Survival Archival - Missouri Library...
Transcript of Survival Archival - Missouri Library...
Survival ArchivalSurvival ArchivalArchival Processing for the Clueless LibrarianMissouri Library Association – 2010 conference
Patricia L. Walker, CA
Digital Collections Coordinator, MDH
Basic DefinitionsBasic Definitions
Archives
Provenance (respect des fonds)
Original Order
Artificial Collection
Manuscript Collection
Papers
Records
Appraise
Accession
Process
Record Group
Series
Subseries
File
Item
Basic DefinitionsBasic Definitions
Archives
Provenance (respect des fonds)
Original Order
Artificial Collection
Manuscript Collection
Papers
Records
Appraise
Accession
Process
Record Group
Series
Subseries
File
Item
ArchivesArchives
◦ Materials created or received by a person, family, or organization, public or private, in the conduct of their affairs and preserved because of enduring value, especially those materials maintained using the principles of provenance, original order, and collection control
◦ An organization that collects the records of individuals, families, other organizations, or an organization’s division responsible for maintaining the organization’s records of enduring value
ProvenanceProvenance
◦ The origin or source of something
◦ Information regarding the origins, custody, and
ownership of an item or collection
◦ This is a fundamental principle of archives. It
refers to the chain of custody that created or
received the materials in a collection.
◦ This principle dictates that records of
different origins be kept separate to
preserve their context.
Original OrderOriginal Order
◦ The organization and sequence of records
established by the creator of the records
◦ Preserves existing relationships and evidential
significance that can be inferred from the
context of the records
◦ Saves time, especially if the creator has
already set up access tools like an index
Basic DefinitionsBasic Definitions
Archives
Provenance (respect des fonds)
Original Order
Artificial Collection
Manuscript Collection
Papers
Records
Appraise
Accession
Process
Record Group
Series
Subseries
File
Item
Artificial CollectionArtificial Collection
◦ A collection of materials with different
provenance assembled and organized to
facilitate its management or use.
◦ Arranged for the convenience of description
or retrieval
◦ A vertical file or ready reference file are
examples of artificial collections
Manuscript CollectionManuscript Collection
◦ A collection of materials that share the same
provenance, applicable to personal or family
papers or nonofficial records
◦ A manuscript collection may contain
typescripts, photographs, diaries, scrapbooks,
news clippings, handwritten documents, and
published works
PapersPapers
◦ A group of materials with some unifying
characteristic
◦ A collection of personal or family documents;
personal papers
◦ Government records indicating an individual’s
identity or status
RecordsRecords
◦ A collection of records that share the same
provenance and are of a convenient size for
administration
◦ A hierarchical division representing the
records of an agency and its subordinate
divisions.
◦ Technically a record group, colloquially
referred to as records – can cause confusion
Basic DefinitionsBasic Definitions
Archives
Provenance (respect des fonds)
Original Order
Artificial Collection
Manuscript Collection
Papers
Records
Appraise
Accession
Process
Record Group
Series
Subseries
File
Item
AppraisalAppraisal
◦ the process of identifying materials offered to
an archives that have sufficient value to be
accessioned
◦ the process of determining how long records
should be retained based on legal
requirements and usefulness
◦ the process of determining the market value
of an item.
AccessioningAccessioning
◦ Materials physically and legally transferred to a repository as a unit at a single time – an acquisition
◦ To take legal and physical custody of a group of records or other materials and to formally document their receipt
◦ To document the transfer of records or materials in a register, database, or other log of the repository’s holdings
◦ An accession may be a part of a larger collection
ProcessingProcessingA
rran
gem
ent: • the process of
organizing materials with respect to their provenance and original order, to protect their context and to achieve physical or intellectual control over the materials
Desc
ription:
• the process of creating a finding aid or index to facilitate access and improve security by creating a record of the collection.
• Includes information on physical characteristics, content, and functional purpose of the materials
Housi
ng:
• placing materials in folders, boxes or other appropriate containers with necessary labeling
The arrangement, description, and housing of archival materials for
storage and use by patrons.
May also be used more generally to include accessioning.
