archival description
DESCRIPTION
ARCHIVAL DESCRIPTION. INTRODUCTION. Finding Aid Any descriptive medium that establishes physical, administrative and/or intellectual control. INTRODUCTION. Definition Purpose Administrative control Producing material for source Facilitating use. In-house Inventory Indexes. - PowerPoint PPT PresentationTRANSCRIPT
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ARCHIVAL DESCRIPTION
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INTRODUCTION
Finding AidAny descriptive medium that establishes physical, administrative and/or intellectual control.
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INTRODUCTION
Definition
PurposeAdministrative control
Producing material for source
Facilitating use
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INTRODUCTIONMost Common Finding Aids
In-houseInventory
Indexes
Out-of-houseInventory on the web (EAD)
Catalog record (MARC and/or NUCMC)
Guide
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INTRODUCTION
Points of entry
Provenance structure
Content index
Contextual insight
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INTRODUCTION
Categories of information in finding aids
About the fonds and units within
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INTRODUCTION
Categories of information in finding aids
About the fonds and units within
About use of the fonds
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INTRODUCTION
Categories of information in finding aids
About the fonds and units within
About use of the fonds
About the genesis & authenticity of the fonds
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INTRODUCTION
Categories of information in finding aids
About the fonds and units within
About use of the fonds
About the genesis & authenticity of the fonds
About the repository
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PRINCIPAL FINDING AIDS
INVENTORY
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Inventory
Basic parts (proper order)
Creator sketch
Scope and content note
Arrangement
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Inventory
ArrangementUnit title
Dates: Inclusive/Bulk
Quantity
Form
Shelf order and housing units
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Inventory
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Inventory
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Inventory
Scope and content note
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Inventory
Scope and content note – elements of information
Physical information• Form
• Quantity
• Arrangement
• Units of documentation
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Inventory
Scope and content note – elements of information
Content: overall• Aboutness overall
• Aboutness not revealed by arrangement
• Themes
• Extent & depth of information
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Inventory
Scope and content note – elements of information
Content: concrete elements• Activities/functions
• Events
• Dates
• Participants
• Issues
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Inventory
Scope and content note – elements of information
Content: features• Units or documents of extraordinary note
• Units or documents obviously incomplete
• Relation of documentation to career/history
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Inventory
Scope and content note - structureSummary sentence
• Fonds
• Forms
• Inclusive dates
• Focus of fonds
• Quantity
• Arrangement
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Inventory
Scope and content note - structureBody
• Organization vis-à-vis arrangement
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Inventory
Scope and content note - structureBody
• Organization vis-à-vis arrangement
• Disparate locations of information on same/similar matters
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Inventory
Scope and content note - structureBody
• Organization vis-à-vis arrangement
• Disparate locations of information on same/similar matters
• Relate elements of information and structure
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Inventory
Scope and content note - structureBody
• Organization vis-à-vis arrangement
• Disparate locations of information on same/similar matters
• Relate elements of information and structure
• Indexable terms
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Inventory
Scope and content note – VerbsDocument
Illuminate
Contain
Cover
Record
Concern
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Inventory
Scope and content note - levelsFonds
Series
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Inventory
Scope and content note – ATU
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Inventory
Scope and content note - Lawn-B-Gone
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Inventory
Scope and content note – UTW
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Inventory
Creator sketch (biographical sketch/agency history)
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Inventory
Creator sketch (biographical sketch/agency history)
Is research piece
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Inventory
Creator sketchIs research piece
Balance
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Inventory
Challenges in crafting the inventoryFaithfulness to creator vs. helpfulness to user
Quantity of information
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Inventory
Other partsPreface
Introduction
Index
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Inventory
Centennial Office
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ENCODED ARCHIVAL DESCRIPTION (EAD)
Purpose: to put inventories on the web
Document type definition
Levels of description
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INDEXES
ManifestationsInventory
Repository
Documents
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INDEXES
FormsSubject
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INDEXES
FormsSubject
Chronology
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INDEXES
FormsSubject
Chronology
Other
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CATALOGING
OverviewBased on inventory
Focus on content
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CATALOGING
FormsNUCMC entry
MARC record
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NUCMC
National Union Catalog of Manuscript Collections
Concept and History
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NUCMC
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CATALOGING
MAchine Readable CatalogingCreating an abstract from the inventory
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CATALOGING
MAchine Readable CatalogingCreating an abstract from the inventory
History
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CATALOGING
MAchine Readable CatalogingConsists of
• Record
• Fields
• Subfields
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CATALOGING
MAchine Readable CatalogingBasic fields – Records as documentation
• 100/110 – Creator
• 245 – Title
• 545 – Creator sketch
• 520 – Scope and content note
• 300 – Physical data
• 6xx, 7xx – index terms
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CATALOGING
MAchine Readable CatalogingBasic fields – Records as Holdings
• 541 – acquisition
• 561 – provenance
• 506 – restrictions
• 555 – finding aids
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GUIDE
Published, cumulated, annotated information on holdings of a repository
General
Topical
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ADMINISTRATIVE CONTROL DOCUMENTS
Contents list at accessioning
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ACCESSION/OPENING NOTICES
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CALENDAR
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FORGING A DESCRIPTIVE PROGRAM
Nature of material
Research use
Staff resources
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RELATING ARRANGEMENT AND DESCRIPTION
General
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RELATING ARRANGEMENT AND DESCRIPTION
General
Labels for housing
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RELATING ARRANGEMENT AND DESCRIPTION
General
Labels for housing
Processing rate
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CONCLUSION
Arrangement is faithful to creator, while Description serves user.
Is a progression