Your SlideShare is downloading. ×
0
INFO 6800 (Winter 2013) Week Three: Arrangement and Description
INFO 6800 (Winter 2013) Week Three: Arrangement and Description
INFO 6800 (Winter 2013) Week Three: Arrangement and Description
INFO 6800 (Winter 2013) Week Three: Arrangement and Description
INFO 6800 (Winter 2013) Week Three: Arrangement and Description
INFO 6800 (Winter 2013) Week Three: Arrangement and Description
INFO 6800 (Winter 2013) Week Three: Arrangement and Description
INFO 6800 (Winter 2013) Week Three: Arrangement and Description
INFO 6800 (Winter 2013) Week Three: Arrangement and Description
INFO 6800 (Winter 2013) Week Three: Arrangement and Description
INFO 6800 (Winter 2013) Week Three: Arrangement and Description
INFO 6800 (Winter 2013) Week Three: Arrangement and Description
INFO 6800 (Winter 2013) Week Three: Arrangement and Description
INFO 6800 (Winter 2013) Week Three: Arrangement and Description
INFO 6800 (Winter 2013) Week Three: Arrangement and Description
INFO 6800 (Winter 2013) Week Three: Arrangement and Description
INFO 6800 (Winter 2013) Week Three: Arrangement and Description
INFO 6800 (Winter 2013) Week Three: Arrangement and Description
INFO 6800 (Winter 2013) Week Three: Arrangement and Description
INFO 6800 (Winter 2013) Week Three: Arrangement and Description
INFO 6800 (Winter 2013) Week Three: Arrangement and Description
INFO 6800 (Winter 2013) Week Three: Arrangement and Description
INFO 6800 (Winter 2013) Week Three: Arrangement and Description
INFO 6800 (Winter 2013) Week Three: Arrangement and Description
INFO 6800 (Winter 2013) Week Three: Arrangement and Description
INFO 6800 (Winter 2013) Week Three: Arrangement and Description
INFO 6800 (Winter 2013) Week Three: Arrangement and Description
INFO 6800 (Winter 2013) Week Three: Arrangement and Description
INFO 6800 (Winter 2013) Week Three: Arrangement and Description
INFO 6800 (Winter 2013) Week Three: Arrangement and Description
INFO 6800 (Winter 2013) Week Three: Arrangement and Description
INFO 6800 (Winter 2013) Week Three: Arrangement and Description
INFO 6800 (Winter 2013) Week Three: Arrangement and Description
INFO 6800 (Winter 2013) Week Three: Arrangement and Description
INFO 6800 (Winter 2013) Week Three: Arrangement and Description
INFO 6800 (Winter 2013) Week Three: Arrangement and Description
INFO 6800 (Winter 2013) Week Three: Arrangement and Description
INFO 6800 (Winter 2013) Week Three: Arrangement and Description
INFO 6800 (Winter 2013) Week Three: Arrangement and Description
INFO 6800 (Winter 2013) Week Three: Arrangement and Description
INFO 6800 (Winter 2013) Week Three: Arrangement and Description
INFO 6800 (Winter 2013) Week Three: Arrangement and Description
INFO 6800 (Winter 2013) Week Three: Arrangement and Description
Upcoming SlideShare
Loading in...5
×

Thanks for flagging this SlideShare!

Oops! An error has occurred.

×
Saving this for later? Get the SlideShare app to save on your phone or tablet. Read anywhere, anytime – even offline.
Text the download link to your phone
Standard text messaging rates apply

INFO 6800 (Winter 2013) Week Three: Arrangement and Description

263

Published on

Slides for week three of INFO 6800 (Winter 2013).

Slides for week three of INFO 6800 (Winter 2013).

Published in: Education
0 Comments
0 Likes
Statistics
Notes
  • Be the first to comment

  • Be the first to like this

No Downloads
Views
Total Views
263
On Slideshare
0
From Embeds
0
Number of Embeds
2
Actions
Shares
0
Downloads
7
Comments
0
Likes
0
Embeds 0
No embeds

Report content
Flagged as inappropriate Flag as inappropriate
Flag as inappropriate

Select your reason for flagging this presentation as inappropriate.

