Archival Acquisition (LIS 170)

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A presentation tackling all vital aspects and related concepts to the process of archival acquisition. R.S.S. Necesario School of Library and Information Studies University of the Philippines Diliman roy_necesario@yahoo.com

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<ul><li> 1. AcquisitionsBuilding Your Archival Collection </li></ul> <p> 2. DefinitionofTerms 3. selectionThe process of deciding which records to acquire for the collection 4. objectivesRefers to what the archives aim to document, in cooperation with other programs that collect in the same areas or subject matters.documentation 5. contextbuildingProcess 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. AcquisitionpolicyRefers to what types/kinds of records the archives is most interested in acquiring. 8. basisforAcquisitionAcquisition policy 9. basisforAcquisitionContent 10. basisforAcquisitionRecords retention schedule 11. basisforAcquisitionPermissive policy statement 12. basisforAcquisitionAdministrative regulation 13. basisforAcquisitionStatute 14. ofacquisitionmethods 15. transfer1 16. Within one agency, from creating office to the archival facility.transfer1 17. Within one agency, from creating office to the archival facility. transfer1Process should be formalized and documented. Why? 18. Within one agency, from creating office to the archival facility. transfer1Process should be formalized and documented. Why?To maintain chain of custodyTo identify the specific records that have been transferred. 19. Legal ownership does not change. Why? 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 information3) Number of boxes, files or units of material (electronic files) transferred4) Information about records (list of file titles, inclusive dates, physical extent, medium of materials, security or access, other relevant info) 23. Transfer byAuthorizedrecordsscheduleDisposal schedule is the primary instrument authorizing and regulating the transfer of records to archival custody in institutions with records management programs . 24. unscheduledtransfersTransfer 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. 25. donation2 26. Can come from individuals, organizations or businesses. donation2 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. donation2 28. Legal ownership istransferred from one party to another along with the property itself. 29. documentingdonations 30. Exchange ofletters 31. Exchange oflettersEasiest to executeA common courtesy that indicates acceptance by the recipient (which is one of the keys to determining the title). 32. Transferbywill 33. TransferbywillUsually prepared by a lawyerClearly defines some of the elements such as restrictions, access and disposition. 34. Transfer byDeed ofGift 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 repositoryCopyright -Exclusive right to reproduce work and the right to prevent others from publishing or disseminating that work without permission 38. CommonElements ofDeed ofgift 39. TheDonOrand thedonee-Donors 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. MaterialConveyed to therepository-Brief note on provenance -Scope and content of collection -Dates covered by the documents -Physical volume of accession 41. Rights conveyedto therepository-Should provide any copyright the donor may have in the collection 42. restriction onaccess 43. disposition ofunwantedmaterialsShould indicate whether the archivist can dispose of such materials as it sees fit 44. specialProvisions forAdministering theacquisition-Define the services the repository will provide and indicate who will pay what cost. 45. Provision forfutureaccessions-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. 46. loans3 47. loans3Temporary acquisition that can be renewed or converted into a gift. (ShambhalaArchives) 48. Typesofloans 49. reproductionloanswhen a material is loaned to an institution in order to have it photocopied, photographed, or digitized, and afterwards returned to the lender. 50. Exhibit loansmore common in museums, it is when a material is loaned to an institution for display purposes. 51. Loans forvirtualexhibitsa material is loaned for reproduction and displayed in virtual archives. 52. Northwest Territories Archives, Canada.Irish Architectural Archive, IrelandParliamentary Archives, United KingdomEXAMPLES 53. purchases4 54. purchases4when an archivist chooses to buy an archival material using the archival institutions allotted budget. 55. Wheredoarchvistsnormallypurchase? 56. Where doarchvistsnormallypurchase? Individual SellersPrivate book and manuscript dealersEstablished auction houses (Sothebys or Christies) 57. Irish Architectural ArchiveParliamentary ArchivesEXAMPLES 58. deposit5 59. deposit5The 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) 60. Typesofdeposits 61. Open-endedThere is no time limit and both parties, the depositor and the institution, can terminate the program. 62. Semi-permanentMaterials deposited can only be withdrawn for specific reasons. 63. timedthe agreement is in force for a specifically defined period. 64. Cornell University Labor-Management Documentation CenterIllinois Historical Survey of the University of Illinois LibraryUniversity of GeorgiaEXAMPLES 65. FACTORSacquisitionsaffecting 66. totalCost ofThink long-termownership 67. physicalconditionTreatment cost vs. Evidential and informational value 68. ofmaterialsCollecting for the sake of collectingvolume 69. mediaMedium of a record vs. Practicality and preservation issues.records 70. AccessibilityUnreasonable restrictions; personal privacy 71. UniqueNessandArchival materials are unique in the contextduplication 72. potentialusePossible use of materials vs. highly unlikely to be used 73. POLITICSMust negotiate; avoid making many side deals 74. PERSONALBIASPersonal preferences; leanings on 75. AcquisitionPolicy 76. draftingWhat to include? 77. Statement of repository mission and purpose.Delineating the scope and focus of collecting.Priorities and limitationsCooperation with other institutionsDeaccessioning5basic elements 78. Relatedarticles 79. Who controlsthe past?Helen Willa Samuels 80. Status quo:Modern information is now integrated. Archivinghistorical records of events become problematicbecause institutions cooperate with each otherregarding one event and produce too manyrecords. One institution only archiving records theyproduce will lead to incomplete and incoherentarchives. 81. Challenges of collection development:Abundance of materialsScarcity of resources to care for themDecentralized nature of contemporary society and its records 82. Example:Documentation of mankinds first trip to the moon involved several individuals in different institutions:NASA was the overseer and coordinator of the whole projectMartin Marietta Corp. built the actual spacecraftMIT built the Inertial Guidance SystemAstronomers, 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 institutionsCollecting projectsDocumentation strategies 84. Documentation strategies:In a nutshell:It is a plan that archivists must devise to make archiving history possibleIt is a cooperative effort between multiple archival institutionsIt delineates the role of each participating archival institutionsIt is a concerted effort to make archives more efficient 85. Copyright issuesin theSelection ofArchival materialsforInternet accessJean Dryden 86. In a nutshell:As an archive, you want to offer as much information as possibleInformation has copyrightsDo 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</p>