Organization of Archival Materials

Slide 1: The Organization of ARCHIVAL Materials by Fe Ange la M. Ve rzosa Unive rsit y Archivist , DLS U

Slide 2:  Overview Archives usually consist of unique items, and unlike Libraries, cannot take advantage of standardized organization.  Archives preserve records of enduring value; these may be organizational or personal records. They are not necessarily old, and may come in different formats.  Unlike libraries, archival materials are arranged and described in groups.

Slide 3: Differences between archival and library materials Category Libraries Archives Nature published unpublished discrete items groups of related items available elsewhere unique Method of receipt selected as single appraised in aggregates items Arrangement predetermined sub- provenance and original ject classification order Level of description individual items aggregate (record group or series) Descriptive media card catalog, OPAC inventories, guides Access open stacks closed stacks

Slide 4: Defining records and archives RECORDS -  all books, papers, maps, photos or other documentary materials regardless of format,  made or received by any public or private institution in pursuance of its obligations or in connection with the transaction of its proper business,  and preserved by that institution as evidence of its functions, operations, or other activities, or because of the informational value contained therein.

Slide 5: Defining records and archives ARCHIVES -  those records of any PUBLIC or PRIVATE institutions  which are adjudged worthy of preservation for reference and research purposes  and which have be deposited or  have been selected for deposit in an archival institution

Slide 6: Development of archival organization  Archival materials have been organized for centuries.  A case file system was established in Rome around AD 1200.  The registry system was developed in the 15th century in Europe.  The concept of “provenance” (or “respect des fonds” ) emerged in France in 1840.

Slide 7: Development of archival organization  The principle of “original order” (or “respect pour l’ordre primitif”) was established by the Prussians in 1880s.  The first archival catalogs were lists and inventories.  Until the mid-30s, US practice was to catalog at the item level.  A special MARC format for archival and manuscript collections was developed.

Slide 8: Cyclical expression of archival functions Reappraisal Conducting surveys Outreach/promotion Access/reference Appraisal Description Acquisitions Accessioning Security Preservation Arrangement

Slide 9: Documentation Strategies based on functions Promote Convey culture knowledge Confer Foster credentials Teaching sociali- MISSIONS zation Provide public research public service Conduct services research Sustain the institution

Slide 10: TYPES OF dou e n c mntatio  Constitution , bylaws, minutes, proceedings, transcripts, etc.  Office files  Historical files  Publications  Audiovisuals  Personal papers  Maps, plans, charts, drawings

Slide 11: TYPES OF d c mntatio ou e n general correspondence transitory correspondence case files references audiovisual materials cartographic records engineering drawings cards machine-readable records microforms

Slide 12: Other categories Administrative records academic records accounting/financial records legal records personnel records personal records

Slide 13: Records with evidential values  o r g a n iz a t io n a l c h a r t s  a n n u a l re p o rts  d ir e c t iv e s / p o lic y m e m o s  o f f ic ia l h is t o r ie s  c o rre s p o n d e n c e  a u d it / in s p e c t io n r e p o r t s  le g a l o p in io n s / d e c is io n s  h a n d b o o k s a n d m a n u a ls  m in u t e s o f m e e t in g s

Slide 14: Collecting Priorities  records of the governing board  records of the administrative offices  records of the academic departments  theses and dissertations  records from student organizations  selected papers and publications  campus publications

Slide 15: Processing – Appraisal — Accessioning ˜ Arrangement ™ Description š Preservation

Slide 16: Appraisal act of determining the worth of records to their creator or user  in terms of use: primary or secondary  in terms of content: evidential or informational  categories: administrative value fiscal value legal value historical/research intrinsic value

Slide 17: Arrangement: Basic Principles Provenance – refers to the “office of origin”, or the creator – synonymous to “respect des fonds” or respect for the integrity of the record group – different provenances should not be intermingled, I.e., records of a given creator must not be mixed with those of another creator.

Slide 18: Arrangement: Basic Principles Original Order – also known as “respect pour l’ordre primitif” – means order in which the records were • created, or • maintained or stored by the creator – the original order must be preserved, or restored – most evident in organizational records

Slide 19: List of activities in organizing archives Examine new transfers/collections thoroughly Determine priority for arrangement/ What will I do description first? Decide if any items need special storage Set aside those recommended for disposal Determine the level of arrangement / description Research the life of the person or organization creating the records

Slide 20: List of activities in organizing archives -continuation Identify the record series Arrange the items - first on paper, then physically Inventory and describe the records Write the Administrative History or Biographical Note Prepare the finished descriptive guide / inventory

Slide 21: Five Levels of Arrangement Repository record group (and subgroup) series file unit item

Slide 22: Five Levels of Arrangement as applied in a college/university Repository Archives Special collections Record group VP Academics L.M. Tanada Series Council of Correspondence Deans File Unit Minutes of 1990 - 1993 meeting Item Regular meeting Letter to Aquino 164 of June 6

Slide 23: Series arrangement  A set of files maintained together as a unit because of some relationship arising from their creation, receipt, or use.  The files may relate to a particular subject, function, or activity, or have a common format. Examples: Correspondence series Election campaign series Martial law files  Arrange series order according to the value of the information within.

Slide 24: St ep s in arranging a collection ‚ Prepare to process ƒ Review accession register „ Go through entire record without rearranging anything … Develop the processing plan † Sort the collection into series ‡ Process each series down to file unit ˆ Proceed to item level, if necessary ‰ Place folders in final order, box, and number the containers. Š Prepare container listing.

Slide 25: Description the process of establishing administrative and intellectual control over archival holdings through the preparation of finding aids.  provides the general nature of the repository  gives location of collections on the shelf  identifies the source/provenance  outlines the general contents of individual collections  summarizes information on a specific topic

Slide 26: Types of Finding Aids  Item level Calendars Indexes  Collection level Catalogs Container lists Registers (for manuscript collections) Inventories (for organizational collections) Guides (repository or subject guides)

Slide 27: The END Thank you!