Cancel
No notes for slide
  • Principle of provenance holds that a fonds must be kept together and not intermingled with other fondsPrinciple of original order holds that records must be kept in the original order that they were created and/or maintainedFonds – The entire body of records of an organization, family, or individual that have been created and accumulated as the result of an organic process reflecting the functions of the creatorThe whole of the DOCUMENTS, regardless of form or medium, automatically and organically created and/or accumulated and used by a particular individual, family, or CORPORATE BODY in the course of that creator's activities or functionsEmphasis on “creatorship”Create the recordsReceive the recordsShare and manipulate information that is in or could become recordsEarly archival theorists adopted the principle of respect des fonds because itAsserted the primary nature of archives as evidenceAsserted the archivist’s primary obligation to protect integrity of evidenceThe concept has been accepted, but...It is “easier to state than define and easier to define than to put into practice”Tension between provenance and original order can make it difficult to identify and describe fondsThe archival fonds is the foundation of archival description standardsBecause it is seen as central to preserving the integrity of recordsIt is impossible to identify a fonds without a clear understanding of the creatorThe fonds cannot be artificial or synthesized after records are createdThis is a “collection” of recordsThe fonds is meant to encompass organizational and personal recordsBut most efforts to define the fonds have focused on organizational recordsMichel Duchein’s five criteria Legal identityClearly defined mandateClearly defined position in administrative hierarchyDegree of autonomy and power of decisionOrganizational chartOther approaches to identifying fondsFocus on record-keepingIs it independent?Is there a board or a committee?Is there a system of documenting decisions? Focus on series, not fondsAnything above series is historical contextTwo approaches to defining an organizational fondsMaximalistThe fonds is defined at the highest level of the organizationMinimalistThe fonds is reduced to the smallest functional cellProblems with maximalist approachLeaves administrative levels unaccounted forLarge organizations would have sub-fonds, sub-sub-fonds, etc.Is it an unacceptable degree of complexity or unfortunate reality?Problems with minimalist approachIgnores or obscures administrative and organizational realitiesThe whole can be lost by too narrow a focus on its componentsStill need to define the organizational hierarchy
  • IN PRACTICE, DEFINING A FONDS CAN BE MUCH MORE DIFFICULTAre the records of a business a fonds? What about the divisions?Are the records of a government agency a fonds? What about the local offices?Does a family create one fonds or several personal fonds?Other challengesOrganizational changesJurisdictional changesRecords spread across several institutionsMixing personal with businessThe writer on a non-profit boardThe family business
  • Series – Files or records within a fonds arranged systematically or maintained as a unit because they relate to a particular function or subject, result from the same activity, have a particular form, or because of some other relationship arising out of their creation, receipt, and/or useSub-Series –A body of documents within a series readily distinguished from the whole by filing arrangement, type, form, or contentFile – A group of documents related by use or topic, typically housed in a folder or group of folders
  • Arrangement–The process of organizing materials with respect to their provenance and original order, to protect their context and to achieve physical or intellectual control over the materials– 2. The organization and sequence of items within a collectionArrangement has external (provenance) and internal (original order) dimensionsArrangement is based on system of hierarchical levelsFondsSeriesSub-SeriesFile
  • Series – Files or records within a fonds arranged systematically or maintained as a unit because they relate to a particular function or subject, result from the same activity, have a particular form, or because of some other relationship arising out of their creation, receipt, and/or useSub-Series –A body of documents within a series readily distinguished from the whole by filing arrangement, type, form, or contentFile – A group of documents related by use or topic, typically housed in a folder or group of folders
  • Archival Description – The process of analyzing, organizing, and recording details about the formal elements of a record or collection of records to facilitate the work's identification, management, and understanding– 2. The product of such a processFinding Aid – n. ~ 1. A tool that facilitates discovery of information within a collection of records– 2. A description of records that gives the repository physical and intellectual control over the materials and that assists users to gain access to and understand the materialsIf appraisal is seen as the most critical function of the archivist, arrangement and description are the most practical functionsThey are essential to maintaining control over your holdingsThey are essential for users to access your holdingsDescription was first defined by SAA in 1974 as “the process of establishing intellectual control over holdings through the preparation of finding aids” In 1985, the Canadian Working Group said “it is a major function in the processing of archival material, and the products of this function are finding aids…which give administrators control over their holdings and enable users…to find information about particular topics.”In 1989, the SAA Working Group said it “is the process of capturing, collating, analyzing, and organizing any information that serves to identify, manage, locate, and interpret [archival] holdings…and explain the context and records systems from which those holdings were selected.”There are many definitions and many potential desirable outcomes, but basically archival description is describing archival materials so they can be managed and used. I like this SAA definition, but there are others…Defining essential describable unit has been historical challengeDo we focus on the fonds? Individual documents? Between the 1980s and present day, various national and international description standards were introduced, adopted, and revisedThese standards were meant to codify the practice that had emergedCanada and the U.S. tried to establish a common descriptive standard, but couldn’t agree to certain rulesSo we now have the Rules for Archival Description (RAD) in Canada and Describing Archives: A Content Standard (DACS)in the U.S.There is also the International Standard for Archival Description, or ISAD(G).We’ll look more at these in a second…There is consensus that descriptive standards must conform to central theories of archival profession, rather than vice versaFONDS IS MOST ESSENTIAL UNIT OF RECORDS to which descriptive standards will be applied, at least in CanadaWhat are some kinds of finding aids?Card indexesGuidesInventoriesShelf and container listsRegisters
