The physical description field is usually pretty succinct, with notes being used to explain, clarify. But since users tend to look first in the physical description field (or only there), it should be used to record the details that are most helpful to the most users (whatever we decide they are).

 

General discussion re original vs current condition of item

 

 

[NOTE: This is a required area for bibliographic but not necessarily a required area for archival description. In area 0 and here note that these standards are still relevant for forumulating a title, a date, in item-level cataloging for an archival description, even if the archivist is not going to provide an extent statement]

Contents:

5A. Preliminary rule

5B. Extent

5C. Illustration

5D. Size and format

5E. Accompanying material

This rule applies to bibliographic records entered in a library catalog. For instructions on the use of spaces before and after prescribed punctuation, see 0E. For description of an item in an archival finding aid, or in a document in another format, this rule does not necessarily apply. [MN] - APPLY STANDARD LANGUAGE FOR THIS POINT FROM AREA 1 (ISBD VS. ISAD(G) REPEATING FOOTNOTE)

Precede this area by a period-space-dash-space or start a new paragraph.

Precede an illustration statement by a colon.

Precede the size by a semicolon.

Precede a statement of accompanying material by a plus sign.

Enclose physical details of accompanying material in parentheses.

Preferably take information for this area from the manuscript itself, otherwise from a reliable external source such as an existing catalog record, dealer's description, or manuscript census. [USE STANDARD BOILERPLATE FROM LANGUAGE IN AREA 1 ABOUT WHERE TO TAKE INFORMATION - 1A2 (SOURCES OF INFORMATION)]

Record the extent in terms of the number of physical units  ("item," "volume," "roll"). Record the number of pages, leaves, membranes, etc., if considered important. accordinFor a single item the minimum-level of description is either  "1 item," "1 volume" "1 roll." A full-level description would be to state both "1 item," "1 volume" "1 roll, "1 item" followed a count of pages, leaves or membranes.

 

minimal:      1 item [ADD "MINIMAL LEVEL" IN APPENDIX]

                       or 3 leaves

full-level:      1 item (3 leaves)

 

5B1.1. If recording the number of pages or leaves as part or all of the extent statement, account for every leaf of the manuscript, including any tipped-in leaves (including illustrations) and blank leaves. Do not include leaves added as part of the binding or the binding itself. For envelopes and any other accompanying materials, see section on "Accompanying  materials." [FN: something you haven't described in your title]

Items can be paginated or foliated in any number of ways--or not paginated or foliated at all. One manuscript can even have multiple paginations or foliations. The cataloger has a number of options for determining page or leaf count: record pre-existing foliation or pagination in the item (contemporary or later), which may or may not be accurate; count the leaves or pages; supply an approximate page or folio count. Optionally record in a note the basis of the count and whether the foliation or pagination, if present and possible to determine, is contemporary or later. Record any innaccuracies or discrepancies between cataloger's count and the pre-existing enumeration in the item. (Abbreviate "page" "folio" "volume" or not according to your community's practice).

Here are examples of acceptable extent statements for the same manuscript

Manuscript with two parts, the first one with 150 pages, the second 255 pages.

375 pages

 

150, 225 pages

188 leaves

Approximately 400 pages

1 volume*

1 item

* "Volume" implies a bound manuscript (CUL 4648 Bd. Ms. 33)

Manuscripts conatining blank pages

Optional note: Each work is paginated individually with four blank pages separating them. 

 

 

 

5B1.3. Recording the “complete number” as stated above means recording the number on the last numbered page or leaf of each numbered sequence as the basic statement of extent, with any necessary additions according to succeeding rules, e.g., 5B3, for the addition of unnumbered pages or leaves. Record arabic and roman numerals as they appear in the manuscript. Record roman numerals uppercase or lowercase as they appear. If the pages or leaves are lettered rather than numbered, record the first and last letters followed by the word indicating pages or leaves. Use arabic numerals to designate pages, etc., that are numbered in words or in characters other than arabic or roman and make an explanatory note.

x, 32 pages, 86 leaves

lxiij, [1] pages

XII, 120 leaves

381 columns

a-h pages

99, [1] pages

Note: Pages numbered in words "one" to "ninety-nine"

 

For a bifolium (i.e. single-folded sheet, or 4 pages), record the statement of extent in terms of pages or leaves, depending on the nature of the item and local practice. Apply this rule even if only one of the four pages contains writing.

