CHAPTER 12 PHILATELIC RECORDS Contents 12.0 GENERAL RULES 12.0A Preliminary rule 12.0A1 Scope 12.0B Sources of information 12.0C Punctuation 12.0D Levels of detail in the description 12.0E Language and script of the description 12.0F Inaccuracies 12.0G Accents and other diacritical marks 12.1 TITLE AND STATEMENT OF RESPONSIBILITY AREA 12.1A Preliminary rule 12.1B Title proper 12.1C General material designation 12.1D Parallel titles 12.1E Other title information 12.1F Statements of responsibility 12.2 EDITION AREA 12.2A Preliminary rule 12.2B Edition statement 12.2C Statements of responsibility relating to the edition 12.3 ISSUE DATA AREA 12.3A Preliminary rule 12.3B Issuing jurisdiction 12.3C Denomination 12.3D Units containing material from two or more issuing jurisdictions Revised Version - March 2008 12-1 PHILATELIC RECORDS 12.4 DATE(S) OF CREATION, INCLUDING DISTRIBUTION, PUBLICATION, ETC., AREA 12.4A Preliminary rule 12.4B Date(s) of creation 12.4C Place of publication, distribution, etc. 12.4D Name of publisher, distributor, etc. 12.4E Statement of function of publisher, distributor, etc. 12.4F Date of publication, distribution, etc. 12.4G Place of manufacture, name of manufacturer, date of manufacture 12.5 PHYSICAL DESCRIPTION AREA 12.5A Preliminary rule 12.5B Extent of descriptive unit (including specific material designation) 12.5C Other physical details 12.5D Dimensions 12.5E Accompanying material 12.6 PUBLISHER'S SERIES AREA 12.6A Preliminary rule 12.6B Title proper of publisher's series 12.6C Parallel titles of publisher's series 12.6D Other title information of publisher's series 12.6E Statements of responsibility relating to publisher's series 12.6F Numbering within publisher's series 12.7 ARCHIVAL DESCRIPTION AREA 12.7A Preliminary rule 12.7B Administrative history/Biographical sketch 12.7C Custodial history 12.7D Scope and content 12.8 NOTE AREA 12.8A Preliminary rule 12.8B Notes 12.9 STANDARD NUMBER AREA 12.9A Preliminary rule 12.9B Standard number Revised Version - March 2008 12-2 PHILATELIC RECORDS 12.0. GENERAL RULES 12.0A. Preliminary rule 12.0A1. Scope. Philatelic records are defined as: 1) postage stamps, postal stationery, or other material created and/or used to signify pre- payment or payment due for postal services 2) stamps or labels resembling the material described above, but which have no postal value 3) cancellations or other markings created and/or used by a postal administration to show evidence of postal usage 4) material bearing one or more of the items described above. These records include postage stamps, postal stationery items, postal covers, revenue stamps, labels, international reply coupons, and postal markings. Also included in the scope of this chapter are the printed pre-production materials created as part of the design process for the philatelic products. The rules in this chapter may be used to describe issued or unissued philatelic records which constitute a fonds or a part thereof. For records falling within the scope of other chapters but presenting philatelic information (e.g., pictures or photographs of a stamp created as part of the design process), consult the rules in this chapter in conjunction with those of the chapter appropriate to the records. For multilevel description of philatelic records, see also chapter 1. For multiple media fonds, see chapter 2. 12.0B. Sources of information 12.0B1. Chief source of information. The chief sources of information for philatelic records are as follows1: 1. for a fonds, all of the material in the fonds; 2. for a series, all of the material in the series; 3. for a file, all of the material in the file, including the container; 4. for an item, prefer in this order, information found (a) on the item itself, or (b) on the container. 1 For all levels of description other than the file and item (fonds, series) the chief source of information for a sub-division is the same as the chief source for that level. Revised Version - March 2008 12-3 PHILATELIC RECORDS 12.0B2. Prescribed sources of information. The prescribed source(s) of information for each area of description of philatelic records is set out below. Enclose information taken from outside the prescribed source(s) in square brackets, unless otherwise instructed in specific rules. AREA PRESCRIBED SOURCES OF INFORMATION Title and statement of responsibility Chief source of information Edition Chief source of information Issue data Chief source of information Date(s) of creation, including publication, Chief source of information distribution etc. Physical description Any source Publisher's series Chief source of information, information published by the publisher, creator, etc. Archival description Any source Note(s) Any source Standard number Any source 12.0C. Punctuation For the punctuation of the description as a whole, see 1.0C. For the prescribed punctuation of elements, see the following rules. 