place, what specific geographic places or areas are
mentioned; how the information is recorded, what record types are
included, and how the information is presented. If appropriate, the note
can mention general time periods (e.g., \"post-World War II,\" \"during
the first Reagan administration,\" \"the years leading up to the
Spanish-American War,\" \"the period between Texas\' independence from
Mexico and its annexation to the United States,\" etc.)

Do not use **Scope and Content Note** to capture the specific date
ranges when the archival materials were created, used, or maintained by
the organization or individual, why the archival materials were created,
or what activities and functions caused them to be created.

> Do not use **Scope and Content Note** to capture information that
> belongs in other fields, such as **Function and Use**,
> **Arrangement,** the Access Restriction Elements**, Technical Access
> Requirements Note**, **Custodial History Note, Container List, Shot
> List**, **Coverage Start Date**, **Coverage End Date**, **Inclusive
> Start Date**, **Inclusive End Date** or **Date Note**.
>
> Do not use **Scope and Content Note** to capture information about the
> history or activities of the creating organization, or biographical
> information about an individual. This information belongs in the
> authority record for the organization or individual.

If appropriate, enter information about related records, but not if the
relationship is simply one of subject or provenance.

######### **Access Points**

> Key topics, people, organizations, geographic places, languages, and
> records types mentioned in **Scope and Content Note** should be
> identified in the narrative and assigned as terms in the access
> points. Items identified in **Scope and Content Note** should have a
> corresponding subject term, name, place, language, or record type in
> one or more of the following controlled-vocabulary elements.
>
> **Specific Records Type Organizational Reference**

####  Geographic Reference Personal Reference

####  Subject Reference Organizational Contributor

> **Language Personal Contributor**

**[Creators]{.underline}**

The creating organization or creating individual is responsible for the
creation, accumulation, or maintenance of the series when in working
(primary) use. Do not include agency history, personal biographies, or
other information about the creators in **Scope and Content Note**
(submit this information for inclusion in the proper authority file.)
However, when there are three or more creators and at least two of the
creators have overlapping dates, an explanation of the relationship
between the creators and the records must be added. The explanation
should describe the relationship of the creators to the records not to
each other.

  -----------------------------------------------------------------------
  The records were originally maintained by the Passport Clerk. The
  Bureau of Accounts had responsibility for these records from July 11,
  1895 to July 2, 1902 after which the Passport Bureau assumed
  responsibility for the records.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Some case files were created by the U.S. District Courts for the Elkins
  and Philippi Divisions of the Northern District of West Virginia but
  transferred to Fairmont Division in 1938.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  These records were originally maintained by the Department of Justice
  (DOJ). The DOJ\'s new Alien Property Bureau assumed responsibility for
  them in 1934, responsibility was then transferred to the Office of
  Alien Property Custodian in 1941, and finally to the Office of Alien
  Property in 1946.

  -----------------------------------------------------------------------

#########  **Contributors** 

Contributors are responsible for the intellectual, technical, artistic,
design or financial production of the archival materials.

Explain the roles of the people or organizations that have contributed
to the archival materials. When describing organizational records at the
Series Level, the person or particular position in an organization that
created the archival materials can be included. **Scope and Content
Note** may list that person's name and/or position title as a
contributor to the creation of the series. This is appropriate
information for official files created by a single government
functionary or office holder.

> Write the full name of the contributor as it appears in the material,
> even though it may vary slightly from the controlled name used in
> **Personal Contributor** or **Organizational Contributor**.

  -----------------------------------------------------------------------
  The series consists of photographic reports compiled by Harold Weaver,
  and illustrates forest management on Indian reservation forests of
  Washington and Oregon, mainly on the Colville Reservation where Weaver
  was Forest Supervisor before becoming Regional Forester. There are a
  few photos of California and Montana forests as well as reports of
  scientific field trips.

  -----------------------------------------------------------------------

> \[From the series: Photographic Reports by Harold Weaver, Forester;
> creator: Bureau of Indian Affairs.\]

+-----------------------------------------------------------------------+
| Although most of the Lloyd Norton Cutler material filed here came     |
| directly from the Counsel\'s Office at the end of the administration, |
| some is from White House Central File, Oversized Attachments and      |
| White House Central File, Confidential File, Oversized Attachments.   |
| Folders with bracketed titles contain material from unlabeled         |
| folders, unfiled material and material that came from the White House |
| designated as \"Too Late to File.\" The latter material was           |
| interfiled with the White House Staff Office material by the staff of |
| the Carter Library and bears a \"Too Late to File\" stamp.            |
|                                                                       |
| The folder title list reveals Cutler\'s extensive involvement in the  |
| 1980 campaign, Canadian fisheries, the 1980 Olympics, and the Iranian |
| hostage crisis.                                                       |
+-----------------------------------------------------------------------+

> \[From the series: Lloyd Norton Cutler Files; creator: Records of the
> White House Office of Counsel to the President (Carter
> Administration)\]
>
> The same person or organization may be both a contributor and a
> subject of the records. If so, indicate this in **Scope and Content
> Note**.

  -----------------------------------------------------------------------
  This series consists of textual material that includes newspaper
  articles, press releases, informational booklets, publications, and
  advertisements; many of which were submitted by the manufacturers of
  the equipment. The documents describe new technology, equipment, and
  the history of radio and communication. The companies represented in
  this series include Western Union, AT&T, Press Wireless, American Radio
  Relay League, Civil Aeronautics Administration, Radio Corporation of
  America (RCA), Western Electric, General Electric, Motorola, and Bendix
  Radio.

  -----------------------------------------------------------------------

> \[From the series: Textual Records Related to the Survey of Radio Use
> in the United States; creator: Federal Communications Commission.\]

**[Models for Description]{.underline}**

There are two models for writing **Scope and Content Note**.

The first model lists all record types together in order of the
material's arrangement, or from most numerous to least numerous. This is
followed by a description of the subject content of the materials, often
beginning with the phrase, "The materials relate to... ."

The second **Scope and Content Note** model lists each record type
separately, followed by the subject content of that record type. This
model links together the specific records types with their subject
content, showing what types of documents contain which topics. This type
of narrative description is most appropriate for description at the
Series Level, particularly when describing series with many file units.

  -----------------------------------------------------------------------
  This series consists of correspondence, memoranda, reports, summaries,
  military briefs, policy statements, research notes, routing slips, and
  maps. The materials relate to civil disturbances; the Vietnam War;
  awards, badges, decorations, and citations awarded to Army personnel;
  Army organizations and tactical units; armed forces requirements for
  national defense; prisoners of war and troops missing in action; and
  research, development, and acquisition of air defense and ground
  missiles.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  This series consists of notes and land surveys by the scientists at the
  Patuxent Wildlife Research Center, which detail their assessments of
  the status of biological resources at regions across the country. The
  series also consists of field reports, reconnaissance reports, and
  wildlife analysis reports that document whether the scientists
  recommended or advised against the establishment of wildlife refuges.
  Photographs and numerous hand written and published maps of potential
  wildlife refuge areas are found throughout the series as well.

  -----------------------------------------------------------------------

######### **Describing Specific Records Types and Uniform Documents**

> Enter information about the specific records types, such as reports,
> minutes, correspondence, speeches, questionnaires, or drawings.
>
> A uniform set of documents, such as census records, is composed of
> only one **Specific Records Type**. Describe the documents with more
> specific terms to indicate the kinds of information recorded in the
> documents.

  -----------------------------------------------------------------------
  This series of claims case files includes cables, completed claims
  forms, correspondence, memorandums, minutes, photographs, reports, and
  transcripts of proceedings.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  The census books usually show the name of the head of the family, the
  number of individuals in the family, the number of males and females,
  the number of those between 5 and 20 years of age who did not attend
  school during the year, the number of Indians who could read and use
  conversational English, the number of dwellings built and occupied, the
  number of church members, the number of males over 18, the number of
  females over 14, and the number of school children aged 6 to 16.
  Additional data available from the census books include vital
  statistics on each family member; details on farm value, production,
  and size; and the amount of roadwork done.

  -----------------------------------------------------------------------

**[Annotations]{.underline}**

Indicate if the archival materials have been annotated. Annotations are
notes added to the materials as comments or explanations.

  -----------------------------------------------------------------------
  The secretaries outside the Oval Office prepared President Johnson\'s
  Daily Diary. A particular person would \"work\" the Diary for a
  scheduled period. In a column labeled \"Telephone\" the secretary would
  indicate with a \"t\" \[to\] that the call was made by the President to
  the person listed in the diary or with an \"f\" \[from\] that the call
  originated with the person listed. She would also indicate if it were
  long distance or local. She would annotate the entry with \"pl\" if the
  call was made on a \"private line\" which was wired directly to a phone
  in the office of an aide or associate. Calls that were recorded on the
  dictabelt recording system are often annotated with a belt number
  indicating which belt the secretary used to record the call. The
  secretaries frequently included their own observations in the Diary.
  Entries may include brief quotes from the President\'s conversations,
  narratives describing the President\'s trips and activities at the LBJ
  Ranch, anecdotal information, and descriptions of the President\'s
  reactions to people and events.

  -----------------------------------------------------------------------

**[Gaps]{.underline}**

At the Series and File Unit Levels, **Scope and Content Note** orients
the user toward the breadth of the archival materials, and also provides
information about significant gaps in the materials.

  -----------------------------------------------------------------------
  As visits and telephone calls occurred, the secretary \"working\" the
  Diary would note them; occasionally the secretary missed noting a call
  or meeting. White House staff who worked closely with the President
  frequently entered the Oval Office without the visit being noted in the
  Diary. Information about guests at social functions was taken from the
  guest lists, and a last minute cancellation could cause an error in the
  Diary.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Passenger lists were not required for either outbound voyages to
  foreign posts or for coastwise voyages between U.S. ports.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  This series does not include case files that were cancelled, rejected,
  or relinquished. The Bureau of Land Management maintained such files as
  a separate series. Some of these files are in NARA\'s regional
  facilities, while others are presumed to be still in the agency\'s
  custody.

  -----------------------------------------------------------------------

[Note]{.underline}

-   Be aware of how gaps in the materials are described. Do not describe
    what is not present. Avoid references to information that result in
    "false hits" in searching an automated system. For example, if a
    series has information about all major wars fought by the United
    States in the 20th century except for one, do not use the following
    language: "These materials relate to all wars fought by the United
    States in the twentieth century, except for the Persian Gulf War."
    Instead, write this sentence as follows: "These materials relate to
    the following wars fought by the United States in the twentieth
    century: World War I, World War II, Korean War, and the Vietnamese
    Conflict."

-   Place information to describe gaps in dates in **Date Note**.

#########  **Publication Titles**

> If a series consists of a number of publications and **Title** refers
> to the content or purpose of the publications, such as "Journals Used
> in Foreign Relations Work," then the actual publication titles may be
> listed in **Scope and Content Note**.

######### **Item Scope and Content Notes**

> A scope and content note written for an item allows for a greater
> level of detail than will a description at a higher level. In general,
> follow the guidance for writing Series Level and File Unit Level scope
> and content notes when writing Item Level scope and content notes.
> However, a single document or item is more likely devoted to a single
> topic or theme, so an item is described in much more specific terms.
> This type of description is called "abstracting," and allows for an
> enriched and informative representation of the item. It does not
> imply, however, that an Item Level scope and content note needs to be
> more lengthy than those at higher levels.

  -----------------------------------------------------------------------
  This item is a letter from J. F. Bando of Brooklyn, New York, to
  Franklin D. Roosevelt. In the letter, Bando expresses his opinions
  regarding President Roosevelt's first "Fireside Chat" radio address to
  the United States on March 12, 1933.

  -----------------------------------------------------------------------

######### 

**[Contributors]{.underline}**

At the Item Level, individual contributors may be especially
significant. If an item uses a non-specific phrase to indicate the
contributor, such as "presented by," then enter the phrase exactly as it
appears on the item.

+-----------------------------------------------------------------------+
| > The following people and organizations contributed to the           |
| > production of this film: Producer, Owen Grump; Co-producer,         |
| > Disabled American Veterans/Treasury Department/Department of        |
| > Defense/Association of Motion Pictures Producers; Editor, Jack      |
| > Kampchroer; Writer, Charles Welbourne.                              |
+-----------------------------------------------------------------------+

  -----------------------------------------------------------------------
  The following information was on the video label: "Production Company,
  Department of Agriculture; Credits: Subject matter, A. C. Rose;
  direction, C. A. Lindstrom, camera, Eugene Tucker."

  -----------------------------------------------------------------------

> **[Individual oral history interviews]{.underline}**
>
> Write an objective note describing the general content, nature, and
> scope of the oral history interview. Scope and Content Note may
> include, but is not limited to:

-   geographic area discussed

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-   names of persons discussed

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```
-   summary of subject content: description of events, conditions,
    objects, and activities, with locations when possible

```{=html}
<!-- -->
```
-   opinions and attitudes expressed about the informant or others

```{=html}
<!-- -->
```
-   personal recollections about other people

```{=html}
<!-- -->
```
-   brief indication of the subject matter of illustrative stories and
    anecdotes

  -----------------------------------------------------------------------
  John Doe discusses his role as head chauffeur in the Kennedy White
  House; his recollections of the Washington, D. C., parties attended by
  John F. Kennedy and Jackie Kennedy; his responsibilities in the White
  House garage and motor pool; and his recollections of conversations
  with President Kennedy during the Bay of Pigs invasion crisis in Cuba
  in 1961.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Jim Fallows discusses his role in the White House as speechwriter and
  recollects his conversations with President Carter regarding peace in
  the Middle East.

  -----------------------------------------------------------------------

> **[Photographs and other graphic materials]{.underline}**
>
> Write an objective narrative summary of the content, meaning, or
> iconography of a single item. Information that places the material in
> a proper context and conjectural statements may be included.

  -----------------------------------------------------------------------
  The photograph depicts a groundbreaking ceremony for new picnic areas
  in Yellowstone National Park. Pictured are President George W. Bush and
  First Lady Laura Bush holding a shovel.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  This item is a two-panel cartoon in which the first panel shows
  politicians extending an invitation to William Howard Taft to run for
  president. The second panel shows the same politicians angrily
  condemning Taft for his platform.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  This item is a sketch of Union troops charging toward Kennesaw,
  Georgia.

  -----------------------------------------------------------------------

> [Original captions for graphic materials]{.underline}
>
> The original caption found on a photograph or other graphic materials
> may also be included in **Scope and Content Note**. Introduce the
> caption with the phrase "Original caption", followed by a colon, a
> space, then the caption title. In this instance, an incomplete
> sentence is acceptable.
>
> In transcription of the original caption, generally do not complete
> abbreviated words or names. If it is otherwise difficult to
> understand, fill in the whole name or word, enclosing the additional
> letters in square brackets.

  -----------------------------------------------------------------------
  Original caption: 351^st^ Field Artillery Troops on the Deck of the
  "Louisville." Part of the Squadron "A" 351^st^ Field Artillery, troops
  who returned on the Transport Louisville. These men are mostly from
  Pennsylvania.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Original caption: Picket outpost.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Original caption: Pan-Am\[erican Exposition\] emergency hospital
  nurses.

  -----------------------------------------------------------------------

> **[Moving image materials (motion pictures and
> videorecordings)]{.underline}**
>
> Write a narrative summary of the content of the motion picture film or
> videorecording to give the researchers a good idea of what to expect
> when they view the work. Include information about the work\'s genre
> (e.g., documentary, comedy, or drama), and about persons, geographic
> locations, scenes, and activities depicted in the work.

  -----------------------------------------------------------------------
  The film has views of construction work on the Hoover Dam. Most footage
  is taken from a moving vehicle near the dam site and has scenes of
  countryside, construction machinery, and construction utility
  buildings.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  The newsreel contains panoramic views of Indian reservations in
  Arizona, New Mexico, and Utah.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  The documentary, narrated by actor Richard Boone, recounts the history
  of exploration and settlement of the American West in a chronological
  manner. It includes accounts of the Lewis and Clark expedition, fur
  trading, mountain men, frontier life, the Santa Fe Trail, settling and
  the crossing of the Great Plains, migrations to Oregon and California,
  subduing of the Indians, mining, the establishment of law and order,
  work with cattle, the arrival of modern transportation, and industrial
  innovations, and the closing of the frontier in the 1890s.

  -----------------------------------------------------------------------

[Content titles for moving image materials]{.underline}

The titles of individual parts of moving image materials described at
the Item Level, especially the content titles of motion pictures and
videorecordings, may be included in **Scope and Content Note**.

If known, include information about the authorship and the duration of
items. Describe the authorship information *after* the title. Duration
information follows the title or the authorship statement (if there is
one).

  -----------------------------------------------------------------------
  Segment 1: C-SPAN (Part Two) House Foreign Relations Committee
  \"Testimony on FSX\" Sec. Mosbacher and Sec. Chaney 5/3/89, (60:00
  minutes) \-- Segment 2: C-SPAN (Part Three) House Foreign Relations
  Committee \"Testimony on FSX\" Sec. Mosbacher and Sec. Chaney 5/3/89,
  (60:00 minutes)

  -----------------------------------------------------------------------

**[Sound recordings]{.underline}**

> Write an objective summary of the content of a sound recording (other
> than one that consists entirely or predominantly of music).

  -----------------------------------------------------------------------
  This item is a recording of the memoirs of Stanford Caldwell Hooper,
  Rear Admiral, U.S. Navy (Retired). Adm. Hooper, along with some of his
  former associates, discuss the history of naval radio in the United
  States, from its advent in the early part of the 20th, through some of
  the developments during and immediately after World War II. The
  recording also contains Hooper's reading of a speech, entitled \"Naval
  air-power and electronics\" given by R.W. Ruble at the Sheraton Park
  Hotel.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  This item is a recording of speeches from his presidential campaign,
  read by George H.W. Bush just before leaving office.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  This item is a dramatized examination of the culture of the Tlingit
  people of the Pacific Northwest with special attention on the Potlatch
  ceremony and their system of justice.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  This item is a recording of actor George C. Scott reading the preamble
  of the United States Constitution during Fourth of July celebrations at
  the National Archives in Washington, DC.

  -----------------------------------------------------------------------

[Content titles for sound recordings]{.underline}

The titles of individual parts of sound recordings may also be included
in **Scope and Content Note**. If known, include information about the
authorship and the duration of items. Describe the authorship
information after the title. Duration information follows the title or
the authorship statement (if there is one).

  -----------------------------------------------------------------------
  The fourth millennium / Henry Brant (9 minutes) -- Music for brass
  quintet (14 minutes)

  -----------------------------------------------------------------------

**[Cartographic materials and architectural drawings and
plans]{.underline}**

> Write an objective summary of the nature or scope of a single
> cartographic item or architectural drawing or plan, making special
> mention of unusual or unexpected features of the item.

  -----------------------------------------------------------------------
  This item is a map of Curacao, Dutch Antilles, showing sailing ships,
  row houses, and forts.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  This item is an aerial view of a land use map for the proposed
  development of new suburbs in College Park, Maryland. The location of
  the National Archives and Records Administration is noted with "NARA"
  in red print.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  This item is a map of Nicaragua, showing the location of actions
  involving U.S. Marines during the revolution of 1926-29.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  This item is a measured technical drawing showing the Capitol building
  as a site plan with perspective projection.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  This item is a preliminary drawing showing the proposed exterior and
  interiors of the lighthouse at Cape Hatteras, North Carolina. The
  technical drawing on the left includes specifications for the spiral
  staircase, windows, lantern house, and beacon device. The color image
  on the right shows the black and white spiral day mark proposed for the
  exterior of the lighthouse.

  -----------------------------------------------------------------------

## Staff Only Note

## 

## 

+----------+---------+---------+--------+----------+--------+--------+
| M        | Rep     | Data    | Aut    | Level    | A/V    | Public |
| andatory | eatable | Type    | hority | A        | Only   | E      |
|          |         |         |        | vailable |        | lement |
+----------+---------+---------+--------+----------+--------+--------+
| No       | No      | V       | None   | Record   | No     | No     |
|          |         | ariable |        | Group    |        |        |
|          |         | Ch      |        |          |        |        |
|          |         | aracter |        | Co       |        |        |
|          |         | Length  |        | llection |        |        |
|          |         | (2000)  |        | Series   |        |        |
|          |         |         |        |          |        |        |
|          |         |         |        | File     |        |        |
|          |         |         |        | Unit     |        |        |
|          |         |         |        |          |        |        |
|          |         |         |        | Item     |        |        |
+----------+---------+---------+--------+----------+--------+--------+

**Definition:** Information about the record group, collection, or
archival materials that is intended for NARA employees only.

**Purpose:** Provides information that NARA employees need to manage the
record group, collection, or archival materials.

**Relationship:** This element is independent.

**Guidance:** Enter information needed by NARA employees to manage the
record group, collection, or archival materials, such as processing
information.

Use **General Note** for information that should be made publicly
available.

> For archival materials that have been screened and identified as
> including records of concern, explain that the archival materials were
> identified as records of concern in **Staff Only Note**.
>
> Write in complete Sentences. Be precise and brief. Do not use acronyms
> or organizational designations that are not defined in either
> **Title** or **Scope and Content Note**. If **Staff Only Note** uses
> an acronym that is not defined in either **Title** or **Scope and
> Content Note**, define the acronym the first time that it is used in
> **Staff Only Note**.

  --------------- -----------------------------------------------------------
  **Examples:**   When citing negative numbers from negatives found in
                  multiple groups in the same negative jacket, rejacket as
                  necessary, then identify by using a letter after the date.
                  For example, 6/10/70B, then the frame number.

  --------------- -----------------------------------------------------------

  -----------------------------------------------------------------------
  CAUTION: When any of these items are photocopied, the terms
  \"Confidential\" or \"Secret,\" as the case may be, MUST be crossed
  out, and the declassification number MUST be written on the item.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  These materials were reviewed under the records of concern policy
  detailed in Interim Guidance 1600-3, Access to Archival Materials in
  the Context of Concern about Terrorism, and were withdrawn under the
  applicable restrictions.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  The NREL shipment number for this material is NREL 000-04-003.

  -----------------------------------------------------------------------

## Transfer Note

+----------+---------+---------+---------+---------+---------+---------+
| M        | Rep     | Data    | Au      | Level   | A/V     | Public  |
| andatory | eatable | Type    | thority | Av      | Only    | Element |
|          |         |         |         | ailable |         |         |
+----------+---------+---------+---------+---------+---------+---------+
| No       | No      | V       | None    | Series  | No      | Yes     |
|          |         | ariable |         |         |         |         |
|          |         | Ch      |         | File    |         |         |
|          |         | aracter |         | Unit    |         |         |
|          |         | Length  |         |         |         |         |
|          |         | (2000)  |         | Item    |         |         |
+----------+---------+---------+---------+---------+---------+---------+

**Definition:** Significant information regarding the internal transfer
of archival materials from one NARA unit to another. This type of
information is particularly important for archival materials that have
been regionalized.

**Purpose:** Provides clarification needed to understand **Internal
Transfer Number**.

**Relationship:** This element is dependent on **Internal Transfer
Number**. To have **Transfer Note**, **Internal Transfer Number** must
be created.

**Guidance:** Enter information needed to explain the transfer of
archival materials from a records center or within NARA or to clarify
**Internal Transfer Number**.

> Do not use this note to describe transfers before the records were
> either physically or legally accessioned by NARA, instead use
> **Custodial History Note**.
>
> Write in complete sentences. Be precise and brief. Do not use acronyms
> or organizational designations that are not defined in either
> **Title** or **Scope and Content Note**. If **Transfer Note** uses an
> acronym that is not defined in either **Title** or **Scope and Content
> Note**, define the acronym the first time that it is used in
> **Transfer Note**.

  --------------- -----------------------------------------------------------
  **Examples:**   These records were formerly housed with the textual records
                  of the Polar Gift Collection in the former Division of
                  Polar Archives and were transferred to the Still Picture
                  Branch in January 1997.

  --------------- -----------------------------------------------------------

##  

## Shot List 

+----------+---------+---------+---------+---------+---------+---------+
| M        | Rep     | Data    | Au      | Level   | A/V     | Public  |
| andatory | eatable | Type    | thority | Av      | Only    | Element |
|          |         |         |         | ailable |         |         |
+----------+---------+---------+---------+---------+---------+---------+
| No       | No      | V       | None    | Item    | Yes     | Yes     |
|          |         | ariable |         |         |         |         |
|          |         | Ch      |         |         |         |         |
|          |         | aracter |         |         |         |         |
|          |         | Length  |         |         |         |         |
|          |         |         |         |         |         |         |
|          |         | (2 gig) |         |         |         |         |
+----------+---------+---------+---------+---------+---------+---------+

**Definition:** A shot-by-shot description of a film or video.

**Purpose:** Enables users to research a film or video shot-by-shot.

**Relationship:** This element is independent.

**Guidance:** Enter the shot-by-shot descriptions. Avoid using
unexplained acronyms or unknown organizational designations.

If **Shot List** uses an acronym that is not defined in either **Title**
or **Scope and Content Note**, define the acronym the first time that it
is used in **Shot List**.

  --------------- -----------------------------------------------------------
  **Examples:**   l\) \[Close Up (CU)\] Jersey Ringel, the aerial acrobat. 2)
                  \[Aerial Medium Shot (AMS)\] Ringel performing daring
                  aerial acrobatic feat, looping the loop while standing on
                  top of early model plane. View of plane landing, acrobat on
                  top of plane. From Auto to Plane at 70 miles per hr. 3)
                  \[Medium Close Up (MCU)\] Jersey Ringel, riding on top of
                  speeding auto, going down highway. 4) Ringel standing on
                  top of car, catches hold of aerial ladder attached to
                  low-flying plane. 5) Early model plane in flight with
                  Ringel suspended on ladder. 6) \[Medium Shot (MS)\] Similar
                  to scene 4, repeat of feat. 7) \[Aerial Close Up (ACU)\]
                  Ringel performing acrobatics on trapeze on top of early
                  model plane. 8) \[AMS\] plane landing. 9) \[ACU\] Early
                  model plane with Jersey Ringel performing on trapeze. 10)
                  Ringel performing a thrilling upside-down stunt on trapeze.
                  11) Ringel standing on top of early model plane. Jersey
                  Ringel, Ace of Dare Devils, His Greatest Sky Thriller --
                  Chattanooga, Tenn. 12) \[MCU\] Early model plane taking
                  off. Name on side of plane \"Jersey Ringel." Ringel,
                  blindfolded, climbing around struts, climbs to top of plane
                  and stands erect as plane is in flight.13) \[Aerial Medium
                  Close Up (AMCU)\] Ringel, blindfolded, releases hold on
                  plane, stands erect, holds hands up over head. 14) Ringel,
                  blindfolded, climbs down wing of plane and stands on head
                  as plane is in flight. 15) \[Aerial Shot (AS)\] Ringel
                  standing on plane and \"changes planes.\" 16) \[MS\] Ringel
                  grasps aerial ladder of a passing plane and climbs aboard.
                  17) \[CU\] Ringel walking amidst struts of plane. 18)
                  \[ACU\] Ringel blindfolded, decides to change planes and
                  hooks onto original plane, missing death by a matter of
                  inches. Name on early model plane \"Jersey Ringel.\" 19)
                  \[MS\] Ringel hanging by feet from early model plane. Three
                  Army Dare Devils leap from same plane 2500\' in clouds -
                  Chanute Field, Rantoul, Ill. 20) \[CU\] Lt. Hamilton,
                  champion altitude jumper of the world, Sgts. Kamemsky and
                  Shoemaker, and Pilots Carter and Weddington. 21) Personnel
                  inspecting the servicemen\'s parachutes. 22) \[MS\]
                  servicemen boarding small biplane preparatory to flight.
                  23) \[MCU\] Biplane taking off with two parachutists atop.

  --------------- -----------------------------------------------------------

##  Accession Number

+----------+---------+---------+---------+---------+---------+---------+
| M        | Rep     | Data    | Au      | Level   | A/V     | Public  |
| andatory | eatable | Type    | thority | Av      | Only    | Element |
|          |         |         |         | ailable |         |         |
+----------+---------+---------+---------+---------+---------+---------+
| No       | Yes     | V       | None    | Series  | No      | Yes     |
|          |         | ariable |         |         |         |         |
|          |         | Ch      |         | File    |         |         |
|          |         | aracter |         | Unit    |         |         |
|          |         | Length  |         |         |         |         |
|          |         | (60)    |         | Item    |         |         |
+----------+---------+---------+---------+---------+---------+---------+

**Definition:** The unique identifier assigned to a group of archival
materials that have been transferred into the legal custody of NARA.

**Purpose:** Links the description of the archival materials and their
acquisition/accession documentation. Will help NARA to create linkages
in lifecycle systems.

**Relationship:** This element is independent.

**Guidance:** Enter the accession number exactly as it appears on a
Standard Form 258 or accession dossier. Do not include notes or
explanations in this element.

  --------------------------- -------------------------------------------
  **Examples:**               NRFFA-276-99-0001

  --------------------------- -------------------------------------------

  -----------------------------------------------------------------------
  NW-338-99-005

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  NN3-059-99-001

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  NN 373-189

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  N3-58-88-1

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  92-NLC-001

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  III-NN-789

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  4NS-021-95-367

  -----------------------------------------------------------------------

## Collection Identifier

  ----------- ------------ ----------- ----------- ------------ --------- ---------
  Mandatory   Repeatable   Data Type   Authority   Level        A/V Only  Public
                                                   Available              Element

  Yes         No           Variable    None        Collection   No        Yes
                           Character                                      
                           Length (10)                                    
  ----------- ------------ ----------- ----------- ------------ --------- ---------

**Definition:** The unique identifier assigned to a collection.

**Purpose:** Creates a short, unique identifier for use in the physical
and intellectual control of collections.

**Relationship:** This element is independent.

**Guidance:** Enter a unique identifier. For collections held by the
Office of Records Services - Washington, D.C. (NW) or the Office of
Regional Records Services (NR), enter the identifier of the collection
exactly as it appears on the collection allocation statement. For
collections held by the Office of Presidential Libraries (NL), create a
unique identifier starting with the president\'s initials and followed
by a dash. Do not use spaces. Use the following conventions for
initials:

DDE - Dwight D. Eisenhower

> FDR - Franklin D. Roosevelt
>
> GB - George Bush
>
> GRF - Gerald R. Ford
>
> HH - Herbert Hoover
>
> HST - Harry S. Truman
>
> JC - Jimmy Carter
>
> JFK - John F. Kennedy
>
> LBJ - Lyndon Baines Johnson
>
> RN - Richard Nixon
>
> RR - Ronald Reagan
>
> WJC - William J. Clinton

  --------------- ---------------- ------------------------------------------
  **Examples:**   ABC              \[For the American Broadcasting Company
                                   Collection.\]

  --------------- ---------------- ------------------------------------------

  ------------------- ---------------------------------------------------
  BYRD                \[For the Admiral Richard E. Byrd Collection.\]

  ------------------- ---------------------------------------------------

  ------------------- ---------------------------------------------------
  COLSA               \[For the Colorado State Archives Collection.\]

  ------------------- ---------------------------------------------------

  ------------------- ---------------------------------------------------
  JC-1132             \[For the Zbigniew Brzezinski Collection.\]

  ------------------- ---------------------------------------------------

##  Disposition Authority Number

  ----------- ------------ ----------- ----------- ----------- --------- ---------
  Mandatory   Repeatable   Data Type   Authority   Level       A/V Only  Public
                                                   Available             Element

  No          Yes          Variable    None        Series      No        Yes
                           Character                                     
                           Length (60)                                   
  ----------- ------------ ----------- ----------- ----------- --------- ---------

**Definition:** The unique identifier assigned by NARA to a group of
archival materials indicating that their disposition has been approved
by NARA.

This is also known as the schedule number.

**Purpose:** Links the description of the archival materials and their
disposition documentation. Will help NARA to create linkages in
lifecycle systems.

**Relationship:** This element is independent.

**Guidance:** Use the NARA disposition authority number or schedule
number. Do not use any other values such as an agency\'s records control
schedule number or a statute citation.

> Enter the NARA disposition authority number exactly as it appears on a
> Standard Form 115 or Standard Form 258.

Do not include notes or explanations in this element.

  --------------- -----------------------------------------------------------
  **Examples:**   N1-370-90-3, item 1501-16a

  --------------- -----------------------------------------------------------

  -----------------------------------------------------------------------
  NC1-207-79-6, item 8b(1)(g)

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  N1-59-91-33, item 1

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  N1-NU-93-8

  -----------------------------------------------------------------------

## Former Collection

+----------+---------+---------+---------+---------+---------+---------+
| M        | Rep     | Data    | Au      | Level   | A/V     | Public  |
| andatory | eatable | Type    | thority | Av      | Only    | Element |
|          |         |         |         | ailable |         |         |
+----------+---------+---------+---------+---------+---------+---------+
| No       | Yes     | V       | None    | Series  | No      | Yes     |
|          |         | ariable |         |         |         |         |
|          |         | Ch      |         | File    |         |         |
|          |         | aracter |         | Unit    |         |         |
|          |         | Length  |         |         |         |         |
|          |         | (10)    |         | Item    |         |         |
+----------+---------+---------+---------+---------+---------+---------+

**Definition:** The identifier of the collection to which the archival
materials were previously allocated

**Purpose:** Enables users to locate archival materials by their former
collection citations, which can be found in out-of-date finding aids.

**Relationship:** This element is independent.

**Guidance:** Enter the identifier of the collection to which the
archival materials were previously allocated.

  --------------- ---------------- ------------------------------------------
  **Examples:**   ABC              \[For the American Broadcasting Company
                                   Collection.\]

  --------------- ---------------- ------------------------------------------

  ------------------- ---------------------------------------------------
  BYRD                \[For the Admiral Richard E. Byrd Collection.\]

  ------------------- ---------------------------------------------------

  ------------------- ---------------------------------------------------
  COLSA               \[For the Colorado State Archives Collection.\]

  ------------------- ---------------------------------------------------

  ------------------- ---------------------------------------------------
  JC-1132             \[For the Zbigniew Brzezinski Collection.\]

  ------------------- ---------------------------------------------------

## Former Record Group 

+----------+---------+--------+------------+--------+--------+--------+
| M        | Rep     | Data   | Authority  | Level  | A/V    | Public |
| andatory | eatable | Type   |            | Ava    | Only   | E      |
|          |         |        |            | ilable |        | lement |
+----------+---------+--------+------------+--------+--------+--------+
| No       | Yes     | N      | List of    | Series | No     | Yes    |
|          |         | umeric | Record     |        |        |        |
|          |         | (3)    | Groups of  | File   |        |        |
|          |         |        | the        | Unit   |        |        |
|          |         |        | National   |        |        |        |
|          |         |        | Archives   | Item   |        |        |
|          |         |        | and        |        |        |        |
|          |         |        | Records    |        |        |        |
|          |         |        | Admi       |        |        |        |
|          |         |        | nistration |        |        |        |
+----------+---------+--------+------------+--------+--------+--------+

**Definition:** The number of the record group to which the archival
materials were previously allocated.

**Purpose:** Enables users to locate archival materials by their former
record group citations, which can be found in out-of-date finding aids,
such as earlier versions of the *Guide to Federal Records in the
National Archives of the United States.*

**Relationship:** This element is independent.

**Guidance:** Enter the number of the record group to which the archival
materials were previously allocated.

  --------------- ---------------- ------------------------------------------
  **Examples:**   200              \[For the motion picture film "Our
                                   American Heritage," currently in the AHF
                                   collection, which was formerly allocated
                                   to Record Group 200.\]

                                   
  --------------- ---------------- ------------------------------------------

  ------------------- ---------------------------------------------------
  23                  \[For the series "Local Aeronautical Charts,"
                      currently in Record Group 370, which was formerly
                      allocated to Record Group 23.\]

                      
  ------------------- ---------------------------------------------------

## Internal Transfer Number

+----------+---------+---------+---------+---------+---------+--------+
| M        | Rep     | Data    | Au      | Level   | A/V     | Public |
| andatory | eatable | Type    | thority | Av      | Only    | E      |
|          |         |         |         | ailable |         | lement |
+----------+---------+---------+---------+---------+---------+--------+
| No       | Yes     | V       | None    | Series  | No      | Yes    |
|          |         | ariable |         |         |         |        |
|          |         | Ch      |         | File    |         |        |
|          |         | aracter |         | Unit    |         |        |
|          |         | Length  |         |         |         |        |
|          |         | (60)    |         | Item    |         |        |
+----------+---------+---------+---------+---------+---------+--------+

**Definition:** The unique identifier assigned to a group of archival
materials that was transferred within NARA. This type of information is
particularly important for archival materials that have been
regionalized.

**Purpose:** Alerts users when archival materials, formerly maintained
by one NARA unit, have been transferred to another unit.

**Relationship:** This element is independent, but **Transfer Note** is
dependent on it. To have **Transfer Note**, **Internal Transfer Number**
must be created.

**Guidance:** Use this field if the archival materials were transferred
from one NARA unit to another. Do [not]{.underline} use this field for
archival materials transferred to NARA from a Federal records center,
instead use **Records Center Transfer Number**.

> Enter the internal transfer number exactly as it appears on the source
> documentation, such as the Originator's Transaction Number from the
> Change of Holdings Form (NA-14044). Do not include notes or
> explanations in this element. If additional information is needed to
> clarify the number or explain why the archival materials were
> transferred, use **Transfer Note**.

  --------------------------- -------------------------------------------
  **Examples:**               NNTR-S-94-155

  --------------------------- -------------------------------------------

## Record Group Number

  ----------- ------------ --------- ---------------- ----------- -------- ---------
  Mandatory   Repeatable   Data Type Authority        Level       A/V Only Public
                                                      Available            Element

  Yes         No           Numeric   List of Record   Record      No       Yes
                           (3)       Groups of the    Group                
                                     National                              
                                     Archives and                          
                                     Records                               
                                     Administration                        
  ----------- ------------ --------- ---------------- ----------- -------- ---------

**Definition:** The unique number assigned to a record group.

**Purpose:** Allows users to identify or retrieve all the archival
materials within a particular record group.

**Relationship:** This element is independent.

**Guidance:** Enter the number of the record group. The number must be a
valid number from the \"List of Record Groups of the National Archives
and Records Administration.\"

  ----------------------------- -----------------------------------------
  **Examples:**                 5

  ----------------------------- -----------------------------------------

  -----------------------------------------------------------------------
  59

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  204

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  448

  -----------------------------------------------------------------------

## Records Center Transfer Number

+----------+---------+---------+---------+---------+---------+---------+
| M        | Rep     | Data    | Au      | Level   | A/V     | Public  |
| andatory | eatable | Type    | thority | Av      | Only    | Element |
|          |         |         |         | ailable |         |         |
+----------+---------+---------+---------+---------+---------+---------+
| No       | Yes     | V       | None    | Series  | No      | Yes     |
|          |         | ariable |         |         |         |         |
|          |         | Ch      |         | File    |         |         |
|          |         | aracter |         | Unit    |         |         |
|          |         | Length  |         |         |         |         |
|          |         | (60)    |         | Item    |         |         |
+----------+---------+---------+---------+---------+---------+---------+

**Definition:** The unique identifier assigned to a group of records
that has been transferred into the physical custody of a records center.
Formerly this was commonly known as the Records Center Accession Number.

**Purpose:** Allows users to search for archival materials by records
center transfer number. Will help NARA to create linkages in lifecycle
systems.

**Relationship:** This element is independent.

**Guidance:** Use this field if the archival materials were formerly
stored in a records center.

> Enter the transfer number as it appears on a Standard Form 135, in
> NARS‑5, or on a private records center dossier.
>
> Do not include notes or explanations in this element. If additional
> information is needed to clarify the number or explain why the
> archival materials were transferred, use **Transfer Note**.

  ------------------------ ----------------------------------------------
  **Examples:**            NRAB 342-68-1002

  ------------------------ ----------------------------------------------

  -----------------------------------------------------------------------
  490-88-0066A

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  021-53T-0007P

  -----------------------------------------------------------------------

## Variant Control Number

+----------+---------+---------+--------+----------+--------+--------+
| M        | Rep     | Data    | Aut    | Level    | A/V    | Public |
| andatory | eatable | Type    | hority | A        | Only   | E      |
|          |         |         |        | vailable |        | lement |
+----------+---------+---------+--------+----------+--------+--------+
| No       | Yes     | V       | None   | Co       | No     | Yes    |
|          |         | ariable |        | llection |        |        |
|          |         | Ch      |        | Series   |        |        |
|          |         | aracter |        |          |        |        |
|          |         | Length  |        | File     |        |        |
|          |         | (240)   |        | Unit     |        |        |
|          |         |         |        |          |        |        |
|          |         |         |        | Item     |        |        |
+----------+---------+---------+--------+----------+--------+--------+

**Definition:** The control number or identifier given to the archival
materials either by the creator or by NARA.

> Examples of variant control numbers include a NAIL control number,
> preliminary inventory entry numbers, XMIS numbers, PRESNET numbers,
> and accessioned microfilm identifiers.

**Purpose:** Allows users to retrieve the archival materials by any
known control number.

**Relationship:** This element and **Variant Control Number Type** are
dependent on each other. For each unique variant control number,
**Variant Control Number** and **Variant** **Control Number Type** must
both be included. To have **Variant Control Number Note**, both
**Variant Control Number** and **Variant** **Control Number Type** must
be created.

**Guidance:** Enter the number exactly as it appears in the source
documentation. Do not include notes or explanations in this element. If
additional information is needed to clarify the variant control number,
use **Variant Control Number Note**.

> Indicate the type of number by using **Variant Control Number Type**.
>
> Do not use for former record group numbers.

+----------+-----------------------------------------------------------+
| **Exa    | **Variant Control Number** -- A1 1077B                    |
| mples:** |                                                           |
|          | **Variant Control Number Type** - Master Location         |
|          | Register Number                                           |
+----------+-----------------------------------------------------------+

+-----------------------------------------------------------------------+
| **Variant Control Number** -- NLC-1035                                |
|                                                                       |
| **Variant Control Number Type** - PRESNET Number                      |
+-----------------------------------------------------------------------+

+-----------------------------------------------------------------------+
| **Variant Control Number** -- 104-10004-10266                         |
|                                                                       |
| **Variant Control Number Type** - Kennedy Assassination Document ID   |
+-----------------------------------------------------------------------+

  -----------------------------------------------------------------------
  **Variant Control Number** - 194\
  **Variant Control Number Type** - Inventory Identifier\
  **Variant Control Number Note** - Entry 194 is the entry number for
  this series found in \"Preliminary Inventory of the Cartographic
  Records of the American Expeditionary Forces, 1917-21: (Record Group
  120)\" (PI 165).

  -----------------------------------------------------------------------

### 

  -----------------------------------------------------------------------
  **Variant Control Number** - PI66 181\
  **Variant Control Number Type** - Inventory Identifier\
  **Variant Control Number Note** - Entry 181 is the entry number for
  this series found in Preliminary Inventory 66, \"Records of the Bureau
  of Plant Industry, Soils, and Agricultural Engineering.\"

  -----------------------------------------------------------------------

### 

  -----------------------------------------------------------------------
  **Variant Control Number** - PI17 7\
  **Variant Control Number Type** - Inventory Identifier

  -----------------------------------------------------------------------

###  Variant Control Number Type

+---------+--------+---------+---------+----------+--------+--------+
| Ma      | Repe   | Data    | Au      | Level    | A/V    | Public |
| ndatory | atable | Type    | thority | A        | Only   | E      |
|         |        |         |         | vailable |        | lement |
+---------+--------+---------+---------+----------+--------+--------+
| No      | Yes    | V       | Variant | Co       | No     | Yes    |
|         |        | ariable | Control | llection |        |        |
|         |        | Ch      | Number  | Series   |        |        |
|         |        | aracter | Type    |          |        |        |
|         |        | Length  | List    | File     |        |        |
|         |        | (60)    |         | Unit     |        |        |
|         |        |         |         |          |        |        |
|         |        |         |         | Item     |        |        |
+---------+--------+---------+---------+----------+--------+--------+

**Definition:** The kind of variant control number or identifier.

**Purpose:** Allows users to search for collections or archival
materials by a particular type of control number.

**Relationship:** This element and **Variant Control Number** are
dependent on each other. For each unique variant control number,
**Variant Control Number** and **Variant** **Control Number Type** must
both be included. To have **Variant Control Number Note**, both
**Variant Control Number** and **Variant** **Control Number Type** must
be created.

**Guidance:** Choose the correct term from the Variant Control Number
Type Authority List to match the variant control number.

> If "Other" is selected, explain the number further in **Variant
> Control Number Note**.

+----------+-----------------------------------------------------------+
| **Exa    | **Variant Control Number** -- A1 1077B                    |
| mples:** |                                                           |
|          | **Variant Control Number Type** - Master Location         |
|          | Register Number                                           |
+----------+-----------------------------------------------------------+

+-----------------------------------------------------------------------+
| **Variant Control Number** - NLC-1035                                 |
|                                                                       |
| **Variant Control Number Type** - PRESNET Number                      |
+-----------------------------------------------------------------------+

+-----------------------------------------------------------------------+
| **Variant Control Number** - 104-10004-10266                          |
|                                                                       |
| **Variant Control Number Type** - Kennedy Assassination Document ID   |
+-----------------------------------------------------------------------+

+-----------------------------------------------------------------------+
| **Variant Control Number** -- 10042                                   |
|                                                                       |
| **Variant Control Number Type** - Agency-Assigned Identifier          |
|                                                                       |
| **Variant Control Number Note** -- Case number assigned by the U.S.   |
| Circuit Court. Northern District of Georgia. Atlanta Division.        |
+-----------------------------------------------------------------------+

+-----------------------------------------------------------------------+
| **Variant Control Number** -- MS 74-1094                              |
|                                                                       |
| **Variant Control Number Type** -- NUCMC Number                       |
+-----------------------------------------------------------------------+

  -----------------------------------------------------------------------
  **Variant Control Number** - 194\
  **Variant Control Number Type** - Inventory Identifier\
  **Variant Control Number Note** - Entry 194 is the entry number for
  this series found in \"Preliminary Inventory of the Cartographic
  Records of the American Expeditionary Forces, 1917-21: (Record Group
  120)\" (PI 165).

