China started archival descriptive practices rather earlier. Archives at different levels in China carried out archival descriptive work to help readers with research, although no descriptive standard for archives was in place at that time. However, those self-made descriptive cards did play their role in improving retrieval before inter-repository information exchange system was established. The first national archival standard - National Descriptive Standard for Archives - was published in 1985. This standard was developed with reference to International Descriptive standards for Books and the National General Rule for Documentary Description.

Different levels of archival standard in China :

National Standard-developed by archival institutions, approved and issued by the State Bureau of Technical Supervision;

Professional Standard - developed by archival institutions, approved and issued by the State Archives Bureau of China

Local Standard - developed by archival institutions, approved and issued by the Local Bureau of Technical Supervision

Business Standard - developed and issued by the business for its own purpose.

Since 1985, hundreds and thousands of archival institutions in China have started the work of archival description. For example, the Hebei Provincial Archives made 170,000 descriptions in three years, covering all the archives created by the Communist Party of China before 1949 in the custody of 132 archives of different levels in the province. They input the descriptions in computers and output cards according to the Bibliographical Description for Archives. They distributed the cards widely in the province, which created a standard catalogue center of both manual and automatic retrieval systems. This helps to facilitate communication and exchange of information among repositories. Without computer network, cards can also help to achieve common share of information to a certain extent. The Central Archives of China and the First Historical Archives of China have also worked on archival description for years. However their holdings are too voluminous and complex to finish the job soon.

We have come across a lot of problems during the 10-year practices. Here may I give you a presentation about China’s archival descriptive standard by referring to the 10-year practices. Allow me also to make a comparison between China’s standard and the General International Standard for Archival Description ISAD(G).

China’s National Descriptive Standard for Archives consists of 10 chapters 43 articles, including 3 parts: Introduction, Glossary of terms and technical details.

The Introduction part outlines that the purpose of the standard is intended to create a sound and unified archival retrieval system, to facilitate report and exchange of archival information. This part also tells about the basis, principle and applicability of the standard.

The second chapter gives definitions to 7 terms: archive, file, archival description, descriptive element(item), descriptive format, entry and archival catalogue. The definitions of other terms are given wherever they appear in the chapters followed.

“Technical details” is the core part of this standard. It includes descriptive elements, format, level, language, identity marks, information sources, detailed rules on descriptive elements, etc. I would like to give focus on this part.

I. Descriptive elements

In ISAD(G), the elements of descriptions are grouped in 6 information areas 26 elements, while China’s standard divides the elements of description into 10 areas, 23 elements.

Descriptive areas :

1. Title and creator

(1) formal title

(2) parallel title

(3) sub-title and explanatory notes of the title

(4) document code

(5) media format

(6) the first creator

(7) other creators

2. Script type

3. Classification and retention schedule

4. Dates

5. Physical extent

(1) quantity and unit

(2) specification

(3) annex

6. Series

7. Annotation

8. Standard code and other accounts (not obligatory)

9. Abstract

10. Arrangement of retrieval and serial number

(1) class number

(2) repository code

(3) reference code

(4) microfilm code

(5) subject words

Among the 26 descriptive elements in ISAD(G), 5 or 6 elements are obligatory, while in China’s standard, 7 elements are obligatory, the rest 16 are optional.

Obligatory elements

formal title

first creator

dates

class number

reference code

microfilm code

subject words

II. Detailed rules concerning the descriptive elements

1. Title and creator (7 elements)

A. The standard says that formal title is the main title. Generally speaking, it is the heading of a document and the title appears on the cover of a file. Formal title should be transcribed exactly as the original.

B. Parallel title is the formal title in another language. Parallel title should be recorded together with the formal title.

C. Sub-title explains or is subordinate to the formal title. Sub-title should also be transcribed as the original. Sub-title is not necessary when formal title reflects the contents of the document.

D. Explanatory notes are words before or after the title, telling about the content, scope and usage of the document. Explanatory notes should be recorded as the original.

According to the Bibliographical Standard for Archives, one should compose a name in accordance with the content of the unit of description if it does not bear a name. In case that the title is too vague, one should first transcribe it as the original, and then compose a more concise title. If a title is too long, abridge it first, change the original and then record the new title.

I’d like to draw your attention to the difference of the two standards here. ISAD(G) says that “If appropriate, abridge a long formal title, but only if this can be done without loss of essential information. Alternatively, compose a concise title. While in addition, Chinese standard asks the staff to rewrite the title on the original document. In practice, the staff are reluctant to rewrite the original title, but rather leave it there.