  • Hierarchical Description – A technique of writing a finding aid by describing the collection from general to specific, starting with the whole (fonds), then proceeding to the components (sous-fonds, series, subseries, files, and items)Today, archivists create what’s known as multi-level descriptions. A multi-level description is afinding aid or other access tool that consists of separate, interrelated descriptions of the whole and its parts, reflecting the hierarchy of the materials being described.Series – Files or records within a fonds arranged systematically or maintained as a unit because they relate to a particular function or subject, result from the same activity, have a particular form, or because of some other relationship arising out of their creation, receipt, and/or useSub-Series –A body of documents within a series readily distinguished from the whole by filing arrangement, type, form, or contentFile – A group of documents related by use or topic, typically housed in a folder or group of foldersWhat if there is no original order?Represent Admin. Structure/Hierarchy of the organization. Ideally, represent different functions of the organization.Personal PapersBiographicalCorrespondence (or other types of communication)Financial/Medical InformationWritings (or other "Creations")Roles, Occupations, ActivitiesResearch Files/Subject Files/Field Notes/Topical Files/MiscellaneousFormat - Photographs/AV/Size(Chronological Arrangement May Also Work)In practice, description can be quite difficultDecisions about intellectual arrangement can be very difficult with modern archival materialsProviding an adequate degree of information is very time consuming and costlyStandards require attention, training, etc.
  • Hierarchical Description – A technique of writing a finding aid by describing the collection from general to specific, starting with the whole (fonds), then proceeding to the components (sous-fonds, series, subseries, files, and items)Today, archivists create what’s known as multi-level descriptions. A multi-level description is afinding aid or other access tool that consists of separate, interrelated descriptions of the whole and its parts, reflecting the hierarchy of the materials being described.Series – Files or records within a fonds arranged systematically or maintained as a unit because they relate to a particular function or subject, result from the same activity, have a particular form, or because of some other relationship arising out of their creation, receipt, and/or useSub-Series –A body of documents within a series readily distinguished from the whole by filing arrangement, type, form, or contentFile – A group of documents related by use or topic, typically housed in a folder or group of foldersWhat if there is no original order?Represent Admin. Structure/Hierarchy of the organization. Ideally, represent different functions of the organization.Personal PapersBiographicalCorrespondence (or other types of communication)Financial/Medical InformationWritings (or other "Creations")Roles, Occupations, ActivitiesResearch Files/Subject Files/Field Notes/Topical Files/MiscellaneousFormat - Photographs/AV/Size(Chronological Arrangement May Also Work)In practice, description can be quite difficultDecisions about intellectual arrangement can be very difficult with modern archival materialsProviding an adequate degree of information is very time consuming and costlyStandards require attention, training, etc.
  • According to Rule 1.0B, the areas of description are organized like this:Title and statement of responsibility area. – Class of material specific details area. – Date(s) of creation area. – Physical description area. – Archival description area. – Notes area. – Standard number area.Remember, RAD was initially designed for creating and publishing paper-based finding aids.Edition Area1.2A1 – Use this area only in item level description to record statements relating to versions of items existing in two or more versions or states in single or multiple copiesClass of Material Specific Details1.3A1 – Refer to the chapters dealing with the class (classes) of material that are being described3.3A – This area is not used for textual recordsDates of Creation1.4A1 – At an aggregate level of description, use this area for recording date(s) of creation for the unit being described. Do not record a place or date of publication or distribution1.4A1 (continued) – At the item level use this area to record either (a) the date(s) of creation or (b) information about the place, name, date of publishing, distribution, broadcasting, and issuing activitiesPhysical Description area1.5A1 – For all levels of description, record in this area the extent of the unit being described and other physical details or the dimensions when appropriatePublisher’s series area1.6A1 – Use this area only for describing an item bearing a publisher’s or artist’s series title. Do not record here information about an archival seriesArchival Description area1.7A1 – For all levels of description, use this area to present information about the context and content of the unit being described. Administrative/Biographical InfoCustodial HistoryScope and Content1.7A1 (continued) – The Administrative history/Biographical sketch provides information about the external structure or context of the records being described1.7A1 (continued) – The Custodial history gives information about the chain of agencies, officers, or persons, if different from the creator(s), that have exercised custody or control over the records at all stages in their existence1.7A1 (continued) – The Scope and content gives information about the scope of the records (kinds of activities generating them, the period of time, geographical area) and about the substantive matters to which the records pertain1.7B1. Administrative history – At the highest level of description, give information about the history of the corporate body responsible for the creation and/or accumulation and use of the unit being described1.7B1. Administrative history (continued) – Give information relevant to the understanding of the creator’s functions, activities, and relations with other corporate bodies as instructed in the following sub-elements… 1.7B1a –Dates of founding and/or dissolution1.7B1b – Mandate/sphere of functional responsibility, etc.1.7B1c – Predecessor and successor bodies1.7B1e – Administrative structure1.7B1g – Name(s) of chief officers1.7B2. Biographical sketch – At the highest level of description, give information about the history of the person(s) or family(ies) responsible for the creation and/or accumulation and use of the unit being described1.7B2. Biographical sketch (continued) – Give information relevant to the understanding of the creator’s life or activities as instructed in the following sub-elements… 1.7B2a – Name(s)1.7B2b – Place of residence1.7B2c – Education1.7B2d – Occupation, life and activities1.7B2e – Other significant information1.7C. Custodial history – At the highest level of description, give the custodial history of the unit being described. At each subsequent level of description, give the custodial history that pertains to the part being described1.7D. Scope and content – At the fonds, series, and collection levels of description, and when necessary at the file and item levels of description, give information about the scope and internal structure of the records…1.7D2 – For the scope of the series, give information on the specific activity or activities generating the records, the period of time, the subject matter, and the geographical area to which they pertain.Notes area1.8A1 – For all levels of descriptionUse for information that cannot be fitted into to other areas of the descriptionWhen appropriate, combine two or more notes to make one note1.8B – Give notes in the order in which they are listed in RADGive a particular note first when it has been decided that the note is of primary importanceThere are 21 note rules, many with sub rules1.8B2 – Source of title proper1.8B3 – Parallel titles and other title information1.8B5 – Statement(s) of responsibility1.8B8 – Date(s) of creation, including publication, distribution, etc.1.8B9 – Physical description1.8B9a – Physical condition1.8B9b – Conservation1.8B9c – Accompanying material1.8B12 – Immediate source of acquisition1.8B13 – Arrangement 1.8B14 – Language1.8B15 – Originals and reproductions1.8B16 – Restrictions (four sub rules)1.8B17 – Finding aids 1.8B18 – Associated material1.8B19 – Accruals 1.8B21 – General noteStandard number area