Basic DefinitionsBasic Definitions
Archives
Provenance (respect des fonds)
Original Order
Artificial Collection
Manuscript Collection
Papers
Records
Appraise
Accession
Process
Record Group
Series
Subseries
File
Item
Collection (Record Group, Papers, Manuscript Collection)
Subseries – a body of documents within a
series that is distinguishable from the whole by type or
format.
File – a group of documents related by use or topic, typically
housed in a folder
Series – A group of similar records
arranged according to a filing system
Item – a thing that can be distinguished from a
group and that is complete in itself
Document – any written or printed
work; a writing
Manuscripts (mss)Manuscripts (mss)
◦ A handwritten document
◦ An unpublished document
◦ An author’s draft of a work submitted for
publication
◦ Typed documents are generally classed as
manuscripts but are more accurately
described as typescripts
Initial Evaluation Initial Evaluation –– Ask YourselfAsk Yourself
◦ Is the collection worth accepting?
◦ Does the collection come within the scope of
my library’s collection policies?
◦ Do I have space for the collection?
◦ Can I care for its conservation needs?
◦ Will I have time to arrange the collection?
◦ Can I afford to re-house the collection if
necessary?
Accepting the CollectionAccepting the Collection
If you accept a collection then you need:
A signed Deed of Gift (DoG)
An accession record
Separate housing of collections
A secure storage area
Before You StartBefore You Start
Create a standard Processing Checklist Collection Name and Number
Deed of Gift
Accession Folder (Accession Number & Donor info)
Size of the collection
Location
Formats or type of material present
General Condition
Processing Plan
Staff assigned to
Date processing started & ended
Were materials re-housed, labeled, photocopied, sleeved?
Notes of material discarded or weeded from the collection
Tools & SuppliesTools & Supplies
Processing Checklist
Processing Plan
2 empty boxes
Goof folders
Paint mask
Apron or painter’s
smock
Pencils (soft lead)
Pencil sharpener
Staedtler plastic
eraser
Ruler
Microspatula
X-acto knife
Hake brush, 3 shaft
Square of glass
Enclosure &
Separation sheets
Post-Its
NEVER Use These!NEVER Use These!
On documents:
Pens
Rubber bands
Tape
Near documents:
Food or drink
Lotions
Pens
Perfumes
White-out
Before You StartBefore You Start
Review the Accession folder, including the DoG and donor correspondence
◦ Are there any restrictions on the collection?
◦ Are there any concerns about copyright or intellectual property rights?
◦ Is there any historical or biographical information that helps put the collection in context?
Before You StartBefore You Start
Without reorganizing the materials, thumb through and get an idea of what’s there Is the collection already organized?
Are there pockets of organization?
OR
Did the grandchildren clean out the attic/basement?
What type of statistics do you need for grant writing or digitization projects?
Before You StartBefore You StartSet up a plan of attack by creating a rough outline
showing arrangement
Series: Correspondence Subseries: Personal Correspondence
• File: Alphabetical or Chronological
• Item: Individual letter with attachments
Subseries: Professional Correspondence
• File: Alphabetical or Chronological
• Item: Business letter with attachments
Series: Research NotesFile: Alphabetical by topic then chronological
• Item: Individual articles or sets of notes
Series: MiscellaneousFile: Alphabetical by topic then chronological if applicable
• Item: Random materials of intellectual interest but not enough to need own file
Work Area SetWork Area Set--upup
◦ Fasten your processing checklist and plan to a wall
◦ Keep the smock or apron handy to protect your work clothes
◦ Keep the mask handy in case you run into mold
◦ Label one box for discards and stash it under your work area.
◦ The other box is to file materials into as they are processed, so place it to one side of your work area.
◦ Arrange the remainder of materials within easy reach of your dominant hand
Arrangement: Arrangement: Starting OutStarting Out
◦ Wash hands
◦ Pull out small batches of loose paper at a time
◦ If material is foldered, work on one folder at a
time
◦ Remember working to establish or “repair”
hierarchical order
◦ Records collections are generally in far better
order then personal papers
Arrangement: Questions Arrangement: Questions to Askto Ask
◦ What is this item’s intellectual value?◦ What is it’s artifactual value?◦ How can it be used?◦ What is the condition of this item?◦ Are there any copyright issues?◦ Is this item worth retaining?
