0D. Levels of detail in the description (General Rules)
Individual archives will determine which elements they wish to include in their cataloging record. Factors such as size of collections, cataloging staff resources, user demands, level of automation, etc. will determine the level of description chosen. In many cases archives may choose to catalog different types of materials or different collections of materials at different levels. The levels described in 0D1 , 0D2 , and 0D3 are optional and serve as guidelines.
The second level of description, 0D2 , includes the areas that are equivalent to the MINIMUM DATA LIST FOR FILM AND TELEVISION agreed upon by the North American Film and Television Archival Cataloging Group at their 1981 meeting at the American Film Institute. See Appendix B for the list of data elements.
The concept of "levels of description" is an arbitrary one. In many cases, the amount of information available does not fit a specific level, and the differences between levels may be difficult to distinguish. If an archive has limited cataloging resources available (people and reference sources), the description for an item or group of items may be less complete than the equivalent level of description for the same or similar item or items in an archive that has more cataloging staff and/or more extensive documentation available.
In all cases the most critical factor is that the data recorded is verified and documented, i.e., the source of the data is clear to the user. When the prescribed data elements in the first two levels are available, they should be included. For example, all titles that may be present should be included at the first level. When data for the second level of description has been identified and verified, additional information is almost always available as well, and should be included. If the rules in the following chapters specify other pieces of information in place of any of the elements set out below, include those other pieces of information. Consult individual rules in the following chapters for the content of the elements to be included.
The format for the description is not arbitrary and can be adapted to individual archives’ needs. For easier reading, the examples in this manual have blank lines inserted before the physical description and after the series statement, and each separate note begins a new paragraph. Entries can be compressed to save space.
The three levels of description do not address the question of access by subject or added entries and therefore do not include tracings (the record of headings under which an item is represented in the catalog).
0D1. First level of description
0D2. Second level of description - MINIMUM DATA LIST FOR FILM AND TELEVISION
0D3. Third level of description
See also:
