9. General rule

This chapter is developed from key concepts in AACR2 13.5A and 13.6.

9.0.A. Scope and definitions

9.0.A.1. Analytic description permits single entries for individual recordings to be prepared, and subsequently linked to the catalogue entry or entries for one or more host item(s). As the term signifies, this enables the cataloguer to emphasise the identity and specific details about a particular recording which might otherwise be obscured or difficult to accommodate in the entry for the host item(s).

9.0.A.2. The opposite effect is obtained with multilevel description which permits identification of both the part and the comprehensive whole in a single record where the whole is displayed as its primary element. Increasingly more specific levels of information for smaller groups of related recordings, or individual recordings, within the whole are added to a 'first level' record. Depending on the information retrieval requirements and cataloguing policies and resources of the particular archive or cataloguing agency, multilevel description may or may not extend to the level of the individual recording. It results in one single catalogue entry which may be of considerable length. This approach is also reflected in fonds and collection level cataloguing (see Appendix A).

9.0.A.3. Use of Chapter 9 (either approach) is not mandatory. It will be necessary for the archive or cataloguing agency to decide whether to incorporate either approach in the catalogue. If it is decided to apply Chapter 9, it will be necessary for the archive or cataloguing agency to determine which alternatives will apply and under what conditions. Choice of database platform and available resources may well be deciding factors.

Note that if desired, a possible option could be to apply a combination of multilevel description (for the first level of a Collection or fonds , and if necessary the second level for a series in collection or fonds only), with host item and analytic cataloguing applied to individual recordings contained in each separate physical item. The analytic catalogue records would then be linked to their host item entry, and the appropriate collection/fonds statement, or series in collection/fonds statement, may then be recorded as a series statement in the entry for the analytic and/or host item (see 6.J and 9.1.A.6.1).

9.0.B. Sources of information
Expanded from AACR2 1.0A1, 1.0A2, 1.1A2

9.0.B.1. Use of Chapter 9 presupposes, in many instances, a degree of research. Especially for analytic and multilevel cataloguing, the prescribed sources (i.e. features of the whole item or collection) for deriving information about the individual contents may not be accurate, may be incomplete or may not even exist.

9.0.B.2. A suitable basis for the analytic or multilevel description of sound recordings, videos and electronic resources can usually be found in the accompanying documentation and container packaging. This information is usually fuller than that which can be accommodated on the relatively small area of the label or, depending on the medium, other normally designated 'chief' source of information.

However, information printed on labels and on accompanying  documentation or containers is sometimes inaccurate, and for cataloguing at the analytic level may even be non-existent. Where resources permit it is recommended that cataloguers should check information on older published items against extant scholarship, e.g. discographies (see also 0.F).

Moreover, in the case of unpublished and broadcast material, the best written information about content may be not be available from written information on/in the item itself, or its accompanying  documentation or container. Resources such as field notes, contents listings, interview summaries or transcripts, correspondence, broadcast programme schedules (published) or programme documentation (privileged information held by the broadcaster), as well as the audiovisual content of the item, may be required to develop a description. For this reason, the terms chief and prescribed sources of information are not used here.

Take information corresponding with Areas 1 (Title and statement of responsibility), 3 (Publication, production , distribution, broadcast, etc., and date(s) of creation), and 6 (Series) for analytic catalogue records from

  • the item itself (including any permanently affixed labels, or title frames);
  • accompanying textual material (e.g. cassette insert, CD slick, inlay or booklet, recording/project accompanying documentation such as correspondence, donor agreements, recordist's worksheets, script, transcript, cue sheet);
  • a container that is an original part of the item (sound cartridge, videocassette, sleeve, container for video); or from
  • a secondary source such as reference or research works, a publisher's or distributor's brochure, broadcast programme schedule, abstract, index or other available finding aid, container which is not an original part of the item (e.g. a film can used to store a reel of film , tape box for storing audio tape), etc., or the audiovisual content of the item itself.

If the information is taken from a secondary source, cite the source in a note, if appropriate.

Based on FIAF 0.3.8, 0.4
Enclose information in square brackets only when it is not available from any of the above sources of information, and where it is supplied by the archive or cataloguing agency on the basis that the information is known, or is at least probable. Where this information is uncertain, give a question mark after it.

Take information corresponding with Areas 5 (Physical description), 7 (Notes), 8 (Numbers) from any appropriate source, including the audiovisual content of the recording itself.

For information corresponding with Area 4, see 4.A.2.

9.0.C. Preliminary rule

9.0.C.1. Elements of descriptionChapter 9 is a microcosm of Areas 0-8 and reflects the same principles, outline and structure. At each level, the elements of the description are given in the same order and with the same punctuation as for unitary items.

9.0.C.2. PunctuationFollow the punctuation rules which apply to corresponding areas, but note the special punctuation recommended for locational references in analytic entries (see 9.1.A.9) and the instruction for separating the levels in multilevel description (see 9.2.B.2).