Download - Archives - DACS and EAD
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Unpublished,groupsofrelateditems,significancefromrela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