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Slides for week one of INFO 6800 Archives course (January 7, 2013)
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INFO 6800 - Archives
• Introductions• Syllabus• Assignments• Basic concepts and core functions
January 7, 2013 1INFO 6800 Archives – Week One
www.dilbert.com/strips/comic/1998-08-06
Course Syllabus
• SIM website www.sim.management.dal.ca/courses
• Course Blackboard site www.dal.ca/blackboard
• Course website www.info6800.wordpress.com
January 7, 2013 2INFO 6800 Archives – Week One
Reading List
January 7, 2013 3INFO 6800 Archives – Week One
“Classics”
Guides, Manuals,
etc.
Recent Literature
Available on Blackboard and Zotero!
Course Themes
January 7, 2013 4INFO 6800 Archives – Week One
Archives and the Internet
Redefining Provenance
Ethnographic Archives
Funding and Resource Allocation
Assignments
Participation
Seminar Presentation
Appraisal Report
Bibliography or
Evaluation
Neptune Theatre
January 7, 2013 5INFO 6800 Archives – Week One
Archives
What is an archives?
January 7, 2013 6INFO 6800 Archives – Week One
What is an archives?
January 7, 2013 7INFO 6800 Archives – Week One
An archives works to acquire, preserve and make available material collected under the terms of a particular mandate - whether that be to document a community or business, to reflect government policies, or many other reasons
Association of Canadian Archivists (2005)
What is an archives?
January 7, 2013 8INFO 6800 Archives – Week One
The division within an organization responsible for maintaining the organization’s records of enduring value.
An organization that collects the records of individuals, families, or other organizations; a collecting archives.
Society of American Archivists, 2005
What do archivists do?
January 7, 2013 9INFO 6800 Archives – Week One
www.suggesteddonation.com
Archivists work as part of government, corporations, museums, libraries, historical societies, and many other groups, to control and preserve the recorded memory of these organizations.
What do archivists do?
January 7, 2013 10INFO 6800 Archives – Week One
Association of Canadian Archivists (2004)
What do archivists do?
January 7, 2013 11INFO 6800 Archives – Week One
An individual responsible for appraising, acquiring, arranging, describing, preserving, and providing access to records of enduring value, according to the principles of provenance, original order, and collective control to protect the materials’ authenticity and context.
Society of American Archivists (2005)
What do archivists do?
January 7, 2013 12INFO 6800 Archives – Week One
• Acquisitions• Appraisal• Arrangement and Description
(Processing)• Preservation• Access• Outreach • Management (Budget, staffing,
planning, etc.)
Core Functions
How are archives organized?
January 7, 2013 13INFO 6800 Archives – Week One
Archives
How are archives organized?
January 7, 2013 14INFO 6800 Archives – Week One
Stacks
OversizedMaterials
Audiovisual Materials
Photographs
Stacks Stacks
How are archives organized?
January 7, 2013 15INFO 6800 Archives – Week One
Film reels at Dalhousie University Archives
How are archives organized?
January 7, 2013 16INFO 6800 Archives – Week One
Respect des fonds – The principle that the records of a person of a person, family or corporate body must be kept together in their original order, if it exists or has been maintained, and not be mixed or combined with the records of another individual or corporate body.
Bureau of Canadian Archivists (1990)
How are archives organized?
January 7, 2013 17INFO 6800 Archives – Week One
Fonds –The whole of the documents, regardless of form or medium, automatically and organically created and/or accumulated and used by a particular individual, family, or corporate body in the course of that creator's activities or functions.
Bureau of Canadian Archivists (1990)
How are archives organized?
January 7, 2013 18INFO 6800 Archives – Week One
Provenance – The person(s), family (families), or corporate body (bodies) that created and/or accumulated and used records in the conduct of personal or business life.
Bureau of Canadian Archivists (1990)
How are archives organized?
January 7, 2013 19INFO 6800 Archives – Week One
Fonds Fonds Fonds
Fonds Fonds Collection
Fonds Fonds Fonds
Collection Fonds Fonds
How are fonds organized?
