next section in this report >> | previous section >> | report contents >>
The Archival Workflow
Archivists typically
follow an established workflow in appraising, acquiring, processing, and
preserving archival collections, carefully documenting each step along the way
and using checklists and other workflow tools to guide the process. As part of
their workflow, archives produce a range of documentation, including paper and
electronic forms, lists, spreadsheets, databases, catalog records, finding aids
in Microsoft Word or EAD, and Web pages. Below we describe the documentation
typically produced in archives, with the recognition that practices vary.
- Appraisal:
Definition: Determining
which records should be acquired by the archive and estimating their value as it
relates to the goals and mission of the archive.
Documentation
produced:
- Appraisal report documenting evaluation
of the collection.
- Accession
Definition: Acquiring
collections and documenting the transfer of materials through a log book,
database, register, or other means.
Documentation
produced:
- Accession record: Basic information
about the collection, such as date of receipt, accession number, donor
information, collection size, and monetary value (if applicable).
- Update to accession register/log:
Logbook and/or database with basic information on accession record.
- Deed of gift/transfer record: Documents
legal transfer of title.
- Donor form: Donor contact information.
- Arrangement:
Definition: Organizing
archival collections in accordance with their original order and provenance.
Documentation
produced:
- Processing plan: Documents current
condition of collection and proposed arrangement.
- Box/folder form: Describes labels used
to be used for the components of a collection.
- Location record: Documents where the
collection is housed.
- Shelf list: Describes archive's
holdings according to their physical organization; used by archivists in
locating materials.
- Description:
Definition: A finding
aid that outlines the arrangement of the collection and elucidates its research
value. This finding aid enables users to determine what a collection contains,
helps archives locate materials, and acts as a record of deposit for donors.
Documentation
produced:
- Finding aid: "A description of records
that gives the repository physical and intellectual control over the
materials and that assists users to gain access to and understand the
materials."[43] The finding aid can be delivered in
several formats, including a print document, EAD-encoded file, and Web
page. The finding aid typically contains information about the
collection, including acquisition and processing; provenance; scope,
including size, subject, and media; organization and arrangement; and an
inventory of the series and folders. Tools for producing finding aids
include word processors, spreadsheet programs (particularly in creating
the inventory), XML editors, Web forms, and archival management software.
- Container list: A container list may describe the collection on a box level, a folder level, or an item level. A container list is typically part of a finding aid.
- Preserve
Definition: Protecting
materials from deterioration by rehousing them, removing contaminants,
providing treatments, and other means. Preservation is an ongoing process that
typically begins soon after the collection is acquired.
Documentation
produced:
- Condition record: Describes condition
of collection at time of receipt.
- Conservation/preservation record:
Describes steps taken to prevent collection from deteriorating.
- Provide access
Definition: Enabling
people to locate information about the collection through catalog records,
finding aids, indexes, and other means.
Documentation
produced:
- Catalog record: Collection-level record
loaded into the library's/archive's catalog, typically in MARC format.
Some archives produce catalog forms providing basic information that
technical services staff can use in creating the record, such as title of
collection, creator(s), subject terms, and description.
- Index: Some archives create indexes to
their collections by subject, creator, etc.
- EAD finding aid: EAD is a XML-based
standard for encoding finding aids.
- Online exhibit/collection: Increasingly,
archives are digitizing collections, adding descriptive metadata, and
providing access to them online.
- Offer reference services
Definition: Assisting
patrons in identifying and using collections.
Documentation
produced:
- Reference statistics: Information about number and
nature of reference queries, including researcher's affiliation, collection
used, purpose of visit, etc.
- Patron record: Patron's contact information, research
objectives, agreement to abide by archive's policies, etc.
