The National Archives Catalog


Physical Occurrence Note

Mandatory Repeatable Data Type Authority Level Available A/V Only Public Element
No No Variable Character Length (2000) None Series
File Unit
Item
No Yes
Definition: Explanations or significant information relating to the physical occurrence of the archival materials.
Purpose: Provides information about the physical description of the archival materials and explains further any elements used to describe the physical occurrence of the archival materials.
Relationship: This element is dependent on Copy Status. Each copy of the archival materials must have a copy status specified To have Physical Occurrence Note.
Guidance:

Enter any significant information about the physical description of the archival materials. Enter further explanations as needed for any of the physical occurrence elements.

Do not use this element to describe physical reasons for access restrictions, instead use Physical Restriction Note. Physical reasons are often preservation requirements, such as the need to acclimate materials stored in a cold vault.

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 Physical Occurrence 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 Physical Occurrence Note. Consult the Abbreviations section for further guidance on other abbreviation topics.

Examples:
These records are in the same box with Portraits of Coastal Plains Regional Commission Commissioners, Record Group 40.
Some photographs are mounted.
The cubic footage for the series of artifacts was estimated as one quarter of the stack area or 5,000 cubic feet.


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