Archives Management Fundamentals

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Questions and Answers

Which of the following is NOT a meaning of the term 'archives' as used in the context of archival management?

A research library that specializes in historical documents and manuscripts. (correct)

The department or division within an organization responsible for managing records of lasting importance.

Materials with enduring value, created or received and preserved for their historical significance.

A private organization that collects records from individuals, families, and businesses.

According to Sir Hilary Jenkinson's view, what is the primary responsibility for determining which records should be transferred to an archive?

The individual who creates the record, as they are best suited to understand its relevance.

The organization that created the records, guided by their official transactions and administrative needs. (correct)

The archivist, based on historical significance and potential research value.

A committee of experts, who assess the records based on their potential impact on future research.

Which of the following best describes the difference between Sir Hilary Jenkinson and Theodore R. Schellenberg's views on archival holdings?

Jenkinson saw archives as primarily serving administrative needs, while Schellenberg emphasized research value.

Jenkinson argued for preserving records for their legal value, while Schellenberg focused on their historical significance.

Jenkinson focused on historical documents, while Schellenberg prioritized government records.

Jenkinson favored a more restrictive definition of archives, while Schellenberg adopted a broader perspective. (correct)

Which of the following is NOT a core component of archives management?

Interpretation Signup and view all the answers

Which of the following best exemplifies the concept of 'appraisal' as it applies to archives management?

Identifying and selecting records with enduring value for preservation. Signup and view all the answers

Which of the following is NOT a reason why archives are considered essential?

To protect intellectual property rights and copyright information. Signup and view all the answers

Based on the text, what is the main difference between archival collections and manuscript repositories?

Archival collections are considered to be more formally organized and structured than manuscript repositories. Signup and view all the answers

Which of the following would be considered an example of an archival collection, according to the definition provided in the text?

A private collection of letters and diaries belonging to a prominent family. Signup and view all the answers

What is the primary purpose of an acquisition policy in an archives?

To ensure the consistent and ethical acquisition of materials that align with the archives' mission. Signup and view all the answers

What is the primary principle guiding the arrangement of archival materials?

Maintaining the original order and context established by the creator of the materials. Signup and view all the answers

Which of the following is NOT a level of arrangement identified by Oliver Wendell Holmes?

Document Type Signup and view all the answers

What is the main purpose of creating an archival description?

To create a comprehensive record of the collection's intellectual and physical attributes, facilitating access and preservation. Signup and view all the answers

What distinguishes a 'special collections' repository from other types of archives?

Special collections are distinguished by their focus on materials from individuals, families, and organizations considered to have significant historical value. Signup and view all the answers

Which of the following is NOT a type of archival repository identified by the Society of American Archivists (SAA)?

Research Libraries Signup and view all the answers

Why is it crucial to maintain the original order of archival materials?

To preserve the context and relationships between the materials as established by their creator. Signup and view all the answers

How does archival management software support the accessioning and description of archival materials?

By providing tools for creating and managing finding aids, tracking locations, and assigning names and subjects. Signup and view all the answers

What is the main function of a Deed of Gift in the context of archival acquisition?

To establish the legal ownership of the materials and the conditions under which they are transferred. Signup and view all the answers

Why is it important for archival descriptions to be updated when new materials are added to a collection?

To maintain a consistent record of the collection's contents, reflecting the most up-to-date information. Signup and view all the answers

Which of the following best describes a 'dark archive'?

A collection of materials preserved for future use, primarily associated with online serial publications and databases held by an organization other than the publisher. Signup and view all the answers

Based on the provided text, what is a key difference between 'corporate archives' and 'dark archives'?

Corporate archives are primarily intended for the use of the organization, while dark archives are preserved for future use, even if the original publisher is no longer available. Signup and view all the answers

Which of the following best describes the primary function of a 'digital archives'?

To preserve and provide access to digital materials, ensuring their integrity and availability even with technological changes. Signup and view all the answers

What is a common use of archival materials in the context of television shows?

To create immersive experiences for viewers by replicating authentic settings and costumes. Signup and view all the answers

Based on the information provided, what is a key consideration in the management of a 'digital archives'?