 

See 5B13 for all other single-sheet manuscripts.

5B3.1. If unnumbered pages or leaves (printed or blank) are not included in a sequence of pagination or foliation, count them according to the terms used to describe the rest of the manuscript or the part of the manuscript with which they are associated. In ambiguous cases, count them as leaves when they are all written on one side only; otherwise count them as pages.

[2], 40 pages

(Comment: Pages are numbered 3-40 with four unnumbered pages at the beginning)

but [2], 5-40 pages

(Comment: Pages are numbered 5-40 with two unnumbered pages at the beginning; there is no evidence that any leaves are missing)

5B3.3. Record in the following manner unnumbered blank pages or blank leaves interrupting a numbered sequence. TBD how exactly to do this:

DCRM(B) example: 200, [8], 201-232 p.

5B6.1. If the style of numbering within a sequence changes (e.g., from roman to arabic numerals), record each differently numbered part of the sequence. If unnumbered pages appear between the two styles of numbering, record the total number of unnumbered pages in arabic numerals within square brackets.

xii, 13-176 p. pages

xii, [1], 14-176 p. pages

5B6.2. If the manuscript has parallel sequences of paging, as is sometimes the case with works having facing-page texts, record both pagings and make an explanatory note.

xii, [1], 35, 35, [1] p. pages

Note: Opposite pages bear duplicate numbering

5B6.3. If a volume has groups of pages numbered in opposite directions, as is sometimes the case with manuscripts having texts in two languages, record the pagings of the various sections in order, starting from the title page selected for cataloging. 

John Donne's Satires (Alison)

Stanislaus James Joyce's Diary  (Margaret)

5B6.4. If a volume manuscript has pagination of its own and also bears the pagination of a larger work of which it is a part, record the paging of the individual volume manuscript in this area and the continuous paging in a note.

5B6.5. If the pages, leaves, or columns of a manuscript are numbered as part of a larger sequence (e.g., one volume of a multipart manuscript), or the copy appears to be an incomplete part of a whole, record the number of the first and the last numbered page, leaf, or column. (See also 5B12 for incompleteness at end.) Generally precede the numbers with the word indicating pages, leaves, or columns.

leaves 81-94

pages 713-797, [1]

(Comment: Fragment, detached from larger work) 

but [2], 713-797, [1] p. pages

(Comment: A complete manuscript, such as an offprint, issued separately with this pagination)

5B6.6. If a manuscript contains more than three sequences of numbered or more than five sequences of numbered and unnumbered pages or leaves, preferably record all of the sequences. If it is not practical to record all the sequences (e.g., if they are exceedingly numerous), then employ one of the following methods:

a)   Record the total number of pages or leaves followed by “in various pagings” or “in various foliations.”

1024 pages in various pagings

256 leaves in various foliations

b)   If one of the sequences is clearly the main sequence, record the main sequence and the total number of other pages or leaves.

416 p., 98 pages in various pagings

c)   As a last resort, give one of the designations used for manuscripts issued in more than one physical unit (see 5B15.1).

1 volume (various pagings)

If one of these methods is employed, record all of the sequences in a note, if considered important.

5Bx. Microform or digital copies.

 

5BxA. Digital surrogates.

 

5BxB. Microforms.

1.5B3.  Microform and other copies of archival material. If a repository holds both the original and microform or digitized copies of material (and it is describing both in the same bibliographic record), the extent is expressed in two separate statements: the extent of the originals (as formulated under 1.5B1) and the extent of the copies (in number of microfilm reels, microfilm cassettes or cartridges, microfiches, aperture cards, microopaques, compact discs, etc., as appropriate).