  • According to Rule 1.0B, the areas of description are organized like this:Title and statement of responsibility area. – Date(s) of creation area. – Physical description area. – Archival description area. – Notes area. – Standard number area.Remember, RAD was initially designed for creating and publishing paper-based finding aids.Edition Area1.2A1 – Use this area only in item level description to record statements relating to versions of items existing in two or more versions or states in single or multiple copiesClass of Material Specific Details1.3A1 – Refer to the chapters dealing with the class (classes) of material that are being described3.3A – This area is not used for textual recordsDates of Creation1.4A1 – At an aggregate level of description, use this area for recording date(s) of creation for the unit being described. Do not record a place or date of publication or distribution1.4A1 (continued) – At the item level use this area to record either (a) the date(s) of creation or (b) information about the place, name, date of publishing, distribution, broadcasting, and issuing activitiesPhysical Description area1.5A1 – For all levels of description, record in this area the extent of the unit being described and other physical details or the dimensions when appropriatePublisher’s series area1.6A1 – Use this area only for describing an item bearing a publisher’s or artist’s series title. Do not record here information about an archival seriesArchival Description area1.7A1 – For all levels of description, use this area to present information about the context and content of the unit being described. Administrative/Biographical InfoCustodial HistoryScope and Content1.7A1 (continued) – The Administrative history/Biographical sketch provides information about the external structure or context of the records being described1.7A1 (continued) – The Custodial history gives information about the chain of agencies, officers, or persons, if different from the creator(s), that have exercised custody or control over the records at all stages in their existence1.7A1 (continued) – The Scope and content gives information about the scope of the records (kinds of activities generating them, the period of time, geographical area) and about the substantive matters to which the records pertain1.7B1. Administrative history – At the highest level of description, give information about the history of the corporate body responsible for the creation and/or accumulation and use of the unit being described1.7B1. Administrative history (continued) – Give information relevant to the understanding of the creator’s functions, activities, and relations with other corporate bodies as instructed in the following sub-elements… 1.7B1a –Dates of founding and/or dissolution1.7B1b – Mandate/sphere of functional responsibility, etc.1.7B1c – Predecessor and successor bodies1.7B1e – Administrative structure1.7B1g – Name(s) of chief officers1.7B2. Biographical sketch – At the highest level of description, give information about the history of the person(s) or family(ies) responsible for the creation and/or accumulation and use of the unit being described1.7B2. Biographical sketch (continued) – Give information relevant to the understanding of the creator’s life or activities as instructed in the following sub-elements… 1.7B2a – Name(s)1.7B2b – Place of residence1.7B2c – Education1.7B2d – Occupation, life and activities1.7B2e – Other significant information1.7C. Custodial history – At the highest level of description, give the custodial history of the unit being described. At each subsequent level of description, give the custodial history that pertains to the part being described1.7D. Scope and content – At the fonds, series, and collection levels of description, and when necessary at the file and item levels of description, give information about the scope and internal structure of the records…1.7D2 – For the scope of the series, give information on the specific activity or activities generating the records, the period of time, the subject matter, and the geographical area to which they pertain.Notes area1.8A1 – For all levels of descriptionUse for information that cannot be fitted into to other areas of the descriptionWhen appropriate, combine two or more notes to make one note1.8B – Give notes in the order in which they are listed in RADGive a particular note first when it has been decided that the note is of primary importanceThere are 21 note rules, many with sub rules1.8B2 – Source of title proper1.8B3 – Parallel titles and other title information1.8B5 – Statement(s) of responsibility1.8B8 – Date(s) of creation, including publication, distribution, etc.1.8B9 – Physical description1.8B9a – Physical condition1.8B9b – Conservation1.8B9c – Accompanying material1.8B12 – Immediate source of acquisition1.8B13 – Arrangement 1.8B14 – Language1.8B15 – Originals and reproductions1.8B16 – Restrictions (four sub rules)1.8B17 – Finding aids 1.8B18 – Associated material1.8B19 – Accruals 1.8B21 – General noteStandard number area
  • Here is a RAD finding aid from www.archeoin.ca (powered by ICA AtoM)ICA AtoM presents one level of description per page and uses a navigation tree to show the hierarchyWhat are some of the problems with traditional finding aids? What issues have been identified with online finding aids?
  • There are several rules that make up each area of description.Each rule (e.g, 1.1B) has numerous sub-rulespreceding / enclosing1.1C – General material designation (optional addition). If chosen, it should be given at each level of description, unless a GMD at a lower level description is identical to that given in a higher levelKenneth Leslie fonds [textual record]1.1F – At the item level of description, transcribe explicit statements of responsibility appearing in conjunction with the formal title properMap catalogue [GMD] / Surveys and Mapping Branch1.1F8 – Add a short word or phrase to the statement of responsibility if the relationship is not clear… / [produced by] Atlantis Films