Ensuring the accuracy and authenticity of the digitized materials. Signup and view all the answers

What is the significance of the vault constructed to house Coca-Cola's secret formula?

It represents the importance of preserving intellectual property and trade secrets. Signup and view all the answers

What is a key difference between the Northwest Corporate Archives and the World of Coca-Cola?

The Northwest Corporate Archives are primarily used for research and educational purposes, while the World of Coca-Cola is a commercial enterprise. Signup and view all the answers

Which of the following is NOT a type of archival material discussed in the text?

Scientific data Signup and view all the answers

What is a key advantage of having a digital archives?

Digital archives can be accessed by a wider audience than physical archives. Signup and view all the answers

Which of the following is an example of a physical artifact that might be found in a corporate archives?

A product's packaging design Signup and view all the answers

What is one method recommended to prevent theft of archival materials?

Require identification and ensure researchers are in good standing. Signup and view all the answers

Which of the following is NOT a recommended practice for monitoring archival material usage?

Allow patrons to write on archival materials. Signup and view all the answers

What should be done with storage areas to prevent theft of artifacts?

Lock all storage areas and keep them off limits to patrons. Signup and view all the answers

What challenge is associated with the long-term preservation of digital objects compared to physical records?

Digital preservation requires more complex strategies. Signup and view all the answers

Which of the following describes inactive records?

Records that are no longer needed but not yet at the end of retention. Signup and view all the answers

What is a proper method for documenting the location of archival materials?

Use only numbers instead of titles on boxes. Signup and view all the answers

What does ISO 18934:2011 primarily address?

Standards for collections including mixed media. Signup and view all the answers

Which of the following strategies is recommended for fragile archival documents?

Institute a copy policy that prevents damage during duplication. Signup and view all the answers

What is a key step to be taken prior to allowing researchers to leave the archival area?

Conduct a full bag search of both researchers and staff. Signup and view all the answers

Which statement about digital archives is accurate?

They are designed for the preservation of electronic information. Signup and view all the answers

What is the primary goal of an archivist when designing an archives building or space?

To ensure timely access to materials for researchers Signup and view all the answers

What is the recommended shelving type for storing paper records in an archive?

Open steel shelving Signup and view all the answers

What is the main challenge in storing mixed media archival collections?

Determining the appropriate temperature and humidity Signup and view all the answers

What is the purpose of the ISO 18934:2011 standard?

To offer guidance for mixed media storage environments Signup and view all the answers

What is one way to preserve a collection, according to the text?

By controlling access to the collection Signup and view all the answers

What is the name of the team that encourages the public to help identify lost or stolen historical U.S. government documents?

NARA Archival Recovery Team Signup and view all the answers

What type of classroom is included in the Washington State Digital Archives?

A high-tech presentation classroom Signup and view all the answers

What is the purpose of covering windows and fluorescent lighting with UV-protective film in an archive?

To reduce ultraviolet light and slow deterioration Signup and view all the answers

What is the term for all the records created by an individual, family, organization, government, office, business, or other entity?

Record group Signup and view all the answers

What is the main concern when storing records of value to collectors?

Theft, vandalism, or accident Signup and view all the answers

Which of the following factors is NOT considered when appraising records for permanent (archival) value?

Relevance to current business operations Signup and view all the answers

What is the primary distinction between records management appraisal and archival appraisal?

Records managers assess records for their continuing value, while archivists assess them for their permanent value. Signup and view all the answers

What percentage of records generated in a year typically meet the criteria for archival transfer?

2-5% Signup and view all the answers

Which of the following is NOT considered a criterion for determining the enduring value of records for archival transfer?

Number of employees involved in creating the records Signup and view all the answers

What is the primary reason why a book owned by George Washington, containing his annotated copy of the U.S. Constitution and Bill of Rights, was sold for $9.8 million?

The book’s unique format, including Washington’s handwritten annotations Signup and view all the answers

Why is the archival appraisal of digital records often more complex than that of physical records?