12.0D. Levels of detail in the description See 1.0D. 12.0E. Language and script of the description See 1.0E. 12.0F. Inaccuracies See 1.0F. 12.0G. Accents and other diacritical marks Revised Version - March 2008 12-4 PHILATELIC RECORDS See 1.0G. 12.1. TITLE AND STATEMENT OF RESPONSIBILITY AREA Contents: 12.1A. Preliminary rule 12.1B. Title proper 12.1C. General material designation 12.1D. Parallel titles 12.1E. Other title information 12.1F. Statements of responsibility 12.1A. Preliminary rule 12.1A1. Punctuation For instructions on the use of spaces before and after prescribed punctuation, see 1.0C. Enclose the general material designation in square brackets. Separate general material designation terms with a comma. Precede each parallel title by an equals sign. Precede each unit of other title information by a colon. Precede the first statement of responsibility by a diagonal slash. Precede each subsequent statement of responsibility by a semicolon. 12.1B. Title proper 12.1B1. Formal title proper. Transcribe a formal title proper as instructed in 1.1B1 and in the following subrules. Caribou Alexander Graham Bell, 1847-1947 12.1B1a. At the item level, do not transcribe a statement of the denomination, the name of the issuing jurisdiction, and/or the term postage (or its equivalent in another language) as part of the formal title proper unless this text is an integral part of the formal title proper (i.e., connected by grammatical construction). Revised Version - March 2008 12-5 PHILATELIC RECORDS Laurier Appears on the original as: Laurier postes/postage Canada 2 If there is no formal title proper, do not record the denomination, the name of the issuing jurisdiction, and/or the term postage (or its equivalent in another language) as the formal title proper. Instead, supply a title according to the rules in 12.1B2. 12.1B1b. If a letter, word, or number appears only once but the design of the chief source of information makes it clear that it is intended to be read more than once, repeat the letter, word or number without the use of square brackets. 1668, voyage of the Nonsuch = 1668, voyage du Nonsuch Appears on the original as: 1668 VOYAGE OF THE VOYAGE DU NONSUCH 12.1B2. Supplied title proper. At all levels of description, if no formal title proper appears prominently in or on the chief source of information for the unit being described, supply a title as instructed in 1.1B2-1.1B4. 12.1B3. Supplied title proper for a fonds. When describing the fonds as a whole, supply a title proper as instructed in 1.1B3. British American Bank Note Company fonds 12.1B4. Supplied title proper for parts of a fonds (e.g., series, file, item). When describing a part of a fonds, e.g. a series, file, or item, which lacks a formal title proper, compose a brief descriptive title as instructed in 1.1B4. Proofs and essays (Series forms part of the British American Bank Note Company fonds) Where appropriate, include as part of the supplied title proper a word or brief phrase indicating the main subject content of the unit being described. Bluenose stamp proofs Revised Version - March 2008 12-6 PHILATELIC RECORDS 12.1B5. Title on another copy, etc. When an item lacks a formal title proper and a title is known to exist on another copy, edition, version, or different state of the item, use the title from that source as a supplied title proper if it is appropriate. Give the source of the title in a note (see 12.8B2). H.M. Queen Elizabeth II, coronation Note: Title taken from the marginal inscription of a full pane of the same issue (Title proper for a single stamp) 12.1C. Optional addition. General material designation 12.1C1. At all levels of description, immediately following the title proper, give the general material designation philatelic record, as instructed in 1.1C. John G. Diefenbaker, 1895-1979 [philatelic record] 12.1D. Parallel titles 12.1D1. Transcribe parallel titles as instructed in 1.1D. Hand-drawn cart [GMD] = Petite charrette International Philatelic Youth Exhibition, 1982 [GMD] = L'exposition philatélique mondiale de la jeunesse, 1982 Tall ships visit, 1984 [GMD] = Visite des grands voiliers, 1984 12.1E. Other title information 12.1E1. Transcribe other title information as instructed in 1.1E. 12.1F. Statements of responsibility Apply these rules at the item level. At the series and file levels, for material published or issued as a unit, use these rules only when the statement of responsibility applies to all of the items in the unit being described. Revised Version - March 2008 12-7 PHILATELIC RECORDS 12.1F1. Transcribe explicit statements of responsibility as instructed in 1.1F. Aaron R. Mosher / design, Roger Hill (a pane of stamps with the statement of responsibility in the marginal inscription) 12.2.