  • 1.1A1 – Record the title (transcribed or supplied) of the unit being described1.1B1 – Transcribe the formal title proper exactly as to wording, order, and spelling, but not necessarily as to punctuation and capitalization1.1B2 – If no formal title proper appears prominently in, or on, the chief source of information, compose a brief descriptive title (supplied title proper)The supplied title proper may be based on either internal evidence or on an external source1.1B2 – ExamplesRoyal Commission on the Donald Marshall Jr. Prosecution fonds Note: Title based on content of fondsGlass plate negative of Lake LouiseNote: Title based on content of the image1.1B3 – Supplied title proper for a fonds or collection is comprised of the nature of the archival unit and the name element1.1B3a – Supply fonds or collection1.1B3b – Record the name(s) of the person(s), family (families) or corporate body 1.1B4 – Supplied title proper for part of a fonds or collection, or a series presented as the highest level of description, which lacks a formal title proper, is comprised of a name element and nature of the archival unit…1.1B4a – At the series, file, or item level, if the name(s) of the entity primarily responsible for the form and content is different from the creator of the unit as a whole, record the name as part of the supplied title proper1.1B4b – At the series, file, or item level, supply a brief term or phrase that characterizes the unit being describedThe phrase should incorporate the form(s) of material (see RAD Glossary) that typifies the unit and reflects functions and activities1.1B4b – If there are more than three specific forms of material, give the predominate form followed by the phrase and other material Optional, give other forms in scope and content note1.1B4 is one of the most important rules More often than not, you will be supplying a title proper for series, sub-series, and filesRemember that information need not be repeated…
  • Series – Files or records within a fonds arranged systematically or maintained as a unit because they relate to a particular function or subject, result from the same activity, have a particular form, or because of some other relationship arising out of their creation, receipt, and/or useSub-Series –A body of documents within a series readily distinguished from the whole by filing arrangement, type, form, or contentFile – A group of documents related by use or topic, typically housed in a folder or group of folders
  • Series – Files or records within a fonds arranged systematically or maintained as a unit because they relate to a particular function or subject, result from the same activity, have a particular form, or because of some other relationship arising out of their creation, receipt, and/or useSub-Series –A body of documents within a series readily distinguished from the whole by filing arrangement, type, form, or contentFile – A group of documents related by use or topic, typically housed in a folder or group of folders
  • Series – Files or records within a fonds arranged systematically or maintained as a unit because they relate to a particular function or subject, result from the same activity, have a particular form, or because of some other relationship arising out of their creation, receipt, and/or useSub-Series –A body of documents within a series readily distinguished from the whole by filing arrangement, type, form, or contentFile – A group of documents related by use or topic, typically housed in a folder or group of folders
  • Dates of Creation1.4A1 – At an aggregate level of description, use this area for recording date(s) of creation for the unit being described. Do not record a place or date of publication or distribution1.4A1 (continued) – At the item level use this area to record either (a) the date(s) of creation or (b) information about the place, name, date of publishing, distribution, broadcasting, and issuing activities1.4B2 – Give the date(s) of creation of the unit being described either as a single date, or range of dates (for inclusive and/or predominant dates). Always give the inclusive dates.1.4B3 – If the unit being described is a reproduction, give the date(s) of creation for the reproduction Example: [Photocopied 196-?]Example: Transcribed May 19881.4B5 – For the recording of probable and uncertain dates, use the following conventions …Example: [1867?] = Probable date1.4C –Place of publication, distribution, etc.1.4D –Name of publisher, distributor, etc. 1.4F – Date of publication, distribution, etc. 1.4G – Place of manufacture, name of manufacturer, date of manufacture
  • Here is an example of the reproduction rule.
  • Here is an example of the reproduction rule.
  • Here is an example of the reproduction rule.
  • 1.5A1 – For all levels of description, record in this area the extent of the unit being described and other physical details or the dimensions when appropriate1.5B1 – At all levels of description, give the number of physical units in Arabic numerals and the specific material designation as instructed in sub-rule .5B in the chapter(s) dealing with the broad class(es) of material at hand1.5B1 – Examples2 film reelsca. 1000 photographs50 technical drawingsca. 800 maps1.5C1 – Give physical data (other than extent or dimensions) about each specific class of material as instructed in the following chapters25 photographs : stereograph glass negatives1.5D1 – Give the dimensions for each specific class of material as instructed in the following chapters2 film reels : sd., col. ; 16 mm and 35 mm75 photographs : b&w ; 21 x 26 cm
  • 1.5A1 – For all levels of description, record in this area the extent of the unit being described and other physical details or the dimensions when appropriate1.5B1 – At all levels of description, give the number of physical units in Arabic numerals and the specific material designation as instructed in sub-rule .5B in the chapter(s) dealing with the broad class(es) of material at hand1.5B1 – Examples2 film reelsca. 1000 photographs50 technical drawingsca. 800 maps1.5C1 – Give physical data (other than extent or dimensions) about each specific class of material as instructed in the following chapters25 photographs : stereograph glass negatives1.5D1 – Give the dimensions for each specific class of material as instructed in the following chapters2 film reels : sd., col. ; 16 mm and 35 mm75 photographs : b&w ; 21 x 26 cm
  • Here is an example of the reproduction rule.
  • Here is an example of the reproduction rule.
  • 1.7B1. Administrative history.At the highest level of description give information about the history of the corporatebody responsible for the creation and/or accumulation and use of the unit beingdescribed as a whole. At subordinate levels, give information about the history of thecorporate body responsible for the creation and/or accumulation and use of the unitbeing described.Do not create an administrative history at subordinate levels unless the creator at thatlevel is different from the creator of the higher level. When primary responsibility for thecreation and/or accumulation and use of a unit being described is shared between two ormore corporate bodies, create separate administrative histories for each corporate body.Do not create an administrative history for a collection assembled by an archivalrepository. Where this information is relevant to understanding the collection, it shouldbe presented as a general note (see 1.8B21).Give information relevant to the understanding of the creator's functions, activities,and relations with other corporate bodies as instructed in the following sub-elements. Putinformation about documentary processes and procedures important to theunderstanding of the records and of their creation in the Scope and content (see rule1.7D).
