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History 438-01

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Robert Schimelpfenig

on 9 January 2018

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Transcript of History 438-01

Appraisal
Appraisal is a valuation process that an archivist undertakes to assure that a collection meets the criteria of an archive’s mission.

Some factors of Appraisal can include:

Collection Policy
Research value
Monetary value
Physical condition of material
What is an Archivist?
Difference in professions

Librarian -

Curator -

Archivist -
History 438-01
Public History:
Archives Management

Manuscripts are the historical records of individuals, families or groups.
Archival Materials
Archives are the permanently valuable records of formal organizations. (Examples: Businesses, Non-profits and Governments).
Library Collections
Hold published materials
(Books, periodicals, videos, etc.)

Organized as individual, stand-alone Items

Pre-determined subject classification

Standardized Description in a
public access catalog

Open stacks with circulating items


Museum Collections
Have unique objects with broad collection themes
(collections comprised of artifacts)

Organized as single items and groups

Order is at the discretion of Curator

Accessible through inventories and
catalog entries, not always available to the public

Closed stacks available only through exhibits or special loans to other institutions
Archives Collections
Hold unpublished and unique groups of items
(documents, manuscripts, photographs, maps, architectural drawings, ephemera, etc.)

Organized as a record group or collection

Original order

Access through finding aids, inventories, indexes
usually available to the public

Closed stacks, non-circulating, access
with restrictions and supervision
Anything Can Be Archived
Kinds of Archives
The records that are collected depend on the collecting institution.
Private Companies
Non-profit organizations
Unions
Governments
Museums
Historical Societies
Universities and Colleges
Non-profit organizations
Unions
Governments
Museums
Historical Societies
Universities and Colleges
Research Value
Is the content of the materials pertinent to potential research? Will the records be used by core users?

Does it contain unique information?


Monetary Value
Are the materials worth a lot of money?

Is the archive in the position of managing materials of great monetary value? (Insurance costs and storage).
Condition
Are the materials in a fragile or deteriorating state?

Does the condition require intervention?

Is the archive in a position to preserve or conserve the materials?


Archive Functions
Appraisal

Records Management

Preservation

Reference

Public Programming

Records Management
Preservation
Reference
Public Programming
The condition in which the material is received can determine its future use and how it is stored. Generally all archival materials undergo some preservation measure.
Private Companies and Corporation
Arrangement and Description
Arrangement and Description are an essential process by which an archivist gains intellectual and physical control over a body of records. [Roe, p.11]

The purpose of arranging and describing is to facilitate and promote access as well as to assure the preservation of records and materials.
Arrangement: The process of organizing materials with respect to
their provenance and original order, to protect their context and to
achieve physical and intellectual control over the materials. [DACS]
Description is the creation of an accurate representation of a unit of archival material by the process of capturing, collating, analyzing, and organizing information that serves to identify archival material and explain the context and records system(s) that produce it. [DACS]
Provenance
The principle of provenance states that records should be maintained according to their origin and not "intermingled" with those of another provenance, that is, those created by another person or agency. [Roe, p.15]
Principles of Provenance and Original Order
Original Order
Accession
Accession is to take legal and physical custody of a group of records or other materials and to formally document their receipt. [
Describing Archives: A Content Standard, 2005.
]
The principles of provenance and original order direct the archivist to respect the integrity of the manner in which records were originally created, accumulated and assembled and used rather than imposing some artificial order based on possible uses or classification schemes. (Roe, p.15)
The principle that the order of the records that was established by the creator should be retained whenever possible to preserve existing relationships between the documents and the evidential value inherent in their order. [DACS]
Levels of Description
Permanent Value
Permanent value is the reason for why records are preserved and why arranging and describing records is necessary to ensure future identification and location.
Levels of Information
Content: The intellectual substance of a document, including text, data, symbols, numerals, images, and sound.. [GART]
Context: [1] The organizational, functional, and operational circumstances surrounding materials’ creation, receipt, storage, or use and its relationship to other materials.
[2] The circumstances that a user may bring to a document that influences that user's understanding of the document.[GART]
Provenance is the relationship between the records and the person or organization that created them.
Arrangement
Description
Levels of Arrangement
Record group level (or Collection level)
Series level

Filing unit level
Item level
Have parody with levels of arrangement.
Record group level (or Collection level)

Series level

Filing unit level

Item level
Multilevel Description
Personal and family papers
Organizational records
Assembled Collections
Archival Control
Just because something is old doesn't mean it will need archival description.
The determination of when records and materials require archival arrangement and description.
Identifies permanently valuable record groups early in the life cycle.

Ensures that the information about the creation and use of those records are maintained.

Organizations with records management and/or electronic systems

Personal record groups pose challenges
Uncovering the condition of materials
Use of enclosures, folders and boxes.
Finding aids

Online catalogs

Digital collection

Reference is at the forefront of access and users can help how reference tools are used.

Highlight collections and materials

Provide a more in-depth description of materials through exhibit.

Often highlight the quality of materials for use and exhibit.

Treasures in Archives
National Archives
Archivist do not collect records just for the sake of collecting records.
Corporate archives can contain:

Financial records
Receipts
Employee files
Historical memorabilia
https://www.wellsfargohistory.com/archives/
Non-profit archives can include:

Community surveys
Reports and budgeting information
Public campaign materials and ephemera
Internal organizational documents
http://www.gcah.org/
http://teamstersarchives.gwu.edu/archives
Union archives can include:

Records documenting union activities
Newsletters
Campaign materials
Membership records
Media or press materials
Government archives include:

Administrative and public records
Planning maps
Ordinances and resolutions
Budget information
Correspondence
https://www.portlandoregon.gov/archives/
Museum archives can include:

Concentrations of artifacts
Books
Manuscripts
http://muttermuseum.org/
Historical society can include:

Manuscripts
Photographs
Genealogical records
Artifacts
Maps
Abstract or property deeds/titles
and more
http://www.wsulibs.wsu.edu/masc
University archives and special collections:

Rare books
Alumni donated manuscripts
University department papers
University ephemera
Chancellor office papers
Campus organizations
GART - A Glossary of Archival and Records Terminology
DACS - Describing Archives a Content Standard
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