Archives Glossary: Key Terms & Definitions

Hey guys! Ever find yourself scratching your head when someone starts throwing around terms like 'provenance' or 'finding aid' in the context of archives? You're not alone! The world of archives has its own unique language, and it can be a bit daunting to navigate at first. That's why I've put together this handy-dandy glossary of key archival terms. Consider this your cheat sheet to understanding the fascinating world of preserving and accessing historical records. Let's dive in and decode the jargon together!

Accession

Accession refers to the process of formally accepting materials into an archival collection. It's the archivist's way of saying, "Welcome to the archives!" This involves transferring legal ownership or custody of the records from the creating agency or individual (the donor) to the archives. Accessioning is more than just taking in boxes of stuff; it involves careful documentation of the transfer, including details about the donor, the date of transfer, and a preliminary inventory of the materials. Think of it like checking in a very important guest at a historical hotel. This initial step is crucial because it establishes the archives' legal right to manage and preserve the records. The archivist will also assess the materials to determine their significance and potential research value. Not everything offered to an archives is necessarily accepted; archivists must consider factors such as the collection's relevance to the archives' collecting scope, its physical condition, and the resources required for its proper care. So, when you hear the term "accession," remember it's the official entry point for records into the archival world, marking the beginning of their journey towards long-term preservation and accessibility.

Appraisal

Appraisal is the critical process of evaluating records to determine their long-term historical, administrative, legal, fiscal, or evidential value. Archivists are like detectives, carefully examining documents to decide if they deserve a permanent spot in the archives. This isn't just a quick glance; it's a thorough investigation! The appraisal process involves considering various factors, such as the records' content, their context of creation, their uniqueness, their relationship to other records, and their potential research use. Archivists use appraisal to make informed decisions about which records to keep and which to dispose of. This is a crucial responsibility because archives have limited space and resources, and they need to focus on preserving the most valuable materials. A key aspect of appraisal is understanding the records' original purpose and how they were used within the creating organization or by the individual. Archivists might consult with subject matter experts, review relevant legislation or regulations, and analyze the records' informational content to make their appraisal decisions. The outcome of the appraisal process is a retention schedule, which outlines how long different types of records should be kept and when they should be transferred to the archives or destroyed. Appraisal ensures that archives preserve the records that are most essential for understanding the past and holding institutions accountable.

Arrangement

Arrangement is the process of organizing archival materials according to established principles. It's all about creating order out of potential chaos! Imagine a mountain of unsorted papers – arrangement is the archivist's way of bringing structure and making the collection usable. The basic principle of arrangement is to maintain the original order in which the records were created or maintained by the creating agency or individual. This is important because the original order often reflects the context in which the records were created and used, providing valuable information about their meaning and significance. If the original order is not evident, archivists will impose a logical order based on the records' content, function, or creator. The most common levels of arrangement are the record group (for organizational records) or collection (for personal papers), series, file, and item. A record group or collection represents the highest level of arrangement, grouping together records created by the same agency or individual. Series are groupings of records that relate to a specific function or activity, while files are groupings of documents within a series. Items are the individual documents within a file. The arrangement process involves physically organizing the records, labeling folders and boxes, and creating a finding aid to guide researchers through the collection. Proper arrangement ensures that researchers can easily locate and access the materials they need, making the archives a valuable resource for historical research.

Description

Description in archival terms, is the process of creating a detailed representation of archival materials to facilitate access and understanding. It's like writing a really good book summary, but for historical documents! Think of it as providing a roadmap to the contents of an archival collection. Archival description involves creating finding aids, which are descriptive tools that provide information about the collection's creator, scope and content, arrangement, and any access restrictions. A finding aid typically includes a biographical or historical sketch of the creator, a summary of the collection's contents, a description of the series and files within the collection, and information about how to access the materials. Archivists use established standards, such as Describing Archives: A Content Standard (DACS), to ensure consistency and clarity in their descriptions. DACS provides guidelines for describing different levels of archival materials, from the collection level to the item level. The goal of archival description is to provide researchers with enough information to determine whether the collection is relevant to their research and to locate the specific materials they need. Good description enables researchers to navigate the archives efficiently and effectively, saving them time and effort. It also ensures that the collection is discoverable through online catalogs and other search tools, making it accessible to a wider audience. Description is a vital part of making archives useful and accessible to the public.