The bulk of China’s Qing Dynasty archives did not bear titles. Therefore, archivists need to read each piece of archives carefully before giving it a title. It takes time, and is inefficient. Let’s take the First Historical Archives as an example. It takes a practiced archivist of college degree one day to finish only 30-40 pieces of documents.

Reference code is the sequence number, of a document given by its creator. It includes outgoing register number and words. Reference code should be transcribed exactly as the original. (Nowadays, a lot of readers refer to reference code as access point)

Concerning the medium of a document, the standard says that one does not need to record the media of textual archives. But it is obligatory to record other media, such as tortoise shell, metal, stone, film microfiche, tape and disc etc. Record this information in square brackets.

There are a lot of rules governing the description of creators. If a document has only one creator, transcribe it as the original. since some documents may have more than one creator. In this case, record the creator listed first, and no more than two other creators listed in sequence. Use semicolon between them and add “etc.” at the end.

If the creator is an agency or an organization, we should record its whole name, or its popular abbreviation. If it is an organization of the past dynasty or regime, we should add the name of the dynasty or regime before the name of the organization in parentheses. For example : (Qing Dynasty) cabinet, (Republic of China) Ministry of Education.

If it is an individual creator, record his name only, add his position title after the name if necessary. e.g. Wu Xueqian (foreign Minister). In practice, we feel that to record the position title of an individual creator can help the readers with research, especially in the case of Chinese historical archives.

The standard also says if the creator does not appear on the document, we should try to do textual research to identify the real creator, and add this information in square brackets. Or if it is impossible to identify the creator, use three square frames to replace it (Chinese names usually have three square-shaped characters).

If the creator appeared on the document is apparently not true, we need first record this false name, and then add the identified name after it in square brackets.

2. Script type (One element)

To record the script type of a unit of description, such as text, copy, draft, final version, manuscript, sketch, base map and blue print etc. Script type is different from media. Documents on any medium may have different script types. Though ISAD(G) does not include this element for description, we feel that this information may indicate the authenticity and evolution of an unit of description.

3. Level of classification and retention schedule (two elements)

The purpose is to record the level of classification and also information of declassification so as to inform the readers of the access conditions of a unit of description.

The purpose is to record the retention schedule (permanent, long term and short term) and any change of the schedule.

4. Dates of creation (one element)

Since we have item-level and file-level descriptions, therefore the standard provides to record the date of creation of a document and the dates of the beginning and the end of a file.

Concerning the dates of item-level description, the rule says :

A. To record the dispatch dates of official and private documents and letters;

To record the publishing dates or issue dates of resolutions, decisions and orders;

To record the signing dates of treaties and contracts;

To record the drawing dates of report forms and plans;

To record the designing dates of engineering and product drawings

B. The words of year, month and day can be omitted, simply adding a point in between. e.g., 1962.6.5

C. As to historical archives, record the original way of numbering the year. Change it into the Christian era, and add the information in parentheses.

e.g. 26 September, the 10th year of Qing Emperor Qianlong

We should record the dates in this way:

Qing Qianlong 10.9.26 (1745.10.21)

D. If the creating date of a unit of description does not appear, or if it is not clear, one should try to identify the dates according to the content, media of the document, and add this information in square brackets. Or record other dates appeared on the document (e.g. date of receiving, date of approval and date of printing, etc.) and give explanatory notes in annotation area. If we can not identify the true date, and there is no clues of other dates, use three square frames to replace it.

E. If the date appeared on the unit of description is false, one should first record this false date, and then add the true date identified in square brackets.

F. As to file-level description, record the earliest and latest creating dates in the file.

5. Physical extent

Physical extent includes quantity, unit, specification and annex.

Quantity _____ give the number in Arabic numerals

Unit _____ give page, file, folder, volume, box, etc.

Specification _____ size and format, e.g. 1 box 35mm; 5 pages 16mo.

Annex _____ give the titles of the annex.

We find it inconvenient to record the media and physical extent of a unit of description separately. ISAD(G) combines these two areas into 3.1.5 (quantity, bulk, or size) is easier to both the archivists and the readers.

6. Series

There is such case that under the same title, there are a series of documents of the same type and reference code. In this case, record the titles of the series in parentheses.

e.g. (Document II of the National Conference on Archives)

7. Annotation

The purpose is to provide information necessary to explain and supplement any of the above elements, or information not accommodated in the standard.

