The National Archives Catalog


Finding Aid Note

Mandatory Repeatable Data Type Authority Level Available A/V Only Public Element
No No Variable Character Length (2000) None Record Group
Collection
Series
File Unit
No Yes
Definition:

The explanation of significant information about a finding aid for the record group, collection, or series being described.

Finding aids are tools that help a user find information in a specific record group, collection, or series of archival materials. Examples of finding aids include published and unpublished inventories, container and folder lists, card catalogs, calendars, indexes, registers, and institutional guides. Formal publications that help a user find information in a record group, collection, or series of archival materials are also finding aids.

Finding aids can be created by NARA as well as other Federal agencies, publishers, and private organizations and parties. Finding aids may be accessioned records.

Purpose: Provides significant information about the finding aid such as the title, publication status, comprehensiveness, or instructions for using it.
Relationship: This element is dependent on Finding Aid Type. To have Finding Aid Note, Finding Aid Type must be created. Finding Aid Type is repeatable. For each Finding Aid Type specified, only one Finding Aid Note may be created.
Guidance:

Enter information describing the finding aid. Include a title, full citation, and information regarding the degree of administrative, bibliographic, or physical control reflected in the finding aid.

If a container list has been entered in Container List, do not include it here.

Do not cite the description system itself as a finding aid. Do not cite the Guide to Federal Records in the National Archives of the United States as a finding aid.

If Finding Aid Type is identified as "Database," clarify the scope, nature, and availability of the database.

Write in complete sentences. Be precise and brief. Do not use acronyms or organizational designations that are not defined in either Title or Scope and Content Note. If Finding Aid Note uses an acronym that is not defined in either Title or Scope and Content Note, define the acronym the first time that it is used in Finding Aid Note. Consult the Abbreviations section for further guidance on other abbreviation topics.

When citing a published finding aid, give a full bibliographic citation.

Examples:
Finding Aid Type - Item List
Finding Aid Note - An alphabetical list of cities can be found in the research room.
Finding Aid Type - Catalog
Finding Aid Note - Copies of the 83-page photo guide to the exhibit are located both in the research room and with the records.
Finding Aid Type - Database
Finding Aid Note - The database, which is available in the research room, contains an entry for each of the case files in this series, and includes the name of the claimant, the claim number, and the date the claim was filed with the court.
Finding Aid Type - Database
Finding Aid Note - The database contains an entry for each ship mentioned in the series, and includes the name of the ship and the name of the captain, and identifies the documents in which the ship appears. The reference staff must search the database for you.
Finding Aid Type - Item List
Finding Aid Note - Copies of "Television Interviews 1951-1955: A Catalog of Longines Chronoscope Interviews in the National Archives", compiled by Sarah L. Shamley (Washington, DC: Government Printing Office, 1991), are located both in the research room and with the records.
Finding Aid Source - National Archives and Records Administration
Finding Aid Type - Container List
Finding Aid Note - A container list for this series is available in paper in the research room.


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