Arrangement: Intellectual ValueArrangement: Intellectual ValueFormat Value
Paper Documents Do not retain multiple copies of a document; choose the copy
in the best condition.
Newspaper Clippings Ties directly to creator’s research interests, photocopy and
discard.
If an attachment to documents, photocopy, note as enclosure,
and discard.
Photographs Retain best copy if there are multiple copies.
Retain if person or photographer/studio is identified.
Retain if is a good example of period dress, work environment,
community life or customs, or architecture.
Audio-Visual Materials Ascertain content from labels, etc. Moving image you can
actually see the frames, use a loupe or magnifying glass to help.
Audiotape, cassettes, VHS, or Beta might have to be played to
evaluate intellectual value.
Published works Transfer to a special collections or a library’s general collection,
depending on condition, inscriptions, & marginalia.
Government – Local,
County, State, or Federal
Check with the appropriate agency responsible for retention and
disposal of those records.
Weeding MaterialWeeding Material
If the item is not worth keeping, discard it
Place it in your discard box.
Larger collections might need several boxes.
Do not toss the contents of this box until you
have finished processing the collection.
Dispose of weeded contents in keeping with
the terms of the Deed of Gift.
PaperPaper
Wat
ch F
or Mold & Mildew
Insects & Mice
Rubber bands & tape
Acid migration
Fasteners & binders
Curling & tightly folded materials
Organic materials
Binders & bound volumes:
• Rust
• Red Rot
• Broken hinges
• Detached spinesC
are &
Housi
ng 30 pages/folder or 1-2
bound volumes
Photocopy or buffer acidic documents
Photocopy & discard heavily molded items
Clean & humidify documents
Remove hair & flowers
Remove documents from 3-ring binders
Wrap bound materials in acid-free paper & bind with unbleached cotton strips
PhotographsPhotographs
Wat
ch F
or Oozing
Bubbling
Flaking
Fine cracks
Silver migration
Color change
Strong odors
Nitrate film stock
Car
e &
Housi
ng WEAR gloves
15-20 photos per folder
Place photos in mylar or paper envelopes
Do not clean, especially:
• daguerreotypes,
• ambrotypes
• tintypes
Use the glass pane and a soft lead pencil to write captions on the back of photos
AudioAudio--VisualVisual
Wat
ch F
or Oozing
Bubbling
Flaking
Spoking
Cupping
Debris or Mold blooms
Splices
Strong odors
Nitrate film stock
Car
e &
Housi
ng WEAR gloves
Wear mask if odors present or are cleaning off debris
Clean tape pack with a soft brush and a light hand
Rewind tape pack to correct problems
Should be boxed & shelved individually
Store film flat
Store audio reels on edge (so hub supports tape pack)
Consult a conservator if smells are noted & segregate item
ArrangementArrangement
If you are establishing the order, separate:
AV formats
Oversize items
Artifacts (3-dimensional items)
Photographs (optional)
OrganizingOrganizing
If there is an order already established for the collection, then ask “Can this film, cassette, reel, photograph safely stay with these other materials?”
Yes
• Place it in mylar sleeve or a paper envelope or enclosure
• Place it in folder
No
• Fill out a separation sheet
• Label the separated item or it’s enclosure or box
• Re-house the item (place photos in mylar, place oversize items or ledgers in appropriate housing)
• File it with similar formats
NotationsNotations
How do you note information on original documents?
Always make notes:
• In pencil
• Notations are placed inside [square brackets]
Dates:
• Use internal evidence to help place time frame of a document
• For approximate dates, use c. or ca. to indicate circa
• Use perpetual calendars
Enclosures & Fragments
• Enclosures may be noted using [square brackets] if using enclosure sheets is an issue
• Partial documents should have [fragment] written at the top of the document
StorageStorage
How many pages per folder and folders per box?