8. Standard book code and other accounts

The rule says that we do not have to provide the above information. Then why we include this entry here? When developing the standard, it is asked that the archival standards should be in conformity with the general structure of descriptive standards for books. The original idea is to record the standard code, and information about the binding and price. E.g. ISBN....(hardback) 0.46 Yuan.

9. Abstracts

Abstract is a general introduction to the subject of a unit of description. An abstract should be no more than 300 words, and should identify the main subject matter.

To write a good abstract depends much on the staff’s competence of writing and summarizing. We find that restricted by the abilities of the staff, some abstracts are not accurate. An inaccurate abstract may cause the user’s misjudgement of its potential relevance. Furthermore, to write a good abstract is not an easy task. The staff has to read the whole text carefully so as to have a better understanding of the main idea before writing the abstract.

10. Arrangement of index and serial number (5 elements)

(1) Classification number

To judge the classification of a material according to its content, and record its classification number. The State Archives Bureau of China has published the “Classification System for Chinese Archives”. The purpose of the book is to create a unified classification retrieval system for archives, so as to help facilitate the establishment of archival catalogue center and information center, and help facilitate inter-institutional information exchange.

Since 1987, we have found that classification retrieval is very helpful to users when they do general search. We conducted a survey of the users of the First Historical Archives of China from July to December 1986. Among 356 Chinese readers, 219 (61.5%) came to search materials for writing local annals, 62 (17.4%) came to do historical research, 36 (10.1%) for teaching purpose, 21 (59%) for exhibition, 11 (3.1%) for writing film scripts and novel, 7 (2.0%) for other purpose.

The survey shows that the majority of users come to the Archives to do general retrieval. In addition to the subject materials, they are also interested in background materials related to the subject. Classification retrieval can help the readers on this regard.

However, it takes time to work out a standard classification system in the national sense. In fact, since the publication of the first concise edition of Chinese Classification System for Archives, we have never stopped amending and perfecting it. If an entry can not find its corresponding content, this entry is not complete. On the other hand, the division of classification is more or less limited by one’s knowledge and ideology. I am sure that more classification categories will appear, since definitely there will be new categories that can not find their places.

The staff also feel it difficult to define the classification of a unit of description accurately. Different people may give the same document or file quite different classification number, since they hold different standpoint.

Therefore, if we wish to use classification number as an index, we not only need to work out a standard classification system, but also need to teach the staff the rules of classification index and how to use the system.

(2) Code of archives (Office) - record the standard code given by the state.

(3) Reference code is the code given by the archives (office) in archives arrangement. For file-level description, give its fond number, catalog number and file number; as for item-level description, give its fond number, file catalog number, file number and the page number.

(4) Record the microfilm number if a unit of description has microfilm copy.

(5) Subject words are the words to identify the subject matter of a unit of description. The rule asks to give 3 to 8 words for document-level description, more words to file-level description.

Subject words are stand words to identify the subject of a unit of description. The users use subject words to raise questions when doing retrieval. To record subject words is to create subject retrieval system in addition to classification retrieval. Subject retrieval users standard natural language as finding clues. Words are more direct and are easy to be understood. Furthermore, each subject word has semantic meaning in between, and use phrase matching and index, therefore subject retrieval can satisfy readers many needs.

However, to compile a thesaurus is not an easy job also. Nowadays we ask each government agency to give 3-5 subject words to each document they created. This lays a good foundation for future description.

4. Identification marks

China’s descriptive standard asks to put the ID mark before each descriptive element so as to increase information capacity of the card and to save the storage space of computers. There are altogether 6 ID marks.

.______ all descriptive areas except title & creator, arrangement of index and serial number, abstract)

= parallel title

: sub-title and explanatory notes, file number, specification

/ first creator

; other creators, retention schedule

+ annex

.______ occupies two square frames, and should not be separated when entering a new line. Other marks occupy one square frame each, leaving no blank square before and after the mark. Except title and creator, the identification marks of other elements should not be omitted when entering a new line. When repeating the description of an element, repeat its ID mark also. Omit the marks of the elements not recorded. In practice, some archives combine the ID marks into its computer indexing system, which is very convenient.

5. Description level and format

Chinese archival description has only two levels : item level and file level, and is in entry format. Let us see the first format, that is item level entry description.

Classification No. Repository code

Reference code Microfilm code

Formal title=parallel title:sub-title and explanatory notes:file NO.