  -----------------------------------------------------------------------

### 

  -----------------------------------------------------------------------
  **Variant Control Number** - PI66 181\
  **Variant Control Number Type** - Inventory Identifier\
  **Variant Control Number Note** - Entry 181 is the entry number for
  this series found in Preliminary Inventory 66, \"Records of the Bureau
  of Plant Industry, Soils, and Agricultural Engineering.\"

  -----------------------------------------------------------------------

### 

  -----------------------------------------------------------------------
  **Variant Control Number** - PI17 7\
  **Variant Control Number Type** - Inventory Identifier

  -----------------------------------------------------------------------

###  Variant Control Number Note

+----------+---------+---------+--------+----------+--------+--------+
| M        | Rep     | Data    | Aut    | Level    | A/V    | Public |
| andatory | eatable | Type    | hority | A        | Only   | E      |
|          |         |         |        | vailable |        | lement |
+----------+---------+---------+--------+----------+--------+--------+
| No       | No      | V       | None   | Co       | No     | Yes    |
|          |         | ariable |        | llection |        |        |
|          |         | Ch      |        | Series   |        |        |
|          |         | aracter |        |          |        |        |
|          |         | Length  |        | File     |        |        |
|          |         | (1000)  |        | Unit     |        |        |
|          |         |         |        |          |        |        |
|          |         |         |        | Item     |        |        |
+----------+---------+---------+--------+----------+--------+--------+

**Definition:** The explanation of **Variant Control Number** and
**Variant Control Number Type**.

**Purpose:** Clarifies the variant control number and type.

**Relationship:** This element is dependent on both **Variant Control
Number** and **Variant** **Control Number Type.** To have **Variant
Control Number** **Note**, both **Variant Control Number** and
**Variant** **Control Number Type** must be created. **Variant Control
Number** and **Variant** **Control Number Type** are repeatable, but
only one **Variant Control Number Note** may be created for each set of
those elements

**Guidance:** Enter any information needed to further clarify the
variant control number or type, especially for "Other."

> This element should rarely be used. Do not use this element to explain
> what a local identifier is or how it was created. Local identifiers
> are identifiers created by local NARA units to identify particular
> archival materials. The local identifier may be used to capture the
> \"series entry number\" or \"entry number\" used in the regions to
> identify series. Be aware that the local identifier might not be
> unique. Different units may use the same local identifier for
> different archival materials.
>
> Write in complete sentences. Be precise and brief. Do not use
> unexplained acronyms or unknown organizational designations.

+----------+-----------------------------------------------------------+
| **Exa    | **Variant Control Number** - 10042                        |
| mples:** |                                                           |
|          | **Variant Control Number Type** - Agency-Assigned         |
|          | Identifier                                                |
|          |                                                           |
|          | **Variant Control Number Note** -- The case number was    |
|          | assigned by the U.S. Circuit Court. Northern District of  |
|          | Georgia. Atlanta Division.                                |
+----------+-----------------------------------------------------------+

## 

  -----------------------------------------------------------------------
  **Variant Control Number** - 194\
  **Variant Control Number Type** - Inventory Identifier\
  **Variant Control Number Note** - Entry 194 is the entry number for
  this series found in \"Preliminary Inventory of the Cartographic
  Records of the American Expeditionary Forces, 1917-21: (Record Group
  120)\" (PI 165).

  -----------------------------------------------------------------------

## 

  -----------------------------------------------------------------------
  **Variant Control Number** - PI66 181\
  **Variant Control Number Type** - Inventory Identifier\
  **Variant Control Number Note** - Entry 181 is the entry number for
  this series found in Preliminary Inventory 66, \"Records of the Bureau
  of Plant Industry, Soils, and Agricultural Engineering.\"

  -----------------------------------------------------------------------

##  Local Identifier

+----------+---------+---------+--------+----------+--------+--------+
| M        | Rep     | Data    | Aut    | Level    | A/V    | Public |
| andatory | eatable | Type    | hority | A        | Only   | E      |
|          |         |         |        | vailable |        | lement |
+----------+---------+---------+--------+----------+--------+--------+
| No       | No      | V       | None   | Series   | No     | Yes    |
|          |         | ariable |        |          |        |        |
|          |         | Ch      |        | File     |        |        |
|          |         | aracter |        | Unit     |        |        |
|          |         | Length  |        |          |        |        |
|          |         | (30)    |        | Item     |        |        |
+----------+---------+---------+--------+----------+--------+--------+

**Definition:** The identifier that a NARA custodial unit specifies to
be used to request archival materials in the unit\'s custody.

**Purpose:** The local identifier allows researchers to request, and the
custodial unit to retrieve, archival materials.

**Relationship:** This element is independent.

**Guidance:** Enter exactly the identifier that the NARA custodial unit
specifies for researchers to use to request materials. Custodial units
that use **Local Identifier** may have developed a unit-wide numbering
system. Use this element if your unit has such a system. Units should
strive to keep the identifiers unique within the unit, but should be
aware that other NARA units may use the same numbering system.

> Custodial units may use agency-assigned identifiers, Master Location
> Register numbers, inventory entry numbers, or other identifiers not
> created by the custodial unit in this field as long as the unit has
> determined that this is the identifier by which they want users to
> request the material. Those identifiers should also be placed in
> **Variant Control Number**. If a local identifier changes, the old
> identifier should be placed in **Variant Control Number**, with the
> **Variant Control Number Type** "Former Local Identifier."
>
> Do not include notes or explanations in this element. Do not include
> mail codes in the local identifiers. Mail codes can change over time
> due to reorganizations.

  --------------- -----------------------------------------------------------
  **Examples:**   64-371

  --------------- -----------------------------------------------------------

  -----------------------------------------------------------------------
  3.3

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  85-02-04-01.9

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  48E010D

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  9L-FA-8

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  PAO 33

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  370

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  111-SC

  -----------------------------------------------------------------------

##  Copyright Date

  ----------- ------------ --------- ----------- ----------- --------- ---------
  Mandatory   Repeatable   Data Type Authority   Level       A/V Only  Public
                                                 Available             Element

  No          Yes          Date      None        Item        No        Yes
  ----------- ------------ --------- ----------- ----------- --------- ---------

**Definition:** The date on which the item was copyrighted. (A copyright
date does not mean an item is still copyrighted.)

**Purpose:** Provides contextual information and serves as an access
point to allow users to retrieve and sort items by copyright date.

**Relationship:** This element is independent, but to have **Copyright
Date Qualifier**, **Copyright Date** must be created.

**Guidance:** Enter the date on which the item was copyrighted.

> Use **Copyright Date Qualifier** to indicate an uncertain or
> approximate date.
>
> It is not necessary to explain any distinction between **Copyright**
> **Date** and other date elements in **Date Note**.
>
> [Date Form]{.underline}

Enter the date in MM/DD/YYYY form.

If the day is unknown, enter the month and year in the MM/YYYY form.

> If the month is unknown, enter the year in the YYYY form.
>
> Do not use 00 as a month or day.

  ---------------------------- ------------------------------------------
  **Examples:**                01/23/1935

  ---------------------------- ------------------------------------------

  -----------------------------------------------------------------------
  01/1935

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  1935

  -----------------------------------------------------------------------

### Copyright Date Qualifier 

  ----------- ------------ ----------- ----------- ----------- --------- ---------
  Mandatory   Repeatable   Data Type   Authority   Level       A/V Only  Public
                                                   Available             Element

  No          No           Variable    Date        Item        No        Yes
                           Character   Qualifier                         
                           Length (8)  List                              
  ----------- ------------ ----------- ----------- ----------- --------- ---------

**Definition:** The means for indicating an uncertain or approximate
copyright date. (A copyright date does not mean an item is still
copyrighted.)

**Purpose:** Alerts users to uncertain or approximate copyright dates.

**Relationship:** This element is dependent on **Copyright Date**. To
have **Copyright Date** **Qualifier**, **Copyright Date** must be
created. **Copyright Date** is repeatable. One **Copyright Date**
**Qualifier** can be specified for each **Copyright Date**.

**Guidance:** Choose the appropriate term from the Date Qualifier
Authority List.

> Use "?" if uncertainty exists regarding the date.
>
> Use "ca." if the date is approximate.

## Coverage Start Date 

+---------+---------+---------+---------+----------+--------+--------+
| Ma      | Rep     | Data    | Au      | Level    | A/V    | Public |
| ndatory | eatable | Type    | thority | A        | Only   | E      |
|         |         |         |         | vailable |        | lement |
+---------+---------+---------+---------+----------+--------+--------+
| No      | No      | Date    | None    | Record   | No     | Yes    |
|         |         |         |         | Group    |        |        |
|         |         |         |         |          |        |        |
|         |         |         |         | Co       |        |        |
|         |         |         |         | llection |        |        |
|         |         |         |         | Series   |        |        |
|         |         |         |         |          |        |        |
|         |         |         |         | Files    |        |        |
|         |         |         |         | Level    |        |        |
|         |         |         |         |          |        |        |
|         |         |         |         | Item     |        |        |
+---------+---------+---------+---------+----------+--------+--------+

**Definition**: The beginning of the time period covered by the
subject(s) of the record group, collection, or archival materials.

**Purpose:** Enables users to retrieve and sort record groups,
collections, and archival materials by subject time period.
Distinguishes the subject coverage time period of the record group,
collection, or archival materials if different from the inclusive dates
(the time period when the record group, collection, or archival
materials were created, maintained, or accumulated).

**Relationship:** This element and **Coverage End Date** are dependent
on each other. If **Coverage Start Date** is specified, then **Coverage
End Date** must be created. **Coverage Start Date Qualifier** is
dependent on this element. To have **Coverage Start Date Qualifier**,
**Coverage Start Date** must be created.

**Guidance**: **[Series Level]{.underline}**

> [Inclusive Dates Versus Coverage Dates]{.underline}
>
> At the Series Level, if the coverage dates differ from the inclusive
> dates, then enter the starting date of the subject of the archival
> materials.
>
> Inclusive dates are those that comprise the time period during which
> the series was created, maintained, or accumulated as a unified filing
> system by the creator because of some relationship arising out of the
> records creation, receipt, or use. Coverage dates are those that
> comprise the subject time period covered by the archival materials.
> Normally, the subject dates are the same as the inclusive dates.
> However if the dates are different, and that difference is
> significant, use the coverage dates as appropriate.

######### 

######### 

#########  **All Levels**

#########  When the Date Span is Only One Specific Date

> If the date is a specific day (02/11/1969), month (02/1969), or year
> (1969), enter the date in **Coverage Start Date** and then repeat the
> same specific date in **Coverage End Date**.
>
> [When the Date Span is One of Two Years]{.underline}
>
> If the date is one of two years (1953 or 1954), then enter the first
> year (1953) in **Coverage Start Date**, enter the second year (1954)
> in **Coverage End Date,** and use the "ca." in **Coverage Start Date
> Qualifier** and **Coverage End Date Qualifier**.
>
> [When the Date Span is Several Years]{.underline}
>
> If the dates fall between several years (1826-1835), then enter the
> earliest possible date (1826) in **Coverage Start Date**, enter the
> latest possible date (1835) in **Coverage End Date**, and use the
> "ca." in **Coverage Start Date Qualifier** and **Coverage End Date
> Qualifier**.
>
> [When the Date Span is a Decade]{.underline}
>
> When describing a decade as a date span, enter the first year of the
> decade (1920) in **Coverage Start Date**, enter the last year of the
> decade (1929) in **Coverage End Date**, and use the "ca." in
> **Coverage Start Date Qualifier** and **Coverage End Date Qualifier**.
>
> [When the Date Span is a Century]{.underline}
>
> When describing a century as a date span, enter the first year of the
> century (1700) in **Coverage Start Date**, enter the last year of the
> century (1799) in **Coverage End Date**, and use the "ca." in
> **Coverage Start Date Qualifier** and **Coverage End Date Qualifier**.

#########  Dates Before the Year 1000

> For dates before the year 1000, including B.C. dates, leave this field
> blank and explain in **Date Note**.
>
> [Date Form]{.underline}
>
> Enter the date in MM/DD/YYYY form.
>
> If the day is unknown, enter the date in the MM/YYYY form.
>
> If the month is unknown, enter the date in the YYYY form.
>
> Do not use 00 as a month or day.
>
> [Multiple Dates]{.underline}
>
> If multiple date elements are used in a description at the Record
> Group, Collection, or Series Level, explain the distinctions in **Date
> Note**. For example, if a series has both inclusive dates and coverage
> dates, then explain the different dates in **Date Note**. At the File
> Unit and Item Level, it is not necessary to explain the distinctions
> between multiple date elements.

+----------+-----------------------------------------------------------+
| **Exa    | **Inclusive Start Date** - 1970                           |
| mples:** |                                                           |
|          | **Inclusive End Date** - 1979                             |
|          |                                                           |
|          | **Coverage Start Date** - 1939                            |
|          |                                                           |
|          | **Coverage End Date** -- 1979                             |
|          |                                                           |
|          | **Date Note** - Between 1970 and 1979 the Justice         |
|          | Department created (through accumulation) a series of     |
|          | historical photographs, some of which were taken as early |
|          | as 1939.                                                  |
+----------+-----------------------------------------------------------+

+-----------------------------------------------------------------------+
| **Inclusive Start Date** - 1921                                       |
|                                                                       |
| **Inclusive End Date** - 1940                                         |
|                                                                       |
| **Coverage Start Date** - 1860                                        |
|                                                                       |
| **Coverage End Date** - 1865                                          |
|                                                                       |
| **Date Note** - These Civil War-era photographs were obtained by the  |
| Office of the Chief Signal Officer in 1921 and used by that           |
| organization through 1940.                                            |
+-----------------------------------------------------------------------+

###  Coverage Start Date Qualifier 

+---------+---------+---------+---------+----------+--------+--------+
| Ma      | Rep     | Data    | Au      | Level    | A/V    | Public |
| ndatory | eatable | Type    | thority | A        | Only   | E      |
|         |         |         |         | vailable |        | lement |
+---------+---------+---------+---------+----------+--------+--------+
| No      | No      | V       | Date    | Record   | No     | Yes    |
|         |         | ariable | Qu      | Group    |        |        |
|         |         | Ch      | alifier |          |        |        |
|         |         | aracter | List    | Co       |        |        |
|         |         | Length  |         | llection |        |        |
|         |         | (8)     |         | Series   |        |        |
|         |         |         |         |          |        |        |
|         |         |         |         | File     |        |        |
|         |         |         |         | Unit     |        |        |
|         |         |         |         |          |        |        |
|         |         |         |         | Item     |        |        |
+---------+---------+---------+---------+----------+--------+--------+

**Definition:** The means for indicating an uncertain or approximate
coverage start date.

**Purpose:** Alerts users to uncertain or approximate coverage start
dates.

**Relationship:** This element is dependent on **Coverage Start Date**.
To have **Coverage Start Date Qualifier**, **Coverage Start Date** must
be created.

**Guidance:** Choose the appropriate term from the Date Qualifier
Authority List.

> Use "?" if uncertainty exists regarding the date.
>
> Use "ca." if the date is approximate.

## Coverage End Date 

+---------+---------+---------+---------+----------+--------+--------+
| Ma      | Rep     | Data    | Au      | Level    | A/V    | Public |
| ndatory | eatable | Type    | thority | A        | Only   | E      |
|         |         |         |         | vailable |        | lement |
+---------+---------+---------+---------+----------+--------+--------+
| No      | No      | Date    | None    | Record   | No     | Yes    |
|         |         |         |         | Group    |        |        |
|         |         |         |         |          |        |        |
|         |         |         |         | Co       |        |        |
|         |         |         |         | llection |        |        |
|         |         |         |         | Series   |        |        |
|         |         |         |         |          |        |        |
|         |         |         |         | File     |        |        |
|         |         |         |         | Unit     |        |        |
|         |         |         |         |          |        |        |
|         |         |         |         | Item     |        |        |
+---------+---------+---------+---------+----------+--------+--------+

**Definition**: The end of the time period covered by the subject(s) of
the record group, collection, or archival materials.

> **Purpose:** Enables users to retrieve and sort record groups,
> collections, and archival materials by subject time period.
> Distinguishes the subject coverage time period of the record group,
> collection, or archival materials if different from the inclusive
> dates (the time period when the materials were created, maintained, or
> accumulated).

**Relationship:** This element and **Coverage Start Date** are dependent
on each other. If **Coverage End Date** is specified, then **Coverage
Start Date** must be created. **Coverage End Date Qualifier** is
dependent on this element. To have **Coverage End Date Qualifier**,
**Coverage End Date** must be created.

**Guidance**: **[Series Level]{.underline}**

> [Inclusive Dates Versus Coverage Dates]{.underline}
>
> At the Series Level, if the coverage dates differ from the inclusive
> dates, then enter the starting date of the subject of the archival
> materials.
>
> Inclusive dates are those that comprise the time period during which
> the series was created, maintained, or accumulated as a unified filing
> system by the creator because of some relationship arising out of the
> records creation, receipt, or use. Coverage dates are those that
> comprise the subject time period covered by the archival materials.
> Normally, the subject dates are the same as the inclusive dates.
> However if the dates are different, and that difference is
> significant, use the coverage dates as appropriate.

#########  **All Levels**

[When the Date Span is Only One Specific Date]{.underline}

> If the date is a specific day (02/11/1969), month (02/1969), or year
> (1969), enter the date in **Coverage Start Date** and then repeat the
> same specific date in **Coverage End Date**.
>
> [When the Date Span is One of Two Years]{.underline}
>
> If the date is one of two years (1953 or 1954), then enter the first
> year (1953) in **Coverage Start Date**, enter the second year (1954)
> in **Coverage End Date,** and use the "ca." in **Coverage Start Date
> Qualifier** and **Coverage End Date Qualifier**.
>
> [When the Date Span is Several Years]{.underline}
>
> If the dates fall between several years (1826-1835), then enter the
> earliest possible date (1826) in **Coverage Start Date**, enter the
> latest possible date (1835) in **Coverage End Date**, and use the
> "ca." in **Coverage Start Date Qualifier** and **Coverage End Date
> Qualifier**.
>
> [When the Date Span is a Decade]{.underline}
>
> When describing a decade as a date span, enter the first year of the
> decade (1920) in **Coverage Start Date**, enter the last year of the
> decade (1929) in **Coverage End Date**, and use the "ca." in
> **Coverage Start Date Qualifier** and **Coverage End Date Qualifier**.
>
> [When the Date Span is a Century]{.underline}
>
> When describing a century as a date span, enter the first year of the
> century (1700) in **Coverage Start Date**, enter the last year of the
> century (1799) in **Coverage End Date**, and use the "ca." in
> **Coverage Start Date Qualifier** and **Coverage End Date Qualifier**.

#########  Dates Before the Year 1000

> For dates before the year 1000, including B.C. dates, leave this field
> blank and explain in **Date Note**.
>
> [Date Form]{.underline}
>
> Enter the date in MM/DD/YYYY form.
>
> If the day is unknown, enter the date in the MM/YYYY form.
>
> If the month is unknown, enter the date in the YYYY form.
>
> Do not use 00 as a month or day.
>
> [Multiple Dates]{.underline}
>
> If multiple date elements are used in a description at the Record
> Group, Collection, or Series Level, explain the distinctions in **Date
> Note**. For example, if a series has both inclusive dates and coverage
> dates, then explain the different dates in **Date Note**. At the File
> Unit and Item Level, it is not necessary to explain the distinctions
> between multiple date elements.

+----------+-----------------------------------------------------------+
| **Exa    | **Inclusive Start Date** -- 1970                          |
| mples:** |                                                           |
|          | **Inclusive End Date** -- 1979                            |
|          |                                                           |
|          | **Coverage Start Date** -- 1939                           |
|          |                                                           |
|          | **Coverage End Date** -- 1979                             |
+----------+-----------------------------------------------------------+

\[Between 1970 and 1979, the Justice Department created (through
accumulation) a series of historical photographs, some of which were
taken as early as 1939.\]

+-----------------------------------------------------------------------+
| **Inclusive Start Date** - 1921                                       |
|                                                                       |
| **Inclusive End Date** - 1940                                         |
|                                                                       |
| **Coverage Start Date** - 1860                                        |
|                                                                       |
| **Coverage End Date** - 1865                                          |
|                                                                       |
| **Date Note** - These Civil War-era photographs were obtained by the  |
| Office of the Chief Signal Officer in 1921 and used by that           |
| organization through 1940.                                            |
+-----------------------------------------------------------------------+

###  Coverage End Date Qualifier 

+---------+---------+---------+---------+----------+--------+--------+
| Ma      | Rep     | Data    | Au      | Level    | A/V    | Public |
| ndatory | eatable | Type    | thority | A        | Only   | E      |
|         |         |         |         | vailable |        | lement |
+---------+---------+---------+---------+----------+--------+--------+
| No      | No      | V       | Date    | Record   | No     | Yes    |
|         |         | ariable | Qu      | Group    |        |        |
|         |         | Ch      | alifier |          |        |        |
|         |         | aracter | List    | Co       |        |        |
|         |         | Length  |         | llection |        |        |
|         |         | (8)     |         | Series   |        |        |
|         |         |         |         |          |        |        |
|         |         |         |         | File     |        |        |
|         |         |         |         | Unit     |        |        |
|         |         |         |         |          |        |        |
|         |         |         |         | Item     |        |        |
+---------+---------+---------+---------+----------+--------+--------+

**Definition:** The means for indicating an uncertain or approximate
coverage end date.

**Purpose:** Alerts users to uncertain or approximate coverage end
dates.

**Relationship:** This element is dependent on **Coverage End Date**. To
have **Coverage End Date Qualifier**, **Coverage End Date** must be
created.

**Guidance:** Choose the appropriate term from the Date Qualifier
Authority List.

> Use "?" if uncertainty exists regarding the date.
>
> Use "ca." if the date is approximate.

## Inclusive Start Date 

+---------+---------+---------+---------+----------+--------+--------+
| Ma      | Rep     | Data    | Au      | Level    | A/V    | Public |
| ndatory | eatable | Type    | thority | A        | Only   | E      |
|         |         |         |         | vailable |        | lement |
+---------+---------+---------+---------+----------+--------+--------+
| Yes     | No      | Date    | None    | Record   | No     | Yes    |
|         |         |         |         | Group    |        |        |
|         |         |         |         |          |        |        |
|         |         |         |         | Co       |        |        |
|         |         |         |         | llection |        |        |
|         |         |         |         | Series   |        |        |
+---------+---------+---------+---------+----------+--------+--------+

**Definition**: The beginning date on which the record group,
collection, or series was created, maintained, or accumulated by the
creator.

**Purpose:** Identifies the beginning date of the record group,
collection, or series' creation, maintenance, or accumulation and serves
as a primary access point to allow users to retrieve or sort by time
period.

**Relationship:** This element and **Inclusive End Date** are dependent
on each other. If **Inclusive Start Date** is specified, then
**Inclusive End Date** must be created. **Inclusive Start Date
Qualifier** is dependent on this element. To have **Inclusive Start Date
Qualifier**, **Inclusive Start Date** must be created.

**Guidance**: Enter the beginning date on which the record group,
collection or series was created, maintained, or accumulated by the
creator.

> [Inclusive Dates Versus Coverage Dates]{.underline}
>
> Inclusive dates are those that comprise the time period during which
> the record group, collection, or series was created, maintained, or
> accumulated as a unified filing system by the creator because of some
> relationship arising out of the records creation, receipt, or use.
> Coverage dates are those that comprise the subject time period covered
> by the record group, collection, or archival materials. Normally, the
> subject dates are the same as the inclusive dates. However, if the
> dates are different, use the coverage dates as appropriate.
>
> [Active Accretions]{.underline}
>
> If accretions to the record group, collection, or archival materials
> are still being sent to NARA, **Inclusive Start Date** and **Inclusive
> End Date** should define the time span for which the repository has
> holdings. For record groups, collections, or series that have yearly
> accretions, update the **Inclusive End Date** when the record group,
> collection, or archival materials are accessioned.

[Unknown Date]{.underline}

> If you do not know the dates of a record group, collection, or series,
> estimate the century in which the record group, collection, or
> archival materials were created. Enter the first year of the century
> (1700) in **Inclusive Start Date**, enter the last year of the century
> (1799) in **Inclusive End Date**, and use the "?" in **Inclusive Start
> Date Qualifier** and **Inclusive End Date Qualifier**.
>
> For donated materials, estimate the dates based on the person or
> organization that created the materials. If you know the birth and
> death dates of the **Creating Individual** or the establish and
> abolish dates of the **Creating Organization**, use those as
> **Inclusive Start Date** and **Inclusive End Date**. If the birth date
> or establish date is unknown, enter the first year of the century in
> which the collection or series was known to exist in the **Inclusive
> Start Date**. If the death date or abolish date is unknown, use the
> donation date as **Inclusive End Date**. In all cases, use the ca.
> qualifier to indicate uncertainty.

[When the Date Span is Only One Date]{.underline}

> If the date is a specific day (02/11/1969), month (02/1969), or year
> (1969), enter the date in the **Inclusive Start Date** and then repeat
> the same specific date in the **Inclusive End Date**.

[When the Date Span is One of Two Years]{.underline}

> If the date is one of two years (1953 or 1954), then enter the first
> year (1953) in **Inclusive Start Date**, enter the second year (1954)
> in **Inclusive End Date,** and use the "ca." in **Inclusive Start Date
> Qualifier** and **Inclusive End Date Qualifier**.

[When the Date Span is Several Years]{.underline}

> If the dates fall between several years (1826-1835), then enter the
> earliest possible date (1826) in **Inclusive Start Date**, enter the
> latest possible date (1835) in **Inclusive End Date**, and use the
> "ca." in **Inclusive Start Date Qualifier** and **Inclusive End Date
> Qualifier**.

[When the Date Span is a Decade]{.underline}

> When describing a decade as a date span, enter the first year of the
> decade (1920) in **Inclusive Start Date**, enter the last year of the
> decade (1929) in **Inclusive End Date**, and use the "ca." in
> **Inclusive Start Date Qualifier** and **Inclusive End Date
> Qualifier**.

[When the Date Span is a Century]{.underline}

> When describing a century as a date span, enter the first year of the
> century (1700) in **Inclusive Start Date**, enter the last year of the
> century (1799) in **Inclusive End Date**, and use the "ca." in
> **Inclusive Start Date Qualifier** and **Inclusive End Date
> Qualifier**.

[Multiple Dates]{.underline}

> If multiple date elements are used in a description at the Record
> Group, Collection, or Series Level, explain the distinctions in **Date
> Note**. For example, if a series has both inclusive dates and coverage
> dates, then explain the different dates in **Date Note**. At the File
> Unit and Item Level, it is not necessary to explain the distinctions
> between multiple date elements.

[Date Form]{.underline}

> Enter the date in MM/DD/YYYY form.
>
> If the day is unknown, enter the date in the MM/YYYY form.
>
> If the month is unknown, enter the date in the YYYY form.
>
> Do not use 00 as a month or day.

+----------+-----------------------------------------------------------+
| **Exa    | **Inclusive Start Date** - 1970                           |
| mples:** |                                                           |
|          | **Inclusive End Date** - 1979                             |
|          |                                                           |
|          | **Coverage Start Date** - 1939                            |
|          |                                                           |
|          | **Coverage End Date** - 1979                              |
+----------+-----------------------------------------------------------+

\[Between 1970 and 1979, the Justice Department created (through
accumulation) a series of historical photographs, some of which were
taken as early as 1939.\]

+-----------------------------------------------------------------------+
| **Inclusive Start Date** - 1864                                       |
|                                                                       |
| **Inclusive Start Date Qualifier** - ca.                              |
|                                                                       |
| **Inclusive End Date** - 1874                                         |
|                                                                       |
| **Inclusive End Date Qualifier** - ca.                                |
|                                                                       |
| **Date Note** - Though some documents in this series are not clearly  |
| dated, it appears to have been created in a period following the      |
| Civil War.                                                            |
+-----------------------------------------------------------------------+

### Inclusive Start Date Qualifier 

+---------+---------+---------+---------+----------+--------+--------+
| Ma      | Rep     | Data    | Au      | Level    | A/V    | Public |
| ndatory | eatable | Type    | thority | A        | Only   | E      |
|         |         |         |         | vailable |        | lement |
+---------+---------+---------+---------+----------+--------+--------+
| No      | No      | V       | Date    | Record   | No     | Yes    |
|         |         | ariable | Qu      | Group    |        |        |
|         |         | Ch      | alifier |          |        |        |
|         |         | aracter | List    | Co       |        |        |
|         |         | Length  |         | llection |        |        |
|         |         | (8)     |         | Series   |        |        |
+---------+---------+---------+---------+----------+--------+--------+

**Definition:** The means for indicating an uncertain or approximate
inclusive start date.

**Purpose:** Alerts users to uncertain or approximate inclusive start
dates.

**Relationship:** This element is dependent on **Inclusive Start Date**.
To have **Inclusive Start Date Qualifier**, **Inclusive Start Date**
must be created.

**Guidance:** Choose the appropriate term from the Date Qualifier
Authority List.

> Use "?" if uncertainty exists regarding the date. Use "ca." if the
> date is approximate.

Use "ca." if the date is approximate.

## Inclusive End Date 

+---------+---------+---------+---------+----------+--------+--------+
| Ma      | Rep     | Data    | Au      | Level    | A/V    | Public |
| ndatory | eatable | Type    | thority | A        | Only   | E      |
|         |         |         |         | vailable |        | lement |
+---------+---------+---------+---------+----------+--------+--------+
| Yes     | No      | Date    | None    | Record   | No     | Yes    |
|         |         |         |         | Group    |        |        |
|         |         |         |         |          |        |        |
|         |         |         |         | Co       |        |        |
|         |         |         |         | llection |        |        |
|         |         |         |         | Series   |        |        |
+---------+---------+---------+---------+----------+--------+--------+

**Definition**: The last date on which the record group, collection, or
series was created, maintained, or accumulated by the creator.

**Purpose:** Identifies the last date of the record group, collection,
or series' creation, maintenance, or accumulation and serves as a
primary access point to allow users to retrieve or sort by time period.

**Relationship:** This element and **Inclusive Start Date** are mutually
dependent. If **Inclusive End Date** is specified, then **Inclusive
Start Date** must be created. **Inclusive End Date Qualifier** is
dependent on this element. To have **Inclusive End Date Qualifier**,
**Inclusive End Date** must be created.

**Guidance**: Enter the last date on which the record group, collection,
or series was created, maintained, or accumulated by the creator.

> [Inclusive Dates Versus Coverage Dates]{.underline}
>
> Inclusive dates are those that comprise the time period during which
> the record group, collection, or series was created, maintained, or
> accumulated as a unified filing system by the creator because of some
> relationship arising out of the records creation, receipt, or use.
> Coverage dates are those that comprise the subject time period covered
> by the record group, collection, or archival materials. Normally, the
> subject dates are the same as the inclusive dates. However, if the
> dates are different, use the coverage dates as appropriate.
>
> [Active Accretions]{.underline}
>
> If accretions to the record group, collection, or archival materials
> are still being sent to NARA, **Inclusive Start Date** and **Inclusive
> End Date** should define the time span for which the repository has
> holdings. For record groups, collections, or series that have yearly
> accretions, update the **Inclusive End Date** when the accretion is
> accessioned.

[Unknown Date]{.underline}

> If you do not know the dates of a record group, collection, or series,
> estimate the century in which the record group, collection, or series
> was created. Enter the first year of the century (1700) in **Inclusive
> Start Date**, enter the last year of the century (1799) in **Inclusive
> End Date**, and use the "?" in **Inclusive Start Date Qualifier** and
> **Inclusive End Date Qualifier**.
>
> For donated materials, estimate the dates based on the person or
> organization that created the materials. If you know the birth and
> death dates of the **Creating Individual** or the establish and
> abolish dates of the **Creating Organization**, use those as
> **Inclusive Start Date** and **Inclusive End Date**. If the birth date
> or establish date is unknown, enter the first year of the century in
> which the collection or series was known to exist in the **Inclusive
> Start Date**. If the death date or abolish date is unknown, use the
> donation date as **Inclusive End Date**. In all cases, use the ca.
> qualifier to indicate uncertainty.

#########  When the Date Span is Only One Date

> If the date is a specific day (02/11/1969), month (02/1969), or year
> (1969), enter the date in the **Inclusive Start Date** and then repeat
> the same specific date in the **Inclusive End Date**.

[When the Date Span is One of Two Years]{.underline}

> If the date is one of two years (1953 or 1954), then enter the first
> year (1953) in **Inclusive Start Date**, enter the second year (1954)
> in **Inclusive End Date,** and use the "ca." in **Inclusive Start Date
> Qualifier** and **Inclusive End Date Qualifier**.

[When the Date Span is Several Years]{.underline}

> If the dates fall between several years (1826-1835), then enter the
> earliest possible date (1826) in **Inclusive Start Date**, enter the
> latest possible date (1835) in **Inclusive End Date**, and use the
> "ca." in **Inclusive Start Date Qualifier** and **Inclusive End Date
> Qualifier**.

[When the Date Span is a Decade]{.underline}

> When describing a decade as a date span, enter the first year of the
> decade (1920) in **Inclusive Start Date**, enter the last year of the
> decade (1929) in **Inclusive End Date**, and use the "ca." in
> **Inclusive Start Date Qualifier** and **Inclusive End Date
> Qualifier**.

[When the Date Span is a Century]{.underline}

> When describing a century as a date span, enter the first year of the
> century (1700) in **Inclusive Start Date**, enter the last year of the
> century (1799) in **Inclusive End Date**, and use the "ca." in
> **Inclusive Start Date Qualifier** and **Inclusive End Date
> Qualifier**.

[Multiple Dates]{.underline}

> If multiple date elements are used in a description at the Record
> Group, Collection, or Series Level, explain the distinctions in **Date
> Note**. For example, if a series has both inclusive dates and coverage
> dates, then explain the different dates in **Date Note**. At the File
> Unit and Item Level, it is not necessary to explain the distinctions
> between multiple date elements.

[Date Form]{.underline}

Enter the date in MM/DD/YYYY form.

If the day is unknown, enter the date in the MM/YYYY form.

If the month is unknown, enter the date in the YYYY form.

Do not use 00 as a month or day.

+----------+-----------------------------------------------------------+
| **Exa    | **Inclusive Start Date** - 1970                           |
| mples:** |                                                           |
|          | **Inclusive End Date** - 1979                             |
|          |                                                           |
|          | **Coverage Start Date** - 1939                            |
|          |                                                           |
|          | **Coverage End Date** - 1979                              |
+----------+-----------------------------------------------------------+

\[Between 1970 and 1979, the Justice Department created (through
accumulation) a series of historical photographs, some of which were
taken as early as 1939.\]

+-----------------------------------------------------------------------+
| **Inclusive Start Date** - 1864                                       |
|                                                                       |
| **Inclusive Start Date Qualifier** - ca.                              |
|                                                                       |
| **Inclusive End Date** - 1874                                         |
|                                                                       |
| **Inclusive End Date Qualifier** - ca.                                |
|                                                                       |
| **Date Note** - Though some documents in this series are not clearly  |
| dated, it appears to have been created in a period following the      |
| Civil War.                                                            |
+-----------------------------------------------------------------------+

###  Inclusive End Date Qualifier 

+----------+---------+---------+---------+----------+--------+--------+
| M        | Rep     | Data    | Au      | Level    | A/V    | Public |
| andatory | eatable | Type    | thority | A        | Only   | E      |
|          |         |         |         | vailable |        | lement |
+----------+---------+---------+---------+----------+--------+--------+
| No       | No      | V       | Date    | Record   | No     | Yes    |
|          |         | ariable | Qu      | Group    |        |        |
|          |         | Ch      | alifier |          |        |        |
|          |         | aracter | List    | Co       |        |        |
|          |         | Length  |         | llection |        |        |
|          |         | (8)     |         | Series   |        |        |
+----------+---------+---------+---------+----------+--------+--------+

**Definition:** The means for indicating an uncertain or approximate
inclusive end date.

**Purpose:** Alerts users to uncertain or approximate inclusive end
dates.

**Relationship:** This element is dependent on **Inclusive End Date**.
To have **Inclusive End Date Qualifier**, **Inclusive End Date** must be
created.

**Guidance:** Choose the appropriate term from the Date Qualifier
Authority List.

> Use "?" if uncertainty exists regarding the date.

Use "ca." if the date is approximate.

## Production Date 

  ----------- ------------ ---------- ----------- ----------- ---------- ---------
  Mandatory   Repeatable   Data Type  Authority   Level       A/V Only   Public
                                                  Available              Element

  No          Yes          Date       None        Item        No         Yes
  ----------- ------------ ---------- ----------- ----------- ---------- ---------

**Definition:** The date on which an item was produced or created.

**Purpose:** Provides contextual information and serves as an access
point to allow users to retrieve and sort items by a production or
creation date.

**Relationship:** This element is independent, but to have **Production
Date Qualifier**, **Production Date** must be created.

**Guidance:** Enter the date on which the item was produced or created.

> Use **Production Date Qualifier** to indicate an uncertain or
> approximate date.
>
> It is not necessary to explain any distinction between **Production
> Date** and other date elements in **Date Note**.

#########  Dates Before the Year 1000

> For dates before the year 1000, including B.C. dates, leave this field
> blank and explain in **Date Note**.
>
> [Date Form]{.underline}
>
> Enter the date in MM/DD/YYYY form.
>
> If the day is unknown, enter the month and year in the MM/YYYY form.
>
> If the month is unknown, enter the year in the YYYY form.
>
> Do not use 00 as a month or day.

  ---------------------------- ------------------------------------------
  **Examples:**                01/07/1960

  ---------------------------- ------------------------------------------

  -----------------------------------------------------------------------
  01/1960

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  1960

  -----------------------------------------------------------------------

### Production Date Qualifier 

  ----------- ------------ ----------- ----------- ----------- --------- ---------
  Mandatory   Repeatable   Data Type   Authority   Level       A/V Only  Public
                                                   Available             Element

  No          No           Variable    Date        Item        No        Yes
                           Character   Qualifier                         
                           Length (8)  List                              
  ----------- ------------ ----------- ----------- ----------- --------- ---------

**Definition:** The means for indicating an uncertain or approximate
production date.

**Purpose:** Alerts users to uncertain or approximate production dates.

**Relationship:** This element is dependent on **Production Date**. To
have **Production Date Qualifier**, **Production Date** must be created.
**Production Date** is repeatable. One **Production Date** **Qualifier**
can be specified for each **Production Date**.

**Guidance:** Choose the appropriate term from the Date Qualifier
Authority List.

> Use "?" if uncertainty exists regarding the date.
>
> Use "ca." if the date is approximate.

## Broadcast Date 

  ----------- ------------ ---------- ----------- ----------- ---------- ---------
  Mandatory   Repeatable   Data Type  Authority   Level       A/V Only   Public
                                                  Available              Element

  No          Yes          Date       None        Item        Yes        Yes
  ----------- ------------ ---------- ----------- ----------- ---------- ---------

**Definition:** The date on which the item was first broadcast or
another known broadcast date, if the first date is unknown.

**Purpose:** Provides contextual information and serves as an access
point to allow users to retrieve and sort audiovisual items by broadcast
date.

**Relationship:** This element is independent, but to have **Broadcast
Date Qualifier**, **Broadcast Date** must be created.

**Guidance:** Enter the date on which the item was first broadcast or
another known broadcast date, if the first date is unknown.

> Use **Broadcast Date Qualifier** to indicate an uncertain or
> approximate date.
>
> It is not necessary to explain any distinction between **Broadcast
> Date** and other date elements in **Date Note**.
>
> [Date Form]{.underline}
>
> Enter the date in MM/DD/YYYY form.
>
> If the day is unknown, enter the month and year in the MM/YYYY form.
>
> If the month is unknown, enter the year in the YYYY form.
>
> Do not use 00 as a month or day.

  ---------------------------- ------------------------------------------
  **Examples:**                10/15/1970

  ---------------------------- ------------------------------------------

  -----------------------------------------------------------------------
  10/1970

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  1970

  -----------------------------------------------------------------------

### Broadcast Date Qualifier 

  ----------- ------------ ----------- ----------- ----------- ---------- ---------
  Mandatory   Repeatable   Data Type   Authority   Level       A/V Only   Public
                                                   Available              Element

  No          No           Variable    Date        Item        Yes        Yes
                           Character   Qualifier                          
                           Length (8)  List                               
  ----------- ------------ ----------- ----------- ----------- ---------- ---------

**Definition:** The means for indicating an uncertain or approximate
broadcast date.

**Purpose:** Alerts users to uncertain or approximate broadcast dates.

**Relationship:** This element is dependent on **Broadcast Date**. To
have **Broadcast Date Qualifier**, **Broadcast Date** must be created.
**Broadcast Date** is repeatable. One **Broadcast Date Qualifier** can
be specified for each **Broadcast Date**.

**Guidance:** Choose the appropriate term from the Date Qualifier
Authority List.

> Use "?" if uncertainty exists regarding the date.
>
> Use "ca." if the date is approximate.

##  

## Release Date 

  ----------- ------------ --------- ----------- ----------- --------- ---------
  Mandatory   Repeatable   Data Type Authority   Level       A/V Only  Public
                                                 Available             Element

  No          Yes          Date      None        Item        Yes       Yes
  ----------- ------------ --------- ----------- ----------- --------- ---------

**Definition:** The date on which the audiovisual item was released for
distribution.

**Purpose:** Provides contextual information and serves as an access
point to allow users to retrieve and sort audiovisual items by release
date.

**Relationship:** This element is independent, but to have **Release
Date Qualifier**, **Release Date** must be created.

**Guidance:** Enter the date on which the item was released.

> Use **Release Date Qualifier** to indicate an uncertain or approximate
> date.
>
> It is not necessary to explain any distinction between **Release
> Date** and other date elements in **Date Note**.
>
> [Date Form]{.underline}
>
> Enter the date in MM/DD/YYYY form.
>
> If the day is unknown, enter the month and year in the MM/YYYY form.
>
> If the month is unknown, enter the year in the YYYY form.
>
> Do not use 00 as a month or day.

  ---------------------------- ------------------------------------------
  **Examples:**                08/31/1978

  ---------------------------- ------------------------------------------

  -----------------------------------------------------------------------
  08/1978

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  1978

  -----------------------------------------------------------------------

### Release Date Qualifier 

  ----------- ------------ ----------- ----------- ----------- --------- ---------
  Mandatory   Repeatable   Data Type   Authority   Level       A/V Only  Public
                                                   Available             Element

  No          No           Variable    Date        Item        Yes       Yes
                           Character   Qualifier                         
                           Length (8)  List                              
  ----------- ------------ ----------- ----------- ----------- --------- ---------

**Definition:** The means for indicating an uncertain or approximate
release date.

**Purpose:** Alerts users to uncertain or approximate release dates.

**Relationship:** This element is dependent on **Release Date**. To have
**Release Date Qualifier**, **Release Date** must be created. **Release
Date** is repeatable. One **Release Date** **Qualifier** can be
specified for each **Release Date**.

**Guidance:** Choose the appropriate term from the Date Qualifier
Authority List.

> Use "?" if uncertainty exists regarding the date.
>
> Use "ca." if the date is approximate.

## General Records Type

+----------+---------+---------+---------+---------+---------+--------+
| M        | Rep     | Data    | Au      | Level   | A/V     | Public |
| andatory | eatable | Type    | thority | Av      | Only    | E      |
|          |         |         |         | ailable |         | lement |
+----------+---------+---------+---------+---------+---------+--------+
| Yes      | Yes     | V       | General | Series  | No      | Yes    |
|          |         | ariable | Records |         |         |        |
|          |         | Ch      | Type    | File    |         |        |
|          |         | aracter | List    | Unit    |         |        |
|          |         | Length  |         |         |         |        |
|          |         | (100)   |         | Item    |         |        |
+----------+---------+---------+---------+---------+---------+--------+

**Definition:** The general form of the archival materials.

**Purpose:** Allows users to search for archival materials by general
records types.

**Relationship:** This element is independent.

**Guidance:** Choose at least one term from the General Records Types
Authority List.

> Use as many **General Records Types** as needed to indicate the
> general form of the archival materials.

  --------------- -----------------------------------------------------------
  **Examples:**   Photographs and other Graphic Materials

  --------------- -----------------------------------------------------------

  -----------------------------------------------------------------------
  Textual Records

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Data Files

  -----------------------------------------------------------------------

##  Geographic Reference

+----------+---------+---------+---------+--------+---------+---------+
| M        | Rep     | Data    | Au      | Level  | A/V     | Public  |
| andatory | eatable | Type    | thority | Ava    | Only    | Element |
|          |         |         |         | ilable |         |         |
+----------+---------+---------+---------+--------+---------+---------+
| No       | Yes     | V       | Geo     | Series | No      | Yes     |
|          |         | ariable | graphic |        |         |         |
|          |         | Ch      | Au      | File   |         |         |
|          |         | aracter | thority | Unit   |         |         |
|          |         | Length  | File    |        |         |         |
|          |         | (700)   |         | Item   |         |         |
+----------+---------+---------+---------+--------+---------+---------+

**Definition:** The geographic area represented in the archival
materials.

**Purpose:** Allows users to search for archival materials by geographic
areas.

**Relationship:** This element is independent.

**Guidance:** Choose the appropriate geographic area of the archival
materials from the Geographic Authority File. The Geographic Authority
File is based on the Getty Thesaurus of Geographic Names® (TGN).

> Use a geographic access point when the archival materials have a
> geographic focus or a considerable body of information about a
> geographic location.
>
> This data is called an \"access point.\" Best practice is to
> \"anchor,\" or explain, all access points narratively in the
> descriptive record in which the access point appears. Access points
> may be anchored in narrative fields like **Title**, **Scope and
> Content Note**, **Function and Use**, and **Shot List** or in
> **Creating Organization**; access points are not considered anchored
> by the **Container List** field. You are encouraged to adhere to this
> best practice, and to ask yourself the question \"will it be apparent
> to the user how these holdings relate to the access point I have
> chosen.\" This best practice will be enforced at the series level, but
> not at the file unit and item levels.