January 7, 2013 20INFO 6800 Archives – Week One
Series Series Series
Series Series Sous-Fonds
Series Series Series
Sous-Fonds Fonds Fonds
How are fonds organized?
January 7, 2013 21INFO 6800 Archives – Week One
Sub Series
Series
Sub Series
Sub Series
Sub Series
Sub Series
Sub Series
Sub Series
Sub Series
Sub Series
Sub Series
Sub Series
Sub Series
Sub Series
Sub Series
Sub Series
Sub Series
Sub Series
How are fonds organized?
January 7, 2013 22INFO 6800 Archives – Week One
File
Series
File File File File File File
File File File File File File File
File File File File
File File File File File File File
How are fonds organized?
January 7, 2013 23INFO 6800 Archives – Week One
Ite m
Series
Ite m Ite m Ite m Ite m Ite m Ite m Ite m Ite m Ite m Ite m Ite m
Ite m Ite m Ite m Ite m Ite m Ite m Ite m Ite m
Ite m Ite m Ite m Ite m Ite m Ite m Ite m Ite m Ite m Ite m Ite m Ite m
Ite m Ite m Ite m Ite m Ite m Ite m Ite m Ite m Ite m Ite m Ite m Ite m
How are fonds organized?
January 7, 2013 24INFO 6800 Archives – Week One
ISAD(G), International Council on Archives (2000)
How are fonds organized?
January 7, 2013 25INFO 6800 Archives – Week One
Council of Nova Scotia Archives (2005)
How are fonds organized?
January 7, 2013 26INFO 6800 Archives – Week One
Correspondence – Box 1, Folder 3
Photographs – Photo Box 3, Folder 9
Blueprints – Oversized File 27
Film reel – Canister 429
How are fonds organized?
January 7, 2013 27INFO 6800 Archives – Week One
Box 1, Folder 3
Photo Box 3, Folder 9
Oversized File 27
Canister 429
Shelf 8, Room B
Shelf 2, Room A
Rack 9, Room B
Shelf 4, Room C
What is multi-level description?
January 7, 2013 28INFO 6800 Archives – Week One
A finding aid or other access tool that consists of separate, interrelated descriptions of the whole and its parts, reflecting the hierarchy of the materials being described.
Society of American Archivists, 2005
What is multi-level description?
January 7, 2013 29INFO 6800 Archives – Week One
Oland family fonds. – 1884-1994. – 11.5 m of textual records. – ca. 583 photographs. – 2 Japanese silk flags.
Bruce Oland. – 1884-1994. – 4.05 m of textual records. – ca. 209 photographs.
Business and charitable activities. – 1963-1991. – 20 cm of textual records.
sub-
serie
s
serie s
fond
s
What is multi-level description?
January 7, 2013 30INFO 6800 Archives – Week One
Canadian Army Historical Section fonds finding aid on www.archeoin.ca
What are the core functions?
January 7, 2013 31INFO 6800 Archives – Week One
• Acquisitions• Appraisal• Arrangement and Description
(Processing)• Preservation• Access• Outreach • Management (Budget, staffing,
planning, etc.)