(media)/first creator; other creators.____script type.____level of

classification; retention schedule.____creating dates.____quantity and

unit:specification+annex.____(series).____annotation

Subject words

Abstract

Each card is 12.5cm+7.5cm. 1cm space on all sides are required.

We divide the card into four sections. In the first section, record classification number and reference code on the first two lines of the left hand side. Record repository code and microfilm code on the first two lines of the right hand side.

In the second section, use block form especially when entering a new line.

The third section is subject words. This section should start a new line in block form.

The fourth section is abstract. Start a new line, and leave two square frames only in the first line.

If the obverse side can not accommodate all the information, use the reverse side of the card.

File-level description

J112.22 411010

104-2-13-43 107-23

Letter on the renovation of the building of sports school/the 1st division

of Education Bureau of Peking City

Government.____text.____permernent.____

1946.1211.____3 pages+Project sheet+Technical Standard for Renovation of Primary & Middle School Buildings

Training School Renovation of School Building Sports School

The project sheet and technical standard of renovation were proposed to Peking Construction Bureau for improving the present situation primary and middle school buildings.

File-level descriptive format

Classification No. Repository Code

Reference code Microfilm code

Formal title=parallel title:sub-title & explanatory notes[media].____

classification level; retention schedule.____dates of the beginning and

the end .____quanity and unit:specification.____annotation

subject words

abstract

We can see that the format of file-level description is similar to that of document-level description, only that the elements are not all the same. Creator, file code and script type are not recorded.

Let us see a file-level description card

IO80932 000102

16-2-30 92-1

Statistics of Grain yield of provinces, autonomous regions and municipalities in 1972.____permerent.____1973.3.14--1973.5.20.____there are stains in the statistic report of Tibet Autonomous Region

area under cultivation grain yield

Cultivated area, seeded area, gross output value and single crop yield of each province, autonomous region and municipality in 1972.

The above is a card description. Let us see a book format description. The difference is to put a serial number (boldface type) before formal title, leave one square frame after it. The second section moves backward in correspondence. The rest are the same as card description.

1090301 031008

3-4...74-53 64043

1 Circular on the destruction by fire of Shuitou District archives: (65) ZDZNo.4/Zhejiang Province Archives Bureau.____text.____confidential;long term.____1965.4.11.____3 pages:16 mo+Report of Pinyang county transmitted by Wenzhou Prefecture Government on the Destruction by Fire of Shuitou District Archives

Shuitou District fire destruction archival conservation

I’d like to mention here that some archival departments have developed their own machine-readable records description work sheet, so as to improve efficiency.

Since they have already the software program, they think that form is more direct than descriptive marks. Therefore they give up the standard format, but rather use the following form.

In practice, some archives feel that multi-level description has more advantages. According to different needs, they also make fond-level or record group level, file-group description etc.

For Qing Dynasty archives, we mostly do item-level description. For the archives of the Republic period, we mainly do file-level description. For current records, it is appropriate to do file level description. it is not only a question of work load, but also can satisfy the readers’ needs.

6. Amendments to the Bibliographical description for archives

We started to amend the standard in 1995. We made adjustment, amendments to the standard directed against the problems occurred in practice. This revised version is now under approval.

There are some differences in the new version as opposed to the old version.

(1) Adjustment, supplement, delete and change

The new version changes the obligatory elements into main elements, including the 7 obligatory elements, repository code and file code.

The new version makes adjustment of Annex and Media, avoiding the problem that information is not concentrate and ID marks are not specialized.

We add key words. We can not only use subject words but also key words for indexing. This change makes index more flexible.

(2) Unified descriptive format

The revised version combines file-level and item-level description into one format. In the same time, we still allow form format. However, we ask that form format records the same descriptive elements and use similar sequence of arrangement as car format. The advantage is that it is more flexible to organize description unit. Under the same format, we can organize descriptive units of different levels, so as to reduce work load, increase information capacity, and is convenient to organize catalog.

(3) Division of elements more elborated

The revised version sums up the experience of the past 10 years, and is more specific in rules. For instance, the description level of title and creator can reach four levels; In annotation, the new version gives detailed rules on what needs to be explained. Examples are given to any ambiguous element.

(4) The new version is based on ISAD(G), and GB3792.l--83 “General Standard for Documentary Description”, and has consulted other standards.

(5) The new version gives more typical examples in the appendix, which make the rules easier to be understood.

The new version also makes adjustment in arrangement of chapters and its language is more concise. This version not only maintains the continuity of the old version, but also is more applicable in practice.