  --------------- -----------------------------------------------------------
  **Examples:**   Springfield (Bradford county, Pennsylvania, United States,
                  North and Central America) inhabited place

  --------------- -----------------------------------------------------------

  -----------------------------------------------------------------------
  Springfield (Delaware county, Pennsylvania, United States, North and
  Central America) inhabited place

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Athens (Clarke county, Georgia, United States, North and Central
  America) inhabited place

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Athens (Mercer county, West Virginia, United States, North and Central
  America) inhabited place

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Cutchogue (Suffolk county, New York state, United States, North and
  Central America) inhabited place

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Sheffield (Davie county, North Carolina, United States, North and
  Central America) inhabited place

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Sheffield (Sheffield, England, United Kingdom, Europe) inhabited place

  -----------------------------------------------------------------------

##  Language

+----------+---------+---------+---------+---------+---------+---------+
| M        | Rep     | Data    | Au      | Level   | A/V     | Public  |
| andatory | eatable | Type    | thority | Av      | Only    | Element |
|          |         |         |         | ailable |         |         |
+----------+---------+---------+---------+---------+---------+---------+
| No       | Yes     | V       | L       | Series  | No      | Yes     |
|          |         | ariable | anguage |         |         |         |
|          |         | Ch      | Au      | File    |         |         |
|          |         | aracter | thority | Unit    |         |         |
|          |         | Length  | List    |         |         |         |
|          |         | (60)    |         | Item    |         |         |
+----------+---------+---------+---------+---------+---------+---------+

**Definition:** The language of the archival materials.

**Purpose:** Alerts users if the archival materials are in a language
other than English, so the user may determine if a translation would be
needed.

**Relationship:** This element is independent.

**Guidance:** Choose the appropriate language of the archival materials
from the [Language Authority List](../languagelist.html). The [Language
Authority List](../languagelist.html) is based on the MARC Language Code
List.

> Use this element when all or a portion of the archival materials is in
> a language other than English.
>
> Do not enter "English." It is the implied language. If the archival
> materials are in both English and another language, place the other
> language in this element and explain further in **Scope and Content
> Note**.
>
> This data is called an \"access point.\" At the series level, access
> points must be \"anchored\" or explained in the descriptive record in
> which the access point appears. Access points may be anchored in
> narrative fields like **Title**, **Scope and Content Note**,
> **Function and Use**, and **Shot List** or in **Creating
> Organization**; access points are not considered anchored by the
> **Container List** field. Ask yourself the question \"will it be
> apparent to the user how these holdings relate to the access point I
> have chosen.\"
>
> At the file unit and item levels, it is best practice to anchor the
> terms, and you are encouraged but not required to adhere to best
> practice.

  --------------- -----------------------------------------------------------
  **Examples:**   German

  --------------- -----------------------------------------------------------

  -----------------------------------------------------------------------
  Dutch

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Portuguese

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Algonquian (Other)

  -----------------------------------------------------------------------

## Organizational Contributor

+----------+---------+--------+----------+---------+--------+--------+
| M        | Rep     | Data   | A        | Level   | A/V    | Public |
| andatory | eatable | Type   | uthority | Av      | Only   | E      |
|          |         |        |          | ailable |        | lement |
+----------+---------+--------+----------+---------+--------+--------+
| No       | Yes     | Va     | Orga     | Series  | No     | Yes    |
|          |         | riable | nization |         |        |        |
|          |         | Cha    | A        | File    |        |        |
|          |         | racter | uthority | Unit    |        |        |
|          |         | Length | File     |         |        |        |
|          |         |        |          | Item    |        |        |
|          |         | \      |          |         |        |        |
|          |         | (700\) |          |         |        |        |
+----------+---------+--------+----------+---------+--------+--------+

**Definition:** The name of an organization, other than the archival
creator, responsible for the intellectual, technical, artistic, or
financial production of the archival materials.

> Organizational entities include meetings, conferences, commissions,
> production groups, and Federal agencies: any entity other than an
> individual.
>
> []{.mark}

**Purpose:** Enables users to search for archival materials by the
organizations responsible for authoring or contributing to the archival
materials.

**Relationship:** This element and **Organizational Contributor Type**
are dependent on each other. For each organizational contributor,
**Organizational Contributor** and **Organizational Contributor Type**
must both be included. If one organization has contributed in multiple
ways, it may be represented in **Organizational Contributor** once and
associated with several terms in **Organizational Contributor Type.**

**Guidance:** Choose the name of the organization from the Organization
Authority File.

> This data is called an \"access point.\" At the series level, access
> points must be \"anchored\" or explained in the descriptive record in
> which the access point appears. Access points may be anchored in
> narrative fields like **Title**, **Scope and Content Note**,
> **Function and Use**, and **Shot List** or in **Creating
> Organization**; access points are not considered anchored by the
> **Container List** field. Ask yourself the question \"will it be
> apparent to the user how these holdings relate to the access point I
> have chosen.\"
>
> At the file unit and item levels, it is best practice to anchor the
> terms, and you are encouraged but not required to adhere to best
> practice.
>
> Do not confuse **Organizational Contributor** with **Creating
> Organization**. Do not repeat the name of the archival creator in this
> field, particularly at the series level, unless the organization acted
> in some other distinct role, such as "Producer," "Distributor," or
> "Defendant."
>
> In cases where an organization is named in the series title but is not
> the archival creator, place the organization's name in this field and
> select "Originator" as **Organizational** **Contributor Type**.
>
> Do not confuse **Organizational Contributor** with **Organizational
> Reference**. The "contributor" describes whom the records are *by*,
> "reference" describes whom the records are *about*.
>
> If the role of the organization is not clear or the organization acts
> as both a contributor and subject, indicate the organization in both
> the **Organizational Contributor** and **Organizational Reference**.
>
> If the type of contributor is unknown or uncertain, select "Other" and
> explain the circumstances further in **Scope and Content Note**. For
> example, a film may have the words "presented by" on it without
> clearly identifying the role of the presenter.

+----------+-----------------------------------------------------------+
| **Exa    | **Creating Organization** - Department of the Treasury.   |
| mples:** |                                                           |
|          | **Organizational Contributor** - Disabled American        |
|          | Veterans.                                                 |
|          |                                                           |
|          | **Organizational Contributor Type** -- Producer           |
|          |                                                           |
|          | **Organizational Contributor Type** - Distributor         |
+----------+-----------------------------------------------------------+

> \[For the motion picture "One Who Came Back," which was created to
> support the sale of war bonds.\]

+-----------------------------------------------------------------------+
| **Creating Organization** -- Department of Transportation. U.S. Coast |
| Guard. Office of Public and International Affairs.                    |
|                                                                       |
| **Organizational Contributor** - Department of Transportation. U.S.   |
| Coast Guard. U.S. Coast Guard Band.                                   |
|                                                                       |
| **Organizational Contributor Type --** Musician                       |
|                                                                       |
| **Organizational Reference** - Department of Transportation. U.S.     |
| Coast Guard. U.S. Coast Guard Band.                                   |
+-----------------------------------------------------------------------+

> \[For a motion picture that is both *by* and *about* the band.\]

### Organizational Contributor Type

+----------+--------+---------+----------+--------+--------+--------+
| M        | Repe   | Data    | A        | Level  | A/V    | Public |
| andatory | atable | Type    | uthority | Ava    | Only   | E      |
|          |        |         |          | ilable |        | lement |
+----------+--------+---------+----------+--------+--------+--------+
| No       | Yes    | V       | Con      | Series | No     | Yes    |
|          |        | ariable | tributor |        |        |        |
|          |        | Ch      | Type     | File   |        |        |
|          |        | aracter | List     | Unit   |        |        |
|          |        | Length  |          |        |        |        |
|          |        | (40)    |          | Item   |        |        |
+----------+--------+---------+----------+--------+--------+--------+

**Definition:** The role of an organization that contributes to the
creation of archival materials, such as producer, writer, or editor.

> Organizational entities include meetings, conferences, commissions,
> production groups, and Federal agencies: any entity other than an
> individual.

**Purpose:** Enables users to search for archival materials by the role
of the organizations responsible for authoring or contributing to the
archival materials.

**Relationship:** This element and **Organizational Contributor** are
dependent on each other. For each organizational contributor,
**Organizational Contributor** and **Organizational Contributor Type**
must both be included. If one organization has contributed in multiple
ways, it may be represented in **Organizational Contributor** once and
associated with several terms in **Organizational Contributor Type.**

**Guidance:** Choose the correct type of the organizational contributor
from the Contributor Type Authority List. The Contributor Type Authority
List is based on the MARC Relator Code List.

> If the type of contributor is unknown or uncertain, select "Other" and
> explain the circumstances further in **Scope and Content Note**. For
> example, a film may have the words "presented by" on it without
> clearly identifying the role of the presenter.

+----------+-----------------------------------------------------------+
| **Exa    | **Creating Organization** - Department of the Treasury.   |
| mples:** |                                                           |
|          | **Organizational Contributor** - Disabled American        |
|          | Veterans.                                                 |
|          |                                                           |
|          | **Organizational Contributor Type** -- Producer           |
|          |                                                           |
|          | **Organizational Contributor Type** -- Distributor        |
+----------+-----------------------------------------------------------+

> \[For the motion picture "One Who Came Back," which was created to
> support the sale of war bonds.\]

+-----------------------------------------------------------------------+
| **Creating Organization** -- Department of Transportation. U.S. Coast |
| Guard. Office of Public and International Affairs.                    |
|                                                                       |
| **Organizational Contributor** - Department of Transportation. U.S.   |
| Coast Guard. U.S. Coast Guard Band.                                   |
|                                                                       |
| **Organizational Contributor Type --** Musician                       |
|                                                                       |
| **Organizational Reference** - Department of Transportation. U.S.     |
| Coast Guard. U.S. Coast Guard Band.                                   |
+-----------------------------------------------------------------------+

> \[For a motion picture that is both *by* and *about* the band.\]

## Organizational Donor

  ----------- ------------ ----------- -------------- ------------ --------- ---------
  Mandatory   Repeatable   Data Type   Authority      Level        A/V Only  Public
                                                      Available              Element

  No          Yes          Variable    Organization   Collection   No        Yes
                           Character   Authority File                        
                           Length                                            
                           (700)                                             
  ----------- ------------ ----------- -------------- ------------ --------- ---------

**Definition:** The name of an organization that has donated a
collection of archival materials.

> Organizational entities include meetings, conferences, commissions,
> production groups, and Federal agencies: any entity other than an
> individual.

**Purpose:** Enables users to search for archival materials by the
organizations that donated them. Acknowledges the donor of a collection.

**Relationship:** This element is independent.

**Guidance:** Choose the name of the organization from the Organization
Authority File.

  --------------- -----------------------------------------------------------
  **Examples:**   American Red Cross.

  --------------- -----------------------------------------------------------

  -----------------------------------------------------------------------
  ABC News.

  -----------------------------------------------------------------------

##  Organizational Reference

+----------+---------+---------+----------+--------+--------+---------+
| M        | Rep     | Data    | A        | Level  | A/V    | Public  |
| andatory | eatable | Type    | uthority | Ava    | Only   | Element |
|          |         |         |          | ilable |        |         |
+----------+---------+---------+----------+--------+--------+---------+
| No       | Yes     | V       | Orga     | Series | No     | Yes     |
|          |         | ariable | nization |        |        |         |
|          |         | Ch      | A        | File   |        |         |
|          |         | aracter | uthority | Unit   |        |         |
|          |         | Length  | File     |        |        |         |
|          |         | (700)   |          | Item   |        |         |
+----------+---------+---------+----------+--------+--------+---------+

**Definition:** The name of an organization that is the subject of or
highly relevant to the archival materials.

> Organizational entities include meetings, conferences, commissions,
> production groups, and Federal agencies: any entity other than an
> individual.

**Purpose:** Enables users to search for archival materials about
specific organizations.

**Relationship:** This element is independent.

**Guidance:** Choose the name of the organization from the Organization
Authority File.

> This data is called an \"access point.\" At the series level, access
> points must be \"anchored\" or explained in the descriptive record in
> which the access point appears. Access points may be anchored in
> narrative fields like **Title**, **Scope and Content Note**,
> **Function and Use**, and **Shot List** or in **Creating
> Organization**; access points are not considered anchored by the
> **Container List** field. Ask yourself the question \"will it be
> apparent to the user how these holdings relate to the access point I
> have chosen.\"
>
> At the file unit and item levels, it is best practice to anchor the
> terms, and you are encouraged but not required to adhere to best
> practice.
>
> Do not confuse **Organizational Reference** with **Organizational
> Contributor**. The "reference" describes whom the records are *about*
> while the "contributor" describes whom the records are *by*.
>
> If the role of the organization is not clear or the organization acts
> as both a contributor and subject, indicate the organization in both
> **Organizational Contributor** and **Organizational Reference**.

+----------+-----------------------------------------------------------+
| **Exa    | **Creating Organization** -- Department of                |
| mples:** | Transportation. U.S. Coast Guard. Office of Public and    |
|          | International Affairs.                                    |
|          |                                                           |
|          | **Organizational Contributor** -- Department of           |
|          | Transportation. U.S. Coast Guard. U.S. Coast Guard Band.  |
|          |                                                           |
|          | **Organizational Contributor Type --** Musician           |
|          |                                                           |
|          | **Organizational Reference** - Department of              |
|          | Transportation. U.S. Coast Guard.                         |
|          |                                                           |
|          | U.S. Coast Guard Band.                                    |
+----------+-----------------------------------------------------------+

> \[For a motion picture that is both *by* and *about* the band.\]

## Personal Contributor

+----------+--------+--------+------------+--------+--------+--------+
| M        | Repe   | Data   | Authority  | Level  | A/V    | Public |
| andatory | atable | Type   |            | Ava    | Only   | E      |
|          |        |        |            | ilable |        | lement |
+----------+--------+--------+------------+--------+--------+--------+
| No       | Yes    | Va     | Person     | Series | No     | Yes    |
|          |        | riable | Authority  |        |        |        |
|          |        | Cha    | File       | File   |        |        |
|          |        | racter |            | Unit   |        |        |
|          |        | Length |            |        |        |        |
|          |        | (700)  |            | Item   |        |        |
+----------+--------+--------+------------+--------+--------+--------+

**Definition:** The name of an individual, other than the archival
creator, responsible for the intellectual, technical, artistic, or
financial production of the archival materials.

**Purpose:** Enables users to search for archival materials by the
people responsible for authoring or contributing to the archival
materials.

**Relationship:** This element and **Personal Contributor Type** are
dependent on each other. For each personal contributor, **Personal
Contributor** and **Personal Contributor Type** must both be included.
If one person has contributed in multiple ways, he or she may be
represented in **Personal Contributor** once and associated with several
terms in **Personal Contributor Type.**

**Guidance:** Choose the name of the personal contributor from the
Person Authority File. The Person Authority File is based on the Library
of Congress Name Authority File.

> This data is called an \"access point.\" At the series level, access
> points must be \"anchored\" or explained in the descriptive record in
> which the access point appears. Access points may be anchored in
> narrative fields like **Title**, **Scope and Content Note**,
> **Function and Use**, and **Shot List** or in **Creating
> Organization**; access points are not considered anchored by the
> **Container List** field. Ask yourself the question \"will it be
> apparent to the user how these holdings relate to the access point I
> have chosen.\"
>
> At the file unit and item levels, it is best practice to anchor the
> terms, and you are encouraged but not required to adhere to best
> practice.
>
> Do not confuse **Personal Contributor** with **Creating Individual**.
> Do not repeat the name of the archival creator in this field,
> particularly at the series level, unless the person acted in some
> other distinct role, such as "Director," "Artist," or "Correspondent."
>
> In cases where an individual is named in the series title but is not
> the archival creator, place the individual's name in this field and
> select "Originator" as **Contributor Type**.
>
> Do not confuse **Personal Contributor** with **Personal Reference**.
> The "contributor" describes whom the records are *by* while the
> "reference" describes whom the records are *about*.
>
> If the role of the person is not clear or the person acts as both a
> contributor and subject, indicate the person in both **Personal
> Contributor** and **Personal Reference**.
>
> If the type of contributor is unknown or uncertain, then select
> "Other" and explain the circumstances further in **Scope and Content
> Note**. For example, a film may have the words "presented by" on it
> without clearly identifying the role of the presenter.

+----------+-----------------------------------------------------------+
| **Exa    | **Personal Contributor** - Space, Kenneth F.              |
| mples:** |                                                           |
|          | **Personal Contributor Type** -- Photographer             |
|          |                                                           |
|          | **Personal Contributor Type** -- Copyright holder         |
|          |                                                           |
|          | **Creating Organization** -- Harmon Foundation, Inc.      |
+----------+-----------------------------------------------------------+

> \[For the series "Kenneth Space Photographs of the Activities of
> Southern Black Americans," which were taken by Mr. Space in the 1930s
> and 1940s when he worked for the Harmon Foundation.\]

+-----------------------------------------------------------------------+
| **Creating Organization** - Department of Defense. Department of the  |
| Army. Office of the Secretary of the Army. Chief of Public Affairs.   |
| Broadcast Pictorial Branch. Command Information Unit.                 |
|                                                                       |
| **Personal Contributor** - Field, Stanley                             |
|                                                                       |
| **Personal Contributor Type --** Producer                             |
|                                                                       |
| **Personal Contributor** - Eskind, David B.                           |
|                                                                       |
| **Personal Contributor Type -** Author                                |
+-----------------------------------------------------------------------+

> \[For one of the sound recordings in the series "Army Hour."\]

### 

+-----------------------------------------------------------------------+
| **Title --** Sarah Weddington's Subject Files                         |
|                                                                       |
| **Creating Organization** -- President (1977-1981 : Carter). Office   |
| of the Assistant to the President for Women\'s Affairs.               |
|                                                                       |
| **Personal Contributor** -- Weddington, Sarah Ragle.                  |
|                                                                       |
| **Personal Contributor Type --** Originator                           |
+-----------------------------------------------------------------------+

###  Personal Contributor Type

+----------+---------+--------+----------+--------+--------+--------+
| M        | Rep     | Data   | A        | Level  | A/V    | Public |
| andatory | eatable | Type   | uthority | Ava    | Only   | E      |
|          |         |        |          | ilable |        | lement |
+----------+---------+--------+----------+--------+--------+--------+
| No       | Yes     | Va     | Con      | Series | No     | Yes    |
|          |         | riable | tributor |        |        |        |
|          |         | Cha    | Type     | File   |        |        |
|          |         | racter | List     | Unit   |        |        |
|          |         | Length |          |        |        |        |
|          |         | (40)   |          | Item   |        |        |
+----------+---------+--------+----------+--------+--------+--------+

**Definition:** The role of an individual who contributed to the
archival materials. The roles of individual contributors include
producer, cameraman, writer, editor, narrator, etc.

**Purpose:** Enables users to search for archival materials by the
people responsible for authoring or contributing to the archival
materials.

**Relationship:** This element and **Personal Contributor** are
dependent on each other. For each personal contributor, **Personal
Contributor** and **Personal Contributor Type** must both be included.
If one person has contributed in multiple ways, he or she may be
represented in **Personal Contributor** once and associated with several
terms in **Personal Contributor Type.**

**Guidance:** Choose the correct type of personal contributor from the
Contributor Type Authority List. The Contributor Type Authority List is
based on the MARC Relator Code List.

> If the type of contributor is unknown or uncertain, then leave
> **Personal Contributor** and **Personal Contributor Type** empty and
> explain the circumstances further in **Scope and Content Note**. For
> example, a film may have the words "presented by" on it without
> clearly identifying the role of the presenter.
>
> In cases where an individual is named in the series title but is not
> the archival creator, place the individual's name in this field and
> select "Originator" as **Contributor Type**.

+----------+-----------------------------------------------------------+
| **Exa    | **Personal Contributor** - Space, Kenneth F.              |
| mples:** |                                                           |
|          | **Personal Contributor Type** -- Photographer             |
|          |                                                           |
|          | **Personal Contributor Type** -- Copyright holder         |
|          |                                                           |
|          | **Creating Organization** -- Harmon Foundation, Inc.      |
+----------+-----------------------------------------------------------+

> \[For the series "Kenneth Space Photographs of the Activities of
> Southern Black Americans," which were taken by Mr. Space in the 1930s
> and 1940s when he worked for the Harmon Foundation.\]

+-----------------------------------------------------------------------+
| **Creating Organization** - Department of Defense. Department of the  |
| Army. Office of the Secretary of the Army. Chief of Public Affairs.   |
| Broadcast Pictorial Branch. Command Information Unit.                 |
|                                                                       |
| **Personal Contributor** - Field, Stanley                             |
|                                                                       |
| **Personal Contributor Type -** Producer                              |
|                                                                       |
| **Personal Contributor** - Eskind, David B.                           |
|                                                                       |
| **Personal Contributor Type -** Author                                |
+-----------------------------------------------------------------------+

> \[For one of the sound recordings in the series "Army Hour."\]

+-----------------------------------------------------------------------+
| **Title --** Sarah Weddington's Subject Files                         |
|                                                                       |
| **Creating Organization** -- President (1977-1981 : Carter). Office   |
| of the Assistant to the President for Women\'s Affairs.               |
|                                                                       |
| **Personal Contributor** -- Weddington, Sarah Ragle.                  |
|                                                                       |
| **Personal Contributor Type --** Compiler                             |
+-----------------------------------------------------------------------+

##  Personal Donor

  ----------- ------------ ----------- ------------ ------------ -------- ---------
  Mandatory   Repeatable   Data Type   Authority    Level        A/V Only Public
                                                    Available             Element

  No          Yes          Variable    Person       Collection   No       Yes
                           Character   Authority                          
                           Length      File                               
                           (700)                                          
  ----------- ------------ ----------- ------------ ------------ -------- ---------

**Definition:** The name of a person who donated a collection of
archival materials.

**Purpose:** Enables users to search for archival materials by the
people who donated the collection. Acknowledges the donor of a
collection.

**Relationship:** This element is independent.

**Guidance:** Choose the name of the individual from the Person
Authority File. The Person Authority File is based on the Library of
Congress Name Authority File.

  --------------- ------------------------------------------------------------
  **Examples:**   Carter, Jimmy, 1924-

  --------------- ------------------------------------------------------------

  -----------------------------------------------------------------------
  Hufstedler, Shirley M.

  -----------------------------------------------------------------------

## Personal Reference 

+----------+---------+--------+-----------+--------+--------+--------+
| M        | Rep     | Data   | Authority | Level  | A/V    | Public |
| andatory | eatable | Type   |           | Ava    | Only   | E      |
|          |         |        |           | ilable |        | lement |
+----------+---------+--------+-----------+--------+--------+--------+
| No       | Yes     | Va     | Person    | Series | No     | Yes    |
|          |         | riable | Authority |        |        |        |
|          |         | Cha    | File      | File   |        |        |
|          |         | racter |           | Unit   |        |        |
|          |         | Length |           |        |        |        |
|          |         | (700)  |           | Item   |        |        |
+----------+---------+--------+-----------+--------+--------+--------+

**Definition:** The name of an individual who is the subject of or
highly relevant to the archival materials.

**Purpose:** Enables users to search for archival materials about
specific people.

**Relationship:** This element is independent.

**Guidance:** Choose the name of the person from the Person Authority
File. The Person Authority File is based on the Library of Congress Name
Authority File.

> This data is called an \"access point.\" At the series level, access
> points must be \"anchored\" or explained in the descriptive record in
> which the access point appears. Access points may be anchored in
> narrative fields like **Title**, **Scope and Content Note**,
> **Function and Use**, and **Shot List** or in **Creating
> Organization**; access points are not considered anchored by the
> **Container List** field. Ask yourself the question \"will it be
> apparent to the user how these holdings relate to the access point I
> have chosen.\"
>
> At the file unit and item levels, it is best practice to anchor the
> terms, and you are encouraged but not required to adhere to best
> practice.
>
> Do not confuse **Personal Contributor** with **Personal Reference**.
> The "contributor" describes whom the records are *by*, "reference"
> describes whom the records are *about*.
>
> If the role of the person is not clear or the person acts as both the
> contributor and subject, indicate the person in both **Personal
> Contributor** and **Personal Reference**.

+----------+-----------------------------------------------------------+
| **Exa    | **Personal Contributor** - Roosevelt, Franklin D.         |
| mples:** | (Franklin Delano), 1882-1945                              |
|          |                                                           |
| ##       | **Personal Contributor Type** - Author                    |
|          |                                                           |
|          | **Personal Reference** - Lee, Robert E. (Robert Edward),  |
|          | 1807-1870                                                 |
+----------+-----------------------------------------------------------+

> \[For the Item Level description of President Roosevelt's
> "Extemporaneous remarks on the unveiling of the Robert E. Lee Memorial
> Statue."\]

## 

  -----------------------------------------------------------------------
  Onassis, Jacqueline Kennedy, 1929-1994

  -----------------------------------------------------------------------

\[For a photograph of the First Lady in the White House.\]

##  

## Specific Records Type

+----------+--------+--------+-------------+--------+-------+--------+
| M        | Repe   | Data   | Authority   | Level  | A/V   | Public |
| andatory | atable | Type   |             | Ava    | Only  | E      |
|          |        |        |             | ilable |       | lement |
+----------+--------+--------+-------------+--------+-------+--------+
| No       | Yes    | Va     | Specific    | Series | No    | Yes    |
|          |        | riable | Records     |        |       |        |
|          |        | Cha    | Type        | File   |       |        |
|          |        | racter | Thesaurus   | Unit   |       |        |
|          |        | Length |             |        |       |        |
|          |        | (700)  |             | Item   |       |        |
+----------+--------+--------+-------------+--------+-------+--------+

**Definition:** The intellectual format of the archival materials.

**Purpose:** Enables users to search for archival materials by the type
of document represented in the archival materials.

**Relationship:** This element is independent.

**Guidance:** Choose the correct term from the Specific Records Type
Thesaurus.

> The physical carrier used to maintain and display the intellectual
> content of the archival materials will be entered in **Media Type**.
>
> This data is called an \"access point.\" At the series level, access
> points must be \"anchored\" or explained in the descriptive record in
> which the access point appears. Access points may be anchored in
> narrative fields like **Title**, **Scope and Content Note**,
> **Function and Use**, and **Shot List** or in **Creating
> Organization**; access points are not considered anchored by the
> **Container List** field. Ask yourself the question \"will it be
> apparent to the user how these holdings relate to the access point I
> have chosen.\"
>
> At the file unit and item levels, it is best practice to anchor the
> terms, and you are encouraged but not required to adhere to best
> practice.

  --------------- ------------------------------------------------------------
  **Examples:**   Dispatches

  --------------- ------------------------------------------------------------

  -----------------------------------------------------------------------
  Greeting cards

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Letters (correspondence)

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Memorandums

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Telegrams

  -----------------------------------------------------------------------

## Topical Subject Reference

+----------+---------+---------+---------+---------+---------+--------+
| M        | Rep     | Data    | Au      | Level   | A/V     | Public |
| andatory | eatable | Type    | thority | Av      | Only    | E      |
|          |         |         |         | ailable |         | lement |
+----------+---------+---------+---------+---------+---------+--------+
| No       | Yes     | V       | Topical | Series  | No      | Yes    |
|          |         | ariable | Subject |         |         |        |
|          |         | Ch      | Th      | File    |         |        |
|          |         | aracter | esaurus | Unit    |         |        |
|          |         | Length  |         |         |         |        |
|          |         | (700)   |         | Item    |         |        |
+----------+---------+---------+---------+---------+---------+--------+

**Definition:** The topics represented in the archival materials.

**Purpose:** Enables users to search for archival materials about
specific topics.

**Relationship:** This element is independent.

**Guidance:** Choose the appropriate topical subjects from the Topical
Subject Thesaurus.

> This data is called an \"access point.\" At the series level, access
> points must be \"anchored\" or explained in the descriptive record in
> which the access point appears. Access points may be anchored in
> narrative fields like **Title**, **Scope and Content Note**,
> **Function and Use**, and **Shot List** or in **Creating
> Organization**; access points are not considered anchored by the
> **Container List** field. Ask yourself the question \"will it be
> apparent to the user how these holdings relate to the access point I
> have chosen.\"
>
> At the file unit and item levels, it is best practice to anchor the
> terms, and you are encouraged but not required to adhere to best
> practice.

  --------------- -----------------------------------------------------------
  **Examples:**   Acid rain

  --------------- -----------------------------------------------------------

  -----------------------------------------------------------------------
  Boycotts

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Electric power

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Electric power-plants

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Medical care

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Medicare

  -----------------------------------------------------------------------

## Edit Status 

+----------+---------+---------+---------+---------+---------+---------+
| M        | Rep     | Data    | Au      | Level   | A/V     | Public  |
| andatory | eatable | Type    | thority | Av      | Only    | Element |
|          |         |         |         | ailable |         |         |
+----------+---------+---------+---------+---------+---------+---------+
| No       | No      | V       | Edit    | Series  | Yes     | Yes     |
|          |         | ariable | Status  |         |         |         |
|          |         | Ch      | List    | File    |         |         |
|          |         | aracter |         | Unit    |         |         |
|          |         | Length  |         |         |         |         |
|          |         | (20)    |         | Item    |         |         |
+----------+---------+---------+---------+---------+---------+---------+

**Definition:** The identification of the production or pre-production
stage of audiovisual materials (motion pictures, sound recordings or
video recordings).

**Purpose:** Indicates whether the audiovisual materials are edited,
partially edited, or unedited productions.

**Relationship:** This element is independent.

**Guidance:** Choose an appropriate term from the Edit Status Authority
List.

> Use "Edited" if the moving images or sound recordings have been
> edited, such as a film in its final production stage.
>
> Use "Partially Edited" if the moving images or sound recordings have
> been partially edited, such as a film that has been assembled but is
> not in final format.
>
> Use "Unedited" if the moving images or sound recordings have not been
> edited, such as a tape right out of the camera. Unedited footage is
> sometimes referred to as "raw footage."

## Sound Type 

+----------+---------+---------+---------+---------+---------+---------+
| M        | Rep     | Data    | Au      | Level   | A/V     | Public  |
| andatory | eatable | Type    | thority | Av      | Only    | Element |
|          |         |         |         | ailable |         |         |
+----------+---------+---------+---------+---------+---------+---------+
| No       | No      | V       | Sound   | Series  | Yes     | Yes     |
|          |         | ariable | Type    |         |         |         |
|          |         | Ch      | List    | File    |         |         |
|          |         | aracter |         | Unit    |         |         |
|          |         | Length  |         |         |         |         |
|          |         | (30)    |         | Item    |         |         |
+----------+---------+---------+---------+---------+---------+---------+

**Definition:** The identification of the sound characteristics (absence
or presence of sound) of audiovisual materials.

**Purpose:** Informs users of the sound characteristics of the motion
picture or video recording being described.

**Relationship:** This element is independent.

**Guidance:** Choose the correct term for the audiovisual materials from
the Sound Type Authority List.

> Use "Silent" for audiovisual materials recorded without sound.
>
> Use "Sound" for audiovisual materials recorded with sound.
>
> Use "Silent and sound" for audiovisual materials partially recorded
> with sound and partially recorded without sound. The bulk of the
> materials should be silent.
>
> Use "Sound and silent" for audiovisual materials partially recorded
> with sound and partially recorded without sound. The bulk of the
> materials should be sound.

## Access Restriction Status

+----------+---------+---------+---------+---------+---------+---------+
| M        | Rep     | Data    | Au      | Level   | A/V     | Public  |
| andatory | eatable | Type    | thority | Av      | Only    | Element |
|          |         |         |         | ailable |         |         |
+----------+---------+---------+---------+---------+---------+---------+
| Yes      | No      | V       | Access  | Series  | No      | Yes     |
|          |         | ariable | Rest    |         |         |         |
|          |         | Ch      | riction | File    |         |         |
|          |         | aracter | Status  | Unit    |         |         |
|          |         | Length  | List    |         |         |         |
|          |         | (25)    |         | Item    |         |         |
+----------+---------+---------+---------+---------+---------+---------+

**Definition:** The indication of whether or not there are access
restrictions on the archival materials.

**Purpose:** Alerts users if access to the archival materials may be
restricted.

**Relationship:** This element is independent, but **Specific Access
Restriction** and **Access Restriction Note** are dependent on it. In
addition, the selection of some terms from the Access Restriction Status
Authority List requires the use of **Specific Access Restriction** or
**Access Restriction Note** as described in the Guidance.

**Guidance:** Choose an appropriate term from the Access Restriction
Status Authority List.

Use "Restricted - Fully" if *all* the archival materials are restricted.

Use "Restricted - Partly" if *some* of the archival materials are
restricted.

Use "Restricted - Possibly" if the archival materials *may be*
restricted.

Use "Undetermined" when it is unknown if the archival materials are
restricted.

Use "Unrestricted" if there are *no* access restrictions on the archival
materials.

> If "Restricted - Fully" or "Restricted - Partly" is used, then
> **Specific Access Restriction** must also be indicated.
>
> If \"Restricted - Possibly\" is used, explain further in **Access
> Restriction Note**.
>
> If "Undetermined" is selected, explain it further in **Access
> Restriction Note**.
>
> Do [not]{.underline} use this element to describe restrictions on
> using or reproducing the archival materials, instead use the Use
> Restriction elements.

+----------+-----------------------------------------------------------+
| **Exa    | **Access Restriction Status** -- Restricted - Possibly    |
| mples:** |                                                           |
|          | **Specific Access Restriction** -- FOIA (b)(6) Personal   |
|          | Information                                               |
|          |                                                           |
|          | **Access Restriction Note** - The records may be          |
|          | restricted due to privacy concerns. Register numbers 1    |
|          | through 900 have been screened and are open for research. |
+----------+-----------------------------------------------------------+

> \[For the series "Warden's Notebook Pages" created between 1934 and
> 1963 at the U.S. Penitentiary at Alcatraz Island to provide basic
> summary information and identification photograph of each inmate.\]

+-----------------------------------------------------------------------+
| **Access Restriction Status** -- Restricted -- Partly                 |
|                                                                       |
| **Specific Access Restriction** -- FOIA (b)(1) National Security      |
|                                                                       |
| **Security Classification** -- Top Secret                             |
|                                                                       |
| **Specific Access Restriction** - Presidential Records Act (p)(1)     |
| National Security Classified                                          |
|                                                                       |
| **Security Classification** -- Top Secret                             |
|                                                                       |
| **Specific Access Restriction** -- Presidential Records Act (p)(6)    |
| Personal Privacy                                                      |
|                                                                       |
| **Access Restriction Note** - The closed portion of this series is    |
| subject to Freedom of Information Act (FOIA) requests under the       |
| provisions of the Presidential Records Act (PRA).                     |
+-----------------------------------------------------------------------+

> \[For the series "African Affairs Directorate: Records, 1981-89" in
> the Ronald Reagan Library, which has been partially opened for
> research.\]

+-----------------------------------------------------------------------+
| **Access Restriction Status** -- Restricted -- Partly                 |
|                                                                       |
| **Specific Access Restriction** -- Other                              |
|                                                                       |
| **Access Restriction Note** - The military records have been          |
| declassified (NND project number 973063). Some records remain         |
| restricted due to grand jury, law enforcement, national security, or  |
| privacy concerns.                                                     |
+-----------------------------------------------------------------------+

> \[For the records Related to Criminal Case 31712, U.S. v. Iva Ikuko
> Toguri D'Aquino (Tokyo Rose).\]

  -----------------------------------------------------------------------
  **Access Restriction Status** -- Unrestricted

  -----------------------------------------------------------------------

\[For a document that has been declassified in its entirety.\]

### Specific Access Restriction

+----------+---------+---------+---------+---------+---------+---------+
| M        | Rep     | Data    | Au      | Level   | A/V     | Public  |
| andatory | eatable | Type    | thority | Av      | Only    | Element |
|          |         |         |         | ailable |         |         |
+----------+---------+---------+---------+---------+---------+---------+
| No       | Yes     | V       | S       | Series  | No      | Yes     |
|          |         | ariable | pecific |         |         |         |
|          |         | Ch      | Access  | File    |         |         |
|          |         | aracter | Rest    | Unit    |         |         |
|          |         | Length  | riction |         |         |         |
|          |         | (100)   | List    | Item    |         |         |
+----------+---------+---------+---------+---------+---------+---------+

**Definition:** Specific access restrictions to the archival materials,
based on national security considerations, donor restrictions, court
orders, and other statutory or regulatory provisions.

**Purpose:** Alerts users to the specific access restrictions on the
archival materials.

**Relationship:** This element is dependent on **Access Restriction
Status**. To have **Specific Access Restriction**, **Access Restriction
Status** must be created. In addition, the use of some terms from the
Access Restriction Status Authority List in **Access Restriction
Status** requires the use of **Specific Access Restriction** as
described in the Guidance for **Access Restriction Status**. Similarly,
the use of some terms from the Specific Access Restriction Authority
List in this element both permits and requires the use of **Security
Classification** as described in the Guidance.

**Guidance:** Choose an appropriate term from the Specific Access
Restriction Authority List.

> If \"Donated - Security Classified\" is selected, then a term from the
> Security Classification Authority List must also be selected. If the
> archival materials do not contain markings indicating the level of
> classification, select the term \"Unmarked\" from the Security
> Classification Authority List.
>
> If \"Donated - Statute\" is selected, explain further in **Access
> Restriction Note**.
>
> If \"Donated - Restricted\" is selected, explain further in **Access
> Restriction Note**.
>
> If \"FOIA (b)(1) National Security\" is selected, then a term from the
> Security Classification Authority List must also be selected. If the
> archival materials do not contain markings indicating the level of
> classification, select the term \"Unmarked\" from the Security
> Classification Authority List.
>
> If \"FOIA (b)(3) Statute\" is selected, explain further in **Access
> Restriction Note**. If the archival material contains classified
> nuclear information, then \"Restricted Data/Formerly Restricted Data\"
> must also be selected from the Security Classification Authority List.
>
> If \"House Rule\" is selected, explain further in **Access Restriction
> Note**.
>
> If \"PRMPA - National Security Classified (B)\" is selected, then a
> term from the Security Classification Authority List must also be
> selected. If the archival materials do not contain markings indicating
> the level of classification, select the term \"Unmarked\" from the
> Security Classification Authority List.
>
> If \"Presidential Records Act (p)(1) National Security Classified\" is
> selected, then a term from the Security Classification Authority List
> must also be selected. If the archival materials do not contain
> markings indicating the level of classification, select the term
> \"Unmarked\" from the Security Classification Authority List.
>
> If \"Presidential Records Act (p) (3) Statute\" is selected, explain
> further in **Access Restriction Note.**
>
> If \"Senate\" is selected, explain further in **Access Restriction
> Note**.
>
> If \"Other\" is selected, explain further in **Access Restriction
> Note**.
>
> **Records of Concern:** For archival materials that have been screened
> and identified as including records of concern, choose \"FOIA (b)(2)
> Internal Personnel Rules and Practices\" (for Federal and Presidential
> records) or \"Donor Restricted\" (for donated materials) from the
> Specific Access Restriction Authority List. Do not select a **Security
> Classification** unless the materials are also classified. Explain
> that the archival materials were identified as records of concern in
> **Staff Only Note**. Do not explain that the archival materials were
> identified as records of concern in **Access Restriction Note**.

+----------+-----------------------------------------------------------+
| **Exa    | **Access Restriction Status** -- Restricted - Possibly    |
| mples:** |                                                           |
|          | **Specific Access Restriction** -- FOIA (b)(6) Personal   |
|          | Information                                               |
|          |                                                           |
|          | **Access Restriction Note** - The records may be          |
|          | restricted due to privacy concerns. Register numbers 1    |
|          | through 900 have been screened and are open for research. |
+----------+-----------------------------------------------------------+

> \[For the series "Warden's Notebook Pages" created between 1934 and
> 1963 at the U.S. Penitentiary at Alcatraz Island to provide basic
> summary information and identification photograph of each inmate.\]

+-----------------------------------------------------------------------+
| **Access Restriction Status** -- Restricted -- Fully                  |
|                                                                       |
| **Specific Access Restriction** -- FOIA (b)(1) National Security      |
|                                                                       |
| **Security Classification** -- Top Secret                             |
|                                                                       |
| **Specific Access Restriction** -- FOIA (b)(3) Statute                |
|                                                                       |
| **Security Classification** -- Restricted Data/Formerly Restricted    |
| Data                                                                  |
|                                                                       |
| **Access Restriction Note** -- This material is restricted by the     |
| Atomic Energy Act.                                                    |
+-----------------------------------------------------------------------+

> \[For a document that contains both Secret and Restricted Data
> information.\]

+-----------------------------------------------------------------------+
| **Access Restriction Status** -- Restricted -- Partly                 |
|                                                                       |
| **Specific Access Restriction** -- FOIA (b)(1) National Security      |
|                                                                       |
| **Security Classification** -- Secret                                 |
|                                                                       |
| **Specific Access Restriction** - Presidential Records Act (p)(1)     |
| National Security Classified                                          |
|                                                                       |
| **Security Classification** -- Secret                                 |
|                                                                       |
| **Specific Access Restriction** -- Presidential Records Act (p)(6)    |
| Personal Privacy                                                      |
|                                                                       |
| **Access Restriction Note** - The closed portion of this series is    |
| subject to Freedom of Information Act (FOIA) requests under the       |
| provisions of the Presidential Records Act (PRA).                     |
+-----------------------------------------------------------------------+

> \[For the series "African Affairs Directorate: Records, 1981-89" in
> the Ronald Reagan Library, which has been partially opened for
> research.\]

+-----------------------------------------------------------------------+
| **Access Restriction Status** -- Restricted -- Partly                 |
|                                                                       |
| **Specific Access Restriction** -- Other                              |
|                                                                       |
| **Access Restriction Note** - The military records have been          |
| declassified (NND project number 973063). Some records remain         |
| restricted due to grand jury, law enforcement, national security, or  |
| privacy concerns.                                                     |
+-----------------------------------------------------------------------+

> \[For the records Related to Criminal Case 31712, U.S. v. Iva Ikuko
> Toguri D'Aquino (Tokyo Rose).\]

+-----------------------------------------------------------------------+
| **Access Restriction Status** -- Restricted -- Partially              |
|                                                                       |
| **Specific Access Restriction** -- FOIA (b)(1) National Security      |
|                                                                       |
| **Security Classification** -- Unmarked                               |
+-----------------------------------------------------------------------+

> \[For a series that contains unmarked archival materials containing
> security classified information.\]

+-----------------------------------------------------------------------+
| **Access Restriction Status** -- Restricted -- Partially              |
|                                                                       |
| **Specific Access Restriction** -- Presidential Records Act (p)(1)    |
| National Security Classified                                          |
|                                                                       |
| **Security Classification** -- Unmarked                               |
+-----------------------------------------------------------------------+

> \[For a collection that contains unmarked archival materials
> containing security classified information.\]

### Security Classification

+----------+---------+---------+----------+--------+--------+---------+
| M        | Rep     | Data    | A        | Level  | A/V    | Public  |
| andatory | eatable | Type    | uthority | Ava    | Only   | Element |
|          |         |         |          | ilable |        |         |
+----------+---------+---------+----------+--------+--------+---------+
| No       | Yes     | V       | Security | Series | No     | Yes     |
|          |         | ariable | Classi   |        |        |         |
|          |         | Ch      | fication | File   |        |         |
|          |         | aracter | List     | Unit   |        |         |
|          |         | Length  |          |        |        |         |
|          |         | (40)    |          | Item   |        |         |
+----------+---------+---------+----------+--------+--------+---------+

**Definition:** The highest level of national security protections or
classified nuclear information protections on the archival materials.

**Purpose:** Alerts users to the national security classification of, or
nuclear information in restricted archival materials. Provides users
with an indication of the clearance level needed to access the
materials.

**Relationship:** This element is dependent on **Specific Access
Restriction.** The selection of some terms from the Specific Access
Restriction Authority List in **Specific Access Restriction** requires
the use of **Security Classification** as described in the Guidance
section for **Specific Access Restriction.**

**Guidance:** Indicate the level of security classification for the
archival materials. Archival materials may have more than one
classification. However, in the case of archival materials with Top
Secret, Secret, and Confidential information, only the highest level
should be indicated.

If it is determined that archival materials contain national security
classified information, but do not have any markings indicating the
level of classification, select the term "Unmarked" from the Security
Classification Authority List.

+----------+-----------------------------------------------------------+
| **Exa    | **Access Restriction Status** -- Restricted - Fully       |
| mples:** |                                                           |
|          | **Specific Access Restriction** -- FOIA (b)(1) National   |
|          | Security                                                  |
|          |                                                           |
|          | **Security Classification** -- Secret                     |
|          |                                                           |
|          | **Specific Access Restriction** -- FOIA (b)(3) Statute    |
|          |                                                           |
|          | **Security Classification** -- Restricted Data/Formerly   |
|          | Restricted Data                                           |
+----------+-----------------------------------------------------------+

> \[For a document contains both Secret and Restricted Data
> information.\]

+-----------------------------------------------------------------------+
| **Access Restriction Status** -- Restricted -- Partially              |
|                                                                       |
| **Specific Access Restriction** -- FOIA (b)(1) National Security      |
|                                                                       |
| **Security Classification** -- Confidential                           |
+-----------------------------------------------------------------------+

\[For a series that contains some Confidential information.\]

+-----------------------------------------------------------------------+
| **Access Restriction Status** -- Restricted -- Partially              |
|                                                                       |
| **Specific Access Restriction** -- FOIA (b)(1) National Security      |
|                                                                       |
| **Security Classification** -- Unmarked                               |
+-----------------------------------------------------------------------+

> \[For a series that contains unmarked archival materials containing
> security classified information.\]

+-----------------------------------------------------------------------+
| **Access Restriction Status** -- Restricted -- Partially              |
|                                                                       |
| **Specific Access Restriction** -- Presidential Records Act (p)(1)    |
| National Security Classified                                          |
|                                                                       |
| **Security Classification** -- Unmarked                               |
+-----------------------------------------------------------------------+

> \[For a collection that contains unmarked archival materials
> containing security classified information.\]

### Access Restriction Note

+----------+---------+---------+---------+---------+---------+---------+
| M        | Rep     | Data    | Au      | Level   | A/V     | Public  |
| andatory | eatable | Type    | thority | Av      | Only    | Element |
|          |         |         |         | ailable |         |         |
+----------+---------+---------+---------+---------+---------+---------+
| No       | No      | V       | None    | Series  | No      | Yes     |
|          |         | ariable |         |         |         |         |
|          |         | Ch      |         | File    |         |         |
|          |         | aracter |         | Unit    |         |         |
|          |         | Length  |         |         |         |         |
|          |         | (2000)  |         | Item    |         |         |
+----------+---------+---------+---------+---------+---------+---------+

**Definition:** Significant information pertaining to the access
restrictions on archival materials.

**Purpose:** Clarifies complex access restrictions, explains multiple
levels of security classifications, identifies restricting statutes, or
explains access restrictions not included in the Specific Access
Restriction Authority List or Security Classification Authority List.