  • 1.7B1. Administrative history.At the highest level of description give information about the history of the corporatebody responsible for the creation and/or accumulation and use of the unit beingdescribed as a whole. At subordinate levels, give information about the history of thecorporate body responsible for the creation and/or accumulation and use of the unitbeing described.Do not create an administrative history at subordinate levels unless the creator at thatlevel is different from the creator of the higher level. When primary responsibility for thecreation and/or accumulation and use of a unit being described is shared between two ormore corporate bodies, create separate administrative histories for each corporate body.Do not create an administrative history for a collection assembled by an archivalrepository. Where this information is relevant to understanding the collection, it shouldbe presented as a general note (see 1.8B21).Give information relevant to the understanding of the creator's functions, activities,and relations with other corporate bodies as instructed in the following sub-elements. Putinformation about documentary processes and procedures important to theunderstanding of the records and of their creation in the Scope and content (see rule1.7D).
  • 1.7B1. Administrative history.At the highest level of description give information about the history of the corporatebody responsible for the creation and/or accumulation and use of the unit beingdescribed as a whole. At subordinate levels, give information about the history of thecorporate body responsible for the creation and/or accumulation and use of the unitbeing described.Do not create an administrative history at subordinate levels unless the creator at thatlevel is different from the creator of the higher level. When primary responsibility for thecreation and/or accumulation and use of a unit being described is shared between two ormore corporate bodies, create separate administrative histories for each corporate body.Do not create an administrative history for a collection assembled by an archivalrepository. Where this information is relevant to understanding the collection, it shouldbe presented as a general note (see 1.8B21).Give information relevant to the understanding of the creator's functions, activities,and relations with other corporate bodies as instructed in the following sub-elements. Putinformation about documentary processes and procedures important to theunderstanding of the records and of their creation in the Scope and content (see rule1.7D).
  • 1.7B1. Administrative history.At the highest level of description give information about the history of the corporatebody responsible for the creation and/or accumulation and use of the unit beingdescribed as a whole. At subordinate levels, give information about the history of thecorporate body responsible for the creation and/or accumulation and use of the unitbeing described.Do not create an administrative history at subordinate levels unless the creator at thatlevel is different from the creator of the higher level. When primary responsibility for thecreation and/or accumulation and use of a unit being described is shared between two ormore corporate bodies, create separate administrative histories for each corporate body.Do not create an administrative history for a collection assembled by an archivalrepository. Where this information is relevant to understanding the collection, it shouldbe presented as a general note (see 1.8B21).Give information relevant to the understanding of the creator's functions, activities,and relations with other corporate bodies as instructed in the following sub-elements. Putinformation about documentary processes and procedures important to theunderstanding of the records and of their creation in the Scope and content (see rule1.7D).
  • 1.7B1. Administrative history.At the highest level of description give information about the history of the corporatebody responsible for the creation and/or accumulation and use of the unit beingdescribed as a whole. At subordinate levels, give information about the history of thecorporate body responsible for the creation and/or accumulation and use of the unitbeing described.Do not create an administrative history at subordinate levels unless the creator at thatlevel is different from the creator of the higher level. When primary responsibility for thecreation and/or accumulation and use of a unit being described is shared between two ormore corporate bodies, create separate administrative histories for each corporate body.Do not create an administrative history for a collection assembled by an archivalrepository. Where this information is relevant to understanding the collection, it shouldbe presented as a general note (see 1.8B21).Give information relevant to the understanding of the creator's functions, activities,and relations with other corporate bodies as instructed in the following sub-elements. Putinformation about documentary processes and procedures important to theunderstanding of the records and of their creation in the Scope and content (see rule1.7D).
  • 1.7B1. Administrative history.At the highest level of description give information about the history of the corporatebody responsible for the creation and/or accumulation and use of the unit beingdescribed as a whole. At subordinate levels, give information about the history of thecorporate body responsible for the creation and/or accumulation and use of the unitbeing described.Do not create an administrative history at subordinate levels unless the creator at thatlevel is different from the creator of the higher level. When primary responsibility for thecreation and/or accumulation and use of a unit being described is shared between two ormore corporate bodies, create separate administrative histories for each corporate body.Do not create an administrative history for a collection assembled by an archivalrepository. Where this information is relevant to understanding the collection, it shouldbe presented as a general note (see 1.8B21).Give information relevant to the understanding of the creator's functions, activities,and relations with other corporate bodies as instructed in the following sub-elements. Putinformation about documentary processes and procedures important to theunderstanding of the records and of their creation in the Scope and content (see rule1.7D).
  • Archival Description Exercise1) Form groups of 3-5 2) Pass around each group of records, spending 5 minutes with each group 3) Evaluate the materials and discuss with your group 4) Create file-level descriptions that contain the following elements: a) Title proper b) Date(s) of creation (of the original, not the photocopies) c) Extent d) Scope and Content 5) You may wish to approach the task by asking a series of questions: a) Is there an obvious title assigned to the materials? b) Who created the materials? Where were they created? What is the format? c) Are other people or corporate bodies named in the materials? d) What additional information would help the archivist? The researcher? 6) Create descriptions for each group of records and discuss with class 7) Consider attempting to describe the materials as though they are photocopies (i.e., including notes about dates of reproduction, location of originals, etc.)
  • These citations are provided for informational and reference purposes only. Please do not use these citations as examples for formatting your own citations. Refer to style guides.
  • These citations are provided for informational and reference purposes only. Please do not use these citations as examples for formatting your own citations. Refer to style guides.
  • These citations are provided for informational and reference purposes only. Please do not use these citations as examples for formatting your own citations. Refer to style guides.
  • Transcript

