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Overview   ,[object Object],[object Object],[object Object]
Differences  between archival and library materials Category  Libraries  Archives Nature  published unpublished discrete items groups of related items available elsewhere unique Method of receipt selected as single   appraised in aggregates items  Arrangement predetermined sub- provenance and original ject classification order Level of description individual items aggregate (record group  or series) Descriptive media card catalog, OPAC inventories, guides Access open stacks closed stacks
Archives ,[object Object],[object Object],[object Object]
Archives ,[object Object],[object Object]
Archives ,[object Object]
Fonds ,[object Object],[object Object],[object Object],[object Object]
Records ,[object Object],[object Object],[object Object],[object Object],[object Object]
Collection ,[object Object],[object Object],Photographs are a good example of a collection. They are often brought together for preservation and access purposes.    What are examples of subject collections?
Personal Papers ,[object Object],[object Object]
Personal Papers ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
MANUSCRIPT COLLECTIONS ,[object Object],[object Object],[object Object],[object Object],[object Object]
Basic Archival Principles ,[object Object],[object Object],[object Object],Beinecke Rare Book and Manuscript Library, Yale University, New Haven, Connecticut
Respect des fonds The principle that the records of a person, family or corporate body must be kept together in their original order, if it exists or has been maintained, and not be mixed with the records of another individual or corporate body. This fundamental principle embodies the notions of  PROVENANCE  and  RESPECT FOR ORIGINAL ORDER.
Provenance ,[object Object],[object Object],(Bad Schussenried Bibliothekssaal, Baden-Württemberg, Germany)
Respect for Original Order ,[object Object],[object Object],Biblioteque Nationale de France
Application of archival principles ,[object Object],[object Object],[object Object]
Why start an archives  ? ,[object Object],[object Object],[object Object]
The Archives’ constituents … ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Organizational structuring of an archives … ,[object Object],[object Object],[object Object],[object Object]
Administrative Authorization ,[object Object],[object Object],[object Object],[object Object]
Steps  in beginning  an  archives ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Core Mission   is to provide appropriate and permanent care for records of historical value  in order to make them available for use. ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Goals ,[object Object],[object Object],[object Object]
POLICY OBJECTIVES ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Reappraisal Conducting surveys Appraisal Acquisitions Accessioning Arrangement Preservation Security Description Access/reference Outreach /promotion Cyclical expression of archival functions preserve make available make available IDENTIFY
Exercise 1 ,[object Object],[object Object],[object Object],[object Object]
Objective of the Exercise ,[object Object]
This is the end of Part 1!
archival collection program ,[object Object],[object Object],[object Object]
Formulating Archival Collection Development Policies ,[object Object],[object Object],[object Object],[object Object]
Archival Collecting ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Documentation Strategies based on functions MISSIONS Teaching research public service Confer credentials Convey knowledge Promote culture Foster socialization Conduct research Provide public services Sustain the institution
Potential Donors alumni friends employees faculty  students administrators
What to collect…. ,[object Object],[object Object]
TYPES of   documentation ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
collecting priorities ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Types of Academic Records ,[object Object],[object Object],[object Object],[object Object],[object Object]
Types of Academic Records ,[object Object],[object Object],[object Object],[object Object],[object Object]
Types of Academic Records ,[object Object],[object Object],[object Object],[object Object],[object Object]
Types of Academic Records ,[object Object],[object Object],[object Object],[object Object]
Types of Academic Records ,[object Object],[object Object],[object Object],[object Object]
Types of Academic Records ,[object Object],[object Object],[object Object],[object Object]
DLSU Archives collection policy ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
DLSU Archives collection policy ,[object Object],[object Object],[object Object],[object Object]
APPRAISAL   act of determining the worth of records to their creator or user ,[object Object],[object Object],[object Object]
Appraisal values ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Records with evidential values ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Exercise ,[object Object],[object Object],[object Object],[object Object]
Exercise 3 ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
This is the end of Part 2!
