creating finding aids sara casper government records archivist south dakota state archives
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Creating Finding Aids
Sara CasperGovernment Records Archivist
South Dakota State Archives
In this presentation…
What is an archival finding aid? Why should I create finding aids? Identifying record series Important finding aid sections/elements Tips for writing and using finding aids Other resources
What is a finding aid?
“A tool that facilitates discovery of information within a collection of records.”
“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 materials.”
Why create finding aids?
Makes materials inside a collection more accessible to researchers and staff
Provides context for collection Accountability
– Keeps track of provenance, changes to the collection during processing, etc.
Versatile– Works for any size or type of collection– Can be published online, made available in research room,
kept on desk or in file drawer, e-mailed
Arrangement
Description follows physical arrangement, or processing, of the collection
Arrangement – Step One
What is in the collection? Look through the records and take detailed notes– Preservation concerns– Types of materials– Subjects/items of interest– Arrangement
Arrangement – Step Two
Identify Record Series– Natural Groupings– Original Filing System
Do not attempt to write a finding aid without understanding the collection hierarchy
Un-arranged Collection
Newspaper Clippings, 1940-1942
Correspondence, Jan-Mar 1935 Diary 1933 Newspaper Clippings, 1938-
1939 Diary 1934 Financial Ledger, Vol. C Correspondence, Oct-Dec 1935 Correspondence, Jan-Mar 1936 7 Photographs, May Day, 1939
Diary 1932 Newspaper Clippings, 1943-
1946 Financial Ledger, Vol. B Correspondence, Oct-Dec 1934 Correspondence, Jul-Sept 1935 Financial Ledger, Vol. A Correspondence, Apr-Jun 1935 10 Photographs, Company
Picnic, 1946
Collection Hierarchy
Series I: Correspondence, Oct. 1934-Mar 1936 (arranged chronologically)
Series II: Diaries, 1932-1934 (arranged chronologically)
Series III: Financial Ledgers (arranged alphabetically by volume)
Series IV: Newspaper Clippings, 1938-1946 (arranged chronologically)
Series V: Photographs, 1939-1946– Sub-series/File 1: May Day, 1939– Sub-series/File 2: Company Picnic, 1946
Arrangement – Step Three
Box and folder records– Acid-free archival enclosures– Label in pencil– Deal with preservation concerns, keep track of
activities
Archival Principles
Provenance and Original Order “The records created, assembled, accumulated,
and/or maintained and used by an organization or individual must be kept together in their original order, if such order exists or has been maintained…[and] ought not be mixed or combined with the records of another individual or corporate body.”
Description – Finding Aid Elements
Every collection is different - not all elements will be used for every collection
Tailor description to suit the size, importance, and complexity of each collection
Archival Description = Nesting Dolls
CollectionSub-series
Sub-sub-series
FileItem
Series
Title Page
Name of Collection Accession/Catalog/
Collection Numbers Dates Name/Location of
Repository Name of Finding Aid
Author Date of Creation
Copyright Notice
Standard Notice Places responsibility for
determining copyright restrictions on the researcher
Privacy/Restriction Notes
Are there any access or use restrictions for the collection?
Administrative History/Biographical Note
Give a brief history of the individual or organization that created the collection
Who is the individual? How do they fit in with
larger historical themes or events?
Provide context for collection
Scope and Content
What does the collection contain?
Collection-level Extent Dates Material & Document
Types Arrangement - series
Provenance
Where did the collection come from? How did it get to the archives? Curatorial history
Processing Notes
Document all processing activities, when they happened, and why.
Conservation treatments?
Materials removed? Re-housing? Organizational scheme
imposed?
Series Descriptions
Content description for each series and sub-series
Restrictions Arrangement
Container List
Box/Folder list Include dates as much
as possible
Other Elements
Preferred Citation for Materials Languages Related Collections/Materials Library of Congress Subject Headings
Rules of Thumb
Do not describe to the item-level unless you can count the items on your hands
Always document any processing or preservation actions
Be as brief as you can – a 1,000 page finding aid is worthless
Provide access to the finding aids
Using finding aids
What information are you looking for? Who would have kept that information? In
what formats? Translate inquiry into record series
Using finding aids
Word documents– Keyword searches possible within finding aid
(Ctrl F) and between finding aids (right click folder, search)
Additional Resources
Describing Archives: A Content Standard (DAACS) (Society of American Archivists, 2007)
Kathleen D. Roe, Arranging and Describing Archives and Manuscripts (Society of American Archivists, 2005)
Additional Resources
David W. Carmicheal, Organizing Archival Records: A Practical Method of Arrangement and Description for Small Archives (Altmira Press, 2003)
Make friends with an archivist
Examples
Example I Example II Example III
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