 

 

                             450 items

                             2 microfilm reels

 

 

                 Optionally (see also 1.5B1)

 

 

                             Originals: 450 items

                             Copies: 2 microfilm reels

 

 

     Repositories holding only microform or digitized copies of original archival material held elsewhere should give as the chief statement of extent the number of microfilm reels, microfilm cassettes or cartridges, microfiches, aperture cards, microopaques, compact discs, etc., as appropriate. If the extent of the original material is known (i.e., the number of items, volumes, feet, etc.) give this information in a note (see 1.7B2).

 

 

                             123 microfilm reels

                             4 microfiches

                             1 microopaque

 

 

     If microfilm is not on a reel, or if the material occupies only part of a reel along with other unrelated material, give the number of feet of microfilm occupied by the material being cataloged if it can be ascertained easily. Otherwise, indicate that the material occupies only part of a reel (e.g. Forms part of a reel, Partial microfilm reel, etc.). If desired, add the number of frames on a single microfiche in parentheses.

 

 

3 ft. of microfilm

                                    1 microfilm reel (12 ft.)

                                    1 microfiche (120 frames)

 

                                    Partial microfilm reel

5B7.1. Make a note giving more precise information about pagination or foliation, blank pages or leaves, or other aspects of collation, if considered important (see 7B10).

91, [1] leaves

Optional note: Last leaf blank

216 pages

Optional note: Pages [205]-[206] blank

vi, 744, [2] pages

5B7.2. If the number of the last numbered page, leaf, or column of a sequence does not indicate the correct number of pages, etc., either record the sequences exactly to indicate the source of the error or record the number as given in the manuscript and supply a correction in square brackets. Provide an explanatory note, if considered important.

xiv, 823 [i.e. 328] pages

Optional note: Page 328 wrongly numbered 823

232, 221-252 pages

or 252 [i.e. 264] pages

Optional note: Numbers 221-232 are repeated in pagination

(Comment: Same numbering as in preceding example)

1 volume (83 leaves)

Another example: Inserted between p. 2 and 3 is a slip containing an additional sentence.

 

Describe folded leaves as such.

122 folded leaves

 

Count numbered double leaves (leaves with fold at either top or fore edge and bound at the inner margin) as pages or as leaves according to their numbering. Count unnumbered double leaves as pages (2 printed pages per double leaf) or as leaves (1 printed page per double leaf). Always indicate the presence of double leaves in a note.

[36] p.

Note: Printed on double leaves

[18] leaves

Note: Printed on 18 double leaves

72 p., 1 leaf of plates

Note: Plate printed on a double leaf

5B12. Incomplete manuscripts [differentiate between incomplete versus unfinished; mss world doesn't deal with ideal copy, but we could still say something like "all pages after page 78 wanting"]

 

If a manuscript, or an individual sequence of pages or leaves within a manuscript, lacks pages or leaves at its end—or an unpaginated or unfoliated volume or sequence lacks any pages or leaves—and the paging or foliation of a complete copy cannot be ascertained, record the total number of pages and indicate in a note that it is incomplete or wanting parts. If known, record the location of the wanting parts.

1 volume (78 pages)

Note: Incomplete; paginated 22-100; all leaves before page 22 wanting.

[8+], 237, [1] leaves

Note: Description based on Incomplete copy; one or more prelim. leaves (incl. t.p.) wanting

 

5B15.1. If a manuscript is in more than one physical unit, give the number of physical units in arabic numerals followed by the appropriate designation for the unit (see also 5E).

3 volumes

2 portfolios

6 sheets

If the number of bibliographic volumes differs from the number of physical volumes in which a manuscript is actually bound or housed, give the number of bibliographic volumes followed by “in” and the number of physical volumes. Give details of the manuscript's numbering in a note, unless the numbering is given in a contents note (see 7B10).

5B17.1. If the pagination of a manuscript in more than one physical unit is continuous, give the pagination in parentheses after the number of units.