**Relationship:** This element is dependent on **Access Restriction
Status**. To have **Access Restriction** **Note**, **Access Restriction
Status** must be created. In addition, the selection of some terms from
the Access Restriction Status Authority List and the Specific Access
Restriction Authority List requires the use of **Access Restriction
Note** as described in the Guidance for those elements.

**Guidance:** Enter any significant information pertaining to the access
restrictions on the archival materials.

> Do [not]{.underline} use this element to describe restrictions on
> using or reproducing the archival materials, instead use the
> appropriate Use Restrictions elements.
>
> Do [not]{.underline} use this element to describe physical reasons for
> access restrictions, instead use **Physical Restriction Note**.
> Physical reasons are often preservation requirements, such as the need
> to acclimate materials stored in a cold vault.
>
> Do [not]{.underline} use this element to describe the hardware or
> equipment needed to access the archival materials, instead use
> **Technical Access Requirements Note**.
>
> For archival materials that have been screened and identified as
> including records of concern, explain that the archival materials were
> identified as records of concern in [Staff Only
> Note](../../../../../../../../archives_and_records_mgmt/archives_and_activities/accessioning_processing_description/lifecycle/elements/staff.html).
>
> Write in complete sentences. Be precise and brief. Do not use
> unexplained acronyms or unknown organizational designations.

  --------------- -----------------------------------------------------------
  **Examples:**   The records may be restricted due to privacy concerns.
                  Register numbers 1 through 900 have been screened and are
                  open for research.

  --------------- -----------------------------------------------------------

  -----------------------------------------------------------------------
  Most documents have been declassified, but some are still classified
  and unavailable for research. Withdrawal sheets giving information
  necessary for mandatory declassification review requests have replaced
  the classified documents in the open folders. In a small number of
  cases, copies were too illegible to permit identification on a
  withdrawal sheet.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  The military records have been declassified. Some records remain
  restricted due to grand jury, law enforcement, national security, or
  privacy concerns.

  -----------------------------------------------------------------------

## Use Restriction Status

+----------+---------+---------+---------+---------+---------+---------+
| M        | Rep     | Data    | Au      | Level   | A/V     | Public  |
| andatory | eatable | Type    | thority | Av      | Only    | Element |
|          |         |         |         | ailable |         |         |
+----------+---------+---------+---------+---------+---------+---------+
| Yes      | No      | V       | Use     | Series  | No      | Yes     |
|          |         | ariable | Rest    |         |         |         |
|          |         | Ch      | riction | File    |         |         |
|          |         | aracter | Status  | Unit    |         |         |
|          |         | Length  | List    |         |         |         |
|          |         | (25)    |         | Item    |         |         |
+----------+---------+---------+---------+---------+---------+---------+

**Definition:** Indication of whether or not there are use restrictions
on the archival materials.

**Purpose:** Alerts users if the use of the materials is restricted.

**Relationship:** This element is independent, but **Specific Use
Restriction** and **Use Restriction Note** are dependent on it. In
addition, the selection of some terms from the Use Restriction Status
Authority List requires the use of **Specific Use Restriction** or **Use
Restriction Note** as described in the Guidance.

**Guidance:** Choose an appropriate term from the Use Restriction Status
Authority List.

> Use "Restricted - Fully" if *all* the archival materials have either a
> copyright, donor, or other use restriction.
>
> Use "Restricted - Partly" if *some* of the archival materials have a
> copyright, donor, or other use restriction.
>
> Use "Restricted - Possibly" if the archival materials *may have* a
> copyright, donor, or other use restriction.

Use "Undetermined" when it is unknown if the archival materials have a
use restriction.

> Use "Unrestricted" if there are *no* copyright, donor, or other use
> restrictions on the archival materials.
>
> If "Restricted - Fully" or "Restricted - Partly" is selected, then
> **Specific Use Restriction** must also be indicated.
>
> If \"Restricted - Possibly\" is used, explain further in **Use
> Restriction Note**.
>
> If "Undetermined" is selected, explain it further in **Use Restriction
> Note**.
>
> Do [not]{.underline} use this element to describe access restrictions
> to the archival materials, instead use the Access Restriction
> elements.

+----------+-----------------------------------------------------------+
| **Exa    | **Use Restriction Status --** Restricted - Fully          |
| mples:** |                                                           |
|          | **Specific Use Restriction** - Copyright                  |
|          |                                                           |
|          | **Use Restriction Note** -- Copyright held by RKO General |
|          | Inc.                                                      |
+----------+-----------------------------------------------------------+

> \[For the motion picture "An Eagle Under Sail: Coast Guard Search and
> Rescue" which contains copyrighted material.\]

+-----------------------------------------------------------------------+
| **Use Restriction Status -** Restricted - Possibly                    |
|                                                                       |
| **Specific Use Restriction** - Copyright                              |
|                                                                       |
| **Use Restriction Note** -- Some or all of the images in this series  |
| may be subject to copyright or other intellectual property            |
| restrictions.                                                         |
+-----------------------------------------------------------------------+

> \[For the U.S. Information Agency series of 291 Russian language
> issues of *American Illustrated* magazine, dating from 1957 to 1984.\]

+-----------------------------------------------------------------------+
| **Use Restriction Status -** Restricted - Fully                       |
|                                                                       |
| **Specific Use Restriction** - Public Law 101-246                     |
|                                                                       |
| **Use Restriction Note** -- Issued February 16, 1990, this law        |
| provides for the domestic release and distribution of U.S.            |
| Information Agency (USIA) motion pictures, films, videotapes, and     |
| other materials 12 years after initial dissemination overseas, or, if |
| not disseminated, 12 years from the preparation of the material.      |
+-----------------------------------------------------------------------+

> \[For the U.S. Information Agency motion picture "Bombing and Strafing
> in Saigon" which contains use restrictions under Public Law 101-246.\]

+-----------------------------------------------------------------------+
| **Use Restriction Status -** Restricted - Possibly                    |
|                                                                       |
| **Specific Use Restriction** - Donor Restrictions                     |
|                                                                       |
| **Use Restriction Note** -- The Harmon Foundation restricts use of    |
| their materials for large commercial ventures. For further            |
| information contact the Harmon Foundation.                            |
+-----------------------------------------------------------------------+

\[For the series "Kenneth Space Photographs of the Activities of
Southern Black Americans" which is part of the Harmon Foundation
Collection.\]

  -----------------------------------------------------------------------
  **Use Restriction Status** - Unrestricted

  -----------------------------------------------------------------------

\[For records that have had their copyright restrictions lifted.\]

### Specific Use Restriction 

+----------+---------+--------+---------+--------+---------+---------+
| M        | Rep     | Data   | Au      | Level  | A/V     | Public  |
| andatory | eatable | Type   | thority | Ava    | Only    | Element |
|          |         |        |         | ilable |         |         |
+----------+---------+--------+---------+--------+---------+---------+
| No       | Yes     | Va     | S       | Series | No      | Yes     |
|          |         | riable | pecific |        |         |         |
|          |         | Cha    | Use     | File   |         |         |
|          |         | racter | Rest    | Unit   |         |         |
|          |         | Length | riction |        |         |         |
|          |         | (100)  | List    | Item   |         |         |
+----------+---------+--------+---------+--------+---------+---------+

**Definition:** The identification of the type of use restrictions,
based on copyright, donor, or statutory provisions, on the archival
materials.

**Purpose:** Alerts users to the types of use restriction on the
archival materials.

**Relationship:** This element is dependent on **Use Restriction
Status**. To have **Specific Use Restriction**, **Use Restriction
Status** must be created. In addition, the selection of some terms from
the Use Restriction Status Authority List requires the use of **Specific
Use Restriction** or **Use Restriction Note** as described in the
Guidance for **Use Restriction Status**.

**Guidance:** Choose an appropriate term from the Specific Use
Restriction Authority List.

> If "Other" is selected, then explain the specific use restriction
> further in **Use Restriction Note**.

+----------+-----------------------------------------------------------+
| **Exa    | **Use Restriction Status -** Restricted - Fully           |
| mples:** |                                                           |
|          | **Specific Use Restriction** - Copyright                  |
|          |                                                           |
|          | **Use Restriction Note** -- Copyright held by RKO General |
|          | Inc.                                                      |
+----------+-----------------------------------------------------------+

> \[For the motion picture "An Eagle Under Sail: Coast Guard Search and
> Rescue" which contains copyrighted material.\]

+-----------------------------------------------------------------------+
| **Use Restriction Status -** Restricted - Possibly                    |
|                                                                       |
| **Specific Use Restriction** - Copyright                              |
|                                                                       |
| **Use Restriction Note** -- Some or all of the images in this series  |
| may be subject to copyright or other intellectual property            |
| restrictions.                                                         |
+-----------------------------------------------------------------------+

> \[For the U.S. Information Agency series of 291 Russian language
> issues of *American Illustrated* magazine, dating from 1957 to 1984.\]

+-----------------------------------------------------------------------+
| **Use Restriction Status -** Restricted - Fully                       |
|                                                                       |
| **Specific Use Restriction** - Public Law 101-246                     |
|                                                                       |
| **Use Restriction Note** -- Issued February 16, 1990, this law        |
| provides for the domestic release and distribution of U.S.            |
| Information Agency (USIA) motion pictures, films, videotapes, and     |
| other materials 12 years after initial dissemination overseas, or, if |
| not disseminated, 12 years from the preparation of the material.      |
+-----------------------------------------------------------------------+

> \[For the U.S. Information Agency motion picture "Bombing and Strafing
> in Saigon" which contains use restrictions under Public Law 101-246.\]

+-----------------------------------------------------------------------+
| **Use Restriction Status -** Restricted - Possibly                    |
|                                                                       |
| **Specific Use Restriction** - Donor Restrictions                     |
|                                                                       |
| **Use Restriction Note** -- The Harmon Foundation restricts use of    |
| their materials for large commercial ventures. For further            |
| information contact the Harmon Foundation.                            |
+-----------------------------------------------------------------------+

> \[For the series "Kenneth Space Photographs of the Activities of
> Southern Black Americans" which is part of the Harmon Foundation
> Collection.\]

### Use Restriction Note

+----------+---------+---------+---------+---------+---------+---------+
| M        | Rep     | Data    | Au      | Level   | A/V     | Public  |
| andatory | eatable | Type    | thority | Av      | Only    | Element |
|          |         |         |         | ailable |         |         |
+----------+---------+---------+---------+---------+---------+---------+
| No       | No      | V       | None    | Series  | No      | Yes     |
|          |         | ariable |         |         |         |         |
|          |         | Ch      |         | File    |         |         |
|          |         | aracter |         | Unit    |         |         |
|          |         | Length  |         |         |         |         |
|          |         | (2000)  |         | Item    |         |         |
+----------+---------+---------+---------+---------+---------+---------+

**Definition:** Significant information pertaining to the use or
reproduction of the archival materials.

**Purpose:** Clarifies use restrictions and provides any significant
information pertaining to the use restrictions of archival materials.

**Relationship:** This element is dependent on **Use Restriction
Status**. To have **Use Restriction Note**, **Use Restriction Status**
must be created. In addition, the selection of some terms from the Use
Restriction Status Authority List and the Specific Use Restriction
Authority List require the use of **Use Restriction Note** as described
in the Guidance for those elements.

**Guidance:** Enter any significant information pertaining to the use
restrictions for the archival materials.

> Although the name of the person or organization holding a copyright
> may be indicated in this note, do not include contact information
> (names and phone numbers) as that information frequently changes.
>
> Do [not]{.underline} use this element to describe access restrictions
> to the archival materials, instead use the Access Restriction
> elements.
>
> Do [not]{.underline} use this element to describe physical reasons for
> access restrictions, instead use **Physical Restriction Note**.
> Physical reasons are often preservation requirements, such as the need
> to acclimate materials stored in a cold vault.
>
> Do [not]{.underline} use this element to describe the hardware or
> equipment needed to access the archival materials, instead use
> **Technical Access Requirements Note**.
>
> Write in complete sentences. Be precise and brief. Do not use
> unexplained acronyms or unknown organizational designations.

  --------------- -----------------------------------------------------------
  **Examples:**   The records may not be reproduced without the written
                  permission of specific radio network (CBS, NBC, or Mutual
                  Radio Network) that produced the program.

  --------------- -----------------------------------------------------------

  -----------------------------------------------------------------------
  Researcher should consult subject release forms filed with caption.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  President Johnson assigned his copyright to the United States
  Government; however, the copyright of the President may not extend
  beyond statements made by President Johnson. Statements uttered by
  officials of the United States Government in the course of their duties
  are considered to be in the public domain. Users of the recordings and
  transcripts are cautioned, however, that not all persons recorded were
  Government officials. A number of the people recorded were, at the time
  of recording, private citizens. Therefore, those intending to quote
  from this material beyond the accepted limits of fair use are cautioned
  to determine the copyright implications of any intended publication.

  -----------------------------------------------------------------------

  ----------- -----------------------------------------------------------
              Copyright held by RKO General Inc.

  ----------- -----------------------------------------------------------

  -----------------------------------------------------------------------
  Issued February 16, 1990, this law provides for the domestic release
  and distribution of U.S. Information Agency (USIA) motion pictures,
  films, videotapes, and other materials 12 years after initial
  dissemination overseas, or, if not disseminated, 12 years from the
  preparation of the material.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Some or all of the images in this series may be subject to copyright or
  other intellectual property restrictions.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  The Harmon Foundation restricts use of their materials for large
  commercial ventures. For further information contact the Harmon
  Foundation.

  -----------------------------------------------------------------------

## Creating Individual

  ----------- ------------ ----------- ------------- ------------ -------- ---------
  Mandatory   Repeatable   Data Type   Authority     Level        A/V Only Public
                                                     Available             Element

  Yes\*       Yes          Variable    Person        Series\*\*   No       Yes
                           Character   Authority                           
                           Length      File                                
                           (700)                                           
  ----------- ------------ ----------- ------------- ------------ -------- ---------

\* Either a **Creating Individual** or a **Creating Organization** must
be indicated.

\*\* Archival creators are captured at the Series Level and are
inherited downward to the File Unit and Item Levels.

**Definition:** The name of a person responsible for the creation,
accumulation, or maintenance of the series when in working (primary)
use.

**Purpose:** Identifies the individuals responsible for the creation of
the series. Provides essential information about the provenance of the
archival materials.

**Relationship:** This element and **Creating Individual Type** are
dependent on each other. For each creating individual, **Creating
Individual** and **Creating Individual Type** must both be included.

**Guidance:** Choose the correct name of the creating individual from
the Person Authority File. The Person Authority File is based on the
Library of Congress Name Authority File.

If the archival materials have three or more creating individuals and at
least two of the creating individuals have overlapping dates, the
relationship between the creating individuals and the archival materials
must be explained in **Scope and Content Note**.

> Only use this element for personal papers and [not]{.underline} for
> organizational records. To identify the creator of organizational
> records, including donated organizational records, use **Creating
> Organization.**
>
> Do not confuse **Creating Individual** with **Personal Contributor**.
> Note that the creating individual is not necessarily the donor of a
> collection or the author of an individual record. In cases where it is
> known that the donor used the materials for reference or some other
> purpose or altered or changed the archival materials, such as the
> donor made notes in the margins of the materials, materials were
> rearranged, or materials were added or removed, the donor should be
> designated as the creating individual. If there is any uncertainty,
> the donor should be designated the creating individual. If the donor's
> role was clearly one of only preserving the archival materials, then
> the donor should not be designated the creating individual.
>
> Do not repeat the name of the creating individual in **Personal
> Contributor,** particularly at the series level, unless the person
> acted in some other distinct role, such as "Director," "Artist," or
> "Correspondent."
>
> In cases where an individual is named in the series title but is not
> the creating individual, place the individual's name in **Personal
> Contributor** and select "Originator" as **Contributor Type**.

+----------+-----------------------------------------------------------+
| **Exa    | **Creating Individual** - Kennedy, John F. (John          |
| mples:** | Fitzgerald) 1917-1963                                     |
|          |                                                           |
|          | **Creating Individual Type** - Most Recent                |
+----------+-----------------------------------------------------------+

> \[For the series "Harvard Records" which are donated personal papers
> and not organizational records from his Presidential Administration.\]

+-----------------------------------------------------------------------+
| **Creating Individual** - Peary, Robert E. (Robert Edwin), 1856-1920  |
|                                                                       |
| **Creating Individual Type** - Most Recent                            |
|                                                                       |
| **Personal Contributor -** Peary, Robert E. (Robert Edwin) 1856-1920  |
|                                                                       |
| **Personal Contributor Type** -- Photographer                         |
|                                                                       |
| **Personal Contributor** -- Entrikin, Samuel J.                       |
|                                                                       |
| **Personal Contributor Type** -- Photographer                         |
|                                                                       |
| **Personal Contributor** - Stokes, Frank Wilbert, 1858-1955           |
|                                                                       |
| **Personal Contributor Type** -- Photographer                         |
|                                                                       |
| **Personal Contributor** - Operti, Albert, 1852-1927                  |
|                                                                       |
| **Personal Contributor Type** -- Photographer                         |
|                                                                       |
| **Personal Contributor** - Dodge, Arthur M.                           |
|                                                                       |
| **Personal Contributor Type** -- Photographer                         |
+-----------------------------------------------------------------------+

> \[For the series \"Photographs Relating to Arctic Expeditions\" which
> is part of the Robert E. Peary Family Collection. Several individuals
> may have taken the photographs including Peary himself, Samuel
> Entrikin, Frank W. Stokes, Albert Operti, and Arthur M. Dodge.\]

### Creating Individual Type

  ----------- ------------ ----------- ----------- ------------ ---------- ----------
  Mandatory   Repeatable   Data Type   Authority   Level        A/V Only   Public
                                                   Available               Element

  Yes\*       No           Variable    Creator     Series\*\*   No         Yes
                           Character   Type List                           
                           Length (20)                                     
  ----------- ------------ ----------- ----------- ------------ ---------- ----------

\* When a **Creating Individual** is designated, **Creating Individual
Type** must also be indicated.

\*\* Archival creators are captured at the Series Level and are
inherited downward to the File Unit and Item Levels.

**Definition:** The means for indicating if a person is the most recent
or predecessor creator of a series.

**Purpose:** Alerts users if the creating individual was the most recent
or predecessor creator of the series.

**Relationship:** This element and **Creating Individual** are dependent
on each other. For each creating individual, **Creating Individual** and
**Creating Individual Type** must both be included. **Creating
Individual** is repeatable. One **Creating Individual Type** can be
specified for each **Creating Individual**.

**Guidance:** When a name has been indicated in **Creating Individual**,
choose the correct term from the Creator Type Authority List.

> If the creating individual is the person *last* *responsible* for the
> archival materials creation, accumulation, or maintenance, then
> indicate "Most Recent" in **Creating Individual Type**.
>
> If the creating individual is the person *first* or *previously
> responsible* for the archival materials, then indicate "Predecessor"
> in **Creating Individual Type**. A predecessor creator should be
> indicated whenever necessary to understand the context of the archival
> materials.
>
> Do not enter a "Predecessor" individual without first entering a "Most
> Recent" individual.

+----------+-----------------------------------------------------------+
| **Exa    | **Creating Individual** - Kennedy, John F. (John          |
| mples:** | Fitzgerald) 1917-1963                                     |
|          |                                                           |
|          | **Creating Individual Type** - Most Recent                |
+----------+-----------------------------------------------------------+

> \[For the series "Harvard Records" which consists of donated personal
> papers and not organizational records from his Presidential
> Administration.\]

## Creating Organization

  ----------- ------------ ----------- -------------- ------------ --------- ----------
  Mandatory   Repeatable   Data Type   Authority      Level        A/V Only  Public
                                                      Available              Element

  Yes\*       Yes          Variable    Organization   Series\*\*   No        Yes
                           Character   Authority File                        
                           Length                                            
                           (700)                                             
  ----------- ------------ ----------- -------------- ------------ --------- ----------

\* Either a **Creating Individual** or a **Creating Organization** must
be indicated.

\*\* Archival creators are captured at the Series Level and are
inherited downward to the File Unit and Item Levels.

**Definition:** The name of the organization responsible for the
creation, accumulation, or maintenance of the series when in working
(primary) use.

**Purpose:** Identifies the organizations responsible for the creation
of the series. Provides essential information about the provenance of
the archival materials.

**Relationship:** This element and **Creating Organization Type** are
dependent on each other. For each creating organization, **Creating
Organization** and **Creating Organization Type** must both be included.

**Guidance:** Choose the correct name of the creating organization from
the Organization Authority File.

If the archival materials have three or more creating organizations and
at least two of the creating organizations have overlapping dates, the
relationship between the creating organizations and the archival
materials must be explained in **Scope and Content Note**.

> Do not confuse **Creating Organization** with **Organizational
> Contributor**. Do not repeat the name of the archival creator in
> **Organizational Contributor,** particularly at the series level,
> unless the organization acted in some other distinct role, such as
> "Author," Producer," "Distributor," or "Defendant."
>
> Only use this element for organizational records and [not]{.underline}
> for personal papers. To identify the creator of personal papers,
> including collections of family papers, use **Creating Individual.**
>
> In cases where an organization is named in the series title but is not
> the creating organization, place the organization's name in
> **Organizational Contributor** and select "Originator" as
> **Organizational** **Contributor Type**.
>
> Note that the creating organization is not necessarily the agency that
> transferred the records. This often happens when records are
> transferred for agency storage or made available for secondary use
> before they are transferred to NARA. In cases where it is known that
> the transferring agency used the materials for reference or some other
> purpose or altered or changed the archival materials, such as a
> military history office in which notes were made in the margins of the
> materials, materials were rearranged, or materials were added or
> removed, the transferring agency should be designated as the creating
> organization. If there is [any]{.underline} uncertainty as to whether
> or not the archival materials have been used or altered, the
> transferring agency should be designated the creating organization. If
> the transferring agency's role was clearly one of only preserving the
> archival materials, then the transferring agency should not be
> designated the creating organization.

+----------+-----------------------------------------------------------+
| **Exa    | **Creating Organization** - U.S. District Court for the   |
| mples:** | Fort Smith Division of the Western District of Arkansas.  |
|          |                                                           |
|          | **Creating Organization Type** - Most Recent              |
+----------+-----------------------------------------------------------+

> \[For the series "Defendant Jacket Files for U.S. District Court,
> Western" dating from 1866 - 1900.\]

+-----------------------------------------------------------------------+
| **Creating Organization** - Harmon Foundation, Inc.                   |
|                                                                       |
| **Creating Organization Type** - Most Recent                          |
|                                                                       |
| **Personal Contributor** - Space, Kenneth F.                          |
|                                                                       |
| **Personal Contributor Type** -- Photographer                         |
+-----------------------------------------------------------------------+

> \[For the series "Kenneth Space Photographs of the Activities of
> Southern Black Americans" which were taken by Mr. Space in the 1930s
> and 1940s when he worked for the Harmon Foundation.\]

+-----------------------------------------------------------------------+
| **Creating Organization** -- Department of Defense. Pacific Command.  |
| U.S. Military Assistance Command Vietnam. Personnel Directorate.      |
| Personnel Advisory Division.                                          |
|                                                                       |
| **Creating Organization Type** - Most Recent                          |
|                                                                       |
| **Creating Organization** -- Department of Defense. Pacific Command.  |
| U.S. Military Personnel. Advisory Division.                           |
|                                                                       |
| **Creating Organization Type** - Predecessor                          |
+-----------------------------------------------------------------------+

> \[For a series that has two creators: the first is the most recent and
> the second is predecessor.\]

+-----------------------------------------------------------------------+
| **Creating Organization --** Supreme Commander for the Allied Powers. |
| Assistant Chief of Staff, G-1.                                        |
|                                                                       |
| **Creating Organization Type -** Most Recent                          |
|                                                                       |
| **Creating Organization** -- United Nations Command. Assistant Chief  |
| of Staff,                                                             |
|                                                                       |
| G-1.                                                                  |
|                                                                       |
| **Creating Organization Type -** Most Recent                          |
|                                                                       |
| **Creating Organization --** Department of Defense. Far East Command. |
| Assistant Chief of Staff, G-1.                                        |
|                                                                       |
| **Creating Organization Type -** Most Recent                          |
+-----------------------------------------------------------------------+

> \[For a series that has three simultaneous creators.\]

### Creating Organization Type

  ----------- ------------ ----------- ----------- ------------ --------- ---------
  Mandatory   Repeatable   Data Type   Authority   Level        A/V Only  Public
                                                   Available              Element

  Yes\*       No           Variable    Creator     Series\*\*   No        Yes
                           Character   Type List                          
                           Length (20)                                    
  ----------- ------------ ----------- ----------- ------------ --------- ---------

\* When a **Creating Organization** is designated, **Creating
Organization Type** must also be indicated.

\*\* Archival creators are captured at the Series Level and are
inherited downward to the File Unit and Item Levels.

**Definition:** The means for indicating whether or not an organization
is the most recent or predecessor creator of a series.

**Purpose:** Alerts users if the creating organization was the most
recent or predecessor creator of the series.

**Relationship:** This element and **Creating Organization** are
dependent on each other. For each creating organization, **Creating
Organization** and **Creating Organization Type** must both be included.
**Creating Organization** is repeatable. One **Creating Organization
Type** can be specified for each **Creating Organization**.

**Guidance:** When a name has been indicated in **Creating
Organization**, choose the correct term from the Creator Type Authority
List.

> If the creating organization is the unit *last* *responsible* for the
> archival materials creation, accumulation, or maintenance, then
> indicate "Most Recent" in **Creating Organization Type**.
>
> If the creating organization is the unit *first* or *previously
> responsible* for the archival materials, then indicate "Predecessor"
> in **Creating Organization Type**. A predecessor creator should be
> indicated whenever necessary to understand the context of the archival
> materials.
>
> Do not enter a "Predecessor" organization without first entering a
> "Most Recent" organization.

+----------+-----------------------------------------------------------+
| **Exa    | **Creating Organization** - Department of Defense.        |
| mples:** | Pacific Command. U.S. Military Assistance Command         |
|          | Vietnam. Personnel Directorate. Personnel Advisory        |
|          | Division.                                                 |
|          |                                                           |
|          | **Creating Organization Type** - Most Recent              |
|          |                                                           |
|          | **Creating Organization** - Department of Defense.        |
|          | Pacific Command. U.S. Military Personnel. Advisory        |
|          | Division.                                                 |
|          |                                                           |
|          | **Creating Organization Type** - Predecessor              |
+----------+-----------------------------------------------------------+

> \[For a series that has two creators: the first is the most recent and
> the second is predecessor.\]

+-----------------------------------------------------------------------+
| **Creating Organization -** Supreme Commander for the Allied Powers.  |
| Assistant Chief of Staff, G-1.                                        |
|                                                                       |
| **Creating Organization Type -** Most Recent                          |
|                                                                       |
| **Creating Organization** - United Nations Command. Assistant Chief   |
| of Staff, G-1.                                                        |
|                                                                       |
| **Creating Organization Type -** Most Recent                          |
|                                                                       |
| **Creating Organization -** Department of Defense. Far East Command.  |
| Assistant Chief of Staff, G-1.                                        |
|                                                                       |
| **Creating Organization Type -** Most Recent                          |
+-----------------------------------------------------------------------+

> \[For a series that has three concurrent creators.\]

# 

## Description Author

+----------+---------+--------+--------+-----------+--------+---------+
| M        | Rep     | Data   | Aut    | Level     | A/V    | Public  |
| andatory | eatable | Type   | hority | Available | Only   | Element |
+----------+---------+--------+--------+-----------+--------+---------+
| No       | Yes     | Va     | None   | Record    | No     | No      |
|          |         | riable |        | Group     |        |         |
|          |         | Cha    |        |           |        |         |
|          |         | racter |        | C         |        |         |
|          |         | Length |        | ollection |        |         |
|          |         | (700)  |        | Series    |        |         |
|          |         |        |        |           |        |         |
|          |         |        |        | File Unit |        |         |
|          |         |        |        |           |        |         |
|          |         |        |        | Item      |        |         |
+----------+---------+--------+--------+-----------+--------+---------+

**Definition:** The person, organization, or project responsible for the
intellectual content of a description.

**Purpose:** Enables NARA staff to track who wrote a description as
distinct from a person responsible for data entry.

**Relationship:** This element is independent but it can be associated
with **Description Date**.

**Guidance:** Enter the author of the archival description.

> If the source is a person, then enter the name in direct order
> (forename, middle name/initial, surname).
>
> If the source of the description is a special project, then enter the
> project name.

  --------------- -----------------------------------------------------------
  **Examples:**   Gary H. Stern

  --------------- -----------------------------------------------------------

  -----------------------------------------------------------------------
  Air Force Scanning Project

  -----------------------------------------------------------------------

### Description Date

+----------+---------+--------+--------+-----------+--------+---------+
| M        | Rep     | Data   | Aut    | Level     | A/V    | Public  |
| andatory | eatable | Type   | hority | Available | Only   | Element |
+----------+---------+--------+--------+-----------+--------+---------+
| No       | Yes     | Date   | None   | Record    | No     | No      |
|          |         |        |        | Group     |        |         |
|          |         |        |        |           |        |         |
|          |         |        |        | C         |        |         |
|          |         |        |        | ollection |        |         |
|          |         |        |        | Series    |        |         |
|          |         |        |        |           |        |         |
|          |         |        |        | File Unit |        |         |
|          |         |        |        |           |        |         |
|          |         |        |        | Item      |        |         |
+----------+---------+--------+--------+-----------+--------+---------+

**Definition:** The creation date of a description.

**Purpose:** Enables NARA staff to track when a description was written.

**Relationship:** This element is independent but it can be associated
with **Description Author**.

**Guidance:** Enter the creation date of the description.

> [Date Form]{.underline}
>
> Enter the date in the MM/DD/YYYY form.
>
> If the day is unknown, enter the date in MM/YYYY form.
>
> If the month is unknown, enter the date in YYYY form.
>
> Do not use 00 as a month or day.

  ---------------------------- ------------------------------------------
  **Examples:**                03/24/2000

  ---------------------------- ------------------------------------------

  -----------------------------------------------------------------------
  06/1973

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  1956

  -----------------------------------------------------------------------

## Description Type

+----------+---------+--------+---------+-----------+-------+---------+
| M        | Rep     | Data   | Au      | Level     | A/V   | Public  |
| andatory | eatable | Type   | thority | Available | Only  | Element |
+----------+---------+--------+---------+-----------+-------+---------+
| Yes      | No      | Va     | Desc    | Record    | No    | Yes     |
|          |         | riable | ription | Group     |       |         |
|          |         | Cha    | Type    |           |       |         |
|          |         | racter | List    | C         |       |         |
|          |         | Length |         | ollection |       |         |
|          |         | (40)   |         |           |       |         |
|          |         |        |         | Series    |       |         |
|          |         |        |         |           |       |         |
|          |         |        |         | File Unit |       |         |
|          |         |        |         |           |       |         |
|          |         |        |         | Item      |       |         |
+----------+---------+--------+---------+-----------+-------+---------+

**Definition:** The archival control group level (record group or
collection) or hierarchical description level (series, file unit, or
item) of the archival materials.

**Purpose:** Enables users to know the level of aggregation at which the
archival materials are being described.

**Relationship:** This element is independent.

**Guidance:** Choose the correct term from the Description Type
Authority List.

## Copy Status

+----------+---------+---------+---------+---------+---------+---------+
| M        | Rep     | Data    | Au      | Level   | A/V     | Public  |
| andatory | eatable | Type    | thority | Av      | Only    | Element |
|          |         |         |         | ailable |         |         |
+----------+---------+---------+---------+---------+---------+---------+
| Yes      | No\*    | V       | Copy    | Series  | No      | Yes     |
|          |         | ariable | Status  |         |         |         |
|          |         | Ch      | List    | File    |         |         |
|          |         | aracter |         | Unit    |         |         |
|          |         | Length  |         |         |         |         |
|          |         | (40)    |         | Item    |         |         |
+----------+---------+---------+---------+---------+---------+---------+

**\***Each physical occurrence (copy) of the archival materials may have
only one **Copy Status** designated. If there are multiple copies of the
archival materials, each copy should be assigned its own **Copy
Status**.

**Definition:** The role or purpose of each physical occurrence (copy)
of the archival materials. The purposes are *preservation*, *reference*,
*reproduction* or some combination of the three.

**Purpose:** Provides information needed to determine the proper use and
storage of the archival materials. Indicates which copy is appropriate
to pull for research requests.

**Relationship:** This element is independent, but all of the Physical
Occurrence Elements are dependent on it. For each copy of the archival
materials to have any of the Physical Occurrence Elements, **Copy
Status** must be created.

**Guidance:** Choose the correct term from the Copy Status Authority
List.

[More than one Physical Occurrence]{.underline}

> If the archival materials have more than one physical occurrence, each
> must have its own physical description. For example, a series of
> photographs may include the original negatives, duplicate negatives,
> and a photocopy of the prints. Each of these is a separate physical
> occurrence. The original negatives may be maintained for preservation
> purposes, the duplicate negatives for reproduction purposes, and the
> photocopies for reference purposes.

[Different Copies -- Same Purpose]{.underline}

> Sometimes different copies serve the same purpose. For example, a
> motion picture film may have two preservation copies or a set of
> textual records may have 13 reference copies (each one in a different
> regional facility). In this case, each copy gets its own physical
> occurrence description.

[Microform Publications]{.underline}

> Microform publications are reproductions of archival materials, which
> are made available in research rooms for consultation and sometimes
> marketed and sold.
>
> If the materials have been duplicated as a microform publication, do
> not describe the publication here as a separate physical occurrence.
> Instead, describe it in the Microform Publication Elements. The
> location of each copy of a microform publication is described
> separately in a microform locator.

[Note]{.underline}

-   Most textual paper-based records will serve all three purposes --
    the paper is the preservation copy, the reference copy, and the
    reproduction copy.

-   The original set of audiovisual archival materials is almost
    *always* used for preservation purposes.

  --------------- -----------------------------------------------------------
  **Examples:**   Reproduction

  --------------- -----------------------------------------------------------

> \[For the intermediate copy of a motion picture.\]

  -----------------------------------------------------------------------
  Reference

  -----------------------------------------------------------------------

> \[For a duplicate series of photographs available in a research room
> or in the stacks.\]

  -----------------------------------------------------------------------
  Preservation-Reproduction-Reference

  -----------------------------------------------------------------------

\[For a series of textual records serving all three purposes.\]

  -----------------------------------------------------------------------
  Preservation

  -----------------------------------------------------------------------

> \[For a series of textual records with such a high historical value,
> such Presidential signatures, that it is not available for reference
> or reproduction. Duplicate sets of such a series would have their own
> physical description and copy status.\]

## Container List

+----------+---------+---------+---------+---------+---------+---------+
| M        | Rep     | Data    | Au      | Level   | A/V     | Public  |
| andatory | eatable | Type    | thority | Av      | Only    | Element |
|          |         |         |         | ailable |         |         |
+----------+---------+---------+---------+---------+---------+---------+
| No       | No      | V       | None    | Series  | No      | Yes     |
|          |         | ariable |         |         |         |         |
|          |         | Ch      |         |         |         |         |
|          |         | aracter |         |         |         |         |
|          |         | Length  |         |         |         |         |
|          |         |         |         |         |         |         |
|          |         | (2 gig) |         |         |         |         |
+----------+---------+---------+---------+---------+---------+---------+

**Definition:** The listing of the starting and ending titles of the
contents of each container in which the archival materials are stored.

**Purpose:** Indicates the range of archival materials within each
container. Enables users to decide which containers to request for
viewing.

**Relationship:** This element is dependent on **Copy Status**. Each
copy of the archival materials must have a copy status specified to have
**Container List**.

**Guidance:** Enter the starting title and ending title of the contents
of each container. Separate each container entry with a line break. List
the container, followed by a colon and one space, before the title of
the contents. Do not list all of the contents of the container, and do
not include narrative annotations.

> Usually, container list information is transcribed exactly as it
> appears on the container. If the information contains acronyms, best
> practice is to spell out the acronym in brackets after the acronym.
> Describers are encouraged, but not required, to do this.

  -----------------------------------------------------------------------
  Box 1: ACOG \[Atlanta Committee for the Olympic Games\] Buckhead

  -----------------------------------------------------------------------

> [Bound Volumes]{.underline}
>
> Bound volumes are treated as individual containers and, as such, the
> starting and ending titles or pages may be listed here.

#########  Container List vs. File Unit Level Descriptions

> Only enter the start and end of the contents in each container. Do
> [not]{.underline} enter all the folder titles in each container. To
> create a complete list of folder titles, each folder may be described
> individually at the File Unit Level.
>
> [Container List (data element) vs. Container List (Finding Aid
> Type)]{.underline}
>
> The term "container list" is used twice in this document. As a data
> element, **Container List** should be used to [actually]{.underline}
> indicate the range of archival materials within the containers. As a
> term in the Finding Aid Type Authority List, \"container list\" can be
> selected to indicate the existence of a container list in addition to
> the current description. In that case, **Finding Aid Note** can inform
> users where to find the container list.

+----------+-----------------------------------------------------------+
| **Exa    | Volume 1: A -- D                                          |
| mples:** |                                                           |
|          | Volume 2: E -- H                                          |
|          |                                                           |
|          | Volume 3: I -- N                                          |
|          |                                                           |
|          | Volume 4: O -- Z                                          |
+----------+-----------------------------------------------------------+

+-----------------------------------------------------------------------+
| Box 1: Correspondence: ca. 1914 \-- 1939/1940                         |
|                                                                       |
| Box 2: Correspondence: 1941 \-- 1954                                  |
+-----------------------------------------------------------------------+

  -----------------------------------------------------------------------
  Box 1: Atlases - Bird Songs\
  Box 2: Bird Songs - Bird Songs\
  Box 3: Bitter Root - Bivalves

  -----------------------------------------------------------------------

+-----------------------------------------------------------------------+
| Box 6787: PRO-M-1-4101 -- 4200 to PRO-M-1-5801 -- 5900                |
|                                                                       |
| Box 6788: PRO-M-1-5901 -- 6000 to PRO-M-1-7001 -- 7100                |
|                                                                       |
| Box 6789: PRO-M-1-7101 -- 7200 to PRO-S-1-701 -- 800                  |
|                                                                       |
| Box 6790: PRO-S-1-801 -- 900 to PRO-S-1-2701 -- 2800                  |
+-----------------------------------------------------------------------+

##  Extent

+----------+---------+---------+---------+---------+---------+---------+
| M        | Rep     | Data    | Au      | Level   | A/V     | Public  |
| andatory | eatable | Type    | thority | Av      | Only    | Element |
|          |         |         |         | ailable |         |         |
+----------+---------+---------+---------+---------+---------+---------+
| Yes\*    | No      | V       | None    | Series  | No      | Yes     |
|          |         | ariable |         |         |         |         |
|          |         | Ch      |         | File    |         |         |
|          |         | aracter |         | Unit    |         |         |
|          |         | Length  |         |         |         |         |
|          |         | (2000)  |         | Item    |         |         |
+----------+---------+---------+---------+---------+---------+---------+

\***Extent** is mandatory at the Series Level only.

**Definition:** The measurement or amount of the archival materials
themselves \-- the linear measurement, page count, number of rolls,
reels, cassettes, or number of data files.

> **Extent** is related to **Holdings Measurement Count** and **Holdings
> Measurement Type**. All are aimed at measuring the intellectual bulk
> of the archival materials. **Extent**, being a narrative field,
> accommodates a wide range of units of measure, such as linear feet,
> pages, photographs, and so on. The element is meant to clearly
> communicate the amount of archival materials to the researcher. For
> the same reason, however, the field cannot be summed. By contrast,
> **Holdings Measurement Type** and **Holdings Measurement Count,**
> being controlled fields, [can]{.underline} be combined to produce
> NARA-wide statistics about holdings.

**Purpose:** Informs users of the amount of archival materials
available.

**Relationship:** This element is dependent on **Copy Status**. Each
copy of the archival materials must have a copy status specified to have
**Extent**.

**Guidance:** Enter the measurement of the archival materials. Write a
simple statement that gives the number of measurement units followed by
the units of measure used. Do not use full sentences. If the extent is
an estimation, the statement can be preceded by language to indicate
that the measurement is estimated. If a number is longer than three
digits, use commas. For example, a number should be written out as
12,877 instead of 12877.

[Two-dimensional Materials]{.underline}

> For two-dimensional materials (paper, photographs, maps, etc.) express
> the extent either as a linear measure or as a page or item count. (A
> linear measurement expresses length; a cubic measurement expresses
> volume, which is length times width times height.)

#########  Linear Measure

> When indicating a linear measure, use the terms "linear feet" and
> "linear inches."

-   If a foot or more, enter the feet and inches to the nearest inch.

  -----------------------------------------------------------------------
  10 linear feet

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  1 linear foot, 5 linear inches

  -----------------------------------------------------------------------

-   If less than one foot, enter the linear inches to the nearest inch.

  -----------------------------------------------------------------------
  9 linear inches

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  1 linear inch

  -----------------------------------------------------------------------

-   If less than one inch, enter decimal fractions of an inch to the
    nearest .1 inch, but not less than .1 inch.

  -----------------------------------------------------------------------
  .5 linear inch

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  .1 linear inch

  -----------------------------------------------------------------------

-   If less than .1 inch, enter the term "Negligible" or indicate the
    item or page

> count.

  -----------------------------------------------------------------------
  Negligible

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  2 pages

  -----------------------------------------------------------------------

#########  How to Measure

Determine the linear measurement as follows.

-   [In general]{.underline}

> Measure the material in the direction a user would look through it
> perpendicular to the face of the document.

-   [Boxed records]{.underline}

> If the records are in a box, measure them by the way they run in the
> box. For example: If the records are tri-folded and standing up, the
> measurement would be up to 12 inches in a letter size box. If the
> records are unfolded and filed vertically, the measurement would be up
> to 5 inches in a letter or legal size box.
>
> If the records completely fill their containers, it is possible to use
> the container measurements as a convenience to calculate extent for
> large series. When multiplying container width to determine linear
> measure, use the width of the box as stated in the Holdings
> Measurement Type Authority List. For example, for LTA-S and LGA-S
> boxes, multiply the number of boxes by 5 1/4 inches. If multiplying by
> the length of the box (for example, for tri-folded paper filed from
> front to back), use the length as stated in the Holdings Measurement
> Type Authority List.

-   [Cards]{.underline}

> If measuring cards, measure them by the way the cards run in the box.

-   [Bound records]{.underline}

> If the records are bound volumes, measure the widths of the spines.

-   [Rolled maps, plans, etc.]{.underline}

> If the records are rolled maps, plans, blueprints, or posters, flatten
> the material and measure the thickness. (An estimate will suffice if
> the materials are too fragile to be rolled out and flattened.)

#########  Page or Item Count

> When indicating a page count, use the term "pages." If necessary, the
> page count may be estimated. If the archival materials are comprised
> of various media types, distinguish each type to make the extent
> measurement as accurate as possible.

  -----------------------------------------------------------------------
  Approximately 6,000 pages

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  15 pages, 4 photographs

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  267 posters

  -----------------------------------------------------------------------

#########  Three-dimensional Materials 

######### For three-dimensional materials, indicate the number of items and the media type (reels, rolls, cassettes, artifacts, etc.). 

######### 

#########  The length of film on rolls or reels is entered in **Footage** or **Total Footage**.

  -----------------------------------------------------------------------
  8 rolls

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  2 video open reels

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Approximately 200 artifacts

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  3 cassettes

  -----------------------------------------------------------------------

> If needed to clarify the amount of archival material, indicate both
> the intellectual count and the physical count.

  -----------------------------------------------------------------------
  100 films on 1,000 film reels

  -----------------------------------------------------------------------

#########  Data Files

> For electronic records, indicate the **number** of data files or
> **type** of logical data records. A logical data record is a set of
> data processed as a unit by a computer system or application
> independently of its physical environment. Examples of a logical data
> record include a word processing document, an e-mail message, each row
> in each table of a relational database, each row in an independent
> logical file database.

  -----------------------------------------------------------------------
  5 data files

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  10 data files

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Approximately 13,000 e-mails

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  1 data file and 2 linear inches of paper documentation

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  34 data files and 34 pages of paper documentation

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  23 data files and 2 linear feet, 3 linear inches of paper documentation

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  2 data files, 1 summary statistics file, 11 machine-readable
  documentation files, and 8 linear inches of paper documentation

  -----------------------------------------------------------------------

> [Accuracy and Precision]{.underline}\
> Be as accurate and precise as possible. Do not say \"1,000
> photographs, 1 linear foot,\" which implies there are photographs and
> some other materials, when the actual amount is \"1 linear foot
> comprised of 1,000 photographs.\"
>
> Say \"2,000 maps\" instead of \"2,000 items.\"
>
> The extent may be estimated if necessary.

## GPRA Indicator

  ----------- ------------ ----------- ----------- ----------- --------- ---------
  Mandatory   Repeatable   Data Type   Authority   Level       A/V Only  Public
                                                   Available             Element

  Yes         No           Variable    Y/N         Series      No        No
                           Character                                     
                           Length (1)                                    
  ----------- ------------ ----------- ----------- ----------- --------- ---------

**Definition:** Indication of whether the archival materials should or
should not be included in reports required under the Government
Performance and Results Act (GPRA).

**Purpose:** Provides information necessary to produce reports required
under GPRA.

**Relationship:** This element is dependent on **Copy Status**. Each
copy of the archival materials must have a copy status specified to have
**GPRA Indicator**.

