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Archives,
DACS
and
EAD
    A
Basic
Primer

Archives
•  To
understand
archival
   repositories,
holdings
and
   descrip<ve
cataloging,
one
must
   first
understand
wha...
Archives
can
be
defined
in
3
ways:
1.

MATERIALS:

Noncurrent
records
of
an
  ins<tu<on/organiza<on
preserved
because
of
  ...
The
Archival
Mission
•  To
iden:fy
records
and
papers
of
   ENDURING
VALUE
•  To
preserve
them
•  To
make
them
accessible
...
This
archival
mission
includes
the
         following
cyclical
process:
•    Appraisal      
   
•

Access
and
Reference
•...
Archival
Descrip<on
is…
•  The
bridge
between
preserving
records
and
making
them
   available.
•  Opportunity
for
archivis...
Material
differences
between
libraries
and
archives
Category
            Libraries
                             Archives
Na...
The
KEY
difference:
•  A
collec:on
or
•  fonds

•  with
provenance.

Archives,
DACS
and
EAD
    A
Basic
Primer

Archives,
DACS
and
EAD
    A
Basic
Primer

A
MULTI‐LEVEL,
HIERARCHICAL
    DESCRIPTIVE
MODEL

Online
Finding
Aids,









DACS
and
EAD

Access
to
the
archives
















Reflects
the
hierarchical
structure
                  Online
Finding
Aids

A
forma`ed
finding
aid

Crosswalk
for
DACS‐EAD‐MARC

DACS is the   data content   standard for   archives. Think   AACR2.Describing
Archives,









a
Content
Standard

EAD is the datastructurestandard forarchives. ThinkMARC21.Encoded
Archival
Descrip<on

EAD
Tags
and
Marc
Encoding
Analogs
<repository label="Repository:" encodinganalog="852$a"><corpname>Archives of American A...
EAD
code
from
Archon

MARC
dynamic
output
example
       from
Archon

DACS
and
its
antecedents
    DACS
was
published
by
the
Society
    of
American
Archivists
in
2004
    DACS
is
a
revision
o...
Minimum
DACS
Requirements
•  Title
(MARC
245)
•  Date
(MARC
245
|f)
260
|c
for
some
   formats
•  Extent
(MARC
300)
•  Nam...
•    ISAD(G)
–


     Interna<onal
Standard
for
Archival
Descrip<on

     h`p://www.ica.org/sites/default/.pdf


DACS
Elements
 •    IDENTITY
ELEMENTS
(chapter
2)
 •    Reference
code
 •    Name
and
Loca<on
of
Repository
 •    Title
 •...
DACS
Elements
 •    ACQUISITION
AND
APPRAISAL
ELEMENTS
(chapter
5)

      Condi<ons
governing
Custodial
history
 •    Imme...
New
School
Archives
‐
Accessible

Archives - DACS and EAD
Archives - DACS and EAD
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Archives - DACS and EAD

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Archives - DACS and EAD

  1. 1. Archives,
DACS
and
EAD
 A
Basic
Primer

  2. 2. Archives
•  To
understand
archival
 repositories,
holdings
and
 descrip<ve
cataloging,
one
must
 first
understand
what
archives
are
 and
how
they
differ
from
libraries.

  3. 3. Archives
can
be
defined
in
3
ways:
1.

MATERIALS:

Noncurrent
records
of
an
 ins<tu<on/organiza<on
preserved
because
of
 their
enduring
value.
2.
PLACE:
The
repository.

The
building
where
 archived
materials
are
located.
3.
AGENCY:
The
archival
agency/ins<tu<on/ program
responsible
for
handling
the
archives.


  4. 4. The
Archival
Mission
•  To
iden:fy
records
and
papers
of
 ENDURING
VALUE
•  To
preserve
them
•  To
make
them
accessible
to
 patrons

  5. 5. This
archival
mission
includes
the
 following
cyclical
process:
•  Appraisal 
 
•

Access
and
Reference
•  Acquisions 
 
•

Outreach,
Promo<on
•  Accessioning 
 
•

Reappraisal
•  Arrangement 
 
•

Conduc<ng
surveys
•  Preserva<on
•  Security
•  Descrip:on

  6. 6. Archival
Descrip<on
is…
•  The
bridge
between
preserving
records
and
making
them
 available.
•  Opportunity
for
archivist
to
record
what
is
known
about
the
 collec<on
and
its
arrangement
in
a
way
that
will
facilitate
 access
by
researchers
and
users.
•  OFFICIAL
DEFINITION:
Process
of
analyzing,
organizing,
and
 recording
details
about
the
formal
elements
of
a
record
or
 collec<on
of
records,
such
as
creator,
<tle,
dates,
extent,
and
 contents,
to
facilitate
the
works
iden<fica<on,
management,
 and
understanding.
The
product
of
the
process.