8 100-page diaries, whether or not manuscript is paginated, and if paginated, whether or not paginated separately or continously. Explain pagination in a note if considered important.

8 volumes (800 pages)

5B17.2. Do not use the physical description area to record sequences for multi-part manuscripts. Record full extent only. A complete record of sequences may be given in a note, if considered important.

3 v. (824 pages)

Optional note: Vol. 1: xx, 202 p.; v. 2: 203-512 p.; v. 3: 513-804 p

(Comment: Preliminaries are in volume 1 only)

3 v. (866 pages)

Optional note: Vol. 1: xx, 202 p.; v. 2: xx, 203-512 p.; v. 3: xxi, [1], 513-804 p.

(Comment: Preliminaries are present in all volumes)

Optionally, if the pagination of a manuscript in more than one physical unit is not continuous, record the pagination of each unit in a note.

5 v. (32, 36, 48, 36, 18 p.)

3 v. (v, [1], 31, [1]; vi, 32; iii, [1], 49, [1] p.)

or 3 v.

Optional note: Vol. 1: v, [1], 31, [1] p.; v. 2: vi, 32 p.; v. 3: iii, [1], 49, [1] p.

(Comment: Same pagination as in preceding example)

5B19. Laid-in materials in a multi-part manuscript [laid-in by creator versus accompanying materials laid in by later owner. In other words, leaves that are integral to the manuscript even if not physically attached]

5C1.1. To indicate the presence of illustration, record "illustration(s) after the statement of extent. Optionally record the number of illustrations, if considered important. [Note to self (selves) decided not to use "chiefly (mostly) illustrated" because the quantity and details of the illustrations can be expanded in a note] Reconcile with 5C5. Personally, I'd like to keep the option to say "chiefly (or mostly) illustrations," in case the cataloger doesn't have time to count them all (MN).

8 volumes : 1 illustration

492 pages : illustrations

246 pages : 32 illustrations

200 pages : 199 illustrations

5C1.2. Disregard minor illustrations or decorative elements. If considered important, these may be mentioned in a note (see 7B10).

5C1.5. Optionally, add the graphic process or technique in parentheses, preferably using a term found in a standard thesaurus.[1] Give more detailed descriptions of the illustrations in a note, if considered important.

: 3 illustrations (watercolors)

: illustrations (drawings)

: 26 illustrations (photographs)

Esther Inglis (sp?) calligraphy (Alison, Folger)

5C2.1. Optionally, specify particular types of illustrations. Use in alphabetical order one or more such terms as the following: coats of arms, diagrams, facsimiles, forms, genealogical tables, maps, music, photographs, plans, portraits (use for single or group portraits), samples.

5C2.2. Replace “illustration(s)” with terms specifying particular types of illustrations if the particular types are the only illustrations in the manuscript.

: maps

: portraits (Woodburytypes)

5C2.3. Precede terms specifying particular types of illustrations with “illustration(s)” if the particular types are not the only illustrations in the manuscript.

: illustrations, maps, plans

: illustrations (wood engravings), maps (lithographs)

illustrations (drawings), music--for an album of autographs, some of which include little sketches, some of which are musical quotations

5C3.1. Describe color illustrations as such using the word "color." Treat illustrations printed with a tint block (e.g., chiaroscuro woodcuts, tinted lithographs) as color illustrations. Do not treat a illustration as colored if the coloring is the result of a photographic process (i.e. cyanotypes or blueprints, mimeographs, sepia?)

: color illustration

: illustrations, color maps, portraits (some color)

: illustrations (some color), maps, plans

: color illustrations (Baxter prints)

5C3.2. Describe hand-colored illustrations, i.e. illustrations created by printing or photographic processes and subsequenty colored, as "color." Do make a note on the presence of hand coloring, if considered important (see 7B19.1.3).

: color illustrations

Note: With hand-colored wood engravings

: color illustrations (lithographs)

Note: Lithographs are hand colored.