Foldering
• 30 pages per folder on average
• Ok to have folders with 1-5 items, but should be materials that do not fit elsewhere or folders at the end of a series or subseries
• Consider using legal size folders so you don’t have to use separation sheets for legal size documents
Boxing
• Number of folders varies depending on type of box
• A full box should be packed so that there is slight resistance when removing a folder
• Use inserts to keep folders in partially-filled boxes from bowing
Shelving
• Do not store archival materials on the floor
• Avoid the use of wood shelving if possible
• Avoid storing archival materials under water lines, steam pipes, and sprinklers if possible -place plastic sheeting over the area otherwise
DescriptionDescription
How do I make this collection accessible?
Choose a thesaurus to use
• Library of Congress Subject Headings
• Sears
• Thesaurus of Graphic Materials
• Local controlled vocabulary
Notes
• Use Post-Its to note key events, people, topics, and subjects on the folders
• Keep a spreadsheet with all your terms listed and which folders they occur in
Writing the finding aid
• Sets the context for a collection much like a preface does for a book
• There are several sections to a finding aid so make notes of any biographical info from within the collection.
The Finding AidThe Finding Aid
What are the parts of a finding aid?
Collection Name
Collection Size Introduction
Donor InfoAccess /
Restriction Info
Bio SketchScope & Content
Box or Folder
List
Finding Aid Finding Aid -- DefinitionsDefinitions
Name• Official title given to the collection
Size• Size of collection measure in item count, folders, cubic feet, or a combination thereof
Intro• A brief 1-2 paragraph description about the collection
Donor
• A brief paragraph noting when and who gave the collection. Also which accessions if more than one.
Access
• Notes whether there are any restrictions on the collection. Restrictions may be on copying, publication, or access per the DoG or processor concerns.
Bio• Information about the individual, family, or organization which created the material.
Scope & Content
• A section describing the creation and characteristics of the materials, as well as what functions and activities produced the records.
Folder List
• A list of the folder numbers and titles in the collection. Some institutions will use a box list instead. Other institutions will add a list of all of the index terms for the collection.
URLs: Missouri InformationURLs: Missouri Information
• http://www.moga.mo.gov/STATUTES/C109.HTMRevised MO Statutes 109
• http://www.sos.mo.gov/records/recmgmt/faq.asp#GeneralState Retention Schedules
• http://www.sos.mo.gov/archives/localrecs/schedules/County & Local Gov Retention Schedules
• http://www.sos.mo.gov/library/development/grants.aspLSTA Grant Information
• http://www.sos.mo.gov/archives/mhrab/guidelines.aspMHRAC Grant Information
URLs: IdentificationURLs: Identification
• http://www.loc.gov/preserv/pubscare.htmlCollections Care and Conservation,
LoC
• http://www.dlib.indiana.edu/projects/sounddirections/facet/facet_formats.pdf
Audio Tape Identification
• http://videopreservation.conservation-us.org/vid_id/index.htmlVideo Identification
URLs: Preservation & EmergenciesURLs: Preservation & Emergencies
• http://unfacilitated.preservation101.org/loggedin.asp
• http://www.nedcc.org/resources/leaflets.list.phpNortheast Document Conservation
Center
• http://www.loc.gov/preserv/pubscare.htmlCollections Care and Conservation, LoC
• http://www.climatenotebook.org/downloads.htmlClimate Notebook from the Image
Permanence Institute, RIT
• http://www.heritagepreservation.org/free/Index.html
• http://www.dplan.org/Emergency Resources
• http://www.heritagepreservation.org/HHI/HHIsummary.pdfHeritage Health Index
URLs: DescriptionURLs: Description
• http://authorities.loc.gov/cgi-bin/Pwebrecon.cgi?DB=local&PAGE=First
LoC Online Authorities
• http://archives.nd.edu/research/perpetual.htmPerpetual Calendars
• http://politicalgraveyard.com/
• http://bioguide.congress.gov/biosearch/biosearch.asp
• http://www.sos.mo.gov/archives/history/historicallistings/governors.asp
• http://shs.umsystem.edu/famousmissourians/
Biographical links
Questions?Questions?
• Digital Collections Coordinator, MDH
• 1-800-325-0131, ext. 10
Tricia Walker, CA
• Processing Archivist, MDH
• 1-573-526-5326
Sharon Brock, CA
• Metadata Cataloger, MDH
• 1-800-325-0131, ext. 13
Haiying Qian