The authenticity and reliability of digital records can be difficult to verify. Signup and view all the answers

What is the main purpose of the appraisal process for records in a business context?

To identify records that are no longer needed for current business operations. Signup and view all the answers

Which of the following is NOT a category of permanent records established by NARA?

Records documenting the economic development of the nation Signup and view all the answers

Why is sampling considered an appropriate appraisal tool in some cases?

It helps to reduce the cost and time involved in appraising large volumes of records. Signup and view all the answers

Which of the following statements accurately reflects the relationship between acquisition and accession?

Acquisition refers to the process of acquiring records from a donor, while accession refers to the process of accepting records into the repository. Signup and view all the answers

Study Notes

Archives Management Overview

Inactive records of enduring value are transferred to archives for preservation.
Archives encompass various meanings including materials with lasting significance, departmental functions, organizations, professional discipline, and buildings housing collections.
Archives management involves overseeing appraising, acquiring, arranging, describing, preserving, authenticating, and providing access to valuable records.

Influential Archivists

Sir Hilary Jenkinson emphasized that archives are documents formed from official transactions and determined by the records creator.
Theodore R. Schellenberg advocated for a broader view, considering both primary and secondary value in records appraisal for historical significance.
Around 2-5% of all records created annually qualify for archival transfer after appraisal.

Appraisal Process

Records managers view appraisal as evaluating business activities for necessary records; archivists focus on determining permanent archival value.
Appraisal factors: provenance, authenticity, reliability, completeness, preservation costs, and intrinsic value.
NARA categorizes permanent records into rights of citizens, actions of federal officials, and the national experience.

Acquisition and Accession

Acquisitions refer to collections received by repositories, guided by an acquisition policy detailing acceptable materials and conditions.
Steps in the accession process: documenting the accession, executing a Deed of Gift, preparing an inventory, and arranging materials.
Archival management software aids in processing and describing materials efficiently.

Arrangement and Description

Arrangement involves organizing materials based on provenance to maintain context and integrity.
Archival description includes creating finding aids and documenting collections’ intellectual and physical attributes.
Oliver Wendell Holmes established five levels of arrangement: repository, collection, series, folder, and item.

Types of Archives

Seven types of archival repositories include colleges/universities, corporate archives, government archives, historical societies, museums, religious archives, and special collections.
Corporate archives often manage records and physical artifacts for business history and marketing.

Dark and Digital Archives

Dark Archives: collections preserved for future use, often linked to online serial publications.
Digital Archives: collections including various digital formats, emphasizing access and long-term preservation amid technological changes.

Planning and Design of Archives

Archives buildings must accommodate records and artifacts safely, focusing on security, environmental controls, and proper storage conditions.
Mixed media storage requires careful consideration due to different preservation needs for various materials.

Access Control

Both physical and logical access controls are crucial to safeguarding archival materials from theft or damage.
Monitoring patrons during the use of archival materials includes identification checks, controlled access in reading areas, and restrictive copying policies.

Long-term Preservation Challenges

Effective storage practices are vital for the long-term preservation of both physical and digital records.
Special guidance exists for preventing theft and ensuring the integrity of archival materials during storage and access.### Archival Records
Records with historical or research value are stored in archives for preservation.
Storage is managed by various entities including corporations, universities, and government organizations.

Digitization

Digitizing valuable objects can help prevent damage to original items.
Some originals, like the United States Declaration of Independence, possess intrinsic value requiring special protection.

Digital Archives

Digital archives focus on the long-term preservation of electronic information, both born-digital and digitized formats.
Collections in digital archives increasingly consist of mixed media formats.

Standards for Mixed Media

ISO 18934:2011 specifies standards for collections that include diverse media, ranging from glass plates to photo prints and magnetic media such as CDs.

Risks to Historical Artifacts

Historical artifacts face risks of theft, loss, and damage from both employees and patrons.
Implementation of control measures is essential for the protection of archival holdings.

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Description

Learn about the basics of archives management, including the transfer of records, the scope of archives, and the various tasks involved in preserving and providing access to valuable records.