    • 1. INFO 6800 - Archives• Announcements• Rules for Archival Description• Seminar presentation• Archival description exercisehttp://dilbert.com/strips/comic/2002-03-16/January 21, 2013 INFO 6800 Archives – Week Three 1
    • 2. Respect des fonds Fonds Fonds Fonds Fonds Collection Fonds Fonds Fonds Council of Nova Scotia Archives, 2005January 21, 2013 INFO 6800 Archives – Week Three 2
    • 3. Respect des fonds EthnographicHelen Creighton with the Gallagher family, Chebucto Head, ca. 1950 ArchivesJanuary 21, 2013 INFO 6800 Archives – Week Three 3
    • 4. Arrangement Level of Level of Container Arrangement DescriptionFonds Fonds Boxes Series Series Boxes Sub-Series Sub-Series Boxes File File Box-Folder(s) Item Item Folder January 21, 2013 INFO 6800 Archives – Week Three 4
    • 5. ArrangementArranging a fonds at the Dalhousie University ArchivesJanuary 21, 2013 INFO 6800 Archives – Week Three 5
    • 6. Arrangement Files or records within a fonds Series arranged systematically or maintained as a unit because they relate to a particular function or subject, result from the same activity, have a particular form, or because of some other relationship arising out of their creation, receipt, and/or useJanuary 21, 2013 INFO 6800 Archives – Week Three 6
    • 7. Archival DescriptionJanuary 21, 2013 INFO 6800 Archives – Week Three 7
    • 8. Rules for Archival Description Attention to Integrated use descriptionPrinciples Respect des All forms and of RAD fonds mediums Reflects Describe arrangement creatorJanuary 21, 2013 INFO 6800 Archives – Week Three 8
    • 9. Rules for Archival Description AACR2 RADTitle and statement of Title and statement ofresponsibility responsibilityMaterial (or type of Class of materialpublication) specific specific detailsdetailsPublication, etc. Date(s) of creationPhysical description Physical descriptionN/A Archival descriptionNote January 21, 2013 Note INFO 6800 Archives – Week Three 9
    • 10. Title and statement ofresponsibility area. – Class ofmaterial specific details area.– Date(s) of creation area. –Physical description area. –Archival description area. –Notes area. – Standard 1.0B number area.January 21, 2013 INFO 6800 Archives – Week Three 10
    • 11. Title. – Date(s) of creation. –Physical description. – Scopeand content. – Notes. –Standard number. 1.0BJanuary 21, 2013 INFO 6800 Archives – Week Three 11
    • 12. Rules for Archival Description Archives andCanadian Army Historical Section fonds finding aid on www.archeoin.cathe InternetJanuary 21, 2013 INFO 6800 Archives – Week Three 12
    • 13. Title and statement of responsibilitypunctuation RAD element 1.1B Title proper[] 1.1C General material designation= 1.1D Parallel title: 1.1E Other title information/ 1.1F1 Statement of responsibility; 1.1F6 Subsequent statement of responsibility 1.0C2 January 21, 2013 INFO 6800 Archives – Week Three 13
    • 14. Title and statement of responsibility1.1B1 (a-i) 1.1B2 Formal title Supplied title 1.1B3a Name Transcribe 1.1B4a element Many sub- 1.1B3b Nature rules 1.1B4b of unit January 21, 2013 INFO 6800 Archives – Week Three 14
    • 15. Title and statement of responsibility 1.1B4bCorrespondence fromEnterprise FoundryLimited [textual record]1.1B4a 1.1CJanuary 21, 2013 INFO 6800 Archives – Week Three 15
    • 16. Title and statement of responsibility 1.1B4bLetters and postcardsfrom the crew of theBluenose II at sea [textualrecord] 1.1CJanuary 21, 2013 INFO 6800 Archives – Week Three 16
    • 17. Title and statement of responsibility 1.1B1 1.1CDublin dancing [soundrecording] / [sung by] 1.1F8Ben Henneberry ; 1.1F1[fiddled by] Ken Faulkner 1.1F8 1.1F6 Ethnographic ArchivesJanuary 21, 2013 INFO 6800 Archives – Week Three 17
    • 18. Date(s) of creation areapunctuation RAD element 1.4B1 Date(s) of creation 1.4B2 Single date / range of dates 1.4B3 Reproductions[] 1.4B5 Probable and uncertain dates 1.4C – 1.4G Publication, distribution, manufacture details January 21, 2013 INFO 6800 Archives – Week Three 18
    • 19. Date(s) of creation areaLetters and postcardsfrom the crew of the 1.4B2Bluenose II at sea[textual record]. – 1961-1970.January 21, 2013 INFO 6800 Archives – Week Three 19
    • 20. Date(s) of creation areaCorrespondence fromEnterprise FoundryLimited [textual record].– [ca. 1921]-1929. 1.4B5January 21, 2013 INFO 6800 Archives – Week Three 20
    • 21. Date(s) of creation areaDublin dancing [sound 1.4B3recording]. – Transferredto cassette 1984 (Originalcreated June 3, 1948).1.4B3a Ethnographic ArchivesJanuary 21, 2013 INFO 6800 Archives – Week Three 21
    • 22. Physical description areapunctuation RAD element 1.5B1 Extent of unit including specific material designation: 1.5C Other physical details; 1.5D Dimensions+ 1.5E Accompanying material statement 1.0C2 January 21, 2013 INFO 6800 Archives – Week Three 22