Finding Aid

A finding aid is a tool that helps researchers discover and access archival materials. It's like a treasure map, guiding you through the vast landscape of an archival collection! Think of it as a detailed table of contents for a collection of historical documents. Finding aids come in various formats, from simple lists to complex, multi-level descriptions. At a minimum, a finding aid will typically include information about the collection's creator, title, dates of coverage, size, and a summary of its contents. It will also describe the arrangement of the collection, listing the series and files within it. Many finding aids also include a biographical or historical sketch of the creator, information about access restrictions, and a list of related materials. The purpose of a finding aid is to provide researchers with enough information to determine whether the collection is relevant to their research and to locate the specific materials they need. A well-written finding aid can save researchers a lot of time and effort by providing a clear and concise overview of the collection's contents. Finding aids are often available online, allowing researchers to browse archival collections from anywhere in the world. They are an essential tool for making archives accessible and discoverable to a wider audience.

Provenance

Provenance refers to the origin and history of ownership of an item or collection. It's like tracing the lineage of a valuable artifact or a historical document. Think of it as the "who, what, when, and where" of a record's life. Understanding provenance is crucial for archivists because it helps them to establish the authenticity and context of the materials. Provenance information can also provide valuable insights into the records' creation, use, and significance. Archivists meticulously document the provenance of archival materials, tracking their transfer from the creator to the archives. This documentation may include information about the donor, the date of transfer, and any previous owners of the materials. The principle of provenance dictates that records created or accumulated by a particular individual or organization should be kept together and not mixed with the records of other individuals or organizations. This ensures that the records' original context is preserved. Maintaining provenance is essential for preserving the integrity of archival collections and ensuring that researchers can accurately interpret the records' meaning. It's a fundamental principle that guides archivists in their work of preserving and providing access to historical records.

Records

Records are documentary materials created or received by an individual or organization in the transaction of business or the conduct of affairs and preserved because of their continuing value. Think of them as the tangible evidence of our actions and decisions. Records can take many forms, including paper documents, photographs, audio and video recordings, electronic files, and even physical objects. What distinguishes records from other types of documentary materials is their purpose: they were created or received as part of a specific activity or transaction. This distinguishes them from publications, which are created for wider dissemination. Records can be found in a variety of settings, from government agencies and corporations to private homes and personal collections. Archivists are responsible for identifying, appraising, preserving, and making available records of enduring value. They work to ensure that these records are accessible to researchers and the public for generations to come. Records provide a vital window into the past, allowing us to understand how people lived, worked, and interacted with each other. They are essential for historical research, accountability, and the preservation of our cultural heritage.

Series

A series is a group of similar records that are arranged according to a filing system or that result from the same activity. It's like a chapter in a book, a season of a TV show, or a set of matching dishes. Think of it as a logical grouping of related documents within a larger collection. Series are often created and maintained by the creating agency or individual, reflecting the way they organized their work. For example, a government agency might have a series of correspondence files, a series of meeting minutes, and a series of financial records. A personal collection might include a series of diaries, a series of photographs, and a series of letters. Archivists use the concept of series to arrange and describe archival materials, making it easier for researchers to navigate and understand the collection. When creating a finding aid, archivists will typically describe each series within the collection, providing information about its scope and content. This helps researchers to quickly identify the series that are most relevant to their research. Understanding the concept of series is essential for working with archival materials, as it provides a framework for understanding the organization and context of the records.

I hope this glossary has been helpful in demystifying some of the key terms used in the world of archives. Remember, archives are not just dusty old rooms filled with forgotten documents; they are vibrant repositories of history, culture, and knowledge. So, go forth and explore the archives with confidence, armed with your newfound understanding of archival terminology!