5C3.3. If both the text and illustrations are in a single color, do not describe the illustrations as “color.” Make a note to indicate the color, if considered important.

: illustrations

Optional note: In green ink throughout

[Ref. Le philantrope révolutionnaire, ou, L'hécatombe a Haïti : drame historique en 4 actes et en prose. Bancroft, BANC MSS 2004/246 z]

Optionally record the number of illustrations.

: 94 illustrations

: illustrations, 8 facsimiles

: 3 illustrations, 1 map

: 6 color illustrations (tinted lithographs)

: 2 maps (lithographs), 1 portrait (mezzotint)

: 1 illustration (engraving)

Note: Illustration is a vignette depicting a woman with raised sword and torch, with two serpents rising out of an inferno in the background

5C5. Works consisting entirely or chiefly of illustrations

 

If a manuscript consists entirely or chiefly of illustrations, consider using other appropriate standards to describe it, such as DCRM(G) or DCRM(C). Otherwise, just say "illustrations," and record in a note that it is mostly illustrations. Optionally, account for this fact by specifying “all illustrations" or "chiefly illustrations." Optionally, when the illustrations are all or chiefly of a particular type (see 5C2.2), replace “illustraton(s)” with the term specifying the particular type.

                  : illustrations

                    Note: Mostly illustrations

                  : all illustrations

: chiefly maps

My trip to Paradise Park : holograph journal and album, ca. 1885 / by C.W. Matson. (BANC MSS 2003/213 p) 20 cyanotypes

[issue of measuring moved to "Unresolved Issues" section for fuller discussion]

5D1.1. Give the height and width of a manuscript (based on the copy in hand) in centimeters, rounding a fraction of a centimeter up to the next full centimeter. If a manuscript measures less than 10 centimeters, give the height in millimeters.

; 18 cm

(Comment: A manuscript measuring 17.1 centimeters in height)

; 99 mm

(Comment: A manuscript measuring between 98 and 99 millimeters in height)

5D1.2. If a manuscript is bound, measure the height of the binding. When the height of the manuscript differs by 3 centimeters or more from the height of the binding, specify both.

; 12 cm bound to 20 cm

If the width of a volume is greater than the height, or less than half the height, give the height x width, rounding up to the next whole centimeter [APPM 1.5D2].

; 20 x 32 cm

; 20 x 8 cm

If one of the measurements would normally be given in millimeters and one in centimeters, give both measurements in millimeters.

; 95 x 120 mm

If the volumes of a multipart set differ in size, give the smallest or smaller size and the largest or larger size, separated by a hyphen.

; 24-28 x 12-15 cm

5D4. Single-sheet manuscripts in folded form

 

5D4.1. If a sheet is in folded form, but is designed to be used unfolded (e.g., with the chief part occupying a whole side of the sheet), add the dimensions of the sheet when folded.

5E1.1. If a manuscript has accompanying (i.e. unattached) material, give the number of physical units of accompanying material in arabic numerals, and the name of the material at the end of the physical description. Optionally, record details of all accompanying materials in a note (see 7BX). Expand on basis for distinction between what would go in the accompanying material element and what would not (here? glossary? footnote?).

The following would go in the "accompanying material" element

The following would go in a scope note:

Business cards, etc.

; 24 cm (8vo) + 1 funeral card (Diane, Yale example) 

 

5E1.2. Optionally, give the physical description of accompanying material in parentheses following its name.

; 21 cm (8vo) + 1 atlas (38 p., 19 leaves of plates : col. maps ; 37 cm (fol.))

; 25 cm (8vo) + 1 map (col. ; 65 x 40 cm)

or     mention it in a note (see 7B11).

or     describe the accompanying material independently

**************

Excerpted paragraphs from above are parked here:

Housing is not normally part of the statement of extent for bib cataloging, but for cataloging within archives it often serves as an indication of the extent, so it would be acceptable for archival description to provide an extent "2 folders" "3 boxes" "1 portfolio"

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