**Guidance:** Select "Yes" if the archival materials
[should]{.underline} be included in GPRA reports;

> select "No" if the archival materials [should not]{.underline} be
> included in GPRA reports.

The types of archival material that [should]{.underline} be included in
GPRA reports are

-   Materials formally transferred by a Standard Form 258, including
    both the original set and any copies.

-   Materials transferred by deed of gift.

-   Materials transferred by the House and Senate.

-   Deposit materials that are made available to the public.

-   Materials transferred electronically and then recorded onto new
    media, such as electronic records transferred via
    file-transfer-protocol (ftp).

-   Copies made by NARA to replace accessioned materials, as in the case
    of electronic data files or nitrate film.

    The types of archival materials that [should not]{.underline} be
    included in GPRA reports are

```{=html}
<!-- -->
```
-   Materials that have not come to NARA through the legal accessioning
    process, such as reference copies of archival materials created by
    NARA.

-   Deposit materials on which NARA does not provide reference services

> If the archival materials are mixed and have some portions that should
> be reported and some portions that should not be reported, determine
> the amount of each and then indicate whichever is greater.
>
> If archival materials have been migrated to a new format and the
> originals disposed, indicate that the originals have been destroyed in
> **General Note**.

## Holdings Measurement Type

  ----------- ------------ ----------- ------------- ----------- --------- ---------
  Mandatory   Repeatable   Data Type   Authority     Level       A/V Only  Public
                                                     Available             Element

  Yes         Yes          Variable    Holdings      Series      No        Yes
                           Character   Measurement                         
                           Length (30) Type List                           
  ----------- ------------ ----------- ------------- ----------- --------- ---------

**Definition:** The unit by which archival materials are counted
physically for performance measures. The unit is either a physical
container or physical entity. Examples of physical containers include
legal-size or letter-size boxes, aerial film cans, cabinet drawers, and
bound volumes. Physical entities include artifacts and logical data
records.

> **Holdings Measurement Type** and **Holdings Measurement Count** are
> related to **Extent**. Both aim to measure the intellectual bulk of
> the archival materials. **Extent**, being a narrative field,
> accommodates a wide range of units of measure, such as linear feet,
> pages, photographs, and so on. Extent is meant to communicate clearly
> to the user. For these reasons, however, the field cannot be
> automatically summed. By contrast, **Holdings Measurement Type** and
> **Holdings Measurement Count**, being controlled fields,
> [can]{.underline} be combined to produce NARA-wide statistics about
> holdings.

**Purpose:** Identifies each type of physical entity and/or the physical
container in which the archival materials are stored. This field can be
used by NARA to count the overall size of its holdings.

**Relationship:** This element is dependent on **Copy Status**. Each
copy of the archival materials must have a copy status specified to have
**Holdings Measurement Type**. **Holdings Measurement Type** and
**Holdings Measurement Count** are dependent on each other. For each
type of holding in the series, **Holdings Measurement Type** and
**Holdings Measurement Count** must both be included.

**Guidance:** Choose the appropriate term from the Holdings Measurement
Type Authority List.

-   For all archival materials, except electronic records and artifacts,
    choose the term that best describes the type of physical container
    in which the material is stored.

-   For electronic records, choose the term "Logical Data Record." A
    logical data record is a set of data processed as a unit by a
    computer system or application independently of its physical
    environment. Examples include: a word processing document, a
    spreadsheet, an email message, each row in each table of a
    relational database, each row in an independent logical file
    database.

-   For artifacts, choose the term "Artifact."

> Count all material, but do not count the same material twice. For
> example, if artifacts are housed in boxes, count them only as
> artifacts. Do not record the type and amount of containers as well.

+-----------------+----------------------------------------------------+
| **Examples:**   | **Holdings Measurement Type --** MAP-1             |
|                 |                                                    |
|                 | **Holdings Measurement Count** - .5                |
+-----------------+----------------------------------------------------+

  -----------------------------------------------------------------------
  **Holdings Measurement Type** -- PHO-1 **Holdings Measurement Count**
  -- 3

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  **Holdings Measurement Type** -- LTA-S **Holdings Measurement Count**
  -- 267

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  **Holdings Measurement Type** -- ARF **Holdings Measurement Count** --
  1000

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  **Holdings Measurement Type** -- LDR **Holdings Measurement Count** --
  100000

  -----------------------------------------------------------------------

### Holdings Measurement Count

  ----------- ------------ --------- ----------- ----------- --------- ---------
  Mandatory   Repeatable   Data Type Authority   Level       A/V Only  Public
                                                 Available             Element

  Yes         Yes          Numeric   None        Series      No        Yes
                           (18,3)                                      
  ----------- ------------ --------- ----------- ----------- --------- ---------

**Definition:** The quantity of the archival materials in the series.
For artifacts, it counts the number of artifacts in the series. For
electronic data, it counts the number of logical data records in the
series. For all other records, it counts the number of each type of
physical container in which archival materials are stored.

> **Holdings Measurement Type** and **Holdings Measurement Count** are
> related to **Extent**. Both aim to measure the intellectual bulk of
> the archival materials. **Extent**, being a narrative field,
> accommodates a wide range of units of measure, such as linear feet,
> pages, photographs, and so on. Extent is meant to communicate clearly
> to the user. For these reasons, however, the field cannot be
> automatically summed. By contrast, **Holdings Measurement Type** and
> **Holdings Measurement Count**, being controlled fields,
> [can]{.underline} be combined to produce NARA-wide statistics about
> holdings.

**Purpose:** Identifies each type of physical entity and/or the physical
container in which the archival materials are stored. This field can be
used by NARA to count the overall size of its holdings.

-   The total cubic footage of the archival materials, except for
    artifacts and electronic records, can be determined by multiplying
    the quantity of containers by the cubic footage area of each type of
    container, as identified in the Holdings Measurement Type List.

-   The total number of artifacts can be calculated by adding the counts
    > for artifacts.

-   The total number of electronic records can be calculated by adding
    > the counts for logical data records.

**Relationship:** This element is dependent on **Copy Status**. Each
copy of the archival materials must have a copy status specified to have
**Holdings Measurement Count**. **Holdings Measurement Type** and
**Holdings Measurement Count** are dependent on each other. For each
type of holding in the series, **Holdings Measurement Type** and
**Holdings Measurement Count** must both be included.

**Guidance:** For each physical occurrence (copy) of all archival
materials except electronic records and artifacts, count and record the
type of physical container in which the material is stored.

[Partial Containers]{.underline}

> If a container holds multiple series, indicate the amount of the
> container used to store the archival materials for the series you are
> describing. If a container holds a single series, indicate that the
> holdings measurement is one full box, even if the archival materials
> for the series do not take up the entire box. Enter this information
> as a decimal number, up to three decimal places. For example, an
> eighth of a box equals ".125," half a box equals ".5," a third of a
> box equals ".333," a quarter of a box equals ".25," etc.

-   For electronic records, count the number of logical data records. A
    logical data record is a set of data processed as a unit by a
    computer system or application independently of its physical
    environment. Examples include: a word processing document, a
    spreadsheet, an email message, each row in each table of a
    relational database, each row in an independent logical file
    database.

-   For artifacts, count the number of artifacts.

> Count all material, but do not count the same material twice. For
> example, if artifacts are housed in boxes, count them only as
> artifacts. Do not record the type and amount of containers as well.

+-----------------+----------------------------------------------------+
| **Examples:**   | **Holdings Measurement Type -** MAP-1              |
|                 |                                                    |
|                 | **Holdings Measurement Count** - .5                |
+-----------------+----------------------------------------------------+

+-----------------------------------------------------------------------+
| **Holdings Measurement Type** - PHO-1                                 |
|                                                                       |
| **Holdings Measurement Count** -- 3                                   |
+-----------------------------------------------------------------------+

  -----------------------------------------------------------------------
  **Holdings Measurement Type** - LTA-S **Holdings Measurement Count** --
  267

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  **Holdings Measurement Type** -- ARF **Holdings Measurement Count** --
  1000

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  **Holdings Measurement Type** -- LDR **Holdings Measurement Count** --
  100000

  -----------------------------------------------------------------------

## Location Facility

+----------+---------+---------+---------+--------+--------+---------+
| M        | Rep     | Data    | Au      | Level  | A/V    | Public  |
| andatory | eatable | Type    | thority | Ava    | Only   | Element |
|          |         |         |         | ilable |        |         |
+----------+---------+---------+---------+--------+--------+---------+
| Yes      | Yes     | V       | L       | Series | No     | Yes     |
|          |         | ariable | ocation |        |        |         |
|          |         | Ch      | F       | File   |        |         |
|          |         | aracter | acility | Unit   |        |         |
|          |         | Length  | List    |        |        |         |
|          |         | (240)   |         | Item   |        |         |
+----------+---------+---------+---------+--------+--------+---------+

**Definition:** The building where the archival materials are kept.

**Purpose:** Enables NARA staff to know in what building the archival
materials are located, especially when the materials are stored in an
off-site location.

**Relationship:** This element is dependent on **Copy Status**. Each
copy of the archival materials must have a copy status specified to have
**Location Facility**. **Location Note** is dependent on this element.
To have **Location Note**, **Location Facility** must be created.

**Guidance:** Select the correct term from the Location Facility
Authority List.

If the location facility is an offsite facility, then **Physical
Restriction Note** must indicate to researchers the potential delay in
providing access to the archival materials. An offsite facility refers
to **Location Facility** buildings that differ from the buildings for
**Reference Unit**. For example, the National Underground Storage
facility in Boyers, Pennsylvania is an offsite facility.

  --------------- ------------------------------------------------------------
  **Examples:**   John F. Kennedy Library (Boston, MA)

  --------------- ------------------------------------------------------------

  -----------------------------------------------------------------------
  NARA\'s Pacific Region (Laguna Niguel, CA)

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  National Archives Building - Archives I (Washington, DC)

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Yellowstone National Park Archives (Yellowstone, WY)

  -----------------------------------------------------------------------

### Location Note

+----------+---------+---------+---------+---------+---------+---------+
| M        | Rep     | Data    | Au      | Level   | A/V     | Public  |
| andatory | eatable | Type    | thority | Av      | Only    | Element |
|          |         |         |         | ailable |         |         |
+----------+---------+---------+---------+---------+---------+---------+
| No       | No      | V       | None    | Series  | No      | No      |
|          |         | ariable |         |         |         |         |
|          |         | Ch      |         | File    |         |         |
|          |         | aracter |         | Unit    |         |         |
|          |         | Length  |         |         |         |         |
|          |         | (2000)  |         | Item    |         |         |
+----------+---------+---------+---------+---------+---------+---------+

**Definition: Location Note** indicates the particular location of the
archival materials within a building.

**Purpose:** Provides significant information regarding the location
facility or physical location of the archival materials. Provides
information for NARA employees to use in locating the archival
materials.

**Relationship:** This element is dependent on **Copy Status**. Each
copy of the archival materials must have a copy status specified to have
**Location Note**. In addition, this element is dependent on **Location
Facility**. To have **Location Note**, **Location Facility** must also
be created. **Location Facility** is repeatable. One **Location Note**
can be specified for each **Location Facility**.

**Guidance:** Enter stack locations or other significant information
that will assist NARA employees in locating the archival materials.

> If the archival materials are in different, non-contiguous stack
> locations within one facility, include all the locations in the note.

+----------+-----------------------------------------------------------+
| **Exa    | These materials are housed in the following location(s) - |
| mples:** |                                                           |
|          | stack 331: 51/17/2 through 54/1/6 containers              |
|          | #ON28193-ON32282                                          |
|          |                                                           |
|          | stack 331: 74/10/4 through 74/10/4 containers             |
|          | #ON69168-ON69168                                          |
|          |                                                           |
|          | stack 431: containers #566-2587                           |
|          |                                                           |
|          | stack 331: 114/16/7 through 114/17/6 containers #1-46     |
|          |                                                           |
|          | stack 331: A/1/1/1 through A/3/1/5 containers #GA1-WA6    |
|          |                                                           |
|          | stack 331: 55/5/3 through 59/1/4 containers               |
|          | #ON34447-ON41537                                          |
|          |                                                           |
|          | stack 331: 34/2/5 through 34/4/5 containers #2495-2635    |
|          |                                                           |
|          | stack 331: 59/11/4 through 59/15/2 containers             |
|          | #ON42513-ON42885                                          |
+----------+-----------------------------------------------------------+

  -----------------------------------------------------------------------
  These materials are located in Research Room 5050.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  These items are located in the cold vault.

  -----------------------------------------------------------------------

##  Physical Occurrence Note

+----------+---------+---------+---------+---------+---------+---------+
| M        | Rep     | Data    | Au      | Level   | A/V     | Public  |
| andatory | eatable | Type    | thority | Av      | Only    | Element |
|          |         |         |         | ailable |         |         |
+----------+---------+---------+---------+---------+---------+---------+
| No       | No      | V       | None    | Series  | No      | Yes     |
|          |         | ariable |         |         |         |         |
|          |         | Ch      |         | File    |         |         |
|          |         | aracter |         | Unit    |         |         |
|          |         | Length  |         |         |         |         |
|          |         | (2000)  |         | Item    |         |         |
+----------+---------+---------+---------+---------+---------+---------+

**Definition:** Explanations or significant information relating to the
physical occurrence of the archival materials.

**Purpose:** Provides information about the physical description of the
archival materials and explains further any elements used to describe
the physical occurrence of the archival materials.

**Relationship:** This element is dependent on **Copy Status**. Each
copy of the archival materials must have a copy status specified to have
**Physical Occurrence Note**.

**Guidance:** Enter any significant information about the physical
description of the archival materials. Enter further explanations as
needed for any of the physical occurrence elements.

> Do [not]{.underline} use this element to describe physical reasons for
> access restrictions, instead use **Physical Restriction Note**.
> Physical reasons are often preservation requirements, such as the need
> to acclimate materials stored in a cold vault.
>
> Write in complete sentences. Be precise and brief. Do not use
> unexplained acronyms or unknown organizational designations.

  --------------- -----------------------------------------------------------
  **Examples:**   These records are in the same box with Portraits of Coastal
                  Plains Regional Commission Commissioners, Record Group 40.

  --------------- -----------------------------------------------------------

  -----------------------------------------------------------------------
  Some photographs are mounted.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  The cubic footage for the series of artifacts was estimated as one
  quarter of the stack area or 5,000 cubic feet.

  -----------------------------------------------------------------------

## Reference Unit

+----------+---------+---------+---------+---------+--------+---------+
| M        | Rep     | Data    | Au      | Level   | A/V    | Public  |
| andatory | eatable | Type    | thority | Av      | Only   | Element |
|          |         |         |         | ailable |        |         |
+----------+---------+---------+---------+---------+--------+---------+
| Yes      | Yes     | V       | Re      | Series  | No     | Yes     |
|          |         | ariable | ference |         |        |         |
|          |         | Ch      | Unit    | File    |        |         |
|          |         | aracter | List    | Unit    |        |         |
|          |         | Length  |         |         |        |         |
|          |         | (700)   |         | Item    |        |         |
+----------+---------+---------+---------+---------+--------+---------+

**Definition:** The unit that provides reference services for the
archival materials. This element is related to **Location Facility** and
**Location Note**. **Location Facility** names the building where the
archival materials are stored, while **Location Note** indicates the
particular location(s) within the building.

**Purpose:** Identifies the unit that provides reference services for
the archival materials. Allows users to limit a search to the holdings
of a particular reference unit.

**Relationship:** This element is dependent on **Copy Status**. Each
copy of the archival materials must have a copy status specified to have
**Reference Unit**.

**Guidance:** Select the correct term from the Reference Unit Authority
List.

+----------+-----------------------------------------------------------+
| **Exa    | NLJFK John F. Kennedy Library                             |
| mples:** |                                                           |
|          | Columbia Point, Boston, MA 02125-3398                     |
|          |                                                           |
|          | (phone) 617-929-4500                                      |
|          |                                                           |
|          | (fax) 617-929-4538                                        |
|          |                                                           |
|          | (e-mail) <kennedy.library@nara.gov>                       |
+----------+-----------------------------------------------------------+

+-----------------------------------------------------------------------+
| NRHLA Laguna Niguel, Archival Operations, Pacific Region              |
|                                                                       |
| 24000 Avila, 1st Floor East, Laguna Niguel, CA 92677-3497             |
|                                                                       |
| (phone) 949-360-2641                                                  |
|                                                                       |
| (fax) 949-360-2624                                                    |
|                                                                       |
| (e-mail) <laguna.archives@nara.gov>                                   |
+-----------------------------------------------------------------------+

+-----------------------------------------------------------------------+
| NWL Center for Legislative Archives                                   |
|                                                                       |
| National Archives Building, Room 8E                                   |
|                                                                       |
| 7th and Pennsylvania Avenue NW, Washington, DC 20408                  |
|                                                                       |
| (phone) 202-501-5350                                                  |
|                                                                       |
| (fax) 202-219-2176                                                    |
|                                                                       |
| (e-mail) <inquire@nara.gov>                                           |
+-----------------------------------------------------------------------+

+-----------------------------------------------------------------------+
| National Park Service, Yellowstone National Park Archives (an         |
| affiliated archives)                                                  |
|                                                                       |
| P.O. Box 168, Yellowstone National Park, WY 82190                     |
|                                                                       |
| (phone) 307-344-2261                                                  |
|                                                                       |
| (fax) 307-344-2323                                                    |
|                                                                       |
| (email) <Lee_Whittlesey@nps.gov>                                      |
+-----------------------------------------------------------------------+

## Total Footage 

  ----------- ------------ --------- ----------- ----------- --------- ---------
  Mandatory   Repeatable   Data Type Authority   Level       A/V Only  Public
                                                 Available             Element

  No          No           Numeric   None        Item        Yes       Yes
                           (10)                                        
  ----------- ------------ --------- ----------- ----------- --------- ---------

**Definition:** The length in feet of all the reels or rolls that make
up the entire copy of an audiovisual item.

**Purpose:** Provides the total footage of the audiovisual item.

**Relationship:** This element is dependent on **Copy Status**. Each
copy of the archival materials must have a copy status specified to have
**Total Footage**.

**Guidance:** Enter the total footage measurement.

> To calculate the total footage of the film or video, add the footage
> of all the individual reels in the physical occurrence.
>
> Calculate the length in feet, not inches. Round off the length to the
> nearest foot.

  ---------------------------- ------------------------------------------
  **Examples:**                29

  ---------------------------- ------------------------------------------

  -----------------------------------------------------------------------
  432

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  1002

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  6748

  -----------------------------------------------------------------------

## Total Running Time: Minutes 

  ----------- ------------ --------- ----------- ----------- --------- ---------
  Mandatory   Repeatable   Data Type Authority   Level       A/V Only  Public
                                                 Available             Element

  No          No           Numeric   None        Item        Yes       Yes
                           (10)                                        
  ----------- ------------ --------- ----------- ----------- --------- ---------

**Definition:** The total duration in minutes of an audiovisual item.

**Purpose:** Informs users of the total playing time of an audiovisual
item.

**Relationship:** This element is dependent on **Copy Status**. Each
copy of the archival materials must have a copy status specified to have
**Total Running Time: Minutes**. This element works in conjunction with
**Total Running Time: Seconds**. The Guidance for this element explains
the details of this relationship.

**Guidance:** Enter the number of minutes for the total running time of
the audiovisual item. To calculate the total running time, add together
all the running times for the individual reels in an audiovisual film.

> If the total running time is *more* than five minutes, round it off to
> the nearest minute.
>
> If the total running time is *less* than five minutes, indicate it as
> minutes and seconds. To do this:

-   enter the number of minutes in **Total Running Time: Minutes**

-   enter the number of seconds in **Total Running Time: Seconds**.

> Do [not]{.underline} enter the length as "2.5" minutes, instead enter
> it as "2" minutes and "30" seconds. (The "30" seconds is entered in
> **Total Running Time: Seconds**.)

  --------------- ---------------- -------------------------------------------
  **Examples:**   120              \[For a two-hour motion picture film.\]

  --------------- ---------------- -------------------------------------------

  -----------------------------------------------------------------------
  104

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  60

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  15

  -----------------------------------------------------------------------

  ------------------- ---------------------------------------------------
  1                   \[For a one-minute sound clip.\]

  ------------------- ---------------------------------------------------

## Total Running Time: Seconds 

  ----------- ------------ --------- ----------- ----------- --------- ---------
  Mandatory   Repeatable   Data Type Authority   Level       A/V Only  Public
                                                 Available             Element

  No          No           Numeric   None        Item        Yes       Yes
                           (2)                                         
  ----------- ------------ --------- ----------- ----------- --------- ---------

**Definition:** The segment of the duration an audiovisual item that is
part of a minute.

**Purpose:** Informs users of the total playing time of an audiovisual
item.

**Relationship:** This element is dependent on **Copy Status**. Each
copy of the archival materials must have a copy status specified to have
**Total Running Time: Seconds**. This element works in conjunction with
**Total Running Time: Minutes**. The Guidance for this element explains
the details of this relationship.

**Guidance:** Enter the number of seconds for the total running time of
the audiovisual item. To calculate the total running time, add together
all the running times for the individual reels in an audiovisual film.

If the total running time is *more* than five minutes, this element will
be left empty.

> If the total running time is *less* than five minutes, indicate it as
> minutes and seconds. To do this:

-   enter the number of minutes in **Total Running Time: Minutes**

-   enter the number of seconds in **Total Running Time: Seconds**.

> Do [not]{.underline} enter the length as "150" seconds, instead enter
> it as "2" minutes and "30" seconds.

Do [not]{.underline} enter the length as "60" seconds, instead enter it
as "1" minute.

  ----------------------------- -----------------------------------------
  **Examples:**                 5

  ----------------------------- -----------------------------------------

  -----------------------------------------------------------------------
  10

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  25

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  59

  -----------------------------------------------------------------------

##  

## Media Type

+----------+---------+---------+---------+---------+---------+---------+
| M        | Rep     | Data    | Au      | Level   | A/V     | Public  |
| andatory | eatable | Type    | thority | Av      | Only    | Element |
|          |         |         |         | ailable |         |         |
+----------+---------+---------+---------+---------+---------+---------+
| Yes      | No\*    | V       | Media   | Series  | No      | Yes     |
|          |         | ariable | Type    |         |         |         |
|          |         | Ch      | Au      | File    |         |         |
|          |         | aracter | thority | Unit    |         |         |
|          |         | Length  | List    |         |         |         |
|          |         | (60)    |         | Item    |         |         |
+----------+---------+---------+---------+---------+---------+---------+

\*Each media occurrence of the archival materials may have only one
**Media Type** designated. If

multiple media occurrences are needed, each should be assigned its own
**Media Type**.

**Definition:** The physical form of the archival materials.

**Purpose:** Defines the physical characteristics of the archival
materials, which helps

establish conservation, storage, retrieval, reproduction, and use
requirements.

**Relationship:** This element is independent, but all of the Media
Occurrence Elements are dependent on it. For each media occurrence
within each copy of the archival materials, **Media Type** must be
specified before any of the Media Occurrence Elements referring to it
can be created.

**Guidance:** Choose the correct term from the Media Type Authority
List.

######### 

Generate multiple media occurrence descriptions for:

#########  Interfiled Media Types

> If the archival materials have *interfiled* media types, then choose
> the predominant media type for the physical description. For example,
> a physical occurrence mostly containing negatives with a few
> photographic prints would be described in one media occurrence as
> "negatives." A physical occurrence mostly containing paper records
> with some illustrations would be described in one media occurrence for
> "paper." If necessary, the second media type may be indicated in
> **Media Occurrence Note** or a new media occurrence description may be
> generated to describe the second media type.

[Mixed Media Types]{.underline}

> If the archival materials have *mixed*, but not interfiled, media
> types, generate a new media occurrence description for each media
> type. For example, a physical occurrence containing both negatives and
> photographic prints would have one media occurrence description for
> "negatives" and another for "photographic prints."

[Multiple Media Occurrences for the Same Media Type]{.underline}

> If the archival materials consist of multiple occurrences of the same
> media type, and each occurrence requires an individual description,
> then generate the number of media occurrence descriptions needed to
> adequately describe them. For example, a moving image may consist of
> multiple film reels, each of which may have different characteristics
> for **running time** or which need to be identified by a unique
> **Element Number**.

  --------------- -----------------------------------------------------------
  **Examples:**   Digital Audio Tape

  --------------- -----------------------------------------------------------

\[The media type for the Lyndon B. Johnson Recording of Telephone
Conversation, K Series.\]

  -----------------------------------------------------------------------
  Film Reel

  -----------------------------------------------------------------------

> \[The media type for the motion picture "Mission to Villa Coublay,
> France."\]

  -----------------------------------------------------------------------
  Magnetic Tape Cartridge

  -----------------------------------------------------------------------

> \[The media type for electronic records stored on 3480-class tape
> cartridges.\]

### Base

  ----------- ------------ ----------- ----------- ----------- --------- ---------
  Mandatory   Repeatable   Data Type   Authority   Level       A/V Only  Public
                                                   Available             Element

  No          No           Variable    Base        Item        No        Yes
                           Character   Authority                         
                           Length (60) List                              
  ----------- ------------ ----------- ----------- ----------- --------- ---------

**Definition:** The substance of the media used to physically carry or
hold the information in the archival item. Also called the substrate.

**Purpose:** Provides the physical characteristics of the archival
materials, which helps establish conservation, storage, retrieval,
reproduction, and use requirements.

**Relationship:** This element is dependent on **Media Type**. Each
media occurrence of the archival materials must have a media type
specified to create **Base**.

**Guidance:** Choose an appropriate term from the Base Authority List.

> The base for textual records on traditional media can be fabric,
> vellum, or paper. The base for textual records on electronic media can
> be cellulose acetate or polyester for magnetic tape or metal for
> optical disks. For magnetic video and sound recordings, the base is
> usually cellulose acetate or polyester, which has sufficient magnetic
> coating to hinder print-through. For non-magnetic sound recordings,
> the base can be shellac, vinyl, or wax used to make discs or cylinders
> that contain grooves to carry the audio information. For motion
> picture films, the base is the transparent, flexible support (usually
> cellulose acetate or polyester) on which photographic emulsions are
> coated to make photographic film. For printed photographs, the base
> can be photographic paper or, more specifically, fiber-based or
> resin-coated photographic paper. For negatives, the base can be glass
> or polyester (film).
>
> Be sure to indicate the base whenever it serves a distinguishing
> feature for the media type, as is often the case with special media
> records.
>
> Use **Media Occurrence Note** to include any additional information on
> the base.

  --------------- -----------------------------------------------------------
  **Examples:**   Photographic Paper: Resin-coated

  --------------- -----------------------------------------------------------

> \[For the prints in the series "Kenneth Space Photographs of the
> Activities of Southern Black Americans" which consists of two media
> types: prints and negatives.\]

  -----------------------------------------------------------------------
  Cellulose Acetate

  -----------------------------------------------------------------------

> \[For the negatives in the series "Kenneth Space Photographs of the
> Activities of Southern Black Americans" which consists of two media
> types: prints and negatives.\]

  -----------------------------------------------------------------------
  Paper

  -----------------------------------------------------------------------

> \[For the series "Warden's Notebook Pages," which was written on
> loose-leaf notebook pages.\]

### Color

+----------+---------+---------+---------+---------+---------+---------+
| M        | Rep     | Data    | Au      | Level   | A/V     | Public  |
| andatory | eatable | Type    | thority | Av      | Only    | Element |
|          |         |         |         | ailable |         |         |
+----------+---------+---------+---------+---------+---------+---------+
| No       | No      | V       | Color   | Series  | No      | Yes     |
|          |         | ariable | Au      |         |         |         |
|          |         | Ch      | thority | File    |         |         |
|          |         | aracter | List    | Unit    |         |         |
|          |         | Length  |         |         |         |         |
|          |         | (60)    |         | Item    |         |         |
+----------+---------+---------+---------+---------+---------+---------+

**Definition:** The absence or presence of colors, besides black, white
and gray, of the media type.

**Purpose:** Informs the user of the color characteristics for the media
type.

**Relationship:** This element is dependent on **Media Type**. Each
media occurrence of the archival materials must have a media type
specified to create **Color**.

**Guidance:** Choose the correct term from the Color Authority List.

> Use "Black-and-White" when images are recorded or printed in
> black-and-white. Also applies to black-and-white images that have been
> hand-tinted or toned.
>
> Use "Black-and-White and Color" when describing materials that have
> both black-and-white and color images where the black-and-white images
> make up the bulk of the materials. For example, a motion picture item
> may have three reels of film - two of which are black-and-white, one
> of which is color.
>
> Use "Color" when images are recorded or printed in more colors than
> black, white and gray.
>
> Use "Color and Black-and-White" when describing materials that have
> both color and black-and-white images where the color images make up
> the bulk of the materials. For example, a set of photographs
> consisting of color prints and a few black-and-white images, or the
> movie the *Wizard of Oz*, which is mostly color with black-and-white
> sequences at the beginning and end.

##  

### Container ID

+----------+---------+---------+---------+---------+---------+---------+
| M        | Rep     | Data    | Au      | Level   | A/V     | Public  |
| andatory | eatable | Type    | thority | Av      | Only    | Element |
|          |         |         |         | ailable |         |         |
+----------+---------+---------+---------+---------+---------+---------+
| No       | No      | V       | None    | Series  | No      | Yes     |
|          |         | ariable |         |         |         |         |
|          |         | Ch      |         | File    |         |         |
|          |         | aracter |         | Unit    |         |         |
|          |         | Length  |         |         |         |         |
|          |         | (700)   |         | Item    |         |         |
+----------+---------+---------+---------+---------+---------+---------+

**Definition:** The identifier or number for the individual container
storing each media type.

**Purpose:** Identifies the containers used to store each media type.

**Relationship:** This element is dependent on **Media Type**. Each
media occurrence of the archival materials must have a media type
specified to create **Container ID**.

**Guidance:** Enter the identifier or number for the containers used to
store the media type, including the numbers on bound volumes and film
cans.

  --------------- -----------------------------------------------------------
  **Examples:**   #ON28193

  --------------- -----------------------------------------------------------

\[For an Item Level description.\]

  -----------------------------------------------------------------------
  Box 6829

  -----------------------------------------------------------------------

\[For an Item Level description.\]

  -----------------------------------------------------------------------
  Volume A -- N

  -----------------------------------------------------------------------

\[For an Item Level description.\]

  -----------------------------------------------------------------------
  Tape 1

  -----------------------------------------------------------------------

\[For an Item Level description.\]

  -----------------------------------------------------------------------
  Boxes 1-75

  -----------------------------------------------------------------------

\[For a Series Level description.\]

  -----------------------------------------------------------------------
  27

  -----------------------------------------------------------------------

\[For a Series Level description.\]

### Dimension

+----------+---------+---------+---------+---------+---------+---------+
| M        | Rep     | Data    | Au      | Level   | A/V     | Public  |
| andatory | eatable | Type    | thority | Av      | Only    | Element |
|          |         |         |         | ailable |         |         |
+----------+---------+---------+---------+---------+---------+---------+
| No       | No      | V       | Di      | Series  | No      | Yes     |
|          |         | ariable | mension |         |         |         |
|          |         | Ch      | Au      | File    |         |         |
|          |         | aracter | thority | Unit    |         |         |
|          |         | Length  | List    |         |         |         |
|          |         | (60)    |         | Item    |         |         |
+----------+---------+---------+---------+---------+---------+---------+

**Definition:** The standard size of the physical items of a media type.

**Purpose:** Indicates the dimension of the media types by using
standard sizes. Provides information needed for reproduction. May be
used with **Format** to provide additional information about the media
of the archival materials.

**Relationship:** This element is dependent on **Media Type**. Each
media occurrence of the archival materials must have a media type
specified to create **Dimension**. If **Dimension** is specified,
**Height**, **Width**, and **Depth** cannot be used.

**Guidance:** Choose the correct term from the Dimension Authority List.

> Use the term "Varied" if the media type has more than one standard
> dimension or if there is a difference in the sizes of mounted
> photographs and their mats. Explain the dimensions further in **Media
> Occurrence Note**.
>
> If none of the standard dimensions adequately describe the media type,
> leave this element empty and record the appropriate dimensions in
> **Height**, **Width**, and **Depth**.

  --------------- -------- --------------------------------------------------
  **Examples:**   3x5 inch \[For a series of card files.\]

  --------------- -------- --------------------------------------------------

  ---------- ------------------------------------------------------------
  1/2 inch   \[For a VHS videotape.\]

  ---------- ------------------------------------------------------------

  ---------- ------------------------------------------------------------
  8x10 inch  \[For a photographic print.\]

  ---------- ------------------------------------------------------------

  ---------- ------------------------------------------------------------
  35 mm      \[For a motion picture film.\]

  ---------- ------------------------------------------------------------

  -------- ----------------------------------------------------------------
  Varied   \[For a series consisting of 3x5 inch prints, 5x7 inch prints,
           and 8x10 inch prints.\]

  -------- ----------------------------------------------------------------

###  Emulsion

  ----------- ------------ ----------- ----------- ----------- --------- ---------
  Mandatory   Repeatable   Data Type   Authority   Level       A/V Only  Public
                                                   Available             Element

  No          No           Variable    Emulsion    Item        No        Yes
                           Character   Authority                         
                           Length (60) List                              
  ----------- ------------ ----------- ----------- ----------- --------- ---------

**Definition:** The type of coating that is bonded to and supported by
the base of the media type.

**Purpose:** Defines the physical characteristics of the emulsion, which
helps establish conservation, storage, retrieval, reproduction, and use
requirements.

**Relationship:** This element is dependent on **Media Type**. Each
media occurrence of the archival materials must have a media type
specified to create **Emulsion**.

**Guidance:** Choose the correct term from the Emulsion Authority List.

  --------------- -----------------------------------------------------------
  **Examples:**   Metal Evaporation

  --------------- -----------------------------------------------------------

  -----------------------------------------------------------------------
  Ferric Oxide

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Gelatin

  -----------------------------------------------------------------------

### Height

+----------+---------+---------+---------+---------+---------+---------+
| M        | Rep     | Data    | Au      | Level   | A/V     | Public  |
| andatory | eatable | Type    | thority | Av      | Only    | Element |
|          |         |         |         | ailable |         |         |
+----------+---------+---------+---------+---------+---------+---------+
| No       | No      | Numeric | None    | Series  | No      | Yes     |
|          |         | (8,3)   |         |         |         |         |
|          |         |         |         | File    |         |         |
|          |         |         |         | Unit    |         |         |
|          |         |         |         |         |         |         |
|          |         |         |         | Item    |         |         |
+----------+---------+---------+---------+---------+---------+---------+

**Definition:** The distance measured from top to bottom of the media
type.

**Purpose:** Provides information about non-standard dimensions of media
type.

**Relationship:** This element is dependent on **Media Type**. Each
media occurrence of the archival materials must have a media type
specified to create **Height**. If **Height**, **Width**, or **Depth**
is specified, **Dimension** cannot be used.

**Guidance:** Enter the height of the media type in inches. Enter
fractions of an inch as a decimal fraction (.5 for half an inch, .33 for
a third of an inch, etc.).

> Use **Height**, **Width**, and **Depth** to describe three-dimensional
> media types.
>
> Use **Height** and **Width** to describe two-dimensional media types.
>
> Measure the height of the media types themselves and [not]{.underline}
> the height of their containers.
>
> Be sure to check the Dimension Authority List for a suitable size
> before indicating a separate height, width, and depth.

  ---------------------------- ------------------------------------------
  **Examples:**                11.75

  ---------------------------- ------------------------------------------

\[For the artifact the "Bust of a Youth in the Age of Tiberius."\]

  -----------------------------------------------------------------------
  3.5

  -----------------------------------------------------------------------

> \[For the 3 ½ by 4 ½ series "Negatives and Proof Sheets Relating to
> U.S. and Foreign Diplomatic Officials, Events, and Facilities."\]

  -----------------------------------------------------------------------
  18.5

  -----------------------------------------------------------------------

\[For the 18½ by 23½ textual records/photograph series "Records
Collected by the Chaplains Division."\]

  -----------------------------------------------------------------------
  12.125

  -----------------------------------------------------------------------

> \[For a non-standard sized artifact.\]

### Width

+----------+---------+---------+---------+---------+---------+---------+
| M        | Rep     | Data    | Au      | Level   | A/V     | Public  |
| andatory | eatable | Type    | thority | Av      | Only    | Element |
|          |         |         |         | ailable |         |         |
+----------+---------+---------+---------+---------+---------+---------+
| No       | No      | Numeric | None    | Series  | No      | Yes     |
|          |         | (8,3)   |         |         |         |         |
|          |         |         |         | File    |         |         |
|          |         |         |         | Unit    |         |         |
|          |         |         |         |         |         |         |
|          |         |         |         | Item    |         |         |
+----------+---------+---------+---------+---------+---------+---------+

**Definition:** The horizontal distance measured from side to side of a
media type.

**Purpose:** Provides information about non-standard dimensions of media
types.

**Relationship:** This element is dependent on **Media Type**. Each
media occurrence of the archival materials must have a media type
specified to create **Width**. If **Height**, **Width**, or **Depth** is
specified, **Dimension** cannot be used.

**Guidance:** Enter the width of the media types in inches. Enter
fractions of an inch as a decimal fraction (.5 for half an inch, .33 for
a third of an inch, etc.).

> Use **Height**, **Width**, and **Depth** to describe three-dimensional
> media types.
>
> Use **Height** and **Width** to describe two-dimensional media types.
>
> Measure the width of the media types themselves and [not]{.underline}
> the width of their containers.
>
> Be sure to check the Dimension Authority List for a suitable size
> before indicating a separate height, width, and depth.

  ---------------------------- ------------------------------------------
  **Examples:**                6.25

  ---------------------------- ------------------------------------------

\[For the artifact the "Bust of a Youth in the Age of Tiberius."\]

  -----------------------------------------------------------------------
  4.5

  -----------------------------------------------------------------------

> \[For the 3 ½ by 4 ½ series "Negatives and Proof Sheets Relating to
> U.S. and Foreign Diplomatic Officials, Events, and Facilities."\]

  -----------------------------------------------------------------------
  23.5

  -----------------------------------------------------------------------

\[For the 18 ½ by 23 ½ textual records/photograph series "Records
Collected by the Chaplains Division."\]

  -----------------------------------------------------------------------
  120

  -----------------------------------------------------------------------

> \[For a non-standard sized artifact.\]

### Depth

+----------+---------+---------+---------+---------+---------+---------+
| M        | Rep     | Data    | Au      | Level   | A/V     | Public  |
| andatory | eatable | Type    | thority | Av      | Only    | Element |
|          |         |         |         | ailable |         |         |
+----------+---------+---------+---------+---------+---------+---------+
| No       | No      | Numeric | None    | Series  | No      | Yes     |
|          |         | (8,3)   |         |         |         |         |
|          |         |         |         | File    |         |         |
|          |         |         |         | Unit    |         |         |
|          |         |         |         |         |         |         |
|          |         |         |         | Item    |         |         |
+----------+---------+---------+---------+---------+---------+---------+

**Definition:** The distance measured from the front to the back of a
media type.

**Purpose:** Provides information about non-standard dimensions of media
types.

**Relationship:** This element is dependent on **Media Type**. Each
media occurrence of the archival materials must have a media type
specified to create **Height**. If **Height**, **Width**, or **Depth**
is specified, **Dimension** cannot be used.

**Guidance:** Enter the depth of the media type in inches. Enter
fractions of an inch as a decimal fraction (.5 for half an inch, .33 for
a third of an inch, etc.).

> Use **Height**, **Width**, and **Depth** to describe three-dimensional
> media types.
>
> Use **Height** and **Width** to describe two-dimensional media types.
>
> Measure the depth of the media types themselves and [not]{.underline}
> the depth of their containers.
>
> Be sure to check the Dimension Authority List for a suitable size
> before indicating a separate height, width, and depth.

  ----------------------------- -----------------------------------------
  **Examples:**                 6.75

  ----------------------------- -----------------------------------------

> \[For the artifact "Bust of a Youth in the Age of Tiberius."\]

  -----------------------------------------------------------------------
  10

  -----------------------------------------------------------------------

> \[For a non-standard sized artifact.\]

### Media Occurrence Note

+----------+---------+---------+---------+---------+---------+---------+
| M        | Rep     | Data    | Au      | Level   | A/V     | Public  |
| andatory | eatable | Type    | thority | Av      | Only    | Element |
|          |         |         |         | ailable |         |         |
+----------+---------+---------+---------+---------+---------+---------+
| No       | No      | V       | None    | Series  | No      | Yes     |
|          |         | ariable |         |         |         |         |
|          |         | Ch      |         | File    |         |         |
|          |         | aracter |         | Unit    |         |         |
|          |         | Length  |         |         |         |         |
|          |         | (700)   |         | Item    |         |         |
+----------+---------+---------+---------+---------+---------+---------+

**Definition:** Explanations or significant information relating to the
media occurrence of the archival materials.

**Purpose:** Provides information about the physical description of the
archival materials and explains further any elements used to describe
the media occurrence of the archival materials.

**Relationship:** This element is dependent on **Media Type**. Each
media occurrence of the archival materials must have a media type
specified to create **Media Occurrence Note**.

**Guidance:** Enter any significant information about the media being
described. Enter further explanations as needed for any of the media
occurrence elements.

> Do [not]{.underline} use this element to describe physical reasons for
> access restrictions, instead use **Physical Restriction Note**.
> Physical reasons are often preservation requirements, such as the need
> to acclimate materials stored in a cold vault.
>
> Write in complete sentences. Be precise and brief. Do not use
> unexplained acronyms or unknown organizational designations.

  --------------- -----------------------------------------------------------
  **Examples:**   This reel contains music and sound effects.

  --------------- -----------------------------------------------------------

  -----------------------------------------------------------------------
  Letter box version.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Side A is the accessioned program. Side B is "Gunsmoke" No. 344.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  This series contains some interfiled photographs.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  These images were made by the albumen and collodion processes.

  -----------------------------------------------------------------------

### 

###  

### Physical Restriction Note

+----------+---------+---------+---------+---------+---------+---------+
| M        | Rep     | Data    | Au      | Level   | A/V     | Public  |
| andatory | eatable | Type    | thority | Av      | Only    | Element |
|          |         |         |         | ailable |         |         |
+----------+---------+---------+---------+---------+---------+---------+
| No       | No      | V       | None    | Series  | No      | Yes     |
|          |         | ariable |         |         |         |         |
|          |         | Ch      |         | File    |         |         |
|          |         | aracter |         | Unit    |         |         |
|          |         | Length  |         |         |         |         |
|          |         | (2000)  |         | Item    |         |         |
+----------+---------+---------+---------+---------+---------+---------+

**Definition:** Information regarding any physical restrictions that
apply to the particular media type of the archival materials.

> Physical restrictions are primarily preservation restrictions.

**Purpose:** Alerts users that materials are not available for viewing
or that steps have to be taken before the materials may be retrieved for
viewing.

**Relationship:** This element is dependent on **Media Type**. Each
media occurrence of the archival materials must have a media type
specified to create **Physical Restriction Note**.

**Guidance:** Enter any significant information pertaining to the
physical restrictions for the media type, including the duration of the
restrictions.

A physical restriction note is required whenever archival materials are
stored offsite in order to alert researchers to the potential delay in
providing access to the records. An offsite facility refers to a
building for **Location Facility** that is different from a building for
**Reference Unit**.

> Do [not]{.underline} use this element to describe access restrictions
> to the archival materials, instead use the Access Restriction
> Elements.
>
> Do [not]{.underline} use this element to describe restrictions on
> using or reproducing the archival materials, instead use the Use
> Restriction Elements.
>
> Do [not]{.underline} use this element to describe the hardware or
> equipment needed to access the archival materials, instead use
> **Technical Access Requirements Note**.
>
> Write in complete sentences. Be precise and brief. Do not use
> unexplained acronyms or unknown organizational designations.

  --------------- -----------------------------------------------------------
  **Examples:**   This material is located in cold vault storage; it will
                  take at least 2 1/2 hours to acclimate the material and
                  deliver it to the research room.

  --------------- -----------------------------------------------------------

  -----------------------------------------------------------------------
  As a preservation measure, researchers must view the reference set of
  color slide reproductions of the posters rather than the originals.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  This film reel has shrunk and may not be viewed.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Because these records are stored offsite, researchers must request the
  records 48 hours in advance.

  -----------------------------------------------------------------------

###  

### Piece Count

+----------+---------+---------+---------+---------+---------+---------+
| M        | Rep     | Data    | Au      | Level   | A/V     | Public  |
| andatory | eatable | Type    | thority | Av      | Only    | Element |
|          |         |         |         | ailable |         |         |
+----------+---------+---------+---------+---------+---------+---------+
| No       | No      | Numeric | None    | Series  | No      | Yes     |
|          |         | (10)    |         |         |         |         |
|          |         |         |         | File    |         |         |
|          |         |         |         | Unit    |         |         |
|          |         |         |         |         |         |         |
|          |         |         |         | Item    |         |         |
+----------+---------+---------+---------+---------+---------+---------+

**Definition:** The exact number of physical items comprising the media
type of the archival materials.

**Purpose:** Allows NARA employees to maintain control over the physical
pieces of the archival materials.

**Relationship:** This element is dependent on **Media Type**. Each
media occurrence of the archival materials must have a media type
specified to create **Piece Count**.

**Guidance:** Enter the exact number of physical items comprising the
media type of the archival materials. Do not use commas.

> To indicate the number of physical items needed to create a complete
> duplicate, use **Reproduction Count**. For example, a double-sided
> letter may have a piece count of three pages but a reproduction count
> of six pages.

  ----------------------------- -----------------------------------------
  **Examples:**                 3

  ----------------------------- -----------------------------------------

  -----------------------------------------------------------------------
  80

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  47

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  1000

  -----------------------------------------------------------------------

### Process

+----------+---------+---------+---------+---------+---------+---------+
| M        | Rep     | Data    | Au      | Level   | A/V     | Public  |
| andatory | eatable | Type    | thority | Av      | Only    | Element |
|          |         |         |         | ailable |         |         |
+----------+---------+---------+---------+---------+---------+---------+
| No       | No      | V       | Process | Series  | No      | Yes     |
|          |         | ariable | List    |         |         |         |
|          |         | Ch      |         | File    |         |         |
|          |         | aracter |         | Unit    |         |         |
|          |         | Length  |         |         |         |         |
|          |         | (60)    |         | Item    |         |         |
+----------+---------+---------+---------+---------+---------+---------+

**Definition:** The technical or manual means by which the media type
was created.

**Purpose:** Defines the process used to create the media type, which
helps establish the conservation, storage, retrieval, reproduction and
use requirements.

