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Cataloging Manuscript And Archival Materials

General Rules

1.0A. Scope [4.0A]

The guidelines focus on archival materials regardless of physical form or medium that document dance organizations, performances or events. Such materials may consist of collections, a group of various materials documenting a single performance or event, single manuscripts, or archival record groups. These guidelines also cover the description of graphic systems for recording dance and/or movement. Systems may be in traditional manuscript notation score formats, drawings, or electronic files. For further information on the handling of manuscript and archival material, consult the introduction to the Processing Procedures Manual for Dance and Other Performing Arts Collections.

1.0B. Sources of information [4.0B]

1.0B1. Chief source of information [4.0B1]

The chief source of information for collections of archival materials is the finding aid prepared for those materials. If there is no finding aid, the chief source becomes provenance and accession records, then the materials themselves, supplemented by appropriate reference sources. For a single item, the item itself is the chief source of information. The chief source of information for notation scores is the score itself. Within the score, use (in this order of preference) information from the title page, title page verso, caption, heading, or content of the score.

The following order of preference is recommended if information is not available from the above sources:

  • other published or unpublished descriptions of the collection/item
  • reference sources for dance materials
  • another manuscript copy of the collection/item
  • a published edition of the collection/item

1.0B2. Prescribed sources of information [4.0B2]

The prescribed source(s) of information for each area of description is as follows:

Title and statement of responsibilityChief source of information
DateChief source of information
EditionChief source of information and manuscript or published copies
Physical descriptionChief source of information
NotesAny source

1.0C. Punctuation [4.1A1]

Follow APPM and ISBD rules for punctuation (see Appendix for punctuation rules).

1.0D. Levels of detail in the description [4.0D, 1.0D]

Level 1:
Title statement -- date or inclusive dates -- statement of quantity or extent.

This level would apply only to brief accession-level descriptions.

Level 2:

[Question for all: is there a second level of detail - what should be included]

Level 3:
For this level, include all the elements set out in the following rules that are applicable to the material being cataloged. Most archival cataloging will be done at this third level of detail.

Records for notation scores and choreographic notes should include at least the following elements: Title proper -- statement(s) of responsibility -- date of notation score -- physical description -- date/time and place of event note -- cast and credit notes -- added entries for notator, instructor, musical composition -- uniform titles for choreographic works.

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