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C O O L T O O L S

21 October 2009. C O O L T O O L S. The nature of archival materials. Processing, organization, and metadata based on the collection rather than individual titles/items Collections most often built from private donations and/or institutional mandates

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C O O L T O O L S

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  1. 21 October 2009 C O O L T O O L S

  2. The nature of archival materials • Processing, organization, and metadata based on the collection rather than individual titles/items • Collections most often built from private donations and/or institutional mandates • Materials largely unpublished (papers, photographs, correspondence)

  3. The nature of archival materials • Resources within the collection are unique, or at least, not widely dispersed • Descriptive elements and organization largely local and often specific to collection (this is why it took so long for standards & common tools to develop) • Archives rely heavily on end users and/or researchers for organization below the collection level

  4. Archival hierarchies General hierarchy • Collection • Series • Folder/Container • Item NCSU hierarchy • Collection • Series • Carton/Container/Box • Folder • Item

  5. NCSU hierarchy example • Collection • Series • Box • Folder • Item • UA140.001: North Carolina State University, College of Natural Resources, Office of the Dean records, 1928-2008 • Series I, Alphabetical subject files, 1927-1961 • Box 1, General correspondence • Folder 1, 1953-1957 • Item 1, Letter to Chancellor, 12 Dec. 1955

  6. Archival description • “Archival description is the process of capturing, collating, analyzing, controlling, exchanging, and providing access to information about (1) the origin, context, and provenance of different sets of records, (2) their filing structure, (3) their form and content, (4) their relationships with other records, and (5) the ways in which they can be found and used.” (Frederic Miller, Arranging and describing archives and manuscripts, SAA, 1990)

  7. Archival description standards • Finding aids: The descriptive media, published and unpublished, created by an originating office, an archival agency, or manuscript repository, to establish physical or administrative and intellectual control over records and other holdings. Basic finding aids include guides (general or repository and subject or topical), inventories or registers, location registers, card catalogs, special lists, shelf and box lists, indexes, calendars, and, for machine-readable records, software documentation.

  8. Archival description standards • USMARC-AMC (Archival & manuscript control, 1985): archival description within the MARC framework • EAD (Encoded Archival Description): XML encoding scheme for archival description • DACS (Describing Archives : a Content Standard, 2004)

  9. EAD (Encoded Archival Description) • Developed by Daniel Pitti at UC-Berkeley in 1990s based on emerging SGML standard • Analyzed hundreds of finding aids, looking for structural similarities • EAD Working Group established in SAA • 1.0 released August 1998 as XML DTD • Current version: EAD 2002

  10. EAD Elements: descriptive • <controlaccess> • <language> • <materialspec> • <note> • <origination> • <physdesc> • <phystech> • <scopecontent> • <unitdate> • <unittitle> • 6xx: Subjects, Genre • 041: Language • 256: Computer file characs • 500: Note • 100/700: Author • 300: Physical description • 538: System details • 520: Summary • 260$c: Date • 245: Title

  11. EAD Elements: administrative • <acqinfo> • <accessrestrict> • <altformavail> • <appraisal> • <arrangement> • <custodhist> • <legalstatus> • <processinfo> • <userestrict> • 541: Immediate source of acquisition • 506: Restrictions on access • 530: Additional physical form available • 583: Action • 351: Organization & arrangement • 561: Ownership & custodial history • 540: Terms governing use & reproduction

  12. Archivists’ Toolkit • Work started in 2004; released in 2008 • Collaboration between UCSD, NYU, Five Colleges Libraries • Signed agreement in August 2009 to join with UIUC Archon Project to develop single archival description/access tool

  13. More information… • Standards for archival description : a handbook. SAA, 1994. http://www.archivists.org/catalog/stds99/ • Encoded Archival Description official site http://www.loc.gov/ead/ • Archivists Toolkit http://www.archiviststoolkit.org/

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