'MAD3' is the third and latest edition of the influential Manual of Archival Description, revised to take account of a decade of developments in national and international descriptive practice. Many improvements have been made as a result of wide consultation with archive professionals. The Manual remains the only comprehensive British guide to the theory and practice of listing archives held in any format, from letters, photographs and maps to electronic multimedia.New features of this edition include:- additional information on national and international standards which have appeared since the last edition, including data elements mapped to the General International Standard Archival Description - ISAD(G) - which appears as an appendix- coverage of developments in archives administration theory and new access delivery initiatives- extensive updating of sections covering audiovisual material- rewritten chapter on electronic archives- updated dictionary in line with the 1999 ICA definitions- additional examples of listing practice.This standard, authoritative guide to listing and cataloguing is for both generalist repositories and other organizations with archives to manage. As online cross-repository searching becomes a reality, the new edition will enable both professional archivists, records managers and other information professionals to standardize archive listing.

Margaret Procter has worked at Liverpool University as both archivist and records manager since 1995.

List of figures

ix

Introduction

xi

Organization of the manual

xv

Acknowledgements

xix

PART I THE NATURE OF AN ARCHIVAL DESCRIPTION

1

(52)

What are archives?

3

(3)

Archival arrangement

6

(1)

The function of a finding aids system

7

(4)

Levels of archival description

11

(8)

Level 0: Repository

13

(1)

Level 1: Management group

13

(1)

Level 2: Group

14

(1)

Level 2.5: Subgroup

15

(2)

Level 3: Series

17

(1)

Level 4: Item

17

(1)

Level 5: Piece

18

(1)

The multi-level rule

19

(4)

Fitting levels together: headnotes, title pages and linked files

23

(2)

The two modes of archival description

25

(2)

Depth of description

27

(4)

The rule of representation

28

(1)

The rule of information retrieval

29

(1)

The rule against bias

29

(2)

Other aspects of archival description

31

(22)

The variety and uniquencess of archival materials

31

(1)

The size and complexity of the originating organization

32

(1)

The accrual of new material to existing series

33

(2)

The purpose and design of finding aids systems

35

(1)

Access points into the finding aids systems

36

(1)

Retrieval strategies by users

37

(2)

The variety of terminology used

39

(1)

Indexing

39

(1)

Classification schemes

40

(1)

Reference coding

41

(2)

National and international standards and formats applicable to archival description

43

(10)

ISAD(G)

43

(1)

ISAAR(CPF)

44

(1)

AACR2R

45

(2)

APPM

47

(1)

SGML/EAD

47

(1)

MARC(AMC)

48

(1)

RAD

49

(1)

ANSI/NISOZ39.50

50

(1)

Dublin Core

50

(1)

NCA Rules

51

(2)

PART II THE DATA STRUCTURE OF AN ARCHIVAL DESCRIPTION

53

(48)

The purpose of data structure in archival description

55

(2)

How the table of data elements in made up

57

(2)

Summary table of data elements

59

(5)

General rules for the table of data elements

64

(2)

Specific rules for the use of data elements

66

(35)

Archival Description Sector

66

(1)

The Identity Statement Area

67

(7)

Reference code

67

(1)

Title

68

(4)

Simple span or indicator dates

72

(1)

Level number

73

(1)

Extent and physical character

73

(1)

Administrative and Custodial History Area

74

(4)

Administrative or Biographical History

75

(2)

Custodial History

77

(1)

Content and Structure Area

78

(9)

Scope and Content/Abstract

78

(2)

Diplomatic Description

80

(2)

Physical Description

82

(1)

Archivist's Note

83

(4)

Access, Publication and Reference Area

87

(4)

Access Record

87

(2)

Publication Record

89

(1)

Allied Materials

89

(1)

Exhibition Record

90

(1)

Management Information Sector

91

(1)

Administrative Control Information Area

91

(3)

Accession Record

92

(1)

Location Record

93

(1)

Process Control Area

94

(5)

Arrangement Record

94

(1)

Description Record

95

(1)

Indexing Record

95

(1)

Issue for Use Record

96

(1)

Enquiry Record

97

(1)

Loan Record

97

(1)

Appraisal Review Record

98

(1)

Conservation Area

99

(2)

Administration

99

(1)

Conservation Record

100

(1)

PART III MODELS FOR DESCRIPTION

101

(36)

Models for description

103

(22)

Summary of the standards

104

(1)

Higher and lower level descriptions

104

(1)

Paragraph or list mode

104

(1)

Summary of the models

104

(1)

Management group headings (Level 1)

105

(1)

Group descriptions (Level 2)

106

(4)

Subgroup descriptions (Levels 2.nn)

110

(2)

Series descriptions (Level 3)

112

(3)

Item descriptions (Level 4)

115

(3)

General shape

115

(1)

List mode descriptions

116

(1)

Paragraph mode descriptions

116

(2)

Piece descriptions (Level 5)

118

(1)

Composite descriptions

118

(7)

Standard listing conventions

125

(12)

PART IV TYPOLOGY OF ARCHIVAL DESCRIPTIONS

137

(14)

PART V SPECIAL FORMATS

151

(92)

Introduction to special formats

153

(3)

Title deeds

156

(18)

Letters and correspondence

174

(8)

Photographs

182

(7)

Cartographic archives

189

(8)

Architectural and other plans

197

(8)

Sound archives

205

(11)

Film and video archives

216

(10)

Electronic records

226

(17)

Appendixes

243

(48)

1 Dictionary of technical terms

245

(14)

2 Brief bibliography

259

(2)

3 General International Standard Archival Description ISAD(G), 1994

261

(26)

4 ISAD(G)/EAD/MAD3 mapping

287

(4)

Index

291

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