Introduction

• Dalhousie University Archives uses the following writing style guidelines for archival descriptions published in its online Archives Catalogue.

• The guidelines are derived from the Canadian Rules for Archival Description (RAD) and The Chicago Manual of Style.

Capitalization

Note: See RAD Appendix A: Capitalization for detailed guidance on capitalization.

1. Capitalize the first word of each sentence and all proper nouns found in narrative notes.

2. When transcribing a formal title proper, capitalize the first word and proper nouns.

3. Do not capitalize the first word of sub-titles (i.e., text that appears after a colon in the title proper) unless the word is a proper noun.

4. Capitalize the first word and proper nouns found in supplied titles.

5. Capitalize the title of creative works (i.e., a formal title) when they are given as part of a supplied title. 
   
   

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Abbreviations, initialisms, and contractions

Note: See RAD Appendix B: Abbreviations for detailed guidance on abbreviations, initialisms, and contractions.

1. Avoid colloquialisms (e.g., Dalhousie University not Dal).

2. Avoid common abbreviations and initialisms (e.g., Saint Mary’s University not SMU; Master of Science not MSc) unless the term is repeated in a note. In such cases, the term should be spelled out at first occurrence with the abbreviation or initialism immediately provided in parentheses.

3. Spell out complete days and months (e.g., September not Sept.; Tuesday not Tues.).

Numbers

Note: See RAD Appendix C: Numerals for detailed guidance on numbers.

1. Use Arabic numerals in the RAD Physical Description Area and Dates of Creation Area (see RAD C.3B1).

2. Spell out single-digit numbers and use Arabic numerals for all other numbers found in narrative notes (e.g., scope and content or biographical sketch. This is known as the “zero to nine” rule (Chicago Manual of Style, Rule 9.3). There are certain exceptions, for example:

   1. Whole numbers followed by hundred, thousand, or hundred thousand are usually spelled out (Chicago Manual of Style, Rule 9.4).

   2. Numbers are always spelled out when they begin a sentence (Chicago Manual of Style, Rule 9.5).

   3. Retain numbers expressed as words in the names of corporate bodies even if the number would otherwise be expressed as Arabic numerals (see RAD C.3A1).

Punctuation

Note: See RAD 1.0C and the X.XA2 punctuation sub-rules prescribed at the beginning of each section of a chapter (e.g., 1.7A2 provides general guidance on punctuation in the Archival Description Area; 8.5A2 addresses punctuation in the Physical Description Area, but only for sound recordings).

1. The Archives Catalogue RAD template negates many of the RAD punctuation rules because information is entered into discrete data entry fields and the archival descriptions are presented with labelled fields.

2. See the page on RAD 1.5 - Physical description area for guidance on punctuation in the Physical Description Area of the AtoM RAD template. This area still has strict punctuation rules for each broad class of material.

3. Use minimal punctuation in supplied titles.

4. Standardize punctuation in transcribed formal titles.

5. See RAD 1.1E6 for guidance on adding brief other title information when the formal title proper needs explanation.

Dates

Note: RAD does not prescribe a standard date format. Rather, Rule 1.4B2 suggests that institutions establish a standard format as a matter of policy. These writing style guidelines fulfill that requirement.

• Give date expressions in DMY format (e.g., 20 November 1989)

• Use “to” when giving a date range in DMY format (e.g., 20 November 1989 to 7 January 1990)

• Never use n.d. to indicate “no date.” RAD 1.4B5 provides guidance on formatting probable and uncertain dates:

• Give start date and end date in ISO 8601 YYYY-MM-DD format (e.g., 1989-11-20)

• Use earliest and/or latest possible date when giving YYYY-MM-DD start date and end dates for probable or uncertain dates (e.g., 1892-01-01 start date and 1893-12-31 end date for [1892 or 1893] uncertain date expression)