Archival Intelligence: searching archive catalogues and finding aids

Who are the ‘Archivally Intelligent’?• Expert users of archives can do research successfully within the systems and

procedures of the archives.” (National Archives UK blog, 2012)

– They understand archival concepts, such as provenance 2, and ‘speak the language’ of archives, using words such as series 3

– They can use catalogues, indexes and other finding aids 4 or search tools, both online and in paper form, to search for records. They can make the mental connections between their research topics, the finding aids and the records themselves

– They understand the referencing system and cite references properly– They prepare thoroughly and carefully for research trips– If the research path is difficult or complicated, they can persevere and keep going– Following the reading room rules is second nature to them– When they visit different archives, or use different archives’ websites, they can pick up and

adjust to variations in how things are done

• Above all, archivally intelligent users can form a research strategy and carry it through

Archival Concepts

• Respect des fonds– 19th century French concept – fonds were the surviving archives of a

department (fonds) and are kept and retained as one entity. Records of different departments were not mixed together (e.g. records from different creators with the name of one place aren’t put together, or linked by subject – think Dewey).

• Provenance– The original creator of a record– Chain of custody and use– Records are kept and described so that this context is maintained and

identified• Original Order

– The order in which records are created and used. Internal and external links between records are retained and maintained. May be modified by custodians as the records are used, but no other order is imposed on them by the archives.

Archival Description

“Speak the language…”–Fonds (UK, US, Canada, Europe)–Records Group (US, early Australian practice)–Series (Australia

• Item, file, piece or folder• Accession and consignment• Function and activity

See the American Society of Archivists glossary (http://www2.archivists.org/glossary) and the ICA glossary for more terms (http://www.ica.org/14282/multilingual-archival-terminology/multilingual-archival-terminology.html ).

Archival Description

• Is hierarchical• But also relational• Basic description defined by International

Standards – ISAD (G)– ISAAR/CPF

Australian Series Registration system entities

Context EntitiesContext EntitiesFunction Entities

Function

Activity

Agency EntitiesOrganisation

Agency/ Person

Context EntitiesContext Entities

Record EntitiesRecord Series [WAS]

Item

Document [SRO Piece]( ISAD/G)

Function EntitiesFunction

Activity(ISDF)

Agency EntitiesOrganisation

Agency/ Person [WAA]ISAAR (CPF)

Using catalogues and Finding Aids

The ‘acid’ test

NAA

National Archives UK

The State archives collection

• Archives: materials deemed to have long term cultural or historical value

• Archives created by WA Colonial, State and Local Governments since 1829

• Mandatory transfer to SRO custody in accordance with the State Records Act 2000. Prior to that, transfer was optional.

The State archives collection

• State Archives collection began 1945

• Currently 15km in State Records Office custody

• Currently 50km in Agency custody

Using catalogues and Finding Aids

AEON

New SROWA catalogue (in development)

Using catalogues and Finding AidsMore terminology – what is a Finding Aid?

Descriptions of records that provide both users and archives staff with information about the records, providing physical and intellectual control over the records.

AJCP handbook?

BugtoolAN listings Chief Protector of Aborigines listing

Information sheets

Etc

Ancestry database? The registers, indexes and control records produced by the creator of the records.

CSO registers

Divorce registers

Dead names Index Probate index

Referencing material• Referencing will depend on what you are doing –

• University assignment• Public report• Journal article• Book

• But each system has some fundamental rules– Author/creator/responsible authority statement (ISAAR/CPF)– Title – Type of material– Date range– Where located (series, folder, item)– Publisher, library or archive location information - WAS, cons,

item (or vice versa), SROWA.

Reading Room Rules• Clean dry hands• Handle things carefully• Use supports• Pencils• No sticky markers• Let the staff know if you find a damaged item

(not immediately apparent when they hand it over)

• No food or drink• No bags

Now you are archivally intelligent

• But sometimes, you want some reassurance or extra help– http://www.sro.wa.gov.au/archive-collection– 08 9427 3600– sro@sro.wa.gov.au