The National Archives Catalog


Physical Restriction 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:

Information regarding any physical restrictions that apply to the particular specific media type of the archival materials.

Physical restrictions are primarily preservation restrictions.

Purpose: Alerts users that materials are not available for viewing or that steps have to be taken before the materials may be retrieved for viewing.
Relationship: This element is dependent on Specific Media Type. Each media occurrence of the archival materials must have a specific media type specified to create Physical Restriction Note.
Guidance:

Enter any significant information pertaining to the physical restrictions for the specific media type, including the duration of the restrictions.

A physical restriction note is required whenever archival materials are stored offsite in order to alert researchers to the potential delay in providing access to the records. An offsite facility refers to a building for Location Facility that is different from a building for Reference Unit.

Do not use this element to describe access restrictions to the archival materials, instead use the Access Restriction elements.

Do not use this element to describe restrictions on using or reproducing the archival materials, instead use the Use Restriction Elements.

Do not use this element to describe the hardware or equipment needed to access the archival materials, instead use Technical Access Requirements Note.

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

Examples:
This material is located in cold vault storage; it will take at least 2 1/2 hours to acclimate the material and deliver it to the research room.
As a preservation measure, researchers must view the reference set of color slide reproductions of the posters rather than the originals.
This film reel has shrunk and may not be viewed.
Because these records are stored offsite, researchers must request the records 48 hours in advance.


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