OAC EAD Web Templates Guide [PDF]

5. Major Subdivisions Form

Type

• Specify type of description:
  • Use "combined" for finding aids that include a narrative description of major subdivisions following the collection-level description, such as series or subseries, and either 1) each series or subseries description is immediately followed by a file-/item-level container list, or 2) a series or subseries description overview is included in one section in the finding aid, followed later by an in-depth container list.
  • Use "anaylticover" for finding aids that include a narrative description of major subdivisions following the collection-level description, such as series or subseries, but each series or subseries description is not followed immediately by a file-/item-level container list.
  • Use "in-depth" for finding aids with a file-/item-level container list immediately following the collection-level description.

Heading

• Enter heading for this section, e.g. "Collection Contents", "Container List", "Series Descriptions", etc.
• Do not include punctuation at end of text.

Components 1-8

Level

• Select appropriate level of description for each major subdivision; this level of description should be subordinate to the level set in the High Level Description Form.
• Use Components numbered 1.1-8.4 to encode lower levels of description subordinate to each major subdivision,

Container Information

• Optionally, enter container data for major subdivisions. This is highly recommended for finding aids that will not have a more detailed file-/item-level container list following each major subdivision.

  Type

  • Select appropriate type of container. Use "box" for boxes only, "folder" for folders only, or "box-folder" for a combination of boxes and folders.

  Heading

  • Enter heading for container data. Include a space at the end of the text.
  • If desired, include punctuation at the end of the text to differentiate the text from container data.
  
  
  Examples:
  Box:
  Box/folder:
  Flat file:
  Map case no./drawer:

  Data

  • Enter container data.
    
  Examples:
  1 : 1-2
  15-20

Number or Identifier

• Enter number or identifier for the major subdivision, if applicable.
• Include end punctuation in order to differentiate this text from the series or record group title.

Examples:

Series 1.
Subseries 1.4.
Record Group 2.
Subgroup 5.5

Title

• Enter the major subdivision title without inclusive or bulk dates. Note that capitalization should follow AACR2 Appendix A rules.
• Form of title based on Describing Archives: a Content Standard, Section 2.3.
• Do not include punctuation at the end of the text.

Examples:

Correspondence
Project records
Photographic prints
Numbered reprint files

Dates 1-2

• Use Date 1 to specify the primary date or date range of the major subdivision. In general, it will either be a single date or inclusive dates. Use Date 2 to specify bulk dates.
• Refer to the High Level Description Form: Required Fields instructions for general encoding guidance.

Creator or Collector

• Use to specify the primary creator or collector of the major subdivision, if different from creator or collector specified at a higher level of description.
• Refer to the High Level Description Form: Required Fields instructions for general encoding guidance.

Extent

• Use Extent 1 to enter primary statement of collection extent. Optionally, use Extent 2 to indicate an additional statement of extent of the collection.
• Include punctuation at the end of text.

Scope and Content Summary

• Enter a concise essay summarizing the document types, formats, and topical coverage of the major subdivision.
• Include punctuation at end of text.
• Note that default template headings may not be applicable to your description, such as descriptions of record groups or subgroups, and may need to be edited (i.e., "Record Group Scope and Content Summary" or "Subgroup Scope and Content Summary").

Arrangement

• Optionally, enter a statement summarizing how the materials have been organized or ordered.
• Include punctuation at end of text.

Access Note

• Enter statement on access restrictions to the major subdivision, if different from terms of access stated at collection-level.

Use Note

• Enter statement of conditions governing the use of the collection, if different from terms of access stated at collection-level.