18c. Ignore initial articles in titles. BUT: The first articles in personal names and place names will be considered in the submission, e.g. El-Ad, Avri; Las Lomas, California. It seems that most automated catalog systems have implemented ALA rules and not those developed by LC, as they tend to neglect punctuation in sorting. The explicit purpose of the rules is to ensure consistency in submission. They emphasize the importance of documenting filing decisions and provide guidance for the transition to automated filing and retrieval systems. Among the seven “simplified presentation rules” is the recommendation that the arrangement should be made in the order of each unit and letter by letter within each unit. Punctuation is ignored and hyphenated words are considered a unit.
These brief rules are followed by a wide range of examples of their application to personal and corporate names, titles and government subdivisions. A second section describes the procedures for establishing filing policies in specific circumstances (e.g., linking spouses` names, liquidating a single corporation operating in multiple locations). The guidelines conclude with a bibliography. 18d. File abbreviations (e.g. Mc) as written, not as specified. Typically, start a new sequence of files in areas where the old shelf filing rules were used, but keep previously established authors, artists, etc. together. Search in abbreviated form and spelled form to avoid split files. The Association of Records Managers and Administrators (ARMA) has made considerable efforts to formalize submission rule sets, including the construction of labels and the arrangement of individual units of documents in alphabetical, numerical, or subject order.
Archives operating in organizations with competent records management programs can benefit from the promulgation of ARMA standards by receiving records in well-organized filing systems. Too often, however, repositories receive collections in relative disorder and have to rebuild or establish a corresponding storage structure for the first time. The ARMA standards should provide useful guidance directly to archival staff in these circumstances. This guideline specifies manual filing procedures for active paper documents, magnetic media (floppy disks, hard disks and tape) and micro-image media. Because it focuses on active records, it may not be directly applicable to archive storage systems. Unlike the ALA submission rules, the Library of Congress application rules follow the tradition of using punctuation to distinguish groups of access points for filing purposes. Hagler cites as an example the fact that LC`s rules would be subject to by Canada. Census Division.
prior to the Canada Bank Note Corporation; ALA rules that ignore punctuation would reverse their order. The LC method has the advantage that the divisions of the company are held together. Order of shelf list (shelf) (the name in subfield c is in italics): Storage rules. (From SCM G100 list). Filing rules apply when author or geographic publishers must be subordinated, when sub-ordering by main entry or in situations 10-11 when the main entry is the same and suborder by title is required. The basic rule is “file as is”. For complex submission agreements, refer to the Library of Congress registration rules (available on the cataloger`s desktop), not the computer`s sort order. Often, the very first descriptive action an archivist takes when discovering a new collection is to label the folders and boxes in which it should be kept. During revision, the archivist may need to reconstruct an original filing scheme or create a new one. Labels for records and boxes should accurately reflect this filing scheme and facilitate subsequent retrieval and refiling. Although the computer sort order affects name searches, the phone number lookup generally follows the order of the card tablet list that is closest to the filing order established in the G100 and LC submission rules. Therefore, we will continue to follow G100 and LC filing rules for the order of submission of eleven lists, as this appears to be the least disruptive to the integrity of the files.
The guidelines suggest how to choose a filing system, discuss the use of controlled vocabularies and coding systems, and describe the function and content of an index accompanying files. Actual registration procedures are provided both in a narrative and in flowcharts. The appendices contain many examples and copies of sample forms. The guidelines conclude with a bibliography and brief definitions. The 1980 Submission Rules succeeded the ALA Catalogue Card Submission Rules (2nd edition, 1968; 1st edition, 1942). “Given that the current rules are based to a much greater extent than their predecessors on the principle of registration, and since the new rules apply to bibliographic representations in non-cartographic formats, the work should be considered new and not a later edition.” The introduction to the Standing Orders indicates that its main starting point was the Library of Congress Catalog Deposit Agreement, compiled by John C. Rather in March 1971. Librarians have long established classification rules for their bibliographic records.
Hagler notes that current library practice is still influenced by the alphabetical ordering rules included in the Cutter Rules for a dictionary catalog.1 When catalog card files were kept in manual form, these rules were probably generally appreciated, but vaguely followed. The strongest incentive has been to maintain internal consistency within the single file. But automation, particularly the ability to establish communication between two online catalogues and exchange records, has prompted the library community to stress the importance of consistency between files held in many different locations. These rules apply “to the availability of bibliographic records of library materials, whether displayed as a map, book or online.” They contain general rules for the order of characters and access points, as well as special rules for abbreviations, initial articles, acronyms, non-Latin alphabets, numbers, and honorific terms and addresses. In a significant departure from the tradition established by Cutter, punctuation for submission is not taken into account.