    • 23. Physical description areaExtent : Other Physical Details ; Dimensions + Accompanying Material January 21, 2013 INFO 6800 Archives – Week Three 23
    • 24. Physical description areaDublin dancing [soundrecording]. – Transferredto cassette 1984 (Originalcreated June 3, 1948). – 1audio cassette. 1.5B1January 21, 2013 INFO 6800 Archives – Week Three 24
    • 25. Physical description areaScenes of Oak Island, 1.5B1N.S. [graphic material]. –1972. – 13 photographs :b&w, mounted on 1.5Ccardstock ; 20 x 17 cm.January 21, 2013 1.5D INFO 6800 Archives – Week Three 25
    • 26. Archival description areapunctuation RAD element 1.7B1 Administrative history OR 1.7B2 Biographical sketch.– 1.7C Custodial History.– 1.7D Scope and Content Context Authenticity January 21, 2013 INFO 6800 Archives – Week Three 26
    • 27. Administrative history RAD element1.7B1a Date(s) of founding1.7B1b Sphere of functional responsibility1.7B1c Predecessor and successor bodies1.7B1d/e Administrative relationships/structures1.7B1f Names of the corporate bodies1.7B1g Name(s) of chief officers1.7B1h Other significant information January 21, 2013 INFO 6800 Archives – Week Three 27
    • 28. Biographical sketch RAD element1.7B2a Name(s)1.7B2b Place of residence1.7B2c Education1.7B2d Occupation, life and activities1.7B2e Other significant information January 21, 2013 INFO 6800 Archives – Week Three 28
    • 29. Archival description areaCustodial =historyJanuary 21, 2013 INFO 6800 Archives – Week Three 29
    • 30. Archival description area Scope Content Fonds Series Sub-Series File ?January 21, 2013 INFO 6800 Archives – Week Three 30
    • 31. Notes area RAD element1.8B2 Source of title proper1.8B9 Physical description1.8B13 Arrangement1.8B15 Originals and reproductions1.8B16 Restrictions on access, use, etc.1.8B19 Accruals1.8B20 Related groups of records January 21, 2013 INFO 6800 Archives – Week Three 31
    • 32. Archives and the InternetJanuary 30, 2012 Week Four – Archival Processing
    • 33. Archives and the InternetJanuary 30, 2012 Week Four – Archival Processing
    • 34. Archives and the InternetJanuary 30, 2012 Week Four – Archival Processing
    • 35. Archives and the InternetJanuary 30, 2012 Week Four – Archival Processing
    • 36. Archives and the InternetJanuary 30, 2012 Week Four – Archival Processing
    • 37. Archives and the InternetJanuary 30, 2012 Week Four – Archival Processing
    • 38. Sample finding aids• New York World’s Fair 1939 and 1940 Incorporated Records• Amos Vogel Papers• Oland and Son and Affiliated Companies• Salman Rushdie PapersJanuary 30, 2012 Week Four – Archival Processing
    • 39. Archival description exerciseJanuary 30, 2012 Week Four – Archival Processing
    • 40. Archival description exerciseTitle proper. – Date(s) ofcreation. – Physicaldescription. – Scope andContent. – Standard #.January 21, 2013 INFO 6800 Archives – Week Three 40
    • 41. Sources (in order of appearance)Adams, Scott (2002). Dilbert comic. http://dilbert.com/strips/comic/2002-03- 16/.Council of Nova Scotia Archives. Fonds diagram. http://www.councilofnsarchives.ca/ArchWay.Helen Creighton with the Gallagher family, Chebucto Head (ca. 1950). http://www.helencreighton.org/photos/HCphotos/files/page6-1005- full.html.The First Panchen Lama, Lobzang Chökyi Gyaltsen (detail); Tsang Province, Tibet; 18th century; Rubin Museum of Art; F1996.21.2 (HAR 477). http://www.rmanyc.org/nav/exhibitions/view/1562.Library of Congress (2010). Archival decision making process diagram. http://www.loc.gov/rr/mss/prep.html.National Defense Directorate of History and Heritage. Canadian Army Historical Section fonds. http://www.archeion.ca/canadian-army- historical-section-fonds-2;rad.January 21, 2013 INFO 6800 Archives – Week Three 41
    • 42. Sources (in order of appearance)International Council on Archives (2000). Model of the levels of arrangement of a fonds. In International Standard for Archival Description (General), p. 36. http://www.ica.org/10207/standards/isadg-general-international- standard-archival-description-second-edition.html.National Defense Directorate of History and Heritage. Canadian Army Historical Section fonds. http://www.archeion.ca/canadian-army- historical-section-fonds-2;rad.Grateful Dead album cover. http://www.dead.net/features/blair- jackson/blair%E2%80%99s-golden-road-blog-santa-cruz-gd-archive- opening-spring?page=2.January 21, 2013 INFO 6800 Archives – Week Three 42
    • 43. Sources (in order of appearance)Photographs of Dalhousie University Archives and the Killam Library were taken by Dalhousie Libraries staffPhotographs from the Oland and Son and Affiliated Sons fonds (MS-4-135) can be found on the Dalhousie University Archives facebook pageJanuary 21, 2013 INFO 6800 Archives – Week Three 43

    ×