Core Functions
Acquisitions
January 7, 2013 32INFO 6800 Archives – Week One
Archives Mandate
Collection Policy
Documentation StrategyCollection Policy
Documentation Strategy
Donor Relations
Acquisitions
January 7, 2013 33INFO 6800 Archives – Week One
Meet Donor
Negotiate Deed of
Gift
Physical Transfer
Accession Materials
Acquisitions
January 7, 2013 34INFO 6800 Archives – Week One
Acquisitions at the Dalhousie University Archives
Accessioning
January 7, 2013 35INFO 6800 Archives – Week One
1. Materials enter archives
2. Accession number is assigned
3. Materials are reboxed
4. Accession record is created
5. Materials are shelved
Accessioning
January 7, 2013 36INFO 6800 Archives – Week One
Appraisal
January 7, 2013 37INFO 6800 Archives – Week One
Discards at the Dalhousie University Archives
Arrangement and Description
January 7, 2013 38INFO 6800 Archives – Week One
Arranging a large fonds at the Dalhousie University Archives
Arrangement and Description
January 7, 2013 39INFO 6800 Archives – Week One
Old file labels at the Dalhousie University Archives
Preservation
January 7, 2013 40INFO 6800 Archives – Week One
Processed fonds at the Dalhousie University Archives
Access
January 7, 2013 41INFO 6800 Archives – Week One
Archives and Special Collections reading room and closed stacks in Killam Library
Outreach
January 7, 2013 42INFO 6800 Archives – Week One
?
Management
January 7, 2013 43INFO 6800 Archives – Week One
www.dilbert.com/strips/comic/2010-09-01/
Where can archives be found?
January 7, 2013 44INFO 6800 Archives – Week One
Art Galleries Religious Organizations
Clubs and Societies Universities
GovernmentsHistorical Societies
HospitalsCorporations Museums
Libraries
Archives, Libraries, Museums
January 7, 2013 45INFO 6800 Archives – Week One
What do archives and libraries have
in common?
Reference services
Public mandate
StandardsHeritage “web”
Archives, Libraries, Museums
January 7, 2013 46INFO 6800 Archives – Week One
How are archives and libraries
different?
Quantity and type of formats
Uniqueness of materialsPreservation
mandateAccess
Archives, Libraries, Museums
January 7, 2013 47INFO 6800 Archives – Week One
What do archives and museums
have in common?
Both refer to provenance
Uniqueness of materials
StandardsHeritage “web”
Archives and Records Management
January 7, 2013 48INFO 6800 Archives – Week One
How does RM affect archives?
Depends on setting
Records life-cycleRecords
classification Records scheduling
Sources (in order of appearance)
January 7, 2013 49INFO 6800 Archives – Week One
Adams, Scott (1998). Dilbert comic. http://dilbert.com/strips/comic/1998-08-06.
Association of Canadian Archivists (2005). What is an Archives? Ottawa: Public Awareness Committee, Association of Canadian Archivists. http://archivists.ca/sites/default/files/Attachments/Outreach_attachments/Whats-an-Archives.PDF.
Society of American Archivists. (2005). A Glossary of Archival and Records Terminology. By Richard Pearse-Moses. Chicago: Society of American Archivists. http://www2.archivists.org/glossary.
Van Slyke, Andy (2009). Archivist image in Stadarchivist alert! post. http://suggesteddonation.com/author/xantus/page/9.
Association of Canadian Archivists (2004). What is an Archivist? Ottawa: Public Awareness Committee, Association of Canadian Archivists. http://archivists.ca/sites/default/files/Attachments/Outreach_attachments/What-an-Archivist.PDF.
Sources (in order of appearance)
January 7, 2013 50INFO 6800 Archives – Week One
Bureau of Canadian Archivists (1990). Rules for Archival Description, Appendix D (Glossary). Revised 2008. Ottawa: Bureau of Canadian Archivists. http://www.cdncouncilarchives.ca/RAD/RAD_Glossary_July2008.pdf.
International Council on Archives (2000). Model of the levels of arrangement of a fonds. In International Standard for Archival Description (General), p. 36. http://www.ica.org/10207/standards/isadg-general-international-standard-archival-description-second-edition.html.
Council of Nova Scotia Archives. Fonds diagram. http://www.councilofnsarchives.ca/ArchWay.
National Defense Directorate of History and Heritage. Canadian Army Historical Section fonds. http://www.archeion.ca/canadian-army-historical-section-fonds-2;rad.
Adams, Scott (2010). Dilbert comic. http://dilbert.com/strips/comic/2010-09-01/. Photographs of Dalhousie University Archives and the Killam Library were taken
by Dalhousie Libraries staff