Archives,DACSandEADABasicPrimer

Archives

•  Tounderstandarchivalrepositories,holdingsanddescrip<vecataloging,onemustfirstunderstandwhatarchivesareandhowtheydifferfromlibraries.

Archivescanbedefinedin3ways:

1.MATERIALS:Noncurrentrecordsofanins<tu<on/organiza<onpreservedbecauseoftheirenduringvalue.

2.PLACE:Therepository.Thebuildingwherearchivedmaterialsarelocated.

3.AGENCY:Thearchivalagency/ins<tu<on/programresponsibleforhandlingthearchives.

TheArchivalMission

•  Toiden:fyrecordsandpapersofENDURINGVALUE

•  Topreservethem

•  Tomakethemaccessibletopatrons

Thisarchivalmissionincludesthefollowingcyclicalprocess:

•  Appraisal •AccessandReference•  Acquisions •Outreach,Promo<on

•  Accessioning •Reappraisal

•  Arrangement •Conduc<ngsurveys

•  Preserva<on•  Security•  Descrip:on

ArchivalDescrip<onis…•  Thebridgebetweenpreservingrecordsandmakingthem

available.

•  Opportunityforarchivisttorecordwhatisknownaboutthecollec<onanditsarrangementinawaythatwillfacilitateaccessbyresearchersandusers.

•  OFFICIALDEFINITION:Processofanalyzing,organizing,andrecordingdetailsabouttheformalelementsofarecordorcollec<onofrecords,suchascreator,<tle,dates,extent,andcontents,tofacilitatethework'siden<fica<on,management,

andunderstanding.Theproductoftheprocess.

Materialdifferencesbetweenlibrariesandarchives

Category Libraries Archives

Nature Published,discreteitems,independentsignificance,Availableelsewhere

Unpublished,groupsofrelateditems,significancefromrela<onshiptootheritems,unique

Creator Manydifferentindividualsororganiza<ons

Parentorganiza<onorins<tu<on

Methodofcrea<on Separate,independentac<ons Organic–normalcourseofbusiness

Methodofreceipt Selectedassingleitems,decisionsrevocable

AppraisedinaggregateDecisionsirrevocable

Arrangement Predeterminedsubjectclassifica<on

Provenanceandoriginalorder

Descrip<onLevel Individualitems Aggregate(recordgrouporseries)

Descrip<veMedia Builtintothepublisheditem(<tlepage,tableofcontents,index)

MustbepreparedbythearchivistGuidesandinventories,onlinesystems

TheKEYdifference:

•  Acollec:onor•  fonds•  withprovenance.

Archives,DACSandEADABasicPrimer

Archives,DACSandEADABasicPrimer

AMULTI‐LEVEL,HIERARCHICALDESCRIPTIVEMODEL

OnlineFindingAids,DACSandEAD

OnlineFindingAidsAccesstothearchivesReflectsthehierarchicalstructure

Aforma`edfindingaid

CrosswalkforDACS‐EAD‐MARC

DescribingArchives,aContentStandard

DACS is the data content standard for archives. Think AACR2.

EncodedArchivalDescrip<on

EAD is the data structure standard for archives. Think MARC21.

EADTagsandMarcEncodingAnalogs<repository label="Repository:" encodinganalog="852$a"> <corpname>Archives of American Art, Smithsonian Institution</corpname> </repository>

<origination label="Creator:"> <persname encodinganalog="100">Romare Bearden</persname> </origination>

<unittitle label="Title:" encodinganalog="245$a">Romare Bearden papers</unittitle>

<unitdate label="Dates:">1937-1982</unitdate>

<physdesc label="Quantity:" encodinganalog="300$a">2 linear feet</physdesc>

EADcodefromArchon

MARCdynamicoutputexamplefromArchon

DACSanditsantecedents

DACSwaspublishedbytheSocietyofAmericanArchivistsin2004

DACSisarevisionofSteveHensen’s/SAA’smanual,Archives,PersonalPapers,andManuscripts(1989),whichwascreatedtoadaptChapter4ofthe2nded.ofAnglo‐AmericanCatalogingRules(AACR2)totheneedsofthearchivalcommunity.

DACSisastatementofprinciples.

Levelsofdescrip:onareinstatements.

MinimumDACSRequirements•  Title(MARC245)

•  Date(MARC245|f)260|cforsomeformats

•  Extent(MARC300)

•  NameofCreator(s)(MARC1XX,7XX)Iden:fyingCreators

•  ScopeandContent(MARC520)

•  Condi:onsGoverningAccess(MARC506)Referencecode(MARC040)Loca:onofrepository(MARC852)

•  ISAD(G)–Interna<onalStandardforArchivalDescrip<onh`p://www.ica.org/sites/default/.pdf

DACSElements•  IDENTITYELEMENTS(chapter2)

•  Referencecode•  NameandLoca<onofRepository•  Title•  Date•  Extent

•  NameofCreators•  Administra<ve/Biographicalhistory

•  CONTENTANDSTRUCTUREELEMENTS(chapter3)•  Scopeandcontent•  Systemofarrangement

•  CONDITIONSOFACCESSANDUSEELEMENTS(chapter4)•  Condi<onsgoverningaccess•  Physicalaccess•  TechnicalAccess•  Condi<onsGoverningReproduc<onandUse

•  LanguagesandScriptsoftheMaterial•  FindingAids

DACSElements•  ACQUISITIONANDAPPRAISALELEMENTS(chapter5)

Condi<onsgoverningCustodialhistory

•  ImmediateSourceofAcquisi<on•  Appraisal,Destruc<on,andSchedulingInforma<on•  Accruals

•  RELATEDMATERIASELEMENTS(ch6)•  Existenceandloca<onoforiginals

•  Existenceandloca<onofcopies•  Relatedarchivalmaterials•  Publica<onnote

•  NOTESELEMENT(chapter7)•  Notenotdefinedbyotherelements

•  DESCRIPTIONCONTROLELEMENT•  Sourcesused,rulesorconven<ons,nameofthepersonwhopreparedor

revised,datecreatedorrevised

NewSchoolArchives‐Accessible