  7. 7. Material
differences
between
libraries
and
archives
Category
 Libraries
 Archives
Nature
 Published,
discrete
items,
 Unpublished,
groups
of
related
 independent
significance,
 items,
significance
from
 Available
elsewhere
 rela<onship
to
other
items,
unique
Creator
 Many
different
individuals
or
 Parent
organiza<on
or
ins<tu<on
 organiza<ons
Method
of
crea<on
 Separate,
independent
ac<ons
 Organic
–
normal
course
of
 business
Method
of
receipt
 Selected
as
single
items,
decisions
 Appraised
in
aggregate
 revocable
 Decisions
irrevocable
Arrangement
 Predetermined
subject
 Provenance
and
original
order
 classifica<on
Descrip<on
Level
 Individual
items
 Aggregate
(record
group
or
series)
Descrip<ve
Media
 Built
into
the
published
item
(<tle
 Must
be
prepared
by
the
archivist
 page,
table
of
contents,
index)
 Guides
and
inventories,
online
 systems

  8. 8. The
KEY
difference:
•  A
collec:on
or
•  fonds

•  with
provenance.

  9. 9. Archives,
DACS
and
EAD
 A
Basic
Primer

  10. 10. Archives,
DACS
and
EAD
 A
Basic
Primer

  11. 11. A
MULTI‐LEVEL,
HIERARCHICAL
 DESCRIPTIVE
MODEL

  12. 12. Online
Finding
Aids,









DACS
and
EAD

  13. 13. Access
to
the
archives
















Reflects
the
hierarchical
structure
 Online
Finding
Aids

  14. 14. A
forma`ed
finding
aid

  15. 15. Crosswalk
for
DACS‐EAD‐MARC

  16. 16. DACS is the data content standard for archives. Think AACR2.Describing
Archives,









a
Content
Standard

  17. 17. EAD is the datastructurestandard forarchives. ThinkMARC21.Encoded
Archival
Descrip<on

  18. 18. EAD
Tags
and
Marc
Encoding
Analogs
<repository label="Repository:" encodinganalog="852$a"><corpname>Archives of American Art, SmithsonianInstitution</corpname></repository><origination label="Creator:"><persname encodinganalog="100">Romare Bearden</persname></origination><unittitle label="Title:" encodinganalog="245$a">RomareBearden papers</unittitle><unitdate label="Dates:">1937-1982</unitdate><physdesc label="Quantity:" encodinganalog="300$a">2linear feet</physdesc>
  19. 19. EAD
code
from
Archon

  20. 20. MARC
dynamic
output
example
 from
Archon

  21. 21. DACS
and
its
antecedents
 DACS
was
published
by
the
Society
 of
American
Archivists
in
2004
 DACS
is
a
revision
of
Steve
Hensen’s
/
 SAA’s
manual,
Archives,
Personal
 Papers,
and
Manuscripts
(1989),
 which
was
created
to
adapt
Chapter
 4
of
the
2nd
ed.
of
Anglo‐American
 Cataloging
Rules
(AACR2)
to
the
 needs
of
the
archival
community.
 DACS
is
a
statement
of
principles.
 Levels
of
descrip:on
are
in
 statements.

  22. 22. Minimum
DACS
Requirements
•  Title
(MARC
245)
•  Date
(MARC
245
|f)
260
|c
for
some
 formats
•  Extent
(MARC
300)
•  Name
of
Creator(s)
(MARC
1XX,
7XX)

 Iden:fying
Creators
•  Scope
and
Content
(MARC
520)
•  Condi:ons
Governing
Access
(MARC
 506)Reference
code
(MARC
040)Loca:on
of
 repository
(MARC
852)

  23. 23. •  ISAD(G)
–


 Interna<onal
Standard
for
Archival
Descrip<on

 h`p://www.ica.org/sites/default/.pdf


  24. 24. DACS
Elements
 •  IDENTITY
ELEMENTS
(chapter
2)
 •  Reference
code
 •  Name
and
Loca<on
of
Repository
 •  Title
 •  Date
 •  Extent
 •  Name
of
Creators
 •  Administra<ve
/
Biographical
history
 •  CONTENT
AND
STRUCTURE
ELEMENTS
(chapter
3)
 •  Scope
and
content
 •  System
of
arrangement
 •  CONDITIONS
OF
ACCESS
AND
USE
ELEMENTS
(chapter
4)
 •  Condi<ons
governing
access
 •  Physical
access
 •  Technical
Access
 •  Condi<ons
Governing
Reproduc<on
and
Use
 •  Languages
and
Scripts
of
the
Material
 •  Finding
Aids

  25. 25. DACS
Elements
 •  ACQUISITION
AND
APPRAISAL
ELEMENTS
(chapter
5)

 Condi<ons
governing
Custodial
history
 •  Immediate
Source
of
Acquisi<on
 •  Appraisal,
Destruc<on,
and
Scheduling
Informa<on
 •  Accruals
 •  RELATED
MATERIAS
ELEMENTS
(ch
6)
 •  Existence
and
loca<on
of
originals
 •  Existence
and
loca<on
of
copies
 •  Related
archival
materials
 •  Publica<on
note
 •  NOTES
ELEMENT
(chapter
7)
 •  Note
not
defined
by
other
elements
 •  DESCRIPTION
CONTROL
ELEMENT
 •  Sources
used,
rules
or
conven<ons,
name
of
the
person
who
prepared
or
 revised,
date
created
or
revised

  26. 26. New
School
Archives
‐
Accessible


×