Processing ,[object Object],[object Object],[object Object],[object Object],[object Object]
Accession ,[object Object],[object Object]
Accession record   ,[object Object],[object Object],[object Object]
[object Object],[object Object],[object Object],[object Object],[object Object],Five Levels of Arrangement
Five Levels of Arrangement   as applied in a college/university
Series arrangement ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Series ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Subseries ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
File level ,[object Object],[object Object],[object Object],[object Object],[object Object]
Item level ,[object Object],[object Object],[object Object]
List of activities in processing… Determine priority for arrangement/ description Research the life of the person or organization creating the records Decide if any item needs special storage Set aside those recommended for disposal Determine the level of arrangement / description Examine new transfers/collections thoroughly What will I do ?
List of activities in processing… Arrange the items, if necessary Inventory and describe the records Write the Administrative History or Biographical Note Prepare the finished descriptive guide / inventory Identify the record series
S t e p s   in arranging a collection ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
When arranging large record groups, consider the following… ,[object Object],[object Object],[object Object],[object Object],[object Object]
Preliminary work ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Physical care of the records ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Sorting ,[object Object],[object Object],[object Object],[object Object],Sort materials according to the arrangement you have chosen, first into series down to item level if necessary
Packing, labeling, storing ,[object Object],[object Object],[object Object]
Description the process of establishing   administrative and intellectual control over archival holdings through the preparation of finding aids. ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Types of Finding Aids ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Repository Guide   ,[object Object],[object Object],[object Object]
Descriptive Inventory   ,[object Object],[object Object]
Summary Inventory   ,[object Object],[object Object]
Calendar ,[object Object]
DESCRIPTION WORKSHEET 1.8B13.    General note: 1.8B12.    Accruals: 1.8B11.    Associated material: 1.8B10.    Finding aids: 1.8B9.    Access restriction: 1.8B8.    Originals and reproduction: 1.8B6.    Arrangement: 1.8B5.    Source of acquisition: 1.8B4.    Physical description: 1.8B2.    Source of supplied title: 1.8 NOTES: 1.7C.         SCOPE AND CONTENT: 1.7B.         CUSTODIAL HISTORY: 1.7A.         ADMINISTRATIVE HISTORY/BIOGRAPHICAL SKETCH: 1.7    ARCHIVAL DESCRIPTION: 1.5    PHY.D: 1.4    DATES: 1.1    TITLE:
DESCRIPTION WORKSHEET for Photographs 12. AVAILABILITY OF FINDING AIDS 11. COPYRIGHT 10. RESTRICTIONS 9. SOURCE OR DONOR 8. PROVENANCE 7.  ARRANGEMENT: 6. SCOPE AND CONTENT NOTE: 5.  BIOGRAPHICAL OR HISTORICAL INFORMATION: 4.  PHYSICAL DESCRIPTION ( including form, dimensions, extent or quantity, and information about photographic processes, different shapes, or peculiar features, physical condition, and whether originals or copies)   3.  NAME OF PHOTOGRAPHER (if known): 2.  DATES: 1.  TITLE:
Considerations in developing a descriptive program… ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Descriptive Program Guidelines   ,[object Object],[object Object],[object Object],[object Object],[object Object]
Exercise 4 ,[object Object],[object Object],[object Object],[object Object],[object Object]
This is the end of Part 3!
Reference service Guidelines ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Reference service Guidelines ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Administrative Services  ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Public Relations Program ,[object Object],[object Object],[object Object],[object Object],[object Object]
Digitization Program ,[object Object],[object Object],[object Object],[object Object]
Digitization ,[object Object]
Benefits of  Digitization … ,[object Object],[object Object],[object Object]
More benefits … ,[object Object],[object Object],[object Object]
Disadvantages … ,[object Object],[object Object],[object Object],[object Object]
Issues and Concerns ,[object Object],[object Object],[object Object],[object Object],[object Object]
[object Object],[object Object],[object Object],More concerns….
