4. objectives
Refers to what the archives aim to document, in cooperation with other programs that collect in the same areas or subject matters.
documentation
5. context
building
Process of sorting and sifting through quantities of information of a record to find out which is most significant based on “prior knowledge, experience, interests, and values” (2009, p. 137) that researchers bring to bear on their reading of archives.
6. accessioningProcess by which an archival institution takes administrative, legal, and physical custody of a group of records.
7. Acquisition
policy
Refers to what types/kinds of records the archives is most interested in acquiring.
16. Within one agency, from creating office to the archival facility.
transfer
1
17. Within one agency, from creating office to the archival facility. transfer
1Process should be formalized and documented. Why?
18. Within one agency, from creating office to the archival facility. transfer
1
Process should be formalized and documented. Why?
•To maintain chain of custody
•To identify the specific records that have been transferred.
20. Legal ownership does not change. Why? The institution receiving the records is part of the same institution that created the records.
21. Best practice!
Get vital information1) Name and contact details of person preparing the transfer, department/office responsible for creation, use and storage of records prior to transfer to archives 2) Date of transfer
22. Best practice!
Get vital information
3) Number of boxes, files or units of material (electronic files) transferred
4) Information about records (list of file titles, inclusive dates, physical extent, medium of materials, security or access, other relevant info)
23. Transfer by
Authorized
records
scheduleDisposal schedule is the primary instrument authorizing and regulating the transfer of records to archival custody in institutions with records management programs .
24. unscheduled
transfers
Transfer of records that turn up, usually in the course of a housecleaning or are otherwise accidentally discovered.
Records that arrive in less regular ways, but must be similarly thoroughly documented.
26. Can come from individuals, organizations or businesses. donation
2
27. If donor and receiver are not administratively or legally tied to each other, and materials are to be left with the institution permanently, and no payment is provided.
Can come from individuals, organizations or businesses. donation
2
31. Exchange of
lettersEasiest to execute
A common courtesy that indicates acceptance by the recipient (which is one of the keys to determining the title).
35. Donor agreement -Donor promises to give the archival institution a body of archival materials, which the institution agrees to preserve and manage under the terms and conditions negotiated.
36. Gift-In legal terms, means that title to the property passes from the giver to the recipient (from donor to the archives)
Deed -An instrument in writing, purporting to effect some legal disposition, and sealed and delivered by the disposing party or parties. Usually prepared after consultation between the donor and the recipient
37. Deed of gift -One of the most important legal documents the archivist will ever sign. Its purpose is to transfer a clear title from the creator or other rightful owners to the repository
Copyright -Exclusive right to reproduce work and the right to prevent others from publishing or disseminating that work without permission
39. TheDonOrand the
donee
-Donor’s name and address
-Name and address of the legal recipient of the gift
-If relationship between creator and the donor is complex and not self-evident, it should be spelled out in the deed
40. Material
Conveyed to the
repository-Brief note on provenance -Scope and content of collection -Dates covered by the documents -Physical volume of accession
41. Rights conveyed
to the
repository
-Should provide any copyright the donor may have in the collection
43. disposition of
unwanted
materials
Should indicate whether the archivist can dispose of such materials as it sees fit
44. special
Provisions for
Administering the
acquisition
-Define the services the repository will provide and indicate who will pay what cost.
45. Provision for
future
accessions
-The deed should state that the terms of the original gift shall apply to subsequent additions unless they require some special amendment to the initial document.
49. reproduction
loans
when a material is loaned to an institution in order to have it photocopied, photographed, or digitized, and afterwards returned to the lender.
50. Exhibit loans
more common in museums, it is when a material is loaned to an institution for display purposes.
51. Loans for
virtual
exhibitsa material is loaned for reproduction and displayed in virtual archives.
59. deposit
5The mode of acquisition by which an individual or corporate body temporarily places records in the custody of the Archives without transfer of ownership rights and titles. A deposit may become a loan or a gift.(ShambhalaArchives)
64. •Cornell University Labor-Management Documentation Center
•Illinois Historical Survey of the University of Illinois Library
•University of Georgia
EXAMPLES
77. •Statement of repository mission and purpose.
•Delineating the scope and focus of collecting.
•Priorities and limitations
•Cooperation with other institutions
•Deaccessioning5basic elements
80. Status quo:
Modern information is now integrated. Archiving
historical records of events become problematic
because institutions cooperate with each other
regarding one event and produce too many
records. One institution only archiving records they
produce will lead to incomplete and incoherent
archives.
81. •Challenges of collection development:
–Abundance of materials
–Scarcity of resources to care for them
–Decentralized nature of contemporary society and its records
82. •Example:
•Documentation of mankind’s first trip to the moon involved several individuals in different institutions:
–NASA was the overseer and coordinator of the whole project
–Martin Marietta Corp. built the actual spacecraft
–MIT built the Inertial Guidance System
–Astronomers, mathematicians, engineers, and physicists from other different institutions contributed to solving misc. problems which will be encountered in space
83. •Three levels of collecting strategies:
–Collecting policies for individual institutions
–Collecting projects
–Documentation strategies
84. •Documentation strategies:
•In a nutshell:
–It is a plan that archivists must devise to make archiving history possible
–It is a cooperative effort between multiple archival institutions
–It delineates the role of each participating archival institutions
–It is a concerted effort to make archives more efficient
85. Copyright issues
in the
Selection of
Archival materials
for
Internet access
Jean Dryden
86. •In a nutshell:
–As an archive, you want to offer as much information as possible
–Information has copyrights
–Do you choose to offer more and risk copyright infringement?
–Do you opt to offer less, thereby minimizing copyright infringement chances?
87. •Study conclusion:
–Archives opt for the latter option, I.e. holding less records/materials in exchange of less chances of legal troubles
