Archival processing is the act of arranging and describing the papers of an individual or family or the records of an organization. A person who is engaged in this is known as an archival processor or archivist. An archivist is a professional who assesses collects organizes preserves maintains control over and provides access to information determined to have long-term value
Ideally, when an archival repository receives a collection of papers or a group of records, they will have been arranged by the originator (the original person, persons, or organization that created or assembled the collection or records) and boxed up for the move to the archives in such a way that this order has been preserved. A repository is a place where Data or specimens are stored and maintained for future retrieval However, collections and record groups are often only semi-organized; sometimes they lack any organization at all. Observing this organization, or imposing one where it is lacking, and then describing the organized material, are the tasks which archivists refer to as "archival processing. "
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Surveying
The first steps in archival processing are to gain an understanding of the originator, to observe the material's overall size and scope, and to discover any underlying organizational scheme in the collection or record group. The first of these is needed in order to understand the context in which the papers or records were created. These last two are called "surveying" the material.
Description
Levels of processing
More detailed descriptions than that which results from a mere survey of the material are generally attempted. Beyond the survey, there may weeding of material that does not meet a repository's collecting guidelines, listing of box contents (also called box-level description), folder lists (folder-level description), or even complete inventories that include administrative histories or biographical notes, scope notes, acquisition information, information as to the archival processing treatment the material has received, and organization of the entire collection or record group into categories, known as "series" and "sub-series". Some repositories will even do document-level processing of selected documents within a colleciton or group of records. While there are certain series and subseries that are commonly encountered, such as Correspondence, or Writings, each collection or recored group has its own categories of material, and these must be respected.
The level of processing to be done is determined by a number of factors, which include but are not limited to the orderliness of the material, the probable researcher interest in the collection, and the policy and resources of the repository. Usually a researcher or scientific researcher is someone who is professionally engaged in Scientific research, technological research or Engineering research
Finding aids
The written description of a collection is generically termed a finding aid. A finding aid is a document containing detailed information about a specific collection of papers or records within an Archive. These vary in length and fall into several categories by type, with the inventory predominating in the late 20th and early 21st centuries. The earliest finding aids were known as "calendars" and generally consisted of a listing of individual documents.
Standards
Several standards may govern archival processing, some national and some international. Standardization (or standardisation) is the process of developing and agreeing upon technical standards. ISAD(G), the General International Standard Archival Description, defines the elements that should be included in a finding aid. Other content standards also pertain. In the United States, proper names may be checked against the Library of Congress Name Authority Files and subject headings are drawn from the LCSH. The Library of Congress is the De facto National library of the United States and the research arm of the United States Congress The Library of Congress Subject Headings ( LCSH) comprise a Thesaurus (in the Information technology sense of subject headings maintained by Genre terms are often taken from the Art & Architecture Thesaurus. The Art & Architecture Thesaurus (AAT is a Controlled vocabulary used for describing items of art architecture and material culture Many finding aids are encoded (marked up) in XML; in such cases, the Encoded Archival Description (EAD) standard can be used. A markup language is an Artificial language using a set of annotations to text that give instructions regarding the structure of text or how it is to be displayed Don't change "Extensible" Encoded Archival Description is an XML standard for encoding archival Finding aids maintained by the Library of Congress in partnership with the Society In addition, repositories may follow local practices designed to make finding aids serve their particular mission.
The Society of American Archivists (SAA) has published a number of best practices for American archivists; two important ones are Archives, Personal Papers and Manuscripts, often abbreviated as APPM, and Describing Archives: A Content Standard (DACS). The Society of American Archivists (established 1936) is the oldest and largest Archivist association in North America, serving the Educational Best Practice is an idea that asserts that there is a technique, method process activity incentive or reward that is more effective at delivering a particular outcome than SAA's publication Standards for Archival Description: A Handbook provides an overview of relevant standards for all phases of archival and manuscripts processing. The Research Libraries Group has published a best practices document for use with EAD. The Research Libraries Group ( RLG) was a US -based Library Consortium which developed the Eureka interlibrary search engine the
The Society of Archivists, the British equivalent of the SAA, has published a number of best practices for U. K. archivists on topics ranging from school records retention to historical accounting records. [1]
Preservation activities
Archival processing often includes basic preservation practices such as removing staples and paperclips, placing materials in acid-free folders and boxes, isolating acidic materials to avoid acid migration, photocopying damaged or acidic documents, and unfolding papers. Preservation is a branch of Library and information science concerned with maintaining or restoring access to artifacts documents and records through the study diagnosis treatment There has been a trend for archives and manuscript repositories in the past few years to try new ways to reduce backlogs and provide access to materials as quickly as possible, described and encouraged by the 2005 article “More Product, Less Process: Revamping Traditional Archival Processing” by Mark A. A manuscript is any Document that is Written by hand as opposed to being printed or reproduced in some other way Greene and Dennis Meissner. [2] Their method discourages these basic practices in the interest of accelerating processing to provide quicker access to researchers. It is dependent on proper climate control, which would slow the deterioration of acidic paper and reduce the likelihood that metal fasteners will rust.
Notes
- ^ http://www.archives.org.uk/publications.html Society of Archivists: Publications
- ^ Greene, Mark A. ; Dennis Meissner (2005). "More Product, Less Process: Revamping Traditional Archival Processing". American Archivist 68: 208–263.
See also
- Archival science
- Archivist
- Finding aid
- Fonds
- Encoded Archival Description
- Manuscript culture
- Society of American Archivists
- Society of Archivists
External links
- Standards for Archival Description: A Handbook
- A Glossary of Archival and Records Terminology
- SAA publications
- Arranging and Describing Archives and Manuscripts
- "More Product, Less Process," Greene and Meissner
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