De La Salle University ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
… at the  RMAO  Research Mgt. & Archives Office (RMAO) Consejo Superior  De Investigaciones Cientificas (CSIC) catalogs of centuries old documents during Spanish colonial period
[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],UP Diliman Libraries
Philippine eLib Project  ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],Supreme Court eLibrary
Considerations  for digitization projects ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Thank you for listening!

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Archival Management: Principles and Techniques

  • 1.
  • 2. Differences between archival and library materials Category Libraries Archives Nature published unpublished discrete items groups of related items available elsewhere unique Method of receipt selected as single appraised in aggregates items Arrangement predetermined sub- provenance and original ject classification order Level of description individual items aggregate (record group or series) Descriptive media card catalog, OPAC inventories, guides Access open stacks closed stacks
  • 3.
  • 4.
  • 5.
  • 6.
  • 7.
  • 8.
  • 9.
  • 10.
  • 11.
  • 12.
  • 13. Respect des fonds The principle that the records of a person, family or corporate body must be kept together in their original order, if it exists or has been maintained, and not be mixed with the records of another individual or corporate body. This fundamental principle embodies the notions of PROVENANCE and RESPECT FOR ORIGINAL ORDER.
  • 14.
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  • 20.
  • 21.
  • 22.
  • 23.
  • 24.
  • 25.
  • 26. Reappraisal Conducting surveys Appraisal Acquisitions Accessioning Arrangement Preservation Security Description Access/reference Outreach /promotion Cyclical expression of archival functions preserve make available make available IDENTIFY
  • 27.
  • 28.
  • 29. This is the end of Part 1!
  • 30.
  • 31.
  • 32.
  • 33. Documentation Strategies based on functions MISSIONS Teaching research public service Confer credentials Convey knowledge Promote culture Foster socialization Conduct research Provide public services Sustain the institution
  • 34. Potential Donors alumni friends employees faculty students administrators
  • 35.
  • 36.
  • 37.
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  • 44.
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  • 47.
  • 48.
  • 49.
  • 50.
  • 51. This is the end of Part 2!
  • 52.
  • 53.
  • 54.
  • 55.
  • 56. Five Levels of Arrangement as applied in a college/university
  • 57.
  • 58.
  • 59.
  • 60.
  • 61.
  • 62. List of activities in processing… Determine priority for arrangement/ description Research the life of the person or organization creating the records Decide if any item needs special storage Set aside those recommended for disposal Determine the level of arrangement / description Examine new transfers/collections thoroughly What will I do ?
  • 63. List of activities in processing… Arrange the items, if necessary Inventory and describe the records Write the Administrative History or Biographical Note Prepare the finished descriptive guide / inventory Identify the record series
  • 64.
  • 65.
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  • 71.
  • 72.
  • 73.
  • 74.
  • 75.
  • 76. DESCRIPTION WORKSHEET 1.8B13.    General note: 1.8B12.    Accruals: 1.8B11.    Associated material: 1.8B10.    Finding aids: 1.8B9.    Access restriction: 1.8B8.    Originals and reproduction: 1.8B6.    Arrangement: 1.8B5.    Source of acquisition: 1.8B4.    Physical description: 1.8B2.    Source of supplied title: 1.8 NOTES: 1.7C.         SCOPE AND CONTENT: 1.7B.         CUSTODIAL HISTORY: 1.7A.         ADMINISTRATIVE HISTORY/BIOGRAPHICAL SKETCH: 1.7    ARCHIVAL DESCRIPTION: 1.5    PHY.D: 1.4    DATES: 1.1    TITLE:
  • 77. DESCRIPTION WORKSHEET for Photographs 12. AVAILABILITY OF FINDING AIDS 11. COPYRIGHT 10. RESTRICTIONS 9. SOURCE OR DONOR 8. PROVENANCE 7. ARRANGEMENT: 6. SCOPE AND CONTENT NOTE: 5. BIOGRAPHICAL OR HISTORICAL INFORMATION: 4. PHYSICAL DESCRIPTION ( including form, dimensions, extent or quantity, and information about photographic processes, