archival description

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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