Podcast
Questions and Answers
Which of the following is NOT a meaning of the term 'archives' as used in the context of archival management?
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- A research library that specializes in historical documents and manuscripts.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?
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?
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- Jenkinson focused on historical documents, while Schellenberg prioritized government records.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?
Which of the following is NOT a core component of archives management?
Which of the following best exemplifies the concept of 'appraisal' as it applies to archives management?
Which of the following best exemplifies the concept of 'appraisal' as it applies to archives management?
Which of the following is NOT a reason why archives are considered essential?
Which of the following is NOT a reason why archives are considered essential?
Based on the text, what is the main difference between archival collections and manuscript repositories?
Based on the text, what is the main difference between archival collections and manuscript repositories?
Which of the following would be considered an example of an archival collection, according to the definition provided in the text?
Which of the following would be considered an example of an archival collection, according to the definition provided in the text?
What is the primary purpose of an acquisition policy in an archives?
What is the primary purpose of an acquisition policy in an archives?
What is the primary principle guiding the arrangement of archival materials?
What is the primary principle guiding the arrangement of archival materials?
Which of the following is NOT a level of arrangement identified by Oliver Wendell Holmes?
Which of the following is NOT a level of arrangement identified by Oliver Wendell Holmes?
What is the main purpose of creating an archival description?
What is the main purpose of creating an archival description?
What distinguishes a 'special collections' repository from other types of archives?
What distinguishes a 'special collections' repository from other types of archives?
Which of the following is NOT a type of archival repository identified by the Society of American Archivists (SAA)?
Which of the following is NOT a type of archival repository identified by the Society of American Archivists (SAA)?
Why is it crucial to maintain the original order of archival materials?
Why is it crucial to maintain the original order of archival materials?
How does archival management software support the accessioning and description of archival materials?
How does archival management software support the accessioning and description of archival materials?
What is the main function of a Deed of Gift in the context of archival acquisition?
What is the main function of a Deed of Gift in the context of archival acquisition?
Why is it important for archival descriptions to be updated when new materials are added to a collection?
Why is it important for archival descriptions to be updated when new materials are added to a collection?
Which of the following best describes a 'dark archive'?
Which of the following best describes a 'dark archive'?
Based on the provided text, what is a key difference between 'corporate archives' and 'dark archives'?
Based on the provided text, what is a key difference between 'corporate archives' and 'dark archives'?
Which of the following best describes the primary function of a 'digital archives'?
Which of the following best describes the primary function of a 'digital archives'?
What is a common use of archival materials in the context of television shows?
What is a common use of archival materials in the context of television shows?
Based on the information provided, what is a key consideration in the management of a 'digital archives'?
Based on the information provided, what is a key consideration in the management of a 'digital archives'?
What is the significance of the vault constructed to house Coca-Cola's secret formula?
What is the significance of the vault constructed to house Coca-Cola's secret formula?
What is a key difference between the Northwest Corporate Archives and the World of Coca-Cola?
What is a key difference between the Northwest Corporate Archives and the World of Coca-Cola?
Which of the following is NOT a type of archival material discussed in the text?
Which of the following is NOT a type of archival material discussed in the text?
What is a key advantage of having a digital archives?
What is a key advantage of having a digital archives?
Which of the following is an example of a physical artifact that might be found in a corporate archives?
Which of the following is an example of a physical artifact that might be found in a corporate archives?
What is one method recommended to prevent theft of archival materials?
What is one method recommended to prevent theft of archival materials?
Which of the following is NOT a recommended practice for monitoring archival material usage?
Which of the following is NOT a recommended practice for monitoring archival material usage?
What should be done with storage areas to prevent theft of artifacts?
What should be done with storage areas to prevent theft of artifacts?
What challenge is associated with the long-term preservation of digital objects compared to physical records?
What challenge is associated with the long-term preservation of digital objects compared to physical records?
Which of the following describes inactive records?
Which of the following describes inactive records?
What is a proper method for documenting the location of archival materials?
What is a proper method for documenting the location of archival materials?
What does ISO 18934:2011 primarily address?
What does ISO 18934:2011 primarily address?
Which of the following strategies is recommended for fragile archival documents?
Which of the following strategies is recommended for fragile archival documents?
What is a key step to be taken prior to allowing researchers to leave the archival area?
What is a key step to be taken prior to allowing researchers to leave the archival area?
Which statement about digital archives is accurate?
Which statement about digital archives is accurate?
What is the primary goal of an archivist when designing an archives building or space?
What is the primary goal of an archivist when designing an archives building or space?
What is the recommended shelving type for storing paper records in an archive?
What is the recommended shelving type for storing paper records in an archive?
What is the main challenge in storing mixed media archival collections?
What is the main challenge in storing mixed media archival collections?
What is the purpose of the ISO 18934:2011 standard?
What is the purpose of the ISO 18934:2011 standard?
What is one way to preserve a collection, according to the text?
What is one way to preserve a collection, according to the text?
What is the name of the team that encourages the public to help identify lost or stolen historical U.S. government documents?
What is the name of the team that encourages the public to help identify lost or stolen historical U.S. government documents?
What type of classroom is included in the Washington State Digital Archives?
What type of classroom is included in the Washington State Digital Archives?
What is the purpose of covering windows and fluorescent lighting with UV-protective film in an archive?
What is the purpose of covering windows and fluorescent lighting with UV-protective film in an archive?
What is the term for all the records created by an individual, family, organization, government, office, business, or other entity?
What is the term for all the records created by an individual, family, organization, government, office, business, or other entity?
What is the main concern when storing records of value to collectors?
What is the main concern when storing records of value to collectors?
Which of the following factors is NOT considered when appraising records for permanent (archival) value?
Which of the following factors is NOT considered when appraising records for permanent (archival) value?
What is the primary distinction between records management appraisal and archival appraisal?
What is the primary distinction between records management appraisal and archival appraisal?
What percentage of records generated in a year typically meet the criteria for archival transfer?
What percentage of records generated in a year typically meet the criteria for archival transfer?
Which of the following is NOT considered a criterion for determining the enduring value of records for archival transfer?
Which of the following is NOT considered a criterion for determining the enduring value of records for archival transfer?
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?
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?
Why is the archival appraisal of digital records often more complex than that of physical records?
Why is the archival appraisal of digital records often more complex than that of physical records?
What is the main purpose of the appraisal process for records in a business context?
What is the main purpose of the appraisal process for records in a business context?
Which of the following is NOT a category of permanent records established by NARA?
Which of the following is NOT a category of permanent records established by NARA?
Why is sampling considered an appropriate appraisal tool in some cases?
Why is sampling considered an appropriate appraisal tool in some cases?
Which of the following statements accurately reflects the relationship between acquisition and accession?
Which of the following statements accurately reflects the relationship between acquisition and accession?
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.
