Archival Arrangement, Description & Access
DLOC - Training Session
Summer 2013
By Natalie Baur & Béatrice Skokan
Universit...
Definition
“Archives are the
noncurrent records of an
organization or an
individual preserved
because of their
enduring va...
Examples of Archival Material
 Letters (handwritten, typed &
email)
 Photographs
 Minutes/Reports
 Diaries
 Business ...
Preservation Basics
 Climate control
 Lower than 70° degrees Fahrenheit
 45% Relative Humidity (low 30% &
high 50%)
 F...
Steps for Archival Processing
Arrangement
Description
Publication of the “Finding Aid”
Natalie Baur & Béatrice
Skokan, ...
Archival Description Standard - DACS
Natalie Baur & Béatrice Skokan,
7/17/2013
DACS Collection Level Description Fields
 Collection no.
 Repository
 Collection Title
 Collection Dates
 Extent (in ...
Published Finding Aid Example
Natalie Baur & Béatrice Skokan,
7/17/2013
What is “More Product Less Process
(MPLP)?”
 An archival method of arranging & describing
archival collection in the leas...
Why Adopt the MPLP Methodology?
“Processing backlogs continue
to be a problem for
archivists, and yet the
problem is exace...
Green & Meisner Survey Results
 Researchers accept minimal
processing of archival
collections.
 Researchers want basic
d...
MPLP Principles for Change
“The Golden Minimum”
Accept Original
Order & Focus
on Intellectual
Arrangement
Rely on
Environm...
MPLP Method - First Steps
1. Inventory your collections
(for intellectual control of
your holdings).
2. For each collectio...
Archival Management Systems
Natalie Baur & Beatrice Skokan,
5/23/2012
• Archon
• University of Miami archival management s...
Digitization and Archival Context
and Description
• Digitization as process
• Role of archival context and description
• P...
Provenance
Natalie Baur & Béatrice Skokan,
5/23/2012
Definition: Origin/source of material.
• Information regarding the or...
Creators
Natalie Baur & Beatrice Skokan,
5/23/2012
Definition: individual, group or organization that is
responsible for s...
Intellectual and Physical
Arrangement
Natalie Baur & Béatrice
Skokan, 5/23/2012
Finding Aid
• Provides information on inte...
Intellectual and Physical
Arrangement
Natalie Baur & Béatrice Skokan,
5/23/2012
Archival Context in Digital
Collections
Natalie Baur & Béatrice Skokan,
5/23/2012
Archival Context in Digital
Collections
Natalie Baur & Béatrice Skokan,
5/23/2012
Archival Context in Digital
Collections
Natalie Baur & Béatrice
Skokan, 5/23/2012
Thank You
Archives Arrangement, Description & Access
Natalie Baur (Archivist) & Béatrice Skokan (Manuscripts Librarian)
Ju...
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Archival Arrangement, Description & Access

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Archival Arrangement, Description & Access Digital Library of the Caribbean Partner Visit to University of Miami, July 2013

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  • Respecting provenance by listing collections as discreet items
  • Respecting physical and intellectual arrangement
  • Linking back to the finding aid to provide original archival context with all intellectual and physical description of entire collection; how it fits into the repository as well
  • Archival Arrangement, Description & Access

