Rules of description
The terms this archive uses to describe what it holds, with the standard each follows. Every term used on the portal is listed here.
Levels of description
TermMeaningBasis
Level 1: sourceThe name a body of holdings comes from, presented as its own author. The catalogue is arranged by source first.Provenance and respect des fonds; the fonds level of ISAD(G). "Source" is the house word.
Level 2: fileThe archive's unit for one holding: its reference, fields and register lines.ISAD(G), file level
Level 3: itemOne thing held within a file: a soundfile, a photograph, an archive copy of a phonograph record.ISAD(G), item level
Terms
TermMeaningBasis
accessionTaking holdings into custody, recorded as a register event.Archival standard term
agentThe person, body or party that performed a register event: by the archive, by source, by others, or unknown.PREMIS (Agent); ISO 23081; Records in Contexts (Agent)
archive copyThe copy of each issue that the archive keeps: the "third copy" named on the Dispatch.House term
carrierThe physical or digital form of an item or an issue: soundfile, videofile, phonograph record, compact disc, compact disc-recordable, cassette tape, photograph, print, object.RDA carrier type; values are the house selection
cassette tapeMagnetic tape in a two-reel case, carrying sound. Extent written as "1 cassette".Common name (officially Compact Cassette)
character of caseClassification of a holding, written as an adjective plus "Matter" (Transmitted Matter).House term
compact discA digital optical disc carrying sound, 12 cm across. Extent written as "1 disc".Common name
compact disc-recordableA compact disc written once by a recorder instead of pressed. Extent written as "1 disc".Common name (CD-R)
contentWhat a holding consists of: sound, still image, moving image, software, text, object.RDA content type, reduced to six values (house selection)
copyA reproduction of a holding made for dispatch: a pressing, a soundfile, a print.House term, after archival reproduction services ("order copies")
custodyWho released a holding and who holds it.Archival standard term (custodial history)
date of recordWhen the documentation entered the archive, not when the work was made.House term
dispatchThe archive's issuing of copies of a holding, and the form that reports it. Numbered SMR-###. A dispatch has one or more issues. Work made public by other labels is released, and is recorded under custody.House term
documentationItems that record a work the archive cannot hold, such as photographs of a wall.Archival practice
enclosureA sheet included with a dispatched copy, numbered against the dispatch (SMR-005 · Enclosure 2 / 2).House term
file referenceSource code and item number, assigned when a holding enters the archive (HAD/03). Never renumbered.House term
holdingA work the archive keeps a file on.House term
illicit dispatchCopies of a holding issued by others, without the archive. No dispatch number; recorded as Dispatched · by others, and stamped ILLICIT on the holding's entry.House term
imprintThe archive's name as printed on its dispatched copies.Publishing usage
issueOne form in which a dispatch's copies are made, with its carrier, its size (an edition, or open) and its sales agent. The request slip lists one line per issue.Bibliographic "issue"; house use
objectA physical thing held as an item: an archive copy, a print, a device.RDA content type "three-dimensional form", renamed
orderA visitor's request for a copy, placed with and handled by a sales agent. Not a dispatch and not a register event.House term
phonograph recordA disc carrying sound in a modulated spiral groove. Extent written as "1 disc, 12 in., 33⅓ rpm".Common name; extent after library physical description, simplified
recordInformation the archive keeps as evidence of a work and of what was done with it.ISO 15489
registerThe dated list of events, each as verb · agent · date with its precision.House term, after the accession register
sales agentThe party that sells and delivers the copies of an issue for the archive: Bandcamp for sound; prints through another party. Each issue names one sales agent.Commercial usage
soundfileDigital audio of any kind, as held or dispatched.House term
stockCopies held for sale by a sales agent. Not holdings and not accessioned. Selling out changes no status and is not a register event.House term
videofileDigital video of any kind, as held or dispatched.House term
Statuses of a holding
TermMeaningBasis
CATALOGUEDDescribed and given its file reference; held and not disclosed.House term
DECLASSIFIEDMade public by a predecessor or by another label. No dispatch number, no request slip.House term
DISPATCHEDCopies dispatched by the archive under a dispatch number. The archive copy of each issue is retained.House term
FORGOTTENNo longer held by the archive, whether or not it was disclosed. A disclosed holding keeps its dispatch number and what was disclosed; an undisclosed one keeps only its register line.House term
RECEIVEDArrived at the archive; held and not disclosed, not yet catalogued.House term
RETAINEDHeld and not disclosed. Listed, with its subject behind a bar.House term
Register events
Every event is written as verb · agent · date, with the date's precision (on, before, after, about). The agent is one of: by the archive, by source, by others, unknown. A date records when the archive observed the event; the event itself may be earlier.
TermMeaningBasis
AccessionedHoldings taken into custody, singly or as a batch.Archival standard term
CataloguedA holding was described and given its file reference.House term
DeclassifiedThe archive recorded that a holding it did not dispatch had been made public by another party.House term
DestroyedA physical work, or the archive's copy of it, was destroyed.Records management ("destruction")
DispatchedCopies of a holding were dispatched: by the archive, under a dispatch number; or by others, without one (an illicit dispatch).House term
ErasedA work in a public place was removed or painted over, such as a wall.House term
ForgottenThe archive no longer holds a work, and no erasure or destruction is recorded.House term
ReceivedA holding arrived at the archive.House term
RetainedThe archive decided to keep a holding back.House term
RevisedThe Rules of description were revised.House term
SupersededA dispatch was replaced by a later one.House term
VoidedA dispatch was withdrawn.House term