Appendix 2: Acceptable extent formats

Paper-based

Parent level

Use whichever unit is most appropriate out of boxes, files and volumes.

In addition, state the number of outsize items.

For example:

• 5 boxes

• 10 files

• 4 volumes

• 5 boxes, 2 outsize boxes

• 6 boxes, 2 outsize items

Item level

Use either file or volume as appropriate:

• 1 file

• 1 file (in 2 parts)

• 1 volume

• 1 file (in 2 parts, 1 part is a volume)

Audio-visual

Parent level

Quantity and basic format, for example:

2 tape cassettes

3 DVDs

5 videocassettes

Item level

Basic format information, for example:

1 tape cassette

1 film reel

1 DVD

1 CD

Visual

For additional details, see the Visual & Material Culture Cataloguing manual

Parent level

Aggregate of items, for example:

5 drawings

2 paintings

4 prints, 2 photographs

Item level (individual work)

Quantity and broad type of item, for example:

1 drawing

1 painting

1 photograph

1 print

Item level (multiple images on a single support)

2 paintings on 1 sheet

4 photographs on 1 card mount

Item level (multiple works in an original container)

Use one of the following terms for the container:

album; sketchbook; portfolio; volume; scrapbook; box

For example:

15 prints in 1 portfolio;

24 drawings in one sketchbook

Born-digital

Parent level

Quantity of orderable unites phrased as "[X] digital items".

For example:

1 digital item

15 digital items

Item level

Use the following terms and add the quantities for whichever apply:

document files

image files

encoded audio files

encoded moving image files

spreadsheets

database files

presentation files

disc image

other files

For example: 25 image files, 4 document files, 1 spreadsheet and 1 other file

Mixed formats

At parent level, include the different formats in one extent field. For example:

• 10 boxes, 5 DVDs, 3 volumes

• 4 files, 3 digital items

• 20 boxes, 5 drawings, 2 prints, 1 digital item