**Relationship:** This element is dependent on **Media Type**. Each
media occurrence of the archival materials must have a media type
specified to create **Process**.

**Guidance:** Choose the correct term from the Process Authority List.

> If using the term \"Varied,\" include a **Media Occurrence Note** that
> identifies the processes as they are listed in the Process Authority
> List. Do not choose \"Varied\" unless it is necessary due to the
> complexity of the holdings.

  --------------- -----------------------------------------------------------
  **Examples:**   Artwork: Chalk

  --------------- -----------------------------------------------------------

  -----------------------------------------------------------------------
  Photocopy

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Sound Recordings: Equalization-Dolby C

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Photographic: Gelatin Silver

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Photomechanical: Collotype

  -----------------------------------------------------------------------

###  Reproduction Count

+----------+---------+---------+---------+---------+---------+---------+
| M        | Rep     | Data    | Au      | Level   | A/V     | Public  |
| andatory | eatable | Type    | thority | Av      | Only    | Element |
|          |         |         |         | ailable |         |         |
+----------+---------+---------+---------+---------+---------+---------+
| No       | No      | Numeric | None    | Series  | No      | Yes     |
|          |         | (10)    |         |         |         |         |
|          |         |         |         | File    |         |         |
|          |         |         |         | Unit    |         |         |
|          |         |         |         |         |         |         |
|          |         |         |         | Item    |         |         |
+----------+---------+---------+---------+---------+---------+---------+

**Definition:** The exact number of parts or sides of the physical items
needed to create a complete duplicate of the specific media type of the
archival materials.

**Purpose:** Indicates the number of physical items (pages, reels, etc.)
that need to be copied to create a complete reproduction.

**Relationship:** This element is dependent on **Media Type**. Each
media occurrence of the archival materials must have a media type
specified to create **Reproduction Count**.

**Guidance:** Enter the exact number of parts or sides of physical items
that need to be copied to create a complete reproduction of the media
type. Do not use commas.

> Only indicate **Reproduction Count** if it differs from **Piece
> Count**. For example, a double-sided letter may have piece count of
> three pages but a reproduction count of six pages.
>
> Only use this element if the archival materials can be reproduced.

  ---------------------------- ------------------------------------------
  **Examples:**                6

  ---------------------------- ------------------------------------------

  -----------------------------------------------------------------------
  49

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  100

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  1025

  -----------------------------------------------------------------------

### Technical Access Requirements Note

+----------+---------+---------+---------+---------+---------+---------+
| M        | Rep     | Data    | Au      | Level   | A/V     | Public  |
| andatory | eatable | Type    | thority | Av      | Only    | Element |
|          |         |         |         | ailable |         |         |
+----------+---------+---------+---------+---------+---------+---------+
| No       | No      | V       | None    | Series  | No      | Yes     |
|          |         | ariable |         |         |         |         |
|          |         | Ch      |         | File    |         |         |
|          |         | aracter |         | Unit    |         |         |
|          |         | Length  |         |         |         |         |
|          |         | (2000)  |         | Item    |         |         |
+----------+---------+---------+---------+---------+---------+---------+

**Definition:** A description of the equipment needed to view the media
type, such as a light table to view aerial film, or hardware and
software to view archival materials on electronic media.

**Purpose:** Alerts users when equipment will be needed to access or
view the media type.

**Relationship:** This element is dependent on **Media Type**. Each
media occurrence of the archival materials must have a media type
specified to create **Technical Access Requirements Note**.

**Guidance:** Enter a description of the equipment needed to access,
listen to, or view the media type.

> The element should only be used when the equipment is non-standard.
> There is no need to include "reader" for microfilm or "projector" for
> slides.
>
> Do [not]{.underline} use this element to describe access restrictions
> to the archival materials, instead use the Access Restriction
> Elements.
>
> Do [not]{.underline} use this element to describe restrictions on
> using or reproducing the archival materials, instead use the Use
> Restriction Elements.
>
> Do [not]{.underline} use this element to describe the physical
> restrictions or preservation restrictions to archival materials,
> instead use **Physical Restriction Note**.

  --------------- -----------------------------------------------------------
  **Examples:**   An open reel computer tape drive is required.

  --------------- -----------------------------------------------------------

  -----------------------------------------------------------------------
  A light table is needed to view these aerial photographs.

  -----------------------------------------------------------------------

### Footage 

  ----------- ------------ --------- ----------- ----------- --------- ---------
  Mandatory   Repeatable   Data Type Authority   Level       A/V Only  Public
                                                 Available             Element

  No          No           Numeric   None        Item        Yes       Yes
                           (10)                                        
  ----------- ------------ --------- ----------- ----------- --------- ---------

**Definition:** The length in feet for an individual roll or reel in an
audiovisual item.

**Purpose:** Provides the footage of the particular media type of the
audiovisual item.

**Relationship:** This element is dependent on **Media Type**. Each
media occurrence of the archival materials must have a media type
specified to create **Footage**.

**Guidance:** Enter the length of the individual roll or reel. Do not
use commas.

Calculate the length in feet, not inches. Round off the length to the
nearest foot.

Use **Total Footage** to indicate the total footage of the audiovisual
item.

  ----------------------------- -----------------------------------------
  **Examples:**                 502

  ----------------------------- -----------------------------------------

\[For reel one of the motion picture "Surveying the Grand Canyon."\]

  -----------------------------------------------------------------------
  465

  -----------------------------------------------------------------------

> \[For reel two of the motion picture "Surveying the Grand Canyon."\]

  -----------------------------------------------------------------------
  1000

  -----------------------------------------------------------------------

> \[For the motion picture "Operation Dark Cloud."\]

### Format 

  ----------- ------------ ----------- ----------- ----------- --------- ---------
  Mandatory   Repeatable   Data Type   Authority   Level       A/V Only  Public
                                                   Available             Element

  No          No           Variable    Format List Item        Yes       Yes
                           Character                                     
                           Length (30)                                   
  ----------- ------------ ----------- ----------- ----------- --------- ---------

**Definition:** The format of the media comprising the audiovisual
materials. For example, the format of videotape can be VHS or Betamax,
the format for sound recordings can be Master or Stamper Matrix, or the
format for motion pictures can be Duplicate Negative Composite or Master
Projection Print Composite.

**Purpose:** Provides information on the media format useful for
reproduction, storage, equipment selection, and playback.

**Relationship:** This element is dependent on **Media Type**. Each
media occurrence of the archival materials must have a media type
specified to create **Format**.

**Guidance:** Choose the correct term from the Format Authority List.

  --------------- -----------------------------------------------------------
  **Examples:**   Dictation Belt: Magnabelt

  --------------- -----------------------------------------------------------

  -----------------------------------------------------------------------
  Film: INTPCK

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Sound: Mass Produced Pressing

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Video: VHS

  -----------------------------------------------------------------------

###  

### Recording Speed 

  ----------- ------------ ----------- ----------- ----------- --------- ---------
  Mandatory   Repeatable   Data Type   Authority   Level       A/V Only  Public
                                                   Available             Element

  No          No           Variable    Recording   Item        Yes       Yes
                           Character   Speed List                        
                           Length (30)                                   
  ----------- ------------ ----------- ----------- ----------- --------- ---------

**Definition:** The speed at which audio recordings are recorded or
reproduced. For audio tapes, the measurement is inches per second (ips).
For audio discs or cylinders, the measurement is revolutions per minute
(rpm).

**Purpose:** Provides information necessary for playback.

**Relationship:** This element is dependent on **Media Type**. Each
media occurrence of the archival materials must have a media type
specified to create **Recording Speed**.

**Guidance:** Choose the correct term from the Recording Speed Authority
List.

  --------------- -----------------------------------------------------------
  **Examples:**   Audio Disk: 120 rpm

  --------------- -----------------------------------------------------------

  -----------------------------------------------------------------------
  Audio Tape: 15 ips

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Film: Silent at Sound Speed

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Videotape: SP

  -----------------------------------------------------------------------

###  

### Reel/Tape/Disc Number 

  ----------- ------------ ---------- ----------- ----------- --------- ---------
  Mandatory   Repeatable   Data Type  Authority   Level       A/V Only  Public
                                                  Available             Element

  No          No           Numeric    None        Item        Yes       Yes
                           (3)                                          
  ----------- ------------ ---------- ----------- ----------- --------- ---------

**Definition:** The number assigned to an individual reel, tape, or
disc.

**Purpose:** Indicates the sequence of the reel, tape, or disc in
relation to other reels, tapes, or discs in the physical occurrence. Can
also indicate that two media occurrences (such as a soundtrack and an
image roll) together make one complete reel.

**Relationship:** This element is dependent on **Media Type**. Each
media occurrence of the archival materials must have a media type
specified to create **Reel/Tape/Disc Number**.

**Guidance:** Enter the reel, tape, or disc number.

  --------------- ---------------- ------------------------------------------
  **Examples:**   1                

  --------------- ---------------- ------------------------------------------

  ------------------- ---------------------------------------------------
  2                   

  ------------------- ---------------------------------------------------

  ------------------- ---------------------------------------------------
  10                  

  ------------------- ---------------------------------------------------

  ------------------- ---------------------------------------------------
  101                 

  ------------------- ---------------------------------------------------

### Element Number

  ----------- ------------ --------- ----------- ----------- --------- ---------
  Mandatory   Repeatable   Data Type Authority   Level       A/V Only  Public
                                                 Available             Element

  No          No           Numeric   None        Item        Yes       Yes
                           (2)                                         
  ----------- ------------ --------- ----------- ----------- --------- ---------

**Definition:** The number assigned to an individual physical component
that makes up a reel, tape, or disc. Commonly used when a film reel is
made up of separate sound and picture elements, or when a film reel is
composed of A and B rolls. For example, a film reel may be composed of
an image reel and a soundtrack reel. The image reel could be designated
element number 1 and the soundtrack reel could be designated element
number 2.

**Purpose:** Indicates the sequence of the media occurrence in relation
to the other media occurrences that make up the physical occurrence.

**Relationship:** This element is dependent on **Media Type**. Each
media occurrence of the archival materials must have a media type
specified to create **Element Number**.

**Guidance:** Enter the element number.

### 

  --------------- ---------------- ------------------------------------------
  **Examples:**   1                

  --------------- ---------------- ------------------------------------------

  ------------------- ---------------------------------------------------
  2                   

  ------------------- ---------------------------------------------------

  ------------------- ---------------------------------------------------
  3                   

  ------------------- ---------------------------------------------------

###  Roll 

  ----------- ------------ ----------- ----------- ----------- --------- ---------
  Mandatory   Repeatable   Data Type   Authority   Level       A/V Only  Public
                                                   Available             Element

  No          No           Variable    Roll List   Item        Yes       Yes
                           Character                                     
                           Length (15)                                   
  ----------- ------------ ----------- ----------- ----------- --------- ---------

**Definition:** Indication of the roll used in a motion picture. In
creating a film, alternate scenes are typically assembled in
checkerboard fashion on two or more different rolls with black leaders
between scenes to facilitate fades and dissolves and to ultimately
produce a single strip master positive from which a duplicating negative
(dupe neg) can then be made.

**Purpose:** Identifies roll to aid in reproduction.

**Relationship:** This element is dependent on **Media Type**. Each
media occurrence of the archival materials must have a media type
specified to create **Roll**.

**Guidance:** Choose the correct term from the Roll Authority List.

  --------------- -----------------------------------------------------------
  **Examples:**   A roll

  --------------- -----------------------------------------------------------

  -----------------------------------------------------------------------
  B roll

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  C roll

  -----------------------------------------------------------------------

### Running Time: Minutes 

  ----------- ------------ --------- ----------- ----------- --------- ---------
  Mandatory   Repeatable   Data Type Authority   Level       A/V Only  Public
                                                 Available             Element

  No          No           Numeric   None        Item        Yes       Yes
                           (10)                                        
  ----------- ------------ --------- ----------- ----------- --------- ---------

**Definition:** The duration in minutes of the individual parts (reels,
tapes, rolls) of an audiovisual item.

**Purpose:** Informs users of the playing time for parts of an
audiovisual item.

**Relationship:** This element is dependent on **Media Type**. Each
media occurrence of the archival materials must have a media type
specified to create **Running Time: Minutes**. **Running Time: Minutes**
works in conjunction with **Running Time: Seconds.** The Guidance for
this element explains the details of this relationship.

**Guidance:** Enter the number of minutes for the running time of each
part of an audiovisual item. Each part (reel, roll, tape) should be
described as a separate media type.

> If the running time is *more* than five minutes, round it off to the
> nearest minute.
>
> If the running time is *less* than five minutes, indicate it as
> minutes and seconds. To do this:

-   enter the number of minutes in **Running Time: Minutes**

-   enter the number of seconds in **Running Time: Seconds**.

> Do [not]{.underline} enter the length as "2.5" minutes, instead enter
> it as "2" minutes and "30" seconds. (The "30" seconds is entered in
> **Running Time: Seconds**.**)**

  --------------- --------------- --------------------------------------------
  **Examples:**   120             \[For a two-hour motion picture.\]

  --------------- --------------- --------------------------------------------

  -----------------------------------------------------------------------
  104

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  60

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  15

  -----------------------------------------------------------------------

  ------------------ ----------------------------------------------------
  1                  \[For a one-minute sound clip.\]

  ------------------ ----------------------------------------------------

### Running Time: Seconds 

  ----------- ------------ --------- ----------- ----------- --------- ---------
  Mandatory   Repeatable   Data Type Authority   Level       A/V Only  Public
                                                 Available             Element

  No          No           Numeric   None        Item        Yes       Yes
                           (2)                                         
  ----------- ------------ --------- ----------- ----------- --------- ---------

**Definition:** The segment of the individual parts (reels, tapes,
rolls) of an audiovisual item that is a part of a minute.

**Purpose:** Informs the user of the playing time of the audiovisual
item.

**Relationship:** This element is dependent on **Media Type**. Each
media occurrence of the archival materials must have a media type
specified to create **Running Time: Seconds**. **Running Time: Seconds**
works in conjunction with **Running Time: Minutes.** The Guidance for
this element explains the details of this relationship.

**Guidance:** Enter the number of minutes for the running time of each
part of an audiovisual item. Each part (reel, roll, tape) should be
described as a separate media type.

If the running time is *more* than five minutes, this element will be
left empty.

> If the running time is *less* than five minutes, indicate this as
> minutes and seconds. To do this:

-   enter the number of minutes in the **Running Time: Minutes**

-   enter the number of seconds in the **Running Time: Seconds**.

> Do [not]{.underline} enter the length as "150" seconds, instead enter
> it as "2" minutes and "30" seconds.

Do [not]{.underline} enter the length as "60" seconds, instead enter it
as "1" minute.

  --------------- --------------- --------------------------------------------
  **Examples:**   5               

  --------------- --------------- --------------------------------------------

  -----------------------------------------------------------------------
  10

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  25

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  59

  -----------------------------------------------------------------------

### Soundtrack Configuration 

  ----------- ------------ ----------- --------------- ----------- --------- ---------
  Mandatory   Repeatable   Data Type   Authority       Level       A/V Only  Public
                                                       Available             Element

  No          No           Variable    Soundtrack      Item        Yes       Yes
                           Character   Configuration                         
                           Length (30) List                                  
  ----------- ------------ ----------- --------------- ----------- --------- ---------

**Definition:** The recording configuration of a sound recording or
motion picture soundtrack.

**Purpose:** Indicates the soundtrack configuration and provides
additional information useful for playback requirements.

**Relationship:** This element is dependent on **Media Type**. Each
media occurrence of the archival materials must have a media type
specified to create **Soundtrack Configuration**.

**Guidance:** Choose an appropriate term from the Soundtrack
Configuration Authority List.

  --------------- -----------------------------------------------------------
  **Examples:**   Film: Variable Area, Push-pull

  --------------- -----------------------------------------------------------

  -----------------------------------------------------------------------
  Sound: Dual

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Sound: Mono

  -----------------------------------------------------------------------

### Soundtrack Language 

  ----------- ------------ ----------- ----------- ----------- --------- ---------
  Mandatory   Repeatable   Data Type   Authority   Level       A/V Only  Public
                                                   Available             Element

  No          No           Variable    Language    Item        Yes       Yes
                           Character   List                              
                           Length (60)                                   
  ----------- ------------ ----------- ----------- ----------- --------- ---------

**Definition:** The language of the soundtrack for a motion picture or
video recording.

**Purpose:** Indicates the language of the specific media occurrence of
the audiovisual item.

**Relationship:** This element is dependent on **Media Type**. Each
media occurrence of the archival materials must have a media type
specified to create **Soundtrack Language**.

**Guidance:** Choose the appropriate language from the Language
Authority List. The Language Authority List is based on the MARC
Language Code List.

> If a film has multiple soundtracks in different languages, each
> version would be described as a separate media type and the
> appropriate language designated.
>
> If the soundtrack language matches what is indicated in **Language**,
> then do [not]{.underline} repeat it here. Instead, leave this element
> empty.
>
> Do [not]{.underline} enter "English." It is the implied language.

  --------------- -----------------------------------------------------------
  **Examples:**   German

  --------------- -----------------------------------------------------------

  -----------------------------------------------------------------------
  Dutch

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Portuguese

  -----------------------------------------------------------------------

### Tape Thickness 

  ----------- ------------ ----------- ----------- ----------- --------- ---------
  Mandatory   Repeatable   Data Type   Authority   Level       A/V Only  Public
                                                   Available             Element

  No          No           Variable    Tape        Item        Yes       Yes
                           Character   Thickness                         
                           Length (15) List                              
  ----------- ------------ ----------- ----------- ----------- --------- ---------

**Definition:** The thickness of the tape on which the audiovisual item
has been recorded.

**Purpose:** Provides information useful for preservation.

**Relationship:** This element is dependent on **Media Type**. Each
media occurrence of the archival materials must have a media type
specified to create **Tape Thickness**.

**Guidance:** Choose the correct term from the Tape Thickness Authority
List.

  --------------- -----------------------------------------------------------
  **Examples:**   0.5 mil

  --------------- -----------------------------------------------------------

  -----------------------------------------------------------------------
  1.0 mil

  -----------------------------------------------------------------------

### Wind 

  ----------- ------------ ----------- ----------- ----------- --------- ---------
  Mandatory   Repeatable   Data Type   Authority   Level       A/V Only  Public
                                                   Available             Element

  No          No           Variable    Wind List   Item        Yes       Yes
                           Character                                     
                           Length (15)                                   
  ----------- ------------ ----------- ----------- ----------- --------- ---------

**Definition:** The playback direction of the reel/roll.

**Purpose:** Indicates the wind of the roll/reel so that it can be read
and reproduced correctly, on either the base or emulsion side.

**Relationship:** This element is dependent on **Media Type**. Each
media occurrence of the archival materials must have a media type
specified to create **Wind**.

**Guidance:** Choose the correct term from the Wind Authority List.

For exposed and processed film that has an image:

> "**[B]{.underline}** wind" reads correctly when the image is viewed
> through the base.
>
> (The film base is the shiny side of the film.)
>
> "**[A]{.underline}** wind" reads correctly when reading the image
> directly off the emulsion.
>
> (The emulsion side is the coated, dull, less reflective side of the
> film.)

# *PART TWO - ELEMENTS USED TO DESCRIBE ORGANIZATIONS* 

Organization Name

AACR2 Name

Abolish Date

Abolish Date Qualifier

Administrative History Note

Approved By

Date Approved

Establish Date

Establish Date Qualifier

Jurisdiction

Organization Source Note

Personal Reference

Predecessor

Program Area

Proposer

Date Proposed

Successor

Variant Organization Name

## Organization Name

  ----------- --------------- --------------- --------------- ---------------
  Mandatory   Repeatable      Data Type       Authority       Public Element

  Yes         Yes             Variable        None            Yes
                              Character                       
                              Length (700)                    
  ----------- --------------- --------------- --------------- ---------------

**Definition:** The official designation of an organization.

**Purpose:** Controls the name of an organization.

**Relationship: Organization Name** is the element on which all the
other elements used to describe Organizations are dependent. To have any
other element, **Organization Name** must be created. This element is
not dependent on any other element.

**Guidance:** Enter the official name of the organization. Use initial
capital letters. End the name with a period.

> **Organization Name** may indicate the program area or the
> jurisdiction of an organization. If either is identified in
> **Organization Name**, a corresponding term or geographic area may be
> included in one or more of the following controlled-vocabulary
> elements.

+-----------------------------------+-----------------------------------+
| #### Jurisdiction                 | **Program Area**                  |
+-----------------------------------+-----------------------------------+

> **[NARA Rules for Forming Federal Organization Names]{.underline}**
>
> The guidance below governs the formation of organization names for
> Federal agencies, Presidential organizations, congressional bodies,
> and courts. It also governs international organizations for which NARA
> has accessioned records.
>
> [Organizational Hierarchy]{.underline}
>
> For Federal organizations, the Organization Name consists of a full
> administrative hierarchy that links the organizational unit being
> described to a cabinet-level department, independent agency or
> establishment, house of Congress, or court. Separate each name in the
> hierarchy with a period followed by a space.

  -----------------------------------------------------------------------
  Department of Defense. U.S. Pacific Command. Military Assistance
  Command Vietnam. Office of the Deputy Chief of Staff for Operations,
  Plans, and Security. Operations and Training Division. Military History
  Branch.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Department of Agriculture. Office of the Secretary.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Department of Agriculture. Forest Service. Sierra National Forest.

  -----------------------------------------------------------------------

[When the Organizational Hierarchy is Unknown]{.underline}

> Description of the chain of command can sometimes be difficult. A
> particular unit may be so far removed from the top of the chain, that
> identification of intervening links is difficult, if not impossible.
> If a level is known to have existed, but the name of the
> organizational level is unknown, denote the unknown level with a "\~",
> separated by periods.

  -----------------------------------------------------------------------
  Department of Transportation. Federal Aviation Administration. Office
  of Aviation Policy.\~. Aviation Forecast Branch.

  -----------------------------------------------------------------------

[Correspondence Codes]{.underline}

> Do not use internal correspondence codes as part of an organization
> name. If necessary, this information can be conveyed in
> **Administrative History Note** or in **Variant Organization Name**.

[Presidential Administrations]{.underline}

> To form the organization name for a Presidential administration, use
> the term "President" followed by the years of the administration and
> the President's last name in parentheses. Use a colon to separate the
> years from the name. Place a space on either side of the colon.

  -----------------------------------------------------------------------
  President (1953-1961 : Eisenhower).

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  President (1993-2001 : Clinton).

  -----------------------------------------------------------------------

[Legislative Bodies]{.underline}

For the organization names of Congress, use:

  -----------------------------------------------------------------------
  U.S. Senate.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  U.S. House of Representatives.

  -----------------------------------------------------------------------

> To form the organization name of a joint committee, use "U.S.
> Congress." followed by the name of the joint committee.

  -----------------------------------------------------------------------
  U.S. Congress. Joint Committee on the Library.

  -----------------------------------------------------------------------

> To form the organization name of a committee or other subordinate unit
> (other than legislative subcommittees), use "U.S. Senate." or "U.S.
> House of Representatives." followed by the name of the committee.

  -----------------------------------------------------------------------
  U.S. House of Representatives. Committee on Government Organization.

  -----------------------------------------------------------------------

> To form the organization name of a legislative subcommittee, use "U.S.
> Senate." or "U.S. House of Representatives." followed by the name of
> the committee, followed by the name of the subcommittee.

  -----------------------------------------------------------------------
  U.S. Senate. Committee on Foreign Relations. Subcommittee on Canadian
  Affairs.

  -----------------------------------------------------------------------

[Courts]{.underline}

> To form the organization name of one of the Federal courts, use the
> following conventions:

  -----------------------------------------------------------------------
  U.S. Bankruptcy Court for the Northern District of Alabama. Tuscaloosa
  Office.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  U.S. Court of Appeals for the Second Circuit.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  U.S. District Court for the District of Delaware.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  U.S. District Court for the Eastern District of Virginia.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  U.S. District Court for the Northern (Montgomery) Division of the
  Middle District of Alabama.

  -----------------------------------------------------------------------

[Foreign Service Posts]{.underline}

> To form the organization name of a Foreign Service post, use
> "Department of State." followed by the name of the embassy, consulate,
> legation, or other office, followed by the name of the city (if a
> local post), and country.

  -----------------------------------------------------------------------
  Department of State. U.S. Embassy, France.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Department of State. U.S. Consulate, Cairo, Egypt.

  -----------------------------------------------------------------------

[Armed Forces]{.underline}

> For a military department, agency, or command directly subordinate to
> the National Military Establishment (the predecessor of the Department
> of Defense from September 1947 to August 1949), use "Department of
> Defense." as the highest level.
>
> For an agency, unified combatant command, or specified command
> directly subordinate to the Department of Defense, use "Department of
> Defense." as the highest level, followed by the name of the agency. Do
> not use "Joint Chiefs of Staff." as an intermediate heading.

  -----------------------------------------------------------------------
  Department of Defense. Defense Logistics Agency.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Department of Defense. U.S. Pacific Command.

  -----------------------------------------------------------------------

> For a multi-service or sub-unified command directly subordinate to a
> unified combatant command, enter that command's designation as a
> subheading of the unified combatant command.

  -----------------------------------------------------------------------
  Department of Defense. U.S. Pacific Command. Military Assistance
  Command Vietnam.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Department of Defense. U.S. European Command. Military Assistance
  Advisory Group France.

  -----------------------------------------------------------------------

> For a principal military service, use the name of the military
> department as a subordinate of "Department of Defense."

  -----------------------------------------------------------------------
  Department of Defense. Department of the Army.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Department of Defense. Department of the Air Force.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Department of Defense. Department of the Navy.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Department of Defense. Department of the Navy. U.S. Marine Corps.

  -----------------------------------------------------------------------

> With the single exception noted below, enter the name of
> single-service agency or command as direct subordinate of the military
> department.

  -----------------------------------------------------------------------
  Department of Defense. Department of the Army. U.S. Army Europe.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Department of Defense. Department of the Army. U.S. Army Materiel
  Command.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Department of Defense. Department of the Navy. Bureau of Ships.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Department of Defense. Department of the Air Force. Pacific Air Forces.

  -----------------------------------------------------------------------

> *Exception:* For a subordinate command of a single-service component
> of a unified combatant command, use the name of the superior service
> component as an intermediate heading.

  -----------------------------------------------------------------------
  Department of Defense. Department of the Army. U.S. Army Pacific. U.S.
  Army Vietnam.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Department of Defense. Department of the Navy. U.S. Pacific Fleet. U.S.
  Naval Forces Vietnam.

  -----------------------------------------------------------------------

> For a unit that is identified by a number, use the style of numbering
> found in the official name (spelled out, roman numerals, or arabic
> numerals). Use "U.S." only if it is part of the unit designation.
> Descriptive terms which appear in parentheses (e.g., "mechanized
> infantry," "airmobile infantry," "105 mm Howitzer, Towed") are not
> part of a unit's official designation.

  -----------------------------------------------------------------------
  Department of Defense. Department of the Army. U.S. Continental Army
  Command. First U.S. Army.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Department of Defense. Department of the Army. U.S. Army Europe.
  Seventh Army.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Department of Defense. Department of the Army. U.S. Army Europe. VII
  Corps.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  War Department. U.S. Army Forces Pacific. 1^st^ Cavalry Division.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Department of Defense. Department of the Army. U.S. Army Vietnam. 1^st^
  Infantry Division. 2d Brigade.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  War Department. U.S. Army Forces Pacific. 38^th^ Infantry Division.
  149^th^ Infantry Regiment.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Department of Defense. Department of the Army. U.S. Army Pacific. U.S.
  Army Vietnam. 4^th^ Battalion, 23rd Infantry.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Department of Defense. Department of the Air Force. Pacific Air Forces.
  Second Air Force.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Department of Defense. Department of the Air Force. Pacific Air Forces.
  Second Air Force. 31^st^ Tactical Fighter Wing.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Department of Defense. Department of the Navy. U.S. Naval Forces
  Europe. U.S. Sixth Fleet.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Department of Defense. Department of the Navy. Pacific Fleet. Carrier
  Air Wing 9. Attack Squadron 165.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Department of Defense. Department of the Navy. Pacific Fleet. 9^th^
  Marine Amphibious Brigade.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Department of Defense. Department of the Navy. Pacific Fleet. 1^st^
  Marine Regiment.

  -----------------------------------------------------------------------

> For a military installation, enter the full name of the installation
> followed by the name of the state or country in which it was located.

  -----------------------------------------------------------------------
  Department of Defense. Department of the Army. U.S. Continental Army
  Command. Fort Lewis, Washington.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Department of Defense. Department of the Army. U.S. Army Europe.
  Giessen Quartermaster Depot, Germany.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Department of Defense. Department of the Air Force. MacDill Air Force
  Base, Florida.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Department of Defense. Department of the Navy. Naval Air Station
  Pensacola, Florida.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Department of Defense. Department of the Navy. Pacific Fleet. U.S.
  Naval Forces Japan. Naval Station, Sasebo, Japan.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Department of Defense. Department of the Navy. U.S. Marine Corps. Camp
  LeJeune, North Carolina.

  -----------------------------------------------------------------------

[Ships]{.underline}

> Enter the name of a ship as a direct subordinate of the military
> service. Omit preceding abbreviations (e.g. U.S.S.). Enter hull
> numbers (e.g. BB 47, CVA 66) in **Variant Organization Name**. To
> avoid confusion with personal names or organizational bodies, add the
> type of vessel (e.g. Destroyer).

  -----------------------------------------------------------------------
  Department of Defense. Department of the Navy. Ronald Reagan (Aircraft
  carrier)

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Department of the Navy. Delaware (Battleship)

  -----------------------------------------------------------------------

[International Conferences, Commissions, and Expositions]{.underline}

> To form the organization name of an international conference,
> commission or exposition, enter the name of the conference,
> commission, or exposition as it was officially known. This can be
> determined by examination of the accessioning dossiers and of the
> records themselves. Chronological dates should not be entered as part
> of the organization name unless the date is clearly part of the
> official name. Normally, this information can be conveyed in
> **Establish Date** and **Abolish Date**.

  -----------------------------------------------------------------------
  Tripartite Meeting of Foreign Ministers.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  First Quebec Conference (Quadrant Conference)

  -----------------------------------------------------------------------

> To form the organization names of U.S. delegations, use the term "U.S.
> Delegation." as the main heading of the organization name.

  -----------------------------------------------------------------------
  U.S. Delegation. Second International Conference on Emigration and
  Immigration.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  U.S. Delegation. First International Conference of American States.

  -----------------------------------------------------------------------

> To form the organization name of a delegation whose U.S.
> representation is subordinate to a Federal agency, use the name of the
> agency as the main heading of the organization name.

  -----------------------------------------------------------------------
  Department of State. U.S. Delegation. Second Meeting of Ministers of
  Foreign Affairs of the American Republics.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Department of State. U.S. Delegation. Moscow Conference of Foreign
  Ministers.

  -----------------------------------------------------------------------

> To form the organization name of subordinate organizations of
> international conferences, meetings, and expositions, use the name of
> the subordinate organization as a secondary heading.

  -----------------------------------------------------------------------
  Eighth American Scientific Congress. Secretariat.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Paris Peace Conference. Political and Territorial Commission for Italy.
  Sub-Commission on the Status of the Free Territory of Trieste .

  -----------------------------------------------------------------------

> To form the organization name of international commissions, use the
> official name of the sponsoring or convening international body.

  -----------------------------------------------------------------------
  Four Power Commission of Investigation.

  -----------------------------------------------------------------------

> To form the organization names of expositions, use the following
> conventions:

  -----------------------------------------------------------------------
  Pan American Exposition at Buffalo.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Chicago World's Fair Centennial Celebration.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  U.S. Commissioner. Seattle World's Fair.

  -----------------------------------------------------------------------

**[Guidance for Non-Federal Organizations]{.underline}**

The guidance above governs the formation of organization names for
Federal agencies, Presidential organizations, congressional bodies, and
courts. It also governs international organizations for which NARA has
accessioned records.

However, the guidance does not govern the formation of organization
names for State governments, non-profit organizations, private corporate
bodies, or international organizations for which NARA does not have
accessioned records. Nor does it govern the formation of names of the
Confederate States of America. The names of these organizations will be
selected from the Library of Congress Name Authority File (LCNAF). In
these cases, **Organization Name** will match **AACR2 Name**.

If the name of a non-Federal creating organization is not available in
LCNAF, the name will be formed according to the *Anglo-American
Cataloging Rules, 2d Edition* (AACR2).

## AACR2 Name

  ----------- --------------- --------------- --------------- ---------------
  Mandatory   Repeatable      Data Type       Authority       Public Element

  No          No              Variable        Library of      Yes
                              Character       Congress Name   
                              Length (700)    Authority File  
  ----------- --------------- --------------- --------------- ---------------

**Definition:** The name assigned to an organization in the Library of
Congress Name Authority

File (LCNAF) based on the *Anglo-American Cataloguing Rules, Second
Edition* (AACR2). The rules governing the formation of the AACR2 name
and the organization name differ. The AACR2 name does not always include
an organizational hierarchy.

**Purpose:** Provides the form of the name for most non-Federal
organizations. Helps establish links among the elements in the
organization authority database. Allows users to search for
organizations, including Federal organizations, by names commonly found
in other systems.

**Relationship:** This element is dependent on **Organization Name**. To
have **AACR2 Name**, **Organization Name** must be created.

**Guidance:** Choose the correct name from the authority file.

If a name does not exist in the authority file, then leave this element
empty.

+------------+---------------------------------------------------------+
| **E        | **AACR2 Name** - United States. National Weather        |
| xamples:** | Service.                                                |
|            |                                                         |
|            | **Organization Name** - Department of Commerce.         |
|            | Environmental Science Services Division. National       |
|            | Weather Service.                                        |
+------------+---------------------------------------------------------+

+-----------------------------------------------------------------------+
| **AACR2 Name** - United States. Weather Bureau.                       |
|                                                                       |
| **Organization Name** - Department of Commerce. Weather Bureau.       |
+-----------------------------------------------------------------------+

+-----------------------------------------------------------------------+
| **AACR2 Name** - United States. Weather Bureau.                       |
|                                                                       |
| **Organization Name** - Department of Agriculture. Weather Bureau.    |
+-----------------------------------------------------------------------+

+-----------------------------------------------------------------------+
| **AACR2 Name** - Supreme Commander for the Allied Powers. Natural     |
| Resources Section.                                                    |
|                                                                       |
| **Organization Name** - Supreme Commander for the Allied Powers.      |
| Natural Resources Section.                                            |
+-----------------------------------------------------------------------+

\[In this example, **AACR2 Name** matches **Organization Name**\]

## Abolish Date

  ----------- --------------- --------------- --------------- ---------------
  Mandatory   Repeatable      Data Type       Authority       Public Element

  No\*        No              Date            None            Yes
  ----------- --------------- --------------- --------------- ---------------

\* The use of either **Abolish Date** or **Abolish Date Qualifier** is
mandatory if **Organization Name** is used in **Creating Organization**.

**Definition:** The date on which the organization was terminated,
disbanded, inactivated,

or superseded.

**Purpose:** Gives the ending of the chronological range within which
the organization existed.

**Relationship:** This element is dependent on **Organization Name**. To
have **Abolish** **Date**, **Organization Name** must be created.
**Organization Name** is repeatable. One **Abolish** **Date** can be
specified for each **Organization Name**.

**Guidance:** Enter the date the organization was terminated, disbanded,
inactivated, or superseded.

> If an organization is on-going, enter the numbers "9999."
>
> If an organization's abolish date is unknown, leave this element empty
> and use the "?" in **Abolish Date Qualifier.**

Use **Abolish Date Qualifier** to indicate uncertain or approximate
dates.

Enter the date in MM/DD/YYYY form.

> If the day is unknown, enter the month and year in MM/YYYY form.
>
> If the month is unknown, enter the year in the YYYY form.
>
> Do not use 00 as a month or day.
>
> To determine the abolish date of a defunct Federal organization,
> consult available editions of the *United States Government Manual*,
> the *Guide to Federal Records in the National Archives of the United
> States*, any relevant preliminary inventories or NARA-produced finding
> aids, agency-created Standard Form 135\'s, or any pertinent
> accessioned records.
>
> It is important that an abolish date be provided for defunct
> organizations whose records are part of NARA's holdings and have been
> identified in **Creating Organization**. If the abolish date of such
> an organization cannot be determined, use the date provided in the
> latest **Inclusive End Date** for the archival materials of the
> organization and indicate "ca." in **Abolish Date Qualifier**.
>
> Describe any sources used to determine the organization's abolish date
> in **Organization Source Note**.

+----------+-----------------------------------------------------------+
| **Exa    | **Organization Name -** National Aeronautics and Space    |
| mples:** | Council.                                                  |
|          |                                                           |
|          | **Abolish Date -** 06/30/1973                             |
+----------+-----------------------------------------------------------+

+-----------------------------------------------------------------------+
| **Organization Name** - President (1981-1988 : Reagan). Commission on |
| the Bicentennial of the United States Constitution.                   |
|                                                                       |
| **Abolish Date** - 12/03/1991                                         |
+-----------------------------------------------------------------------+

+-----------------------------------------------------------------------+
| **Organization Name -** Department of the Interior. Alaska Power      |
| Administration.                                                       |
|                                                                       |
| **Abolish Date -** 08/04/1977                                         |
|                                                                       |
| **Administrative History Note** - The Alaska Power Administration was |
| established by the Interior Secretary in 1967. In 1977 the agency was |
| transferred to the Department of Energy.                              |
|                                                                       |
| **Organization Source Note** - U.S. Government Manual, 1999-2000      |
| edition                                                               |
+-----------------------------------------------------------------------+

+-----------------------------------------------------------------------+
| **Organization Name** - Department of Energy. Alaska Power            |
| Administration.                                                       |
|                                                                       |
| **Abolish Date** - 9999                                               |
+-----------------------------------------------------------------------+

### Abolish Date Qualifier

  ----------- --------------- --------------- --------------- ---------------
  Mandatory   Repeatable      Data Type       Authority       Public Element

  No\*        No              Variable        Date Qualifier  Yes
                              Character       List            
                              Length (8)                      
  ----------- --------------- --------------- --------------- ---------------

\* The use of either **Abolish Date** or **Abolish Date Qualifier** is
mandatory if **Organization Name** is used in **Creating Organization**.

**Definition:** The means for indicating an uncertain or approximate
abolish date.

**Purpose:** Alerts users to uncertain or approximate abolish dates.

**Relationship:** This element is dependent on **Organization Name**. To
have **Abolish** **Date Qualifier,** **Organization Name** must be
created. **Organization Name** is repeatable. **One Abolish Date
Qualifier** can be specified for each **Organization Name**.

**Guidance:** Choose the appropriate term from the Date Qualifier
Authority List.

> Use "?" if uncertainty exists regarding the date.
>
> Use "ca." if the date is approximate.
>
> If an organization's abolish date is unknown, use the "?" and leave
> **Abolish Date** empty.

## Administrative History Note

  ----------- --------------- --------------- --------------- ---------------
  Mandatory   Repeatable      Data Type       Authority       Public Element

  No          No              Variable        None            Yes
                              Character                       
                              Length (9999)                   
  ----------- --------------- --------------- --------------- ---------------

**Definition:** Explanations or significant information regarding the
organization,

> including information relevant to an understanding of its creation,
> mission, functions, program areas, activities, incumbents,
> administrative and operational hierarchy, relationships to other
> corporate bodies, relationships with superior organizations, and
> earlier or successor names.

**Purpose:** Establishes an appropriate context for understanding the
records created by an organization.

**Relationship:** This element is dependent on **Organization Name**. To
have **Administrative History Note**, **Organization Name** must be
created.

**Guidance: [General]{.underline}**

Be brief.

Use the past tense, even for ongoing agencies.

> Do not include information on organizations that are higher in the
> hierarchy. This information will be conveyed in separate organization
> authority records.
>
> Do not include extensive information of major predecessor
> organizations. This will be handled in separate authority records.

Do not use bullets in the text---they do not translate well in ARC.

> **[What to Include in an Administrative History Note]{.underline}**
>
> Enter a narrative description of the organization's history, including
> any significant information required to make clear the context in
> which archival materials were created, accumulated, and maintained.
>
> [Establishment]{.underline}
>
> Give the name of the organization as used in the Organization Name
> field. Add the variant name in parentheses, and if appropriate,
> explain any **Variant Organization Name** listed for the organization.
>
> Give the dates of the establishment of the organization. Use "ca." If
> you can only approximate the date.
>
> If known, cite the authority by which the organization was
> established.

  -----------------------------------------------------------------------
  The United States Army Materiel Command (USAMC) was established on May
  8, 1962, by General Order 23, Department of the Army, May 4, 1962.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  The U.S. District Court for the District of Arkansas was established on
  June 15, 1836, by an act of Congress, 5 Stat. 51, approved June 15,
  1836.

  -----------------------------------------------------------------------

> [Predecessor(s)]{.underline}
>
> If known, cite the organization(s) from which the subject
> organization's functions were transferred.

  -----------------------------------------------------------------------
  The U.S. Army Materiel Command inherited the functions of the offices
  of the Quartermaster General, the Chief of Ordnance, the Chief Signal
  Officer, the Chief Chemical Officer, and the Chief of Transportation.

  -----------------------------------------------------------------------

[Changes in the Hierarchy]{.underline}

> Note *significant* changes in the hierarchy. Typically this would
> entail reassignments but not minor name changes.

  -----------------------------------------------------------------------
  On April 1, 1987, the U.S. Coast Guard was transferred to the
  Department of Transportation, and on March 1, 2003, to the Department
  of Homeland Security.

  -----------------------------------------------------------------------

> [Changes in the Organization Name]{.underline}
>
> Note significant changes in the official name of the organization.

  -----------------------------------------------------------------------
  In 1927 the Customs Service became the Bureau of Customs and on August
  1, 1973, it became the U.S. Customs Service.

  -----------------------------------------------------------------------

> [Function]{.underline}
>
> Give a brief statement of the function of the organization, e.g. what
> it was responsible for, what it did. For courts, a statement of
> jurisdiction would be appropriate, and also indicate it in
> **Jurisdiction**. Remember that most Program Area access points
> assigned to the organization will be anchored here.

  -----------------------------------------------------------------------
  USAMC was responsible for the life-cycle management of the Army's
  materiel, beginning with concept; progressing through research and
  development, test and evaluation, procurement and production, supply,
  distribution, and maintenance; and ending with disposal. USAMC also
  acted as the Department of the Army's executive agent for foreign
  military sales.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  The original jurisdiction of the circuit courts was conferred by the
  Judiciary Act of 1789 (1 Stat. 73), approved September 24, 1789. Later
  laws, particularly an act of March 3, 1875 (18 Stat. 470), extended the
  courts' authority to additional classes of suits and liberalized
  provisions for the removal of cases from state courts. In general,
  where the amount in controversy exceeded \$500, the circuit courts had
  original jurisdiction over cases arising under the Constitution, laws,
  or treaties of the United States, cases in which there was a dispute
  between citizens of different states, and suits between citizens of a
  state and a foreign state or its citizens. An act of March 3, 1887 (24
  Stat. 552), increased the amount necessary to confer jurisdiction from
  \$500 to \$2,000, exclusive of costs and interest. The original
  jurisdiction of the circuit court also extended, irrespective of the
  amount in dispute, to suits between citizens of the same state claiming
  lands under grants of different states, to cases in which the United
  States was plaintiff or petitioner, and to all proceedings arising out
  of crimes and offenses against the United States, except as otherwise
  provided by law. A number of special laws also conferred on the circuit
  courts jurisdiction over other matters, such as those relating to the
  infringement of patents and copyrights, violations of civil rights and
  the elective franchise, importation of alien contract labor,
  registration of trademarks, transportation of passengers in merchant
  vessels, unlawful restraints of trade and monopolies, and controversies
  between trustees in bankruptcy and adverse claimants to property held
  by the trustees.

  -----------------------------------------------------------------------

> [Persons]{.underline}
>
> Mention significant people associated with the organization. Include
> titles and dates of incumbency. Remember that persons noted as access
> points in the authority record will be anchored here.

  -----------------------------------------------------------------------
  The first U.S. Ambassador Extraordinary and Plenipotentiary, George
  Wadsworth, presented his credentials on February 15, 1947. He was
  succeeded by Edward S. Crocker, March 12, 1949; Burton Y. Berry, August
  11, 1952; Waldemar J. Gallman, November 3, 1954; and John D. Jernegan,
  January 12, 1959.

  -----------------------------------------------------------------------

> [Abolishment and Successor(s)]{.underline}
>
> Include date and authority (if known). Briefly describe the
> circumstances, if appropriate. If functions were transferred, mention
> the organization(s) that inherited functions of the abolished
> organization.

  -----------------------------------------------------------------------
  The U.S. Embassy in Tehran closed on November 4, 1979, when militant
  Iranian students occupied the Embassy. On April 7, 1980, the United
  States broke diplomatic relations with Iran and on April 24, 1981, the
  Swiss Government assumed representation of U.S. interests in Iran.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  The Bureau of Refugees, Freedmen, and Abandoned Lands was abolished on
  June 30,1872, by an act of June 10, 1872 (17 Stat. 366). Its functions
  were transferred to the Freedmen's Branch in the Adjutant General's
  Office, War Department.

  -----------------------------------------------------------------------

#######  [What Not to Include in an Administrative History Note]{.underline}

> Administrative History Notes do not contain subjective assessments of
> the historical significance of the agency, or partisan comments on its
> policies, activities, and personnel.