    1. 1. Archival Arrangement, Description & Access DLOC - Training Session Summer 2013 By Natalie Baur & Béatrice Skokan University of Miami Otto G. Richter Library
    2. 2. Definition “Archives are the noncurrent records of an organization or an individual preserved because of their enduring value” Source: Developing & Maintaining Practical Archives: A How-To-Do- It Manual by Gregory Hunter Natalie Baur & Béatrice Skokan, 7/17/2013
    3. 3. Examples of Archival Material  Letters (handwritten, typed & email)  Photographs  Minutes/Reports  Diaries  Business records  Speeches/Lectures  Brochures/Flyers/Posters  Film/Video/Audio tapes Photograph of Juan Trippe and Charles Lindberg Pan American World Airways Records, Inc. , UM Special Collection. Natalie Baur & Béatrice Skokan, 7/17/2013
    4. 4. Preservation Basics  Climate control  Lower than 70° degrees Fahrenheit  45% Relative Humidity (low 30% & high 50%)  FLUCTUATIONS in Temperature & Relative Humidity are especially harmful by causing materials to expand & contract repeatedly.  Light is damaging to rare materials  Eliminate UV light & sunlight  Use lighting as needed  Acid free containers  Advanced preservation issues are referred to professional conservators. Source:Northeast Document Conservation Center @ http://www.nedcc.org/home.php Natalie Baur & Béatrice Skokan, 7/17/2013
    5. 5. Steps for Archival Processing Arrangement Description Publication of the “Finding Aid” Natalie Baur & Béatrice Skokan, 7/17/2013
    6. 6. Archival Description Standard - DACS Natalie Baur & Béatrice Skokan, 7/17/2013
    7. 7. DACS Collection Level Description Fields  Collection no.  Repository  Collection Title  Collection Dates  Extent (in linear or cubic ft.)  Creator(s)  Scope & Content Note  Access Restrictions  Language of Materials  Location (Not required by DACS but used to manage collections) Natalie Baur & Béatrice Skokan, 7/17/2013
    8. 8. Published Finding Aid Example Natalie Baur & Béatrice Skokan, 7/17/2013
    9. 9. What is “More Product Less Process (MPLP)?”  An archival method of arranging & describing archival collection in the least amount of time in order to provide quicker access to researchers.  Source : Mark Green and Dennis Meisner, “More Product, Less Process: Revamping Traditional Archival Processing,” American Archivist 68:2 (2005) Natalie Baur & Béatrice Skokan, 7/17/2013
    10. 10. Why Adopt the MPLP Methodology? “Processing backlogs continue to be a problem for archivists, and yet the problem is exacerbated by many of the traditional approaches to processing collections that archivists continue to practice.” Mark Green and Dennis Meisner, “More Product, Less Process: Revamping Traditional Archival Processing,” AmericanArchivist68:2(2005), 208-64. Natalie Baur & Béatrice Skokan, 7/17/2013
    11. 11. Green & Meisner Survey Results  Researchers accept minimal processing of archival collections.  Researchers want basic descriptions of archival collections regardless of level of processing.  Most researchers want online descriptions of archival collections. African Slave Trade. Hand-written Portledge Bill of Brigantine "Reynard", Peter Dordin (slave captain) Master from Africa. Caribbean Documents Collection, UM Special Collections. Natalie Baur & Béatrice Skokan, 7/17/2013
    12. 12. MPLP Principles for Change “The Golden Minimum” Accept Original Order & Focus on Intellectual Arrangement Rely on Environmental Controls for Preservation of Materials Unprocessed Collections are Open to Researchers Maximize Access to Collections Natalie Baur & Béatrice Skokan, 7/17/2013
    13. 13. MPLP Method - First Steps 1. Inventory your collections (for intellectual control of your holdings). 2. For each collection in the inventory include the basic DACS fields : Collection no, Title, Dates etc.. (See slide 7) 3. Give a physical location such as room and shelf no. to each collection (for physical control of your holdings Natalie Baur & Béatrice Skokan, 7/17/2013
    14. 14. Archival Management Systems Natalie Baur & Beatrice Skokan, 5/23/2012 • Archon • University of Miami archival management system • Creation of finding aids • EAD/XML output • Accession records • Easy creation/updating of records • Will move to ArchivesSpace in Fall 2013 • http://www.archon.org • http://www.archivesspace.org
    15. 15. Digitization and Archival Context and Description • Digitization as process • Role of archival context and description • Provenance • Creators • Intellectual and physical arrangement
    16. 16. Provenance Natalie Baur & Béatrice Skokan, 5/23/2012 Definition: Origin/source of material. • Information regarding the origins, custody, and ownership of an item or collection. (A Glossary of Archival & Records Terminology, 2005) Provenance is the fundamental principal of archives. • Respect des fonds: Records of different origins are kept separately Digital collections must also respect provenance
    17. 17. Creators Natalie Baur & Beatrice Skokan, 5/23/2012 Definition: individual, group or organization that is responsible for something’s production, accumulation or formation. (A Glossary of Archival & Records Terminology, 2005)
    18. 18. Intellectual and Physical Arrangement Natalie Baur & Béatrice Skokan, 5/23/2012 Finding Aid • Provides information on intellectual arrangement of collection • Series, Subseries • Provides physical access to intellectual arrangement found in the finding aid • Box, folder, item Digital collections must also respect physical and intellectual arrangement
    19. 19. Intellectual and Physical Arrangement Natalie Baur & Béatrice Skokan, 5/23/2012
    20. 20. Archival Context in Digital Collections Natalie Baur & Béatrice Skokan, 5/23/2012
    21. 21. Archival Context in Digital Collections Natalie Baur & Béatrice Skokan, 5/23/2012
    22. 22. Archival Context in Digital Collections Natalie Baur & Béatrice Skokan, 5/23/2012
    23. 23. Thank You Archives Arrangement, Description & Access Natalie Baur (Archivist) & Béatrice Skokan (Manuscripts Librarian) July 17, 2013 View this presentation on Slide Share: http://www.slideshare.net/lindyhopper38/archival-arrangement-description- access-dloc-training-summer-2013-24514480 International Council on Archives Standards for Archival Description: http://www.ica.org/10207/standards/isadg-general-international-standard- archival-description-second-edition.html DACS available via free PDF download from Society of American Archivists: http://files.archivists.org/pubs/DACS2E-2013.pdf
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