**[When to Write an Administrative History Note]{.underline}**

> In general, create a note whenever necessary for the understanding of
> the archival materials that are in NARA's holdings.
>
> An Administrative History Note may be written for an organization that
> has not transferred archival materials to NARA whenever such a note
> assists in the understanding of lower-level organizations and their
> records.
>
> Some organizations may share a common history and in that case only
> one administrative history note needs to be written. Multiple
> organization names can be linked to one administrative history note.

+-------------+--------------------------------------------------------+
| **          | The President's Commission on the Accident at Three    |
| Examples:** | Mile Island was established on April 11, 1979, by      |
|             | Executive Order 12130. The order establishing the      |
|             | Commission specified that it was "to investigate and   |
|             | explain \[an\] \... accident \[that occurred\] at the  |
|             | nuclear power facility at Three Mile Island in         |
|             | Pennsylvania on Wednesday, March 28, 1979." The        |
|             | Commission was empowered to hold hearings and depose   |
|             | witnesses, collect reference material, analyze data,   |
|             | and prepare reports. Much of the work of the           |
|             | Commission was conducted in Washington, DC.            |
|             |                                                        |
|             | The Commission comprised twelve persons appointed by   |
|             | the President from among citizens who were not full    |
|             | time officers or employees of the Executive Branch.    |
|             | Commission members were: John G. Kemeny (who served as |
|             | chairman), Bruce Babbit, Patrick E. Haggerty, Carolyn  |
|             | Lewis, Paul A. Marks, Cora B. Marrett, Lloyd McBride,  |
|             | Harry C. McPherson, Russell W. Peterson, Thomas H.     |
|             | Pigford, Theodore B. Taylor, and Anne D. Trunk. The    |
|             | Commission held six open meetings and ten meetings in  |
|             | executive session. Its work was supported by a staff   |
|             | organized in three offices: the Office of the Chief    |
|             | Council, the Office of the Director of Technical       |
|             | Staff, and the Office of Public Information. The       |
|             | Chairman of the Commission reported to the President   |
|             | of the United States.                                  |
|             |                                                        |
|             | The Commission's final report, \"The Need for Change:  |
|             | The Legacy of TMI, Report of the President's           |
|             | Commission on the Accident at Three Mile Island\"      |
|             | (Washington, November 1979), included recommendations  |
|             | that led to changes in the Federal Government's        |
|             | activities relating to the oversight of nuclear power  |
|             | plants.                                                |
|             |                                                        |
|             | The Commission's work ended on November 15, 1979, with |
|             | the issuance of its final report.                      |
+-------------+--------------------------------------------------------+

## 

  -------------- --------------------------------------------------------
                 Following U.S. entry into the war the Special Operations
                 Group (SPOBS) became an advance element of a theater of
                 operations and was redesignated Headquarters, U.S. Army
                 Forces in the British Isles by direction of the
                 President conveyed in War Department message 293, AGWAR
                 to SPOBS, January 8, 1942, and announced by HQ USAFBI
                 General Order 1, January 8, 1942.

  -------------- --------------------------------------------------------

  -----------------------------------------------------------------------
  MACV was abolished March 29, 1973, by authority of JCS message 4825 DTG
  220021Z Nov 72.

  -----------------------------------------------------------------------

+-----------------------------------------------------------------------+
| Section 2 of the Act of Congress of Jul 27, 1789 (1 Stat. 28)         |
| establishing a Department of Foreign Affairs, authorized the          |
| Secretary to appoint a Chief Clerk, who would have custody of the     |
| Department\'s records whenever the office of the Secretary should be  |
| vacant. From 1789 to 1853, when Congress created the position of      |
| Assistant Secretary of State, the Chief Clerk was the second-ranking  |
| officer of the Department of State, and was responsible for           |
| supervision of Department personnel, distribution of correspondence,  |
| and day-to-day operations. After 1853, the Chief Clerk\'s duties      |
| included at various times custody of archives, distribution of        |
| correspondence, and supervision of Department personnel and property. |
|                                                                       |
| Chief Clerks, with dates of their appointment, included Henry Remsen, |
| Jr., July 27, 1789, and September 1, 1790; Roger Alden, January 1,    |
| 1790; George Taylor, Jr., April 1, 1792; Jacob Wagner, February 8,    |
| 1798; John Graham, July 1, 1807; Daniel Brent, September 22, 1817;    |
| Asbury Dickens, August 23, 1833; Aaron Ogden Dayton, December 13,     |
| 1836; Aaron Vail, June 26, 1838; Jacob L. Martin, July 16, 1840;      |
| Daniel Fletcher Webster, March 6, 1841; William S. Derrick, April 24, |
| 1843, and March 11, 1845; Richard K. Cralle, April 10, 1844; Nicholas |
| P. Trist, August 28, 1845; William S. Derrick, April 15, 1847, and    |
| April 25, 1848; John Appleton, January 26, 1848; and William Hunter,  |
| Jr., May 17, 1852.                                                    |
|                                                                       |
| The office was abolished Jan 26, 1939, with functions transferred to  |
| the Division of Personnel Supervision and Management. The position    |
| was re-established Aug 6, 1942, as the Office of the Chief Clerk and  |
| Administrative Assistant, and abolished in the reorganization of Jan  |
| 15, 1944, with functions transferred to the Division of               |
| Administrative Management.                                            |
+-----------------------------------------------------------------------+

## Approved By

  ----------- --------------- --------------- --------------- ---------------
  Mandatory   Repeatable      Data Type       Authority       Public Element

  Yes         No              Variable        None            No
                              Character                       
                              Length (700)                    
  ----------- --------------- --------------- --------------- ---------------

**Definition:** The name of the person, unit, or project responsible for
approving the

> description of the organization.

**Purpose:** Provides the name of the party responsible for approving
the description of the organization. Enables NARA employees to track
approvals.

**Relationship:** This element is dependent on **Organization Name**. To
have **Approved By**, **Organization Name** must be created. This
element can be associated with **Date** **Approved**.

**Guidance:** Enter the name of the person, unit, or project responsible
for approving the description of the organization.

> Enter people's names in direct order format: first name, middle name,
> last name.

  --------------- ---------------------------------------------------------
  **Examples:**   ARC Population Project

  --------------- ---------------------------------------------------------

  -----------------------------------------------------------------------
  Sharon Thibodeau

  -----------------------------------------------------------------------

### Date Approved

  ----------- --------------- --------------- --------------- ---------------
  Mandatory   Repeatable      Data Type       Authority       Public Element

  No          No              Date            None            No
  ----------- --------------- --------------- --------------- ---------------

**Definition:** The date when the description of the organization was
approved.

**Purpose:** Provides the date when the description of the organization
was approved. Enables NARA employees to track approvals.

**Relationship:** This element is dependent on **Organization Name**. To
have **Date** **Approved**, **Organization Name** must be created. This
element can be associated with **Approved By**.

**Guidance:** Enter the approval date for the description of the
organization.

Enter the date in MM/DD/YYYY form.

If the day is unknown, enter the month and year in MM/YYYY form.

If the month is unknown, enter the year in the YYYY form.

Do not use 00 as a month or day.

  --------------------------------- -------------------------------------
  **Examples:**                     04/06/2000

  --------------------------------- -------------------------------------

  -----------------------------------------------------------------------
  04/2000

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  2000

  -----------------------------------------------------------------------

## Establish Date

  ----------- --------------- --------------- --------------- ---------------
  Mandatory   Repeatable      Data Type       Authority       Public Element

  No\*        No              Date            None            Yes
  ----------- --------------- --------------- --------------- ---------------

**\*Establish Date** is mandatory if the Organization Name is used for a
Creating Organization.

**Definition:** The date on which the organization was established.

**Purpose:** Gives the beginning of the chronological range within which
the organization existed.

**Relationship:** This element is dependent on **Organization Name**. To
have **Establish Date**, **Organization Name** must be created.
**Organization Name** is repeatable. One **Establish Date** can be
specified for each **Organization Name**. **Establish Date Qualifier**
is dependent on **Establish Date**.

**Guidance:** Enter the establish date for the organization.

Use **Establish Date Qualifier** to indicate uncertain or approximate
dates.

> Enter the date in MM/DD/YYYY form.
>
> If the day is unknown, enter the month and year in MM/YYYY form.
>
> If the month is unknown, enter the year in the YYYY form.
>
> Do not use 00 as a month or day.
>
> To determine the establish date of Federal organizations, consult
> available editions of the *United States Government Manual*, the
> *Guide to Federal Records in the National Archives of the United
> States*, any relevant preliminary inventories or NARA-produced finding
> aids, agency-created Standard Form 135s, or any pertinent accessioned
> records.
>
> For military organizations, use the activation date as the date of
> establishment. Do not use the date on which the unit was constituted.
>
> Provide information on the circumstances surrounding an organization's
> establishment (including any public laws, executive orders,
> departmental memoranda, directives, or changes in administration) in
> **Administrative History Note**.
>
> It is important that an establish date be provided for organizations
> whose records are part of NARA's holdings and have been identified in
> **Creating Organization**. If the establish date of such an
> organization cannot be determined, use the earliest date provided in
> **Inclusive Start Date** for the archival materials of the
> organization and indicate "ca." in **Establish Date Qualifier**.
>
> Describe any sources used to determine the organization's establish
> date in **Organization Source Note**.

+------------+---------------------------------------------------------+
| **E        | **Organization Name** - Bureau of the Census.           |
| xamples:** |                                                         |
|            | **Establish Date** - 03/06/1902                         |
+------------+---------------------------------------------------------+

+-----------------------------------------------------------------------+
| **Organization Name** - Department of Agriculture. Small Community    |
| and Rural Development. Rural Electrification Administration.          |
|                                                                       |
| **Establish Date** - 05/11/1935                                       |
+-----------------------------------------------------------------------+

+-----------------------------------------------------------------------+
| **Organization Name -** National Aeronautics and Space Council.       |
|                                                                       |
| **Establish Date -** 07/29/1958                                       |
+-----------------------------------------------------------------------+

+-----------------------------------------------------------------------+
| **Organization Name -** Department of the Interior. Alaska Power      |
| Administration.                                                       |
|                                                                       |
| **Establish Date** - 1967                                             |
+-----------------------------------------------------------------------+

+-----------------------------------------------------------------------+
| **Organization Name -** Department of Energy. Alaska Power            |
| Administration.                                                       |
|                                                                       |
| **Establish Date** - 08/04/1977                                       |
+-----------------------------------------------------------------------+

### Establish Date Qualifier

  ----------- --------------- --------------- --------------- ---------------
  Mandatory   Repeatable      Data Type       Authority       Public Element

  No          No              Variable        Date Qualifier  Yes
                              Character       List            
                              Length (8)                      
  ----------- --------------- --------------- --------------- ---------------

**Definition:** The means for indicating an uncertain or approximate
establish date.

**Purpose:** Alerts users to uncertain or approximate establish dates.

**Relationship:** This element is dependent on **Establish Date**. To
have **Establish Date Qualifier**, **Establish Date** must be created.

**Guidance:** Choose the appropriate term from the Date Qualifier
Authority List.

> Use "?" if uncertainty exists regarding the date.
>
> Use "ca." if the date is approximate.

## Jurisdiction

  ----------- --------------- --------------- --------------- ---------------
  Mandatory   Repeatable      Data Type       Authority       Public Element

  No          Yes             Variable        Geographic      Yes
                              Character       Authority File  
                              Length (700)                    
  ----------- --------------- --------------- --------------- ---------------

**Definition:** The geographic area over which the organization had an
administrative

> responsibility or about which it collected information.

**Purpose:** Provides an access point for users to search for
organizations by jurisdictions. Provides information about the
geographic locations pertinent to the organization's activities.

**Relationship:** This element is dependent on **Organization Name**. To
have **Jurisdiction**, **Organization Name** must be created.

**Guidance:** Select the geographic area under the organization\'s
jurisdiction from the Geographic Authority File. The Geographic
Authority File is based on the Getty Thesaurus of Geographic Names®
(TGN)

> Give the name of the geographic areas for which the organization had
> administrative responsibilities or about which it collected
> information.
>
> The geographic name may be as general or as specific as needed.
> Generally, the higher the organization, the more broad its
> jurisdiction. Accordingly, generic geographic terms should be assigned
> to these agencies, with specific areas attributed to organizations
> lower in the hierarchy.
>
> Do not enter "United States" if the jurisdiction for an organization
> is the entire United States.
>
> Jurisdictions indicated in this element must be either noted in
> **Administrative History Note** or referenced in **Organization
> Name**.

+------------+---------------------------------------------------------+
| **E        | **Organization Name** - Supreme Commander for the       |
| xamples:** | Allied Powers.                                          |
|            |                                                         |
|            | **Jurisdiction** - Japan (Asia) nation                  |
+------------+---------------------------------------------------------+

+-----------------------------------------------------------------------+
| **Organization Name** - Supreme Commander for the Allied Powers.      |
| Civil Affairs Section. Tohoku Civil Affairs Region.                   |
|                                                                       |
| **Jurisdiction** - Akita (Tohoku-chiho, Japan, Asia) prefecture       |
|                                                                       |
| **Jurisdiction** - Aomori (Tohoku-chiho, Japan, Asia) prefecture      |
|                                                                       |
| **Jurisdiction** - Fukushima (Tohoku-chiho, Japan, Asia) prefecture   |
|                                                                       |
| **Jurisdiction** - Iwate (Tohoku-chiho, Japan, Asia) prefecture       |
|                                                                       |
| **Jurisdiction** - Miyagi (Tohoku-chiho, Japan, Asia) prefecture      |
|                                                                       |
| **Jurisdiction** - Yamagata-ken (Tohoku-chiho, Japan, Asia)           |
| prefecture                                                            |
+-----------------------------------------------------------------------+

##  Organization Source Note

  ----------- --------------- --------------- --------------- ---------------
  Mandatory   Repeatable      Data Type       Authority       Public Element

  No          No              Variable        None            No
                              Character                       
                              Length (2000)                   
  ----------- --------------- --------------- --------------- ---------------

**Definition:** Bibliographic resources used to develop the description
of the organization,

> especially the sources used to determine its **Establish Date** or
> **Abolish Date**, construct its **Organization Name**, or develop its
> **Administrative History Note**.

**Purpose:** Indicates where someone could look for more information
about an organization or substantiate the information about an
organization.

**Relationship:** This element is dependent on **Organization Name**. To
have **Organization Source Note**, **Organization Name** must be
created.

**Guidance:** Enter citations for sources used to create the description
of the organization. Sources might include accessioned records,
NARA-prepared finding aids, the *U.S. Government Manual*, or published
organizational histories.

> The citation must specify the accessioned series; the control number
> of a NARS-5 description; or the title, edition, and page number of any
> published source. A full bibliographic citation is not required, but
> the citation must enable users to locate the source.

  --------------- ---------------------------------------------------------
  **Examples:**   The United States Government Manual, 1993-94.

  --------------- ---------------------------------------------------------

  -----------------------------------------------------------------------
  Department of State. Principal Officers of the Department of State and
  United States Chiefs of Mission. 1990.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Preliminary Inventory Number 101. War Department Collection of
  Confederate Records. 1957.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  MACV Directive No. 10-21, Organization and Functions. Various editions,
  1969-72.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Title 44, Chapter 21, Section 2102. Establishment of the National
  Archives and Records Administration

  -----------------------------------------------------------------------

## Personal Reference

  ----------- --------------- --------------- --------------- --------------
  Mandatory   Repeatable      Data Type       Authority       Public Element

  No          Yes             Variable        Person          Yes
                              Character       Authority File  
                              Length (700)                    
  ----------- --------------- --------------- --------------- --------------

**Definition:** The names of individuals who are significantly
associated with the organization.

**Purpose:** Enables users to search for organizations by the people
associated with them.

**Relationship:** This element is dependent on **Organization Name**. To
have **Personal Reference**, **Organization Name** must be created.

**Guidance:** Choose the names of people significantly associated with
the organization from the Person Authority File. The Person Authority
File is based on the Library of Congress Name Authority File.

> Referenced names *must* be described in **Administrative History
> Note**.

  --------------- ---------------------------------------------------------
  **Examples:**   Carlin, John, 1940 -

  --------------- ---------------------------------------------------------

  -----------------------------------------------------------------------
  Komer, R. W.

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Westmoreland, William C. (William Childs), 1914-

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Haggerty, Pat.

  -----------------------------------------------------------------------

## Predecessor

  ----------- --------------- --------------- --------------- ---------------
  Mandatory   Repeatable      Data Type       Authority       Public Element

  No          Yes             Variable        Organization    Yes
                              Character       Authority File  
                              Length (700)                    
  ----------- --------------- --------------- --------------- ---------------

**Definition:** The name of the immediate predecessor organization.

**Purpose:** Identifies immediate predecessor organizations.

**Relationship:** This element is dependent on **Organization Name**. To
have **Predecessor**,

**Organization Name** must be created.

**Guidance:** Choose the names of the predecessor organizations from the
Organization Authority File.

> Explain the predecessors in **Administrative History Note**.

+------------+---------------------------------------------------------+
| **E        | **Organization Name** - Department of Commerce.         |
| xamples:** | Environmental Science Services Division. National       |
|            | Weather Service.                                        |
|            |                                                         |
|            | **Predecessor** - Department of Commerce. Weather       |
|            | Bureau.                                                 |
+------------+---------------------------------------------------------+

+-----------------------------------------------------------------------+
| **Organization Name** - Department of Energy.                         |
|                                                                       |
| **Predecessor** - Federal Energy Administration.                      |
+-----------------------------------------------------------------------+

## Program Area

  ----------- --------------- --------------- --------------- ---------------
  Mandatory   Repeatable      Data Type       Authority       Public Element

  No          Yes             Variable        Program Area    Yes
                              Character       Thesaurus       
                              Length (700)                    
  ----------- --------------- --------------- --------------- ---------------

**Definition:** The function or program area of the organization.

**Purpose:** Provides an access point for users to search for
organizations by function. Associates specific program areas with
specific organizations.

**Relationship:** This element is dependent on **Organization Name**. To
have **Program Area**, **Organization Name** must be created.

**Guidance:** Select an appropriate term to index the organization's
function from the Program Area Thesaurus.

> The terms should indicate the principal missions or areas of activity
> of the organization. To determine a Federal organization's
> function(s), consult available editions of the *U.S. Government
> Manual*; the *Guide to Federal Records in the National Archives of the
> United States*; organization and functions manuals; establishing
> legislation, executive or departmental orders, or other directives.
>
> Generally, broader terms should be assigned to higher-level
> organizations, such as departmental organizations, and more specific
> terms should be applied to organizations having narrower program
> areas.
>
> Be sure to indicate the program area of the organization itself and
> [not]{.underline} its parent organization or the subject of the
> records of the organization. The subject of the archival materials
> themselves are indexed under **Topical Subject Reference**.
>
> Describe any terms used to index the organization's functions in
> **Administrative History Note**.
>
> Any terms used to index the organization\'s functions must be
> described in **Administrative History Note** or referenced in
> **Organization Name**.

+------------+---------------------------------------------------------+
| **E        | **Organization Name** - Department of Agriculture.      |
| xamples:** |                                                         |
|            | **Program Area** - Agriculture                          |
+------------+---------------------------------------------------------+

+-----------------------------------------------------------------------+
| **Organization Name** - Department of Agriculture. Bureau of Animal   |
| Industry.                                                             |
|                                                                       |
| **Program Area** - Agricultural research                              |
|                                                                       |
| **Program Area** - Livestock                                          |
+-----------------------------------------------------------------------+

+-----------------------------------------------------------------------+
| **Organization name** - Department of Defense. Department of the      |
| Army.                                                                 |
|                                                                       |
| **Program Area** - National defense                                   |
+-----------------------------------------------------------------------+

+-----------------------------------------------------------------------+
| **Organization Name** - Department of Defense. Department of the      |
| Army. U.S. Army Training and Doctrine Command.                        |
|                                                                       |
| **Program Area** - Military training                                  |
|                                                                       |
| **Program Area** - Combat development                                 |
+-----------------------------------------------------------------------+

## Proposer

  ----------- --------------- --------------- --------------- ---------------
  Mandatory   Repeatable      Data Type       Authority       Public Element

  No          No              Variable        None            No
                              Character                       
                              Length (700)                    
  ----------- --------------- --------------- --------------- ---------------

**Definition:** The name of the person, unit, or project responsible for
the intellectual content of

the organization's description.

**Purpose:** Provides the name of the person or unit responsible for the
description of the organization. Enables NARA staff to track the
authorship of a description as distinct from a person responsible for
data entry.

**Relationship:** This element is dependent on **Organization Name**. To
have **Proposer**, **Organization Name** must be created. This element
can be associated with **Date** **Proposed**.

**Guidance:** Enter the name of person, unit, or project responsible for
writing the organization description.

> If the author is a person, enter the name in direct order (first name,
> middle name/initial, last name).
>
> If the intellectual content is the result of a NARA project by several
> individuals, enter the NARA organization code.
>
> If the description is a product of a NARA product plan, enter the
> alpha-numeric designation of the product plan.

  --------------- ---------------------------------------------------------
  **Examples:**   Product Plan NWMD9PB1

  --------------- ---------------------------------------------------------

  -----------------------------------------------------------------------
  ARC Population Project

  -----------------------------------------------------------------------

### Date Proposed

  ----------- --------------- --------------- --------------- ---------------
  Mandatory   Repeatable      Data Type       Authority       Public Element

  No          No              Date            None            No
  ----------- --------------- --------------- --------------- ---------------

**Definition:** The creation date of the description of the
organization.

**Relationship:** This element is dependent on **Organization Name**. To
have **Date** **Proposed**, **Organization Name** must be created. This
element can be associated with **Proposer**.

**Purpose:** Enables staff to track when descriptions were written.

**Guidance:** Enter the date of the authorship of the description.

Enter date in MM/DD/YYYY form.

If the day is unknown, enter the month and year in MM/YYYY form.

If the month is unknown, enter the year in the YYYY form.

Do not use 00 as a month or day.

  --------------------------------- -------------------------------------
  **Examples:**                     04/16/1999

  --------------------------------- -------------------------------------

  -----------------------------------------------------------------------
  04/1999

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  1999

  -----------------------------------------------------------------------

## Successor

  ----------- --------------- --------------- --------------- ---------------
  Mandatory   Repeatable      Data Type       Authority       Public Element

  No          Yes             Variable        Organization    Yes
                              Character       Authority File  
                              Length (700)                    
  ----------- --------------- --------------- --------------- ---------------

**Definition:** The name of the immediate successor organization.

**Purpose:** Identifies immediate successor organizations.

**Relationship:** This element is dependent on **Organization Name**. To
have **Successor**, **Organization Name** must be created.

**Guidance:** Choose the name of the successor organization from the
Organization Authority File.

> Explain the succession in **Administrative History Note**.

+------------+---------------------------------------------------------+
| **E        | **Organization Name** -- Department of Commerce.        |
| xamples:** | Weather Bureau.                                         |
|            |                                                         |
|            | **Successor** - Department of Commerce. Environmental   |
|            | Science Services Division. National Weather Service.    |
+------------+---------------------------------------------------------+

+-----------------------------------------------------------------------+
| **Organization Name** - Federal Energy Administration.                |
|                                                                       |
| **Successor** - Department of Energy.                                 |
+-----------------------------------------------------------------------+

## Variant Organization Name

  ----------- --------------- --------------- --------------- ---------------
  Mandatory   Repeatable      Data Type       Authority       Public Element

  No          Yes             Variable        None            Yes
                              Character                       
                              Length (700)                    
  ----------- --------------- --------------- --------------- ---------------

**Definition:** Familiar or commonly used designations for an
organization that vary from the organization's official name.

**Purpose:** Allows users to search for organizations by any known name.
Ensures that users

> are able to identify and retrieve records about a particular
> organization consistently, regardless of the use of common variants in
> the search.

**Relationship:** This element is dependent on **Organization Name**. To
have **Variant Organization Name**, **Organization Name** must be
created.

**Guidance:** Enter any additional or variant name for the organization.

> Use initial capital letters. End the name with a period. (Periods will
> be used to indicate the different hierarchical levels of a variant
> organization name.)
>
> Do create a variant name for commonly used acronyms, such as "CIA" for
> "Central Intelligence Agency."
>
> Do not enter **Variant Organization Name** unless **Organization
> Name** has been given.
>
> Do not routinely create variant names for the common abbreviations
> "U.S." or "Dept."
>
> Provide explanations of variant names in **Administrative History
> Note**.

+------------+---------------------------------------------------------+
| **E        | **Organization Name -** Department of State.            |
| xamples:** |                                                         |
|            | **Variant Organization Name -** State Department.       |
+------------+---------------------------------------------------------+

+-----------------------------------------------------------------------+
| **Organization Name** - Supreme Commander for the Allied Powers.      |
|                                                                       |
| **Variant Organization Name** - SCAP.                                 |
+-----------------------------------------------------------------------+

+-----------------------------------------------------------------------+
| **Organization Name -** First United States Army.                     |
|                                                                       |
| **Variant Organization Name -** 1^st^ Army.                           |
+-----------------------------------------------------------------------+

+-----------------------------------------------------------------------+
| **Organization Name -** Department of the Interior. Office of Indian  |
| Affairs. Commissioner to the Five Civilized Tribes.                   |
|                                                                       |
| **Variant Organization Name** - Dawes Commission.                     |
+-----------------------------------------------------------------------+

# *PART THREE - ELEMENTS USED TO DESCRIBE PERSONS*

Name

Fuller Form of Name

Numerator

Personal Title

Biographical Note

Birth Date

Birth Date Qualifier

Death Date

Death Date Qualifier

Person Source Note

Variant Person Name

## Name

  ----------- --------------- --------------- --------------- ---------------
  Mandatory   Repeatable      Data Type       Authority       Public Element

  Yes         No              Variable        None            Yes
                              Character                       
                              Length (700)                    
  ----------- --------------- --------------- --------------- ---------------

**Definition:** The authorized form of the name of a person. The
authorized name is usually the

> name by which the person is most commonly known. An authorized name
> may be a surname, forename, family name, letters, initials,
> abbreviations, phrases, or numbers used in place of a name, or some
> combination therein.

**Purpose:** Controls the name of a person.

**Relationship: Name** is the element on which all other elements used
to describe persons are dependent. To have any other element about a
person, **Name** must be created. **Name** is an independent element.

**Guidance:** Names are formed according to the *Anglo-American
Cataloging Rules, 2d Edition* (AACR2). In general, the person's official
name is the name by which he or she is most commonly known.

> Use initial capital letters. Enter the names in inverted order: last
> name, first name, middle name or initial. Separate the last and first
> names with a comma. Do not end a name with a period unless it ends
> with an initial.
>
> If a person's name has a fuller form, enter that information in
> **Fuller Form of Name**.
>
> If a person's name contains a title (Sir, Mrs., Monsignor, etc.),
> enter that information in **Personal Title**.
>
> If a person's name contains a numerator (a roman numeral after a
> person's first name), enter the number in **Numerator**.
>
> If a person's name has any variants (pseudonyms, name changes,
> transliterations), enter that information in **Variant Person Name**.

  --------------- ---------------------------------------------------------
  **Examples:**   Space, Kenneth F.

  --------------- ---------------------------------------------------------

  -----------------------------------------------------------------------
  Hufstedler, Shirley M.

  -----------------------------------------------------------------------

###  Fuller Form of Name

  ----------- --------------- --------------- --------------- ---------------
  Mandatory   Repeatable      Data Type       Authority       Public Element

  No          No              Variable        None            Yes
                              Character                       
                              Length (700)                    
  ----------- --------------- --------------- --------------- ---------------

**Definition:** More complete form of a person's name than is indicated
in **Name**.

**Purpose:** Provides additional identifying information when the common
form of a person's name is not their full, legal name. Assists users in
distinguishing among people with the same name.

**Relationship:** This element is dependent on **Name**. To have
**Fuller Form of Name**, **Name** must be created.

**Guidance:** Enter the fuller form of the person's name. Do not end the
name with a period.

> Do **not** enter a fuller form of a name without first indicating the
> authorized form in **Name.**

+------------+---------------------------------------------------------+
| **E        | **Name** - Kennedy, John F.                             |
| xamples:** |                                                         |
|            | **Fuller Form of Name** - John Fitzgerald               |
+------------+---------------------------------------------------------+

+-----------------------------------------------------------------------+
| **Name** - Westmoreland, William C.                                   |
|                                                                       |
| **Fuller Form of Name** - William Childs                              |
+-----------------------------------------------------------------------+

+-----------------------------------------------------------------------+
| **Name** - Lee, Robert E.                                             |
|                                                                       |
| **Fuller Form of Name** - Robert Edward                               |
+-----------------------------------------------------------------------+

###  Numerator

  ----------- --------------- --------------- --------------- ---------------
  Mandatory   Repeatable      Data Type       Authority       Public Element

  No          No              Variable        None            Yes
                              Character                       
                              Length (240)                    
  ----------- --------------- --------------- --------------- ---------------

**Definition:** A roman numeral which is the subsequent part of a
person's forename (first name). In general, a numerator is usually only
part of the names of popes and royalty.

**Purpose:** Provides the numeration in a person's name, which assists
users in distinguishing among people with the same names.

**Relationship:** This element is dependent on **Name**. To have
**Numerator**, **Name** must be created.

**Guidance:** Enter the numeration for the person's name.

> Only use this element when the numerator is part of the person's
> forename or first name, such as Queen Elizabeth II or Pope John Paul
> II. If the numerator is part of a person's surname or last name, such
> as William Howard Taft IV, use **Personal Title**.

+------------+---------------------------------------------------------+
| **E        | **Name** - Elizabeth                                    |
| xamples:** |                                                         |
|            | **Numerator** - II                                      |
|            |                                                         |
|            | **Personal Title** - Queen of Great Britain             |
+------------+---------------------------------------------------------+

### Personal Title

  ----------- --------------- --------------- --------------- ---------------
  Mandatory   Repeatable      Data Type       Authority       Public Element

  No          No              Variable        None            Yes
                              Character                       
                              Length (240)                    
  ----------- --------------- --------------- --------------- ---------------

**Definition:** Titles and other words associated with a person's name,
including titles designating rank, office, or nobility; terms of address
(Mr., Mrs.); initials for an academic degree (MBA, Dr), a roman numeral
used with a surname; or other phrases associated with a name (Saint,
Statesman).

**Purpose:** Provides additional identifying information, which assists
users in distinguishing among people with the same names.

**Relationship:** This element is dependent on **Name**. To have
**Personal Title**, **Name** must be created.

**Guidance:** Enter the titles associated with a person's name.

+------------+---------------------------------------------------------+
| **E        | **Name** -- King, Martin Luther                         |
| xamples:** |                                                         |
|            | **Personal Title** - Jr.                                |
+------------+---------------------------------------------------------+

+-----------------------------------------------------------------------+
| **Name** - Elizabeth                                                  |
|                                                                       |
| **Numerator** - II                                                    |
|                                                                       |
| **Personal Title** - Queen of Great Britain                           |
+-----------------------------------------------------------------------+

+-----------------------------------------------------------------------+
| **Name** - Black Foot                                                 |
|                                                                       |
| **Personal Title** - Chief                                            |
+-----------------------------------------------------------------------+

## Biographical Note

  ----------- --------------- --------------- --------------- ---------------
  Mandatory   Repeatable      Data Type       Authority       Public Element

  No          No              Variable        None            Yes
                              Character                       
                              Length (9999)                   
  ----------- --------------- --------------- --------------- ---------------

**Definition:** Explanations or significant information relevant to the
understanding of a person's life or activities.

**Purpose:** Provides information regarding a person's life or
activities. Helps distinguish among people with the same name.

**Relationship:** This element is dependent on **Name**. To have
**Biographical Note**, **Name** must be created.

**Guidance:** Enter a narrative account of the person's history,
including any significant information that makes clear the context in
which the archival materials were created, accumulated or maintained. If
known, include place of birth, dates of birth and death, variant names,
occupation, and significant accomplishments.

> Only write biographical notes for people who are the creating
> individuals for archival materials. It is not necessary to create a
> **Biographical Note** for people who are the subject, donor, or
> contributor to the archival materials.
>
> Write in complete sentences. Do not write in the present tense, which
> would need subsequent revisions.
>
> Be precise and brief. Do not develop elaborate biographical essays.

  --------------- ---------------------------------------------------------
  **Examples:**   Sarah Weddington was born in Abilene Texas in 1945. In
                  1965 she received her B.S. degree from McMurry College in
                  Abilene, and in 1967 her J.D. from the University of
                  Texas, Austin. She was a Texas state legislator and in
                  private practice in Austin from 1972 to 1977, when she
                  came to Washington to be the General Counsel of the
                  Department of Agriculture. In October 1978 she became
                  Special Assistant (Assistant after September 1979) to the
                  President for Women\'s Affairs. In 1981 she returned to
                  Austin to practice law.

  --------------- ---------------------------------------------------------

+-----------------------------------------------------------------------+
| In January 1977, Martha (Bunny) Mitchell became Special Assistant to  |
| the President for Special Projects. She had been a Jimmy Carter       |
| campaign worker in the 1976 Presidential campaign. She worked in the  |
| White House for 19 months. Her particular responsibilities were the   |
| District of Columbia, African-Americans, and drug abuse programs.     |
|                                                                       |
| Mitchell was a native of Gary, Indiana, and received her              |
| undergraduate and graduate degrees in journalism from Michigan State  |
| University.                                                           |
|                                                                       |
| Mitchell formed the Institute of Continuing Education for Women at    |
| Federal City College in Washington, DC, to provide nontraditional     |
| education programs and services to women in the Washington            |
| metropolitan area. At the Institute, Mitchell designed a major        |
| educational\\vocational rehabilitation program for inmates of the     |
| Women\'s Detention Center.                                            |
|                                                                       |
| In 1976 she received an award for her work as executive producer of   |
| an Emmy Award winning television special.                             |
|                                                                       |
| In the District of Columbia, Mitchell served as Chairperson of the    |
| Women\'s Political Caucus, as member of the Commission on the Status  |
| of Women, and as Alternate National Committeewoman to the Democratic  |
| National Committee. Her most recent position before joining the White |
| House staff was as information officer for the Drug Abuse Council. On |
| leaving the White House in August 1978, Mitchell was assigned to the  |
| Small Business Administration as assistant to the Deputy              |
| Administrator, with general responsibilities involving minorities and |
| women in SBA programs.                                                |
|                                                                       |
| Mitchell retained use of her nickname Bunny in her professional life  |
| to avoid confusion with Martha B. Mitchell, wife of former Attorney   |
| General John Mitchell in the Nixon Administration, who had been       |
| prominently in the headlines until her death in 1976.                 |
+-----------------------------------------------------------------------+

## Birth Date

  ----------- --------------- --------------- --------------- ---------------
  Mandatory   Repeatable      Data Type       Authority       Public Element

  No          No              Date            None            Yes
  ----------- --------------- --------------- --------------- ---------------

**Definition:** The date on which the person was born.

**Purpose:** Provides the birth date of the person, which assists users
in distinguishing among

people with the same names.

**Relationship:** This element is dependent on **Name**. To have **Birth
Date**, **Name** must be created. **Birth Date Qualifier** is dependent
on this element. To have **Birth Date** **Qualifier**, **Birth Date**
must be created.

**Guidance:** Enter the date on which the person was born.

Use **Birth Date Qualifier** to indicate uncertain or approximate dates.

Enter date in MM/DD/YYYY form.

If the day is unknown, enter the month and year in MM/YYYY form.

If the month is unknown, enter the year in the YYYY form.

Do not use 00 as a month or day.

  ----------------------------------- -----------------------------------
  **Examples:**                       06/10/1899

  ----------------------------------- -----------------------------------

  -----------------------------------------------------------------------
  06/1899

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  1899

  -----------------------------------------------------------------------

### Birth Date Qualifier

  ----------- --------------- --------------- --------------- ---------------
  Mandatory   Repeatable      Data Type       Authority       Public Element

  No          No              Variable        Date Qualifier  Yes
                              Character       List            
                              Length (8)                      
  ----------- --------------- --------------- --------------- ---------------

**Definition:** The means for indicating an uncertain or approximate
birth date.

**Purpose:** Alerts users to uncertain or approximate birth dates.

**Relationship:** This element is dependent on **Birth Date**. To have
**Birth Date Qualifier**, **Birth Date** must be created.

**Guidance:** Choose the appropriate term from the Date Qualifier
Authority List.

> Use "?" if uncertainty exists regarding the date.
>
> Use "ca." if the date is approximate.

## Death Date

  ----------- --------------- --------------- --------------- ---------------
  Mandatory   Repeatable      Data Type       Authority       Public Element

  No          No              Date            None            Yes
  ----------- --------------- --------------- --------------- ---------------

**Definition:** The date on which the person died.

**Purpose:** Provides the death date of the person, which assists users
in distinguishing among people with the same names.

**Relationship:** This element is dependent on **Name**. To have **Death
Date**, **Name** must be created. **Death Date Qualifier** is dependent
on this element. To have **Death Date** **Qualifier**, **Death Date**
must be created.

**Guidance:** Enter the date on which the person died.

Use **Death Date Qualifier** to indicate uncertain or approximate dates.

Enter date in MM/DD/YYYY form.

If the day is unknown, enter the month and year in MM/YYYY form.

If the month is unknown, enter the year in the YYYY form.

Do not use 00 as a month or day.

  ----------------------------------- -----------------------------------
  **Examples:**                       12/13/1970

  ----------------------------------- -----------------------------------

  -----------------------------------------------------------------------
  12/1970

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  1970

  -----------------------------------------------------------------------

### Death Date Qualifier

  ----------- --------------- --------------- --------------- ---------------
  Mandatory   Repeatable      Data Type       Authority       Public Element

  No          No              Variable        Date Qualifier  Yes
                              Character       List            
                              Length (8)                      
  ----------- --------------- --------------- --------------- ---------------

**Definition:** The means for indicating an uncertain or approximate
death date.

**Purpose:** Alerts users to uncertain or approximate birth dates.

**Relationship:** This element is dependent on **Death Date**. To have
**Death Date Qualifier**, **Death Date** must be created.

**Guidance:** Choose the appropriate term from the Date Qualifier
Authority List.

> Use "?" if uncertainty exists regarding the date.
>
> Use "ca." if the date is approximate.

## Person Source Note

  ----------- --------------- --------------- --------------- ---------------
  Mandatory   Repeatable      Data Type       Authority       Public Element

  No          No              Variable        None            No
                              Character                       
                              Length (2000)                   
  ----------- --------------- --------------- --------------- ---------------

**Definition:** Bibliographic resources used to develop the description
of a person, especially the sources used to construct **Name**,
**Biographical Note**, **Birth Date** and **Death Date**.

**Purpose:** Indicates where someone could look for more information
about a person or substantiate the information about a person.

**Relationship:** This element is dependent on **Name**. To have
**Person Source Note**, **Name**

must be created.

**Guidance:** Enter citations for the sources used to create the
description of a person. Sources may include accessioned records,
NARA-prepared finding aids, or published biographies.

> The citation must specify the accessioned series; the control number
> of a NARS-5 description; or the title, edition, and page number of any
> published source. A full bibliographic citation is not required, but
> the citation must enable users to locate the source.

  --------------- ---------------------------------------------------------
  **Examples:**   Who's Who in America, 1978, page 100.

  --------------- ---------------------------------------------------------

## Variant Person Name

  ----------- --------------- --------------- --------------- ---------------
  Mandatory   Repeatable      Data Type       Authority       Public Element

  No          Yes             Variable        None            Yes
                              Character                       
                              Length (700)                    
  ----------- --------------- --------------- --------------- ---------------

**Definition:** Additional or variant names commonly used for the
person, including nicknames, pen names, or transliterations.

**Purpose:** Allows users to search for people by any known name.
Ensures that users are able to identify and retrieve records about a
particular person consistently, regardless of the use of common variants
in the search.

**Relationship:** This element is dependent on **Name**. To have
**Variant Person Name**, **Name** must be created.

**Guidance:** Enter any additional or variant name for the individual.

> Use initial capital letters. Enter the name in inverted order: last
> name, first name, middle name or initial. Separate the last and first
> names with a comma. Do not end a name with a period unless it is an
> initial.

Do not enter **Variant Person Name** unless **Name** has been given.

Give explanations of variant names in **Biographical Note**.

+------------+---------------------------------------------------------+
| **E        | **Name** - Kennedy, John F.                             |
| xamples:** |                                                         |
|            | **Fuller Name** - John Fitzgerald                       |
|            |                                                         |
|            | **Variant Person Name** - JFK                           |
|            |                                                         |
|            | **Variant Person Name** - Kennedy, Jack                 |
+------------+---------------------------------------------------------+

+-----------------------------------------------------------------------+
| **Name** - Onassis, Jacqueline Kennedy                                |
|                                                                       |
| **Variant Person Name** - Bouvier, Jacqueline                         |
|                                                                       |
| **Variant Person Name** - Kennedy, Jacqueline                         |
|                                                                       |
| **Variant Person Name** - Kennedy, Jackie                             |
+-----------------------------------------------------------------------+

# *PART FOUR - ELEMENTS USED TO DESCRIBE DIGITAL OBJECTS*

Object Type

Object Identifier

Thumbnail Filename

Thumbnail File Size

Access Filename

Access File Size

Object Designator

Object Description

Project Identifier

## Object Type

  ----------- ------------ ----------- ----------- ----------- -----------
  Mandatory   Repeatable   Data Type   Authority   Type        Public
                                                               Element

  Yes         No           Variable    Object Type All         No
                           Character   Authority               
                           Length (40) List                    
  ----------- ------------ ----------- ----------- ----------- -----------

**Definition:** The type or file format of the digital object.

**Purpose:** Identifies the type or file format of the digital object.
Provides information on how computer systems should process the digital
object.

**Relationship:** This element is independent.

**Guidance:** Select the type of the object from the Object Type
Authority List.

  --------------- ----------------------------------------------------------
  **Examples:**   World Wide Web page

  --------------- ----------------------------------------------------------

###  

## Object Identifier

  ----------- ------------ ----------- ----------- ----------- -----------
  Mandatory   Repeatable   Data Type   Authority   Type        Public
                                                               Element

  Yes         No           Variable    None        All         No
                           Character                           
                           Length                              
                           (260)                               
  ----------- ------------ ----------- ----------- ----------- -----------

**Definition:** The identifier given to a digital object.

**Purpose:** Provides a means to link various digital objects to one
archival description.

**Relationship:** This element is independent.

**Guidance:** Enter the information in this element. Each digital object
within an archival

description should be given a unique, meaningful identifier.

+-------------+--------------------------------------------------------+
| **          | **Digital Object 1: Object Identifier** - Report       |
| Examples:** | XR657, Page 1                                          |
|             |                                                        |
|             | **Digital Object 2: Object Identifier** - Report       |
|             | XR657, Page 2                                          |
|             |                                                        |
|             | **Digital Object 3: Object Identifier** - Report       |
|             | XR657, Page 3                                          |
+-------------+--------------------------------------------------------+

  -----------------------------------------------------------------------
  **Object Identifier** - Map N67, Sht. 36

  -----------------------------------------------------------------------

+-----------------------------------------------------------------------+
| **Digital Object 1: Object Identifier** - nlc07365.1                  |
|                                                                       |
| **Digital Object 2: Object Identifier** - nlc07365.2                  |
+-----------------------------------------------------------------------+

+-----------------------------------------------------------------------+
| **Digital Object 1: Object Identifier** -- 1                          |
|                                                                       |
| **Digital Object 2: Object Identifier** -- 2                          |
+-----------------------------------------------------------------------+

## Thumbnail Filename

  ----------- ------------ ----------- ----------- ----------- -----------
  Mandatory   Repeatable   Data Type   Authority   Type        Public
                                                               Element

  Yes         No           Variable    None        Image       Yes
                           Character                           
                           Length (60)                         
  ----------- ------------ ----------- ----------- ----------- -----------

[]{.mark}

[]{.mark}

**Definition:** The identifier assigned to the file containing the
thumbnail version of the digital object.

**Purpose:** Serves as an identifier for the thumbnail file. Used for
identification and retrieval.

**Relationship:** This element is independent.

**Guidance:** Enter the full URL of the file, including the file
extension.

  --------------- ---------------------------------------------------------
  **Examples:**   <http://media.nara.gov/media/images/16/16/16-1557t.gif>

  --------------- ---------------------------------------------------------

  -----------------------------------------------------------------------
  <http://www.reagan.utexas.edu/photos/large/c43674T.jpg>

  -----------------------------------------------------------------------

## Thumbnail File Size

  ----------- ------------ ----------- ----------- ----------- -----------
  Mandatory   Repeatable   Data Type   Authority   Type        Public
                                                               Element

  Yes         No           Numeric     None        Image       No
                           (20)                                
  ----------- ------------ ----------- ----------- ----------- -----------

**Definition:** The size in bytes of the computer file containing the
thumbnail version of the digital object.

**Purpose:** Identifies the size of the computer file containing the
thumbnail version of the digital object. Used for disk space management.

**Relationship:** This element is independent**.**

**Guidance:** Provide the size of the computer file in bytes.

  --------------- ---------------------------------------------------------
  **Examples:**   200133

  --------------- ---------------------------------------------------------

  -----------------------------------------------------------------------
  145698

  -----------------------------------------------------------------------

## Access Filename

  ----------- ------------ ----------- ----------- ----------- -----------
  Mandatory   Repeatable   Data Type   Authority   Type        Public
                                                               Element

  Yes         No           Variable    None        Image       Yes
                           Character                           
                           Length (60)                         
  ----------- ------------ ----------- ----------- ----------- -----------

**Definition:** The identifier assigned to the file containing the
access version of the digital object.

**Purpose:** Serves as a unique identifier for the computer file
containing the access version of the digital object. Used for
identification and retrieval.

**Relationship:** This element is independent.

**Guidance:** Enter the full URL of the access file, including the file
extension.

  --------------- ---------------------------------------------------------
  **Examples:**   <http://media.nara.gov/media/images/16/16/16-1557a.gif>

  --------------- ---------------------------------------------------------

  -----------------------------------------------------------------------
  http://www.reagan.utexas.edu/photos/large/c43674A.jpg

  -----------------------------------------------------------------------

##  Access File Size

  ----------- ------------ ----------- ----------- ----------- -----------
  Mandatory   Repeatable   Data Type   Authority   Type        Public
                                                               Element

  Yes         No           Numeric     None        Image       Yes
                           (20)                                
  ----------- ------------ ----------- ----------- ----------- -----------

**Definition:** The size in bytes of the computer file containing the
access version of the digital object.

**Purpose:** Identifies the size of the computer file containing the
access version of the digital object. Alerts the user to the size of the
file to be downloaded. This is particularly useful for users with slower
modem connections to the Internet.

**Relationship:** This element is independent.

**Guidance:** Provide the size of the computer file in bytes.

  --------------- ---------------------------------------------------------
  **Examples:**   600000000

  --------------- ---------------------------------------------------------

  -----------------------------------------------------------------------
  202000

  -----------------------------------------------------------------------

## Object Designator

  ----------- ------------ ----------- ----------- ----------- -----------
  Mandatory   Repeatable   Data Type   Authority   Type        Public
                                                               Element

  No\*\*      No           Variable    None        All         Yes
                           Character                           
                           Length                              
                           (260)                               
  ----------- ------------ ----------- ----------- ----------- -----------

\*\* Mandatory if there is more than one digital object associated with
the same archival description.

**Definition:** An identifier for each digital object when there is more
than one digital object associated with an archival description.

**Purpose:** Used to distinguish between multiple digital objects
associated with the same archival description.

**Relationship:** This element is independent.

**Guidance:** Use this element only if there is more than one digital
object associated with a single archival description.

> Assign a short identifier that has some descriptive value, e.g. "page
> 1," page
>
> 2," etc.
>
> Alternately, assign a number, beginning with \"1\" and continuing in
> ascending order, to each object associated with the same description.
> The order of numbers assigned to the objects should reflect the order
> of the physical items.
>
> Do not confuse this element with [Object Identifier]{.underline},
> which is used solely to link various digital objects to one archival
> description.

+-------------+--------------------------------------------------------+
| **          | **Digital Object 1: Object Designator -** 1            |
| Examples:** |                                                        |
|             | **Digital Object 2: Object Designator -** 2            |
|             |                                                        |
|             | **Digital Object 3: Object Designator -** 3            |
+-------------+--------------------------------------------------------+

+-----------------------------------------------------------------------+
| **Digital Object 1: Object Designator -** Page 1                      |
|                                                                       |
| **Digital Object 2: Object Designator -** Page 8                      |
+-----------------------------------------------------------------------+

##  Object Description 

  ----------- ------------ ----------- ----------- ----------- -----------
  Mandatory   Repeatable   Data Type   Authority   Type        Public
                                                               Element

  No          No           Variable                Image       Yes
                           Character                           
                           Length                              
                           (260)                               
  ----------- ------------ ----------- ----------- ----------- -----------

**Definition:** A brief description of the digital object.

**Purpose:** Provides information about the Digital Object that is not
apparent from **Object Designator** or **Object Identifier**.

**Relationship:** This element is independent.

**Guidance:** Use this element if **Object Designator** does not provide
sufficient information for users to distinguish among multiple digital
objects or to indicate that a single object is only a representative
sample of a multi-page document.

> Enter brief information about the physical item that would assist in
> distinguishing between the other digital objects associated with the
> archival description. If no title or caption exists on the physical
> item itself, the description might include the form of the material
> and a phrase reflecting the function, activity, subject, location, or
> theme of the item.

  --------------- ---------------------------------------------------------
  **Examples:**   **Digital Object 1: Object Description** - Only the first
                  page of this 12-page letter is available online.

  --------------- ---------------------------------------------------------

  -----------------------------------------------------------------------
  **Digital Object 1: Object Description** - Only a representative page
  of this 8-page memorandum has been digitized.

  -----------------------------------------------------------------------

+-----------------------------------------------------------------------+
| **Digital Object 1: Object Description -** Northern Minnesota         |
|                                                                       |
| **Digital Object 2: Object Description -** Southern Minnesota         |
+-----------------------------------------------------------------------+

+-----------------------------------------------------------------------+
| **Digital Object 1: Object Description -** Table of contents          |
|                                                                       |
| **Digital Object 2: Object Description -** Chapter 1, Page 1          |
|                                                                       |
| **Digital Object 3: Object Description -** Chapter 1, Page 2          |
|                                                                       |
| **Digital Object 4: Object Description -** Chapter 2, Page 1          |
|                                                                       |
| **Digital Object 5: Object Description -** Chapter 2, Page 2          |
+-----------------------------------------------------------------------+

+-----------------------------------------------------------------------+
| **Digital Object 1: Object Description -** Surnames beginning with A  |
|                                                                       |
| **Digital Object 2: Object Description -** Surnames beginning with B  |
|                                                                       |
| **Digital Object 3: Object Description -** Surnames beginning with C  |
+-----------------------------------------------------------------------+

+-----------------------------------------------------------------------+
| **Digital Object 1: Object Description -** Aaron, Cleo. through       |
| Adair, Mattie                                                         |
|                                                                       |
| **Digital Object 2: Object Description -** Adair, Minnie V. through   |
| Adams, William C.                                                     |
|                                                                       |
| **Digital Object 3: Object Description -** Adams, William F. through  |
| Alberty, Mollie                                                       |
+-----------------------------------------------------------------------+

##  Project Identifier

  ----------- ------------ ----------- ----------- ----------- -----------
  Mandatory   Repeatable   Data Type   Authority   Type        Public
                                                               Element

  Yes         No           Variable    None        All         No
                           Character                           
                           Length (60                          
                           )                                   
  ----------- ------------ ----------- ----------- ----------- -----------

**Definition:** The unique identifier assigned to a digital objects
project.

**Purpose**: Allows management of data and images on a
project-by-project basis.

**Relationship:** This element is independent.

**Guidance:** Enter the name of the project. The name should be a brief,
descriptive, and unique.

  --------------- ---------------------------------------------------------
  **Examples:**   Jimmy Carter Library Remote Archives Capture (RAC)
                  Project

  --------------- ---------------------------------------------------------

  -----------------------------------------------------------------------
  Southeast Region Building Dedication Project

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Brown v. Board of Education Project

  -----------------------------------------------------------------------

###  

# Chapter Two - Microform Product Elements

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# *Introduction*

The purpose of the *Microform* chapter of the *Lifecycle Data
Requirements Guide* is to offer a framework that explains the elements
(fields) used to capture descriptive data about microform products at
the National Archives and Records Administration. This chapter of the
guide does not cover data requirements for the entire database of
microform products; it contains data requirements for the descriptive
data elements only. The framework applies to all descriptions of
microform products that NARA makes available to view, rent or purchase
-- in the regions, in Washington, DC, and in the Presidential libraries.
The framework will help us create complete and consistent descriptions
by providing guidelines for the content of an element and noting when an
authority source is used for the value of an element.

**Microform Elements**

The elements used to describe microform products are divided into three
categories:

-   the product elements

-   the physical occurrence elements

-   the roll/fiche elements

    **Product Elements**

The product elements describe the content and features of the microform
product, including the title, abstract, dates, access points such as
geography, subject, organization or person, and media.

**Physical occurrence Elements**

The physical occurrence elements describe the characteristics for each
physical occurrence or copy of the microform product, including the
viewing location information.

**Roll/Fiche Elements**

Within each microform product, the characteristics of the individual
rolls/fiche associated with that product are also described. The
roll/fiche characteristics include the number and title.

**The Framework**

The framework for each element consists of:

-   a table of characteristics

-   definition, purpose, relationship, and guidance statements

-   examples, when appropriate

The table of characteristics contains information about the data
structure of the element and the rules that affect how it can be used.
The definition, purpose, relationship, and guidance statements explain
what the element is, what it does, how it relates to other elements, and
how to use it. References to elements are in bold. Examples are shown in
gray-shaded boxes and are included to illustrate how information should
be entered.

**The Characteristics**

The characteristics of each element are:

-   whether or not the element is mandatory

-   whether or not the element is repeatable

-   the data type and length for the element

-   whether or not an authority source is used to enter information in
    the element

-   the entity or category in which the element belongs

-   whether or not the element can be available to the public

-   the label for the element as it appears in Order Online!

    **What is Mandatory?**

    Mandatory means information must be entered in the element for a
    description to be considered complete. The mandatory elements are
    the minimum description for microform products. Some elements have
    relationships that require them to be used with other elements;
    those requirements are described in the relationship statements, not
    in the mandatory section of the table of characteristics.

    **What is Repeatable?**

Repeatable means information may be entered more than once in one
product, physical occurrence, or roll/fiche. For example, because a
microform product can have more than one Topical Subject Reference or be
available for viewing in more than one location, these are repeatable
elements. Because a microform product can have only one Microform
Product Number or Title, these are non-repeatable elements.

**What is a Data Type?**

There are four primary data types:

-   variable character length

-   long

-   numeric

-   date

Variable character length means the information can be any kind of
character, number or symbol. Long means the character length can be up
to 2 gigabytes. Numeric means the information can only be numbers.
Commas cannot be used in numeric elements. The identifier
"NW-338-99-005" could not be entered in a numeric data type element
because it contains both letters and symbols. Date means the information
can only be in a date format (mm/dd/yyyy). Where appropriate, field
length limitations are shown in parentheses after the data type.

**What is an Authority Source?**

In some elements information cannot be entered as free-text, but must be
selected from an authority source, such as an authority file, authority
list, or thesaurus. Authority sources are used to ensure information is
entered into an element consistently to facilitate sorting or searching.
Some of the authority sources are created by NARA based on well-known,
highly reputable products from the cataloging field, such as the Getty
Thesaurus of Geographic Names® (TGN) or the Library of Congress Name
Authority File (LCNAF). Some of the authority sources are lists that
have been developed by NARA to specifically meet our needs, such as the
Specific Access Restriction Authority List or Reference Unit Authority
List.

**What is Entity Available?**

Data describing microform products are arranged in a hierarchy. The
highest grouping of data describing microform products is at the
*product* level. The next highest grouping of data describing microform
products is at the *physical occurrence* level. The lowest grouping in
the hierarchy is the *roll/fiche* level.

**What is Public Element?**

Public Element indicates whether or not the element and its contents can
be made available to the general public. A small number of the elements
are not appropriate for public display because they are used only for
administrative purposes.

**ELEMENTS USED TO DESCRIBE MICROFORM PRODUCTS**

**Product Elements**

Record Group Number

Record Group Title

Collection Identifier

Collection Title

Microform Product Number

Microform Product Title

Abstract

Geographic Reference

Organizational Reference

Personal Reference

Topical Subject Reference

Coverage Start Date

Coverage End Date

General Note

Media Type

> Dimension
>
> Color
>
> Piece Count

**Physical Occurrence Elements**

Physical Occurrence Note

Location Facility

**Roll/Fiche Elements**

Microform Roll/Fiche Number

> Microform Roll/Fiche Description

## Record Group Number

  ----------- ------------ --------- ---------------- ----------- --------- ---------
  Mandatory   Repeatable   Data Type Authority        Entity      Public    Label
                                                                  Element   

  No          Yes          Numeric   List of Record   Product     Yes       Record
                           (3)       Groups of the                          Group
                                     National                               Number
                                     Archives and                           
                                     Records                                
                                     Administration                         
  ----------- ------------ --------- ---------------- ----------- --------- ---------

**Definition:** A unique number assigned to a record group from which
archival materials are reproduced to create a microform product.

**Purpose:** Allows users to identify or retrieve all microform products
that are reproductions of archival material from a particular record
group.

**Relationship:** This element and **Record Group Title** are dependent
on each other. For each microform product, **Record Group Title** and
**Record Group Number** must both be included.

**Guidance:** Enter the number of the record group. The number must be a
valid number from the \"List of Record Groups of the National Archives
and Records Administration.\"

  ----------------------------- -----------------------------------------
  **Examples:**                 5

  ----------------------------- -----------------------------------------

  -----------------------------------------------------------------------
  59

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  204

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  448

  -----------------------------------------------------------------------

## Record Group Title

  ----------- ------------ ----------- ---------------- ----------- --------- ---------
  Mandatory   Repeatable   Data Type   Authority        Entity      Public    Label
                                                                    Element   

  No          Yes          Variable    List of Record   Product     Yes       Record
                           Character   Groups of the                          Group
                           Length      National                               Title
                           (700)       Archives and                           
                                       Records                                
                                       Administration                         
  ----------- ------------ ----------- ---------------- ----------- --------- ---------

**Definition:** A unique name assigned to a record group from which
archival materials are reproduced to create a microform product.

**Purpose:** Allows users to identify or retrieve all microform products
that are reproductions of archival material from a particular record
group.

**Relationship:** This element and **Record Group Number** are dependent
on each other. For each microform product, **Record Group Title** and
**Record Group Number** must both be included.

**Guidance:** Enter the title of the record group. The title must be a
valid title from the \"List of Record Groups of the National Archives
and Records Administration.\"

  --------------- ---------------------------------------------------------
  **Examples:**   Records of the U.S. Grain Corporation

  --------------- ---------------------------------------------------------

  -----------------------------------------------------------------------
  General Records of the Department of State

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Records of the Office of the Pardon Attorney

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  General Records of the Employment Standards Administration

  -----------------------------------------------------------------------

## Collection Identifier

  ----------- ------------ ----------- ----------- --------- --------- ------------
  Mandatory   Repeatable   Data Type   Authority   Entity    Public    Label
                                                             Element   

  No          Yes          Variable    None        Product   Yes       Collection
                           Character                                   Identifier
                           Length (10)                                 
  ----------- ------------ ----------- ----------- --------- --------- ------------

**Definition:** The unique identifier assigned to a collection from
which archival materials are reproduced to create a microform product

**Purpose:** Provides the short, unique identifier for use in the
physical and intellectual control of microform products. Allows users to
identify or retrieve all microform products that are reproductions of
archival material from a particular collection.

**Relationship:** This element and **Collection Title** are dependent on
each other. For some microform products, **Collection Identifier** and
**Collection Title** must both be included.

**Guidance:** Choose the appropriate term from the Collections Authority
List

  ---------------------------------- ------------------------------------
  **Examples:**                      LOS

  ---------------------------------- ------------------------------------

\[For the Records of the Superior Court of the County of Los Angeles.\]

  -----------------------------------------------------------------------
  SAN

  -----------------------------------------------------------------------

> \[For the Records of the Superior Court of the County of San Diego.\]

  -----------------------------------------------------------------------
  UN

  -----------------------------------------------------------------------

> \[For the MCA/Universal Pictures Collection.\]

## Collection Title

  ----------- ------------ ----------- ----------- --------- --------- ------------
  Mandatory   Repeatable   Data Type   Authority   Entity    Public    Label
                                                             Element   

  No          Yes          Variable    None        Product   Yes       Collection
                           Character                                   Title
                           Length                                      
                           (700)                                       
  ----------- ------------ ----------- ----------- --------- --------- ------------

**Definition:** A unique name assigned to a collection from which
archival materials are reproduced to create a microform product.

**Purpose:** Allows users to identify or retrieve all microform products
that are reproductions of archival material from a particular
collection.

**Relationship:** This element and **Collection Identifier** are
dependent on each other. For some microform products, **Collection
Title** and **Collection Identifier** must both be included.

**Guidance:** Enter the title of the collection.

  --------------- -----------------------------------------------------------
  **Examples:**   Records of the Superior Court of the County of Los Angeles

  --------------- -----------------------------------------------------------

  -----------------------------------------------------------------------
  Records of the Superior Court of the County of San Diego

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  MCA/Universal Pictures Collection

  -----------------------------------------------------------------------

### Microform Product Number

  ----------- ------------ ----------- ------------ --------- --------- -------------
  Mandatory   Repeatable   Data Type   Authority    Entity    Public    Label
                                                              Element   

  Yes         No           Variable    None         Product   Yes       Publication
                           Character                                    Number
                           Length (15)                                  
  ----------- ------------ ----------- ------------ --------- --------- -------------

**Definition:** The unique number assigned to a microform product.

**Purpose:** Serves as a unique, searchable identifier for microform
products.

**Relationship:** This element and **Microform Product Title** are
dependent on each other. For each microform product, **Microform Product
Title** and **Microform Product Number** must both be included.

**Guidance:** Enter the microform product number.

  ---------------------------- ------------------------------------------
  **Examples:**                A3354

  ---------------------------- ------------------------------------------

  -----------------------------------------------------------------------
  T228

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  M1131

  -----------------------------------------------------------------------

###  

## Microform Product Title

+----------+---------+--------+-----------+-------+---------+---------+
| M        | Rep     | Data   | Authority | E     | Public  | Label   |
| andatory | eatable | Type   |           | ntity | Element |         |
+----------+---------+--------+-----------+-------+---------+---------+
| Yes      | No      | Va     | None      | Pr    | Yes     | Publ    |
|          |         | riable |           | oduct |         | ication |
|          |         | Cha    |           |       |         | Title   |
|          |         | racter |           |       |         |         |
|          |         | Length |           |       |         |         |
|          |         |        |           |       |         |         |
|          |         | \      |           |       |         |         |
|          |         | (700\) |           |       |         |         |
+----------+---------+--------+-----------+-------+---------+---------+

**Definition:** The unique title associated with a microform product.

**Purpose:** Provides identifying information for microform products.

**Relationship:** This element and **Microform Product Number** are
dependent on each other. For each microform product, **Microform Product
Title** and **Microform Product Number** must both be included.

**Guidance:** Enter the formal title of the microform product.

> Formal titles are the specific bibliographic titles written on
> individual items, such as the title of a movie or book. When
> transcribing a formal title, enter any dates exactly as they appear in
> the formal title.
>
> Use initial capital letters. Do [not]{.underline} end a title with a
> period.

  --------------- -----------------------------------------------------------
  **Examples:**   Dunn Rolls of 1867 and 1869, Citizens and Freedmen of the
                  Creek Nation, 1867-1869

  --------------- -----------------------------------------------------------

  -----------------------------------------------------------------------
  Captured North Vietnamese Documents of the Combined Document
  Exploitation Center, 1950-1975

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Microfilm Copies of Japanese Intercepts and Other Intelligence Related
  Records Maintained by the Naval Security Detachment at Crane, Indiana,
  1941-1960

  -----------------------------------------------------------------------

##  Abstract

+---------+---------+---------+---------+---------+---------+---------+
| Ma      | Rep     | Data    | Au      | Entity  | Public  | Label   |
| ndatory | eatable | Type    | thority |         | Element |         |
+---------+---------+---------+---------+---------+---------+---------+
| No      | No      | V       | None    | Product | Yes     | A       |
|         |         | ariable |         |         |         | bstract |
|         |         | Ch      |         |         |         |         |
|         |         | aracter |         |         |         |         |
|         |         | Length  |         |         |         |         |
|         |         |         |         |         |         |         |
|         |         | \       |         |         |         |         |
|         |         | (2000\) |         |         |         |         |
+---------+---------+---------+---------+---------+---------+---------+

**Definition:** The description of the breadth and depth of the
microform product.

**Purpose:** Provides a discussion of the contents of the microfilm
product. In conjunction with **Microform Product** **Title**,
**Microform Abstract** helps users decide whether they are interested in
viewing, renting, or purchasing the microform product.

**Relationship:** This element is independent.

**Guidance:** Write a note that provides answers to basic questions that
users might ask about the microform product described. Explain any
significant or heavily-represented topics, people, organizations,
geographic places, or languages represented in the microform product.

[Style Basics]{.underline}

-   Write in complete sentences.

-   Write from the objective, not subjective, point of view.

-   Be precise and brief.

+----------+-----------------------------------------------------------+
| **Exa    | This microform publication consists of select letters and |
| mples:** | related documents from the files of the Department of     |
|          | Justice relating to Judge Isaac C. Parker. Parker, a      |
|          | Federal judge for 21 years, passed the sentence of death  |
|          | on 168 individuals, of who 88 were hanged, and was known  |
|          | as the \"hanging judge.\"                                 |
|          |                                                           |
|          | The records reproduced in this publication are from two   |
|          | series of Department of Justice (DOJ) records. They       |
|          | include many letters, telegrams, and notes exchanged      |
|          | between Judge Parker and the DOJ during his service on    |
|          | the Federal bench. Also incorporated are a few documents  |
|          | concerning Parker that come from other government         |
|          | officials. Parker\'s letters reflect his work as a judge  |
|          | in a jurisdiction that comprised not only the Western     |
|          | District of Arkansas, but also the Indian Territory at a  |
|          | time when that portion of Oklahoma was a haven for many   |
|          | of the country\'s most desperate outlaws.                 |
+----------+-----------------------------------------------------------+

+-----------------------------------------------------------------------+
| This microfilm publication reproduces the compiled service records of |
| volunteer soldiers who served in Capt. Lot (Lott) Smith's Company,    |
| Utah Cavalry. This company is the only organization of Union          |
| volunteer soldiers from the Territory of Utah for which the National  |
| Archives and Records Administration has separate compiled service     |
| records.                                                              |
|                                                                       |
| The compiled service records reproduced in this microfilm             |
|                                                                       |
| publication are indexed on M556.                                      |
+-----------------------------------------------------------------------+

## Geographic Reference

  ----------- ------------ ----------- ------------ --------- ---------- ----------
  Mandatory   Repeatable   Data Type   Authority    Entity    Public     Label
                                                              Element    

  No          Yes          Variable    Geographic   Product   Yes        Subject
                           Character   Authority                         Term
                           Length      File                              
                           (700)                                         
  ----------- ------------ ----------- ------------ --------- ---------- ----------

**Definition:** Indicates the geographic areas represented in the
microform product.

**Purpose:** Allows users to search for microform products by geographic
areas.

**Relationship:** This element is independent.

**Guidance:** Choose the appropriate geographic area from the Geographic
Authority File. The Geographic Authority File is based on the Getty
Thesaurus of Geographic Names® (TGN).

> Use this data element when materials have a geographic focus or a
> considerable body of information about a geographic location is
> contained in the microform product.
>
> This data is called an \"access point.\" Best practice is to
> \"anchor,\"or explain, all access points narratively in the
> descriptive record in which the access point appears. You should
> anchor this access point in the **Microform Product** **Title** or
> **Abstract** field.

  --------------- -----------------------------------------------------------
  **Examples:**   Springfield (Bradford county, Pennsylvania, United States,
                  North and Central America) inhabited place

  --------------- -----------------------------------------------------------

  -----------------------------------------------------------------------
  Springfield (Delaware county, Pennsylvania, United States, North and
  Central America) inhabited place

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Athens (Clarke county, Georgia, United States, North and Central
  America) inhabited place

  -----------------------------------------------------------------------

##  

##  Organizational Reference

  ----------- ------------ ----------- -------------- --------- --------- ---------
  Mandatory   Repeatable   Data Type   Authority      Entity    Public    Label
                                                                Element   

  No          Yes          Variable    Organization   Product   Yes       Subject
                           Character   Authority File                     Term
                           Length                                         
                           (700)                                          
  ----------- ------------ ----------- -------------- --------- --------- ---------

**Definition:** Indicates the name of an organization that is the
subject of or highly relevant to the microform product.

> Organizational entities include meetings, conferences, commissions,
> production groups, and Federal agencies: any entity other than an
> individual.

**Purpose:** Enables users to search for microform products that contain
information about specific organizations.

**Relationship:** This element is independent.

**Guidance:** Choose the name of the organization from the Organization
Authority File.

> This data is called an \"access point.\" Best practice is to
> \"anchor,\" or explain, all access points narratively in the
> descriptive record in which the access point appears. You should
> anchor this access point in the **Title** or **Abstract** field.

  --------------- -----------------------------------------------------------
  **Examples:**   Department of Transportation. U.S. Coast Guard. U.S. Coast
                  Guard Band.

  --------------- -----------------------------------------------------------

## Personal Reference 

  ----------- ------------ ----------- ------------ --------- --------- ---------
  Mandatory   Repeatable   Data Type   Authority    Entity    Public    Label
                                                              Element   

  No          Yes          Variable    Person       Product   Yes       Subject
                           Character   Authority                        Term
                           Length      File                             
                           (700)                                        
  ----------- ------------ ----------- ------------ --------- --------- ---------

**Definition:** Indicates the name of an individual who is the subject
of or highly relevant to the microform product.

**Purpose:** Enables users to search for microform products that contain
information about specific people.

**Relationship:** This element is independent.

**Guidance:** Choose the name of the person from the Person Authority
File. The Person Authority File is based on the Library of Congress Name
Authority File.

> This data is called an \"access point.\" Best practice is to
> \"anchor,\" or explain, all access points narratively in the
> descriptive record in which the access point appears. You should
> anchor this access point in the **Title** or **Abstract** field.

+----------+-----------------------------------------------------------+
| **Ex     | Lee, Robert E. (Robert Edward), 1807-1870                 |
| amples** |                                                           |
|          |                                                           |
| ##       |                                                           |
+----------+-----------------------------------------------------------+

## 

  -----------------------------------------------------------------------
  Onassis, Jacqueline Kennedy, 1929-1994

  -----------------------------------------------------------------------

##  Topical Subject Reference

  ----------- ------------ ----------- ----------- ---------- --------- ---------
  Mandatory   Repeatable   Data Type   Authority   Entity     Public    Label
                                                              Element   

  No          Yes          Variable    Topical     Product    Yes       Subject
                           Character   Subject                          Term
                           Length      Thesaurus                        
                           (700)                                        
  ----------- ------------ ----------- ----------- ---------- --------- ---------

**Definition:** Indicates the topics represented in the microform
product.

**Purpose:** Enables users to search for microform products about
specific topics.

**Relationship:** This element is independent.

**Guidance:** Choose the appropriate topical subjects from the Topical
Subject Thesaurus.

> This data is called an \"access point.\" Best practice is to
> \"anchor,\"or explain, all access points narratively in the
> descriptive record in which the access point appears. You should
> anchor this access point in the **Title** or **Abstract** field.

  --------------- -----------------------------------------------------------
  **Examples:**   Acid rain

  --------------- -----------------------------------------------------------

  -----------------------------------------------------------------------
  Boycotts

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Electric power

  -----------------------------------------------------------------------

##  

## Coverage Start Date 

  ----------- ------------ --------- ----------- ----------- --------- ----------
  Mandatory   Repeatable   Data Type Authority   Entity      Public    Label
                                                             Element   

  No          No           Date      None        Product     No\*      Coverage
                                                                       Start Date
  ----------- ------------ --------- ----------- ----------- --------- ----------

\*The data in this field will be used for searching; dates appear in the
Microform Product Title field.

**Definition**: The beginning of the time period covered by the
subject(s) of the archival materials being reproduced on the microform
product.

**Purpose:** Enables users to retrieve and sort microform products
according to the subject time period for the archival materials that are
reproduced on the microform product.

**Relationship:** This element and **Coverage End Date** are dependent
on each other. If **Coverage Start Date** is specified, then **Coverage
End Date** must be created.

**Guidance**: **Coverage Start Date** should match the date given in the
formal title of the publication.

> [When the Date Span is Only One Specific Date]{.underline}
>
> If the date is a specific day (02/11/1969), month (02/1969), or year
> (1969), enter the date in **Coverage Start Date** and then repeat the
> same specific date in **Coverage End Date**.
>
> [When the Date Span is Several Years]{.underline}
>
> If the dates fall between several years (1826-1835), then enter the
> earliest possible date (1826) in **Coverage Start Date**, enter the
> latest possible date (1835) in **Coverage End Date**.
>
> [Date Form]{.underline}
>
> Enter the date in MM/DD/YYYY form.
>
> If the day is unknown, enter the date in the MM/YYYY form.
>
> If the month is unknown, enter the date in the YYYY form.
>
> Do not use 00 as a month or day.

+----------+-----------------------------------------------------------+
| **Exa    | **Coverage Start Date** -- 1939                           |
| mples:** |                                                           |
|          | **Coverage End Date** -- 1979                             |
+----------+-----------------------------------------------------------+

+-----------------------------------------------------------------------+
| **Coverage Start Date** -- 1860                                       |
|                                                                       |
| **Coverage End Date** -- 1865                                         |
+-----------------------------------------------------------------------+

## 

## Coverage End Date 

  ----------- ------------ --------- ----------- ----------- --------- ----------
  Mandatory   Repeatable   Data Type Authority   Entity      Public    Label
                                                             Element   

  No          No           Date      None        Product     No\*      Coverage
                                                                       End Date
  ----------- ------------ --------- ----------- ----------- --------- ----------

\*The data in this field will be used for searching; dates appear in the
Microform Product Title field.

**Definition**: The end of the time period covered by the subject(s) of
the archival materials being reproduced on the microform product.

> **Purpose:** Enables users to retrieve and sort microform products
> according to the subject time period for the archival materials that
> are reproduced on the microform product.

**Relationship:** This element and **Coverage Start Date** are dependent
on each other. If **Coverage End Date** is specified, then **Coverage
Start Date** must be created.

**Guidance:** **Coverage End Date** should match the date given in the
formal title of the publication.

> [When the Date Span is Only One Specific Date]{.underline}
>
> If the date is a specific day (02/11/1969), month (02/1969), or year
> (1969), enter the date in **Coverage Start Date** and then repeat the
> same specific date in **Coverage End Date**.
>
> [When the Date Span is Several Years]{.underline}
>
> If the dates fall between several years (1826-1835), then enter the
> earliest possible date (1826) in **Coverage Start Date**, enter the
> latest possible date (1835) in **Coverage End Date**.
>
> [Date Form]{.underline}
>
> Enter the date in MM/DD/YYYY form.
>
> If the day is unknown, enter the date in the MM/YYYY form.
>
> If the month is unknown, enter the date in the YYYY form.
>
> Do not use 00 as a month or day.

+----------+-----------------------------------------------------------+
| **Exa    | **Coverage Start Date** -- 1939                           |
| mples:** |                                                           |
|          | **Coverage End Date** -- 1979                             |
+----------+-----------------------------------------------------------+

+-----------------------------------------------------------------------+
| **Coverage Start Date** -- 1860                                       |
|                                                                       |
| **Coverage End Date** -- 1865                                         |
+-----------------------------------------------------------------------+

## General Note

  ----------- ------------ ----------- ----------- --------- --------- ---------
  Mandatory   Repeatable   Data Type   Authority   Entity    Public    Label
                                                             Element   

  No          Yes          Variable    None        Product   Yes       General
                           Character                                   Note
                           Length                                      
                           (2000)                                      
  ----------- ------------ ----------- ----------- --------- --------- ---------

**Definition:** Significant information that does not belong in any
other element.

**Purpose:** Provides a place to capture information significant to the
public that is not appropriate for any other element.

**Relationship:** This element is independent.

**Guidance:** Enter information in this element when no other elements
apply. Be precise and brief. Do not use unexplained acronyms or unknown
organizational designations.

  --------------- -----------------------------------------------------------
  **Examples:**   Descriptive material is on all microfilm rolls.

  --------------- -----------------------------------------------------------

  -----------------------------------------------------------------------
  Records are in Russian.

  -----------------------------------------------------------------------

##  Media Type

  ----------- ------------ ----------- ----------- --------- --------- ---------
  Mandatory   Repeatable   Data Type   Authority   Entity    Public    Label
                                                             Element   

  Yes         No           Variable    Media Type  Product   Yes       Form
                           Character   Authority                       
                           Length (60) List                            
  ----------- ------------ ----------- ----------- --------- --------- ---------

**Definition:** The physical form of the microform product.

**Purpose:** Defines the physical characteristics of the microform
product, which helps establish conservation, storage, retrieval,
reproduction, and use requirements.

**Relationship:** This element is independent.

**Guidance:** Choose the correct term from the Media Type Authority
List.

  --------------- -----------------------------------------------------------
  **Examples:**   Microfilm

  --------------- -----------------------------------------------------------

  -----------------------------------------------------------------------
  Microfiche

  -----------------------------------------------------------------------

###  

###  Dimension

  ----------- ------------ ----------- ----------- --------- --------- ---------
  Mandatory   Repeatable   Data Type   Authority   Entity    Public    Label
                                                             Element   

  Yes         No           Variable    Dimension   Product   Yes       Form
                           Character   Authority                       
                           Length (60) List                            
  ----------- ------------ ----------- ----------- --------- --------- ---------

**Definition:** The standard size of the media type for microform
products.

**Purpose:** Indicates the dimension of the media types by using
standard sizes. Provides information needed for reproduction.

**Relationship:** This element is dependent on **Media Type**. Each
microform product must have a media type specified to create
**Dimension**.

**Guidance:** Choose the correct term from the Dimension Authority List.

  ------------------- ---------------------------------------------------
  **Examples:**       35 mm

  ------------------- ---------------------------------------------------

  -----------------------------------------------------------------------
  16 mm

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  105 mm

  -----------------------------------------------------------------------

###  Color

  ----------- ------------ ----------- ----------- --------- --------- ---------
  Mandatory   Repeatable   Data Type   Authority   Entity    Public    Label
                                                             Element   

  Yes         No           Variable    Color       Product   Yes       Color
                           Character   Authority                       
                           Length (60) List                            
  ----------- ------------ ----------- ----------- --------- --------- ---------

**Definition:** The absence or presence of colors, besides black, white
and gray, of the media type for a microform product.

**Purpose:** Informs the user of the color characteristics of the media
type for the microform product.

**Relationship:** This element is dependent on **Media Type**. Each
microform product must have a media type specified to create **Color**.

**Guidance:** Choose the correct term from the Color Authority List.

  ---------------------- ------------------------------------------------
  **Examples:**          Black-and-White

  ---------------------- ------------------------------------------------

  -----------------------------------------------------------------------
  Black-and-White and Color

  -----------------------------------------------------------------------

###  Piece Count

  ----------- ------------ --------- ----------- --------- --------- -------------
  Mandatory   Repeatable   Data Type Authority   Entity    Public    Label
                                                           Element   

  Yes         No           Numeric   None        Product   Yes       Number of
                           (60)                                      Rolls/Fiche
  ----------- ------------ --------- ----------- --------- --------- -------------

**Definition:** The exact number of physical items comprising the media
type of the microform product.

**Purpose:** Allows NARA employees to maintain control over the physical
pieces of the microform product. Assists customers in viewing,
purchasing, or renting microform products.

**Relationship:** This element is dependent on **Media Type**. Each
microform product must have a media type specified to create **Piece
Count**.

**Guidance:** Enter the exact number of physical items comprising the
media type of the microform product. Do not use commas.

  ----------------------------- -----------------------------------------
  **Examples:**                 3

  ----------------------------- -----------------------------------------

  -----------------------------------------------------------------------
  80

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  47

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  1000

  -----------------------------------------------------------------------

## Physical Occurrence Note

  ----------- ------------ ----------- ----------- ------------ --------- -----------
  Mandatory   Repeatable   Data Type   Authority   Entity       Public    Label
                                                                Element   

  No          No           Variable    None        Physical     Yes       Rolls
                           Character               Occurrence             Available
                           Length                                         
                           (2000)                                         
  ----------- ------------ ----------- ----------- ------------ --------- -----------

**Definition:** Indicates whether or not the viewing location has all or
some of the pieces associated with a microform product.

**Purpose:** Indicates which pieces of the microform product are stored
at a given microform viewing location.

**Relationship:** This element is dependent on **Location Facility**.

**Guidance:** If other than the full set of the microform product is
available, enter the roll or fiche numbers that are available at a
particular viewing location.

> Write in complete sentences. Be precise and brief. Do not use
> unexplained acronyms or unknown organizational designations.

  --------------- -----------------------------------------------------------
  **Examples:**   This location has rolls 1 - 60, and 85 - 100 only.

  --------------- -----------------------------------------------------------

  ----------- -----------------------------------------------------------
              This location has rolls 1, 5, and 9 only.

  ----------- -----------------------------------------------------------

  ----------- -----------------------------------------------------------
              This location has rolls 90 - 100 only.

  ----------- -----------------------------------------------------------

## Location Facility

  ----------- ------------ ----------- ----------- ------------ --------- ----------
  Mandatory   Repeatable   Data Type   Authority   Entity       Public    Label
                                                                Element   

  Yes         Yes          Variable    Location    Physical     Yes       Location
                           Character   Facility    Occurrence             Facility
                           Length      Authority                          
                           (240)       List                               
  ----------- ------------ ----------- ----------- ------------ --------- ----------

**Definition:** The location of the facility where a copy of the
microform product is held.

**Purpose:** Enables users to know where microform products are located.

**Relationship:** This element is independent.

**Guidance:** Select the correct term from the List. Only use terms
followed by **\[MF\]**.

  --------------- ---------------------------------------------------------
  **Examples:**   NARA\'s Central Plains Region (Kansas City, MO) \[MF\]

  --------------- ---------------------------------------------------------

## 

  -----------------------------------------------------------------------
  NARA\'s Northeast Region (New York City, NY) \[MF\]

  -----------------------------------------------------------------------

## 

## Microform Roll/Fiche Number

+---------+---------+---------+---------+---------+---------+---------+
| Ma      | Rep     | Data    | Au      | Entity  | Public  | Label   |
| ndatory | eatable | Type    | thority |         | Element |         |
+---------+---------+---------+---------+---------+---------+---------+
| Yes     | Yes     | V       | None    | Rol     | Yes     | Ro      |
|         |         | ariable |         | l/Fiche |         | ll/Fich |
|         |         | Ch      |         |         |         | eNumber |
|         |         | aracter |         |         |         |         |
|         |         | Length  |         |         |         |         |
|         |         |         |         |         |         |         |
|         |         | \(30\)  |         |         |         |         |
+---------+---------+---------+---------+---------+---------+---------+

**Definition:** The number assigned to an individual roll or fiche of a
microform product.

**Purpose:** Indicates the sequence of the roll or fiche in relation to
other rolls or fiche in the physical occurrence. Identifies roll to aid
in research and reproduction.

**Relationship:** This element is dependent on **Microform Product
Title**. Each copy of the microform product must have a microform
product title specified to have **Microform** **Roll/Fiche Number**.
**Microform** **Roll/Fiche Title** is dependent on this element. To have
**Microform** **Roll/Fiche Number**, **Microform** **Roll/Fiche Title**
must be created. Each microform product must have one or more microform
roll/fiche number.

**Guidance:** Enter the microform roll/fiche number.

  --------------- -----------------------------------------------------------
  **Examples:**   1

  --------------- -----------------------------------------------------------

  -----------------------------------------------------------------------
  3b

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  2017

  -----------------------------------------------------------------------

## Microform Roll/Fiche Description

+---------+---------+---------+---------+---------+---------+---------+
| Ma      | Rep     | Data    | Au      | Entity  | Public  | Label   |
| ndatory | eatable | Type    | thority |         | Element |         |
+---------+---------+---------+---------+---------+---------+---------+
| No      | Yes     | V       | None    | Rol     | Yes     | Roll/Fi |
|         |         | ariable |         | l/Fiche |         | cheDesc |
|         |         | Ch      |         |         |         | ription |
|         |         | aracter |         |         |         |         |
|         |         | Length  |         |         |         |         |
|         |         |         |         |         |         |         |
|         |         | \       |         |         |         |         |
|         |         | (2000\) |         |         |         |         |
+---------+---------+---------+---------+---------+---------+---------+

**Definition:** Indicates the topics or information represented on an
individual roll or fiche of a microform product.

**Purpose:** In conjunction with **Microform Product** **Title**,
**Microform Roll/Fiche Description** helps users decide whether they are
interested in an individual roll or fiche of a microform product.

**Relationship:** This element is dependent on **Microform** **Product
Title**. Each copy of the microform product must have a microform
product title specified to have **Microform** **Roll/Fiche
Description**. **Microform** **Roll/Fiche Number** is dependent on this
element. To have **Microform** **Roll/Fiche Description**, **Microform**
**Roll/Fiche Number** must be created.

**Guidance:** This should be a brief description of the roll or fiche
contents. Include any significant or heavily-represented topics, people,
organizations, geographic places, or languages represented in the
individual roll or fiche from a microform product.

  --------------- -----------------------------------------------------------
  **Examples:**   8th United States Colored Infantry, Adams, Edward --
                  Benedict, Thomas

  --------------- -----------------------------------------------------------

  -----------------------------------------------------------------------
  File Number and Description: 611.00/1--460 -- 611.00/12--2960,
  Political Relations Between the United States and Other States
  (General).

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  Records Relating to Claims, 1945--1950, Austrian Claims, #1 -- #39

  -----------------------------------------------------------------------

#   {#section-87 .unnumbered}

# Alphabetical Index

> AACR2 Name 213
>
> Abolish Date 214
>
> Abolish Date Qualifier 216
>
> Abstract 276
>
> Access File Size 259
>
> Access Filename 258
>
> Access Restriction Note 134
>
> Access Restriction Status 127
>
> Accession Number 65
>
> Administrative History Note 217
>
> Approved By 223
>
> Arrangement 26
>
> Base 177
>
> Biographical Note 245
>
> Birth Date 247
>
> Birth Date Qualifier 248
>
> Broadcast Date 99
>
> Broadcast Date Qualifier 100
>
> Collection Identifier 66
>
> Collection Identifier
>
> (for Microform Product) 272
>
> Collection Title
>
> (for Microform Product) 273
>
> Color 179
>
> Color (for Microform Product) 288
>
> Container ID 180
>
> Container List 155
>
> Copy Status 153
>
> Copyright Date 79
>
> Copyright Date Qualifier 80
>
> Coverage End Date 85
>
> Coverage End Date
>
> (for Microform Product) 283
>
> Coverage End Date Qualifier 88
>
> Coverage Start Date 81
>
> Coverage Start Date
>
> (for Microform Product) 282
>
> Coverage Start Date Qualifier 84
>
> Creating Individual 142
>
> Creating Individual Type 144
>
> Creating Organization 145
>
> Creating Organization Type 148
>
> Custodial History Note 27
>
> Date Approved 224
>
> Date Note 29
>
> Date Proposed 236
>
> Death Date 249
>
> Death Date Qualifier 250
>
> Depth 185
>
> Description Author 150
>
> Description Date 151
>
> Description Type 152
>
> Dimension 181
>
> Dimension
>
> (for Microform Product) 287
>
> Disposition Authority Number 67
>
> Edit Status 125
>
> Element Number 197
>
> Emulsion 182
>
> Establish Date 225
>
> Establish Date Qualifier 227
>
> Extent 157
>
> Finding Aid Note 33
>
> Finding Aid Source 35
>
> Finding Aid Type 31
>
> Footage 193
>
> Format 194
>
> Former Collection 68
>
> Former Record Group 69
>
> Fuller Form of Name 242
>
> Function and Use 37
>
> General Note 39
>
> General Note
>
> (for Microform Product) 285
>
> General Records Type 103
>
> Geographic Reference 104
>
> Geographic Reference
>
> (for Microform Product) 278
>
> GPRA Indicator 161
>
> Height 183
>
> Holdings Measurement Count 165
>
> Holdings Measurement Type 163
>
> Inclusive End Date 93
>
> Inclusive End Date Qualifier 96
>
> Inclusive Start Date 89
>
> Inclusive Start Date Qualifier 92
>
> Internal Transfer Number 70
>
> Introduction vii
>
> Introduction 3
>
> Introduction 265
>
> Jurisdiction 228
>
> Language 106
>
> Location Facility 167
>
> Location Facility
>
> (for Microform Product) 291
>
> Location Note 167
>
> Media Occurrence Note 186
>
> Media Type 175
>
> Media Type
>
> (for Microform Product) 286
>
> Microform Product Number 274
>
> Microform Product Title 275
>
> Microform Publication Identifier 41
>
> Microform Publication Note 42
>
> Microform Publication Title 40
>
> Microform Roll/Fiche
>
> Description 293
>
> Microform Roll/Fiche Number 292
>
> Name 241
>
> Numbering Note 44
>
> Numerator 243
>
> Object Description 261
>
> Object Designator 260
>
> Object Identifier 255
>
> Object Type 254
>
> Organization Name 206
>
> Organization Source Note 230
>
> Organizational Contributor 108
>
> Organizational Contributor
>
> Type 110
>
> Organizational Donor 112
>
> Organizational Reference 113
>
> Organizational Reference
>
> (for Microform Product) 279
>
> Other Title 19
>
> Person Source Note 251
>
> Personal Contributor 115
>
> Personal Contributor Type 117
>
> Personal Donor 119
>
> Personal Reference 120
>
> Personal Reference
>
> (for Microform Product) 231
>
> Personal Reference 280
>
> Personal Title 244
>
> Physical Occurrence Note 169
>
> Physical Occurrence Note
>
> (for Microform Product) 290
>
> Physical Restriction Note 187
>
> Piece Count 187
>
> Piece Count
>
> (for Microform Product) 289
>
> Predecessor 232
>
> Process 190
>
> Production Date 97
>
> Production Date Qualifier 98
>
> Production Series Number 25
>
> Production Series Subtitle 24
>
> Production Series Title 22
>
> Program Area 233
>
> Project Identifier 263
>
> Proposer 235
>
> Record Group Number 71
>
> Record Group Number (for Microform Product) 270
>
> Record Group Title 271
>
> Recording Speed 195
>
> Records Center Transfer
>
> Number 72
>
> Reel/Tape/Disc Number 196
>
> Reference Unit 170
>
> Release Date 101
>
> Release Date Qualifier 102
>
> Reproduction Count 191
>
> Roll 198
>
> Running Time: Minutes 199
>
> Running Time: Seconds 200
>
> Scale Note 46
>
> Scope and Content Note 47
>
> Security Classification 132
>
> Shot List 63
>
> Sound Type 126
>
> Soundtrack Configuration 201
>
> Soundtrack Language 202
>
> Specific Access Restriction 129
>
> Specific Records Type 122
>
> Specific Use Restriction 138
>
> Staff Only Note 60
>
> Subtitle 21
>
> Successor 237
>
> Tape Thickness 203
>
> Technical Access Requirements
>
> Note 192
>
> Thumbnail File Size 257
>
> Thumbnail Filename 256
>
> Title 9
>
> Topical Subject Reference 124
>
> Topical Subject Reference
>
> (for Microform Product) 281
>
> Total Footage 172
>
> Total Running Time: Minutes 173
>
> Total Running Time: Seconds 174
>
> Transfer Note 62
>
> Use Restriction Note 140
>
> Use Restriction Status 136
>
> Variant Control Number 73
>
> Variant Control Number Note 77
>
> Variant Control Number Type 75
>
> Variant Organization Name 238
>
> Variant Person Name 252
>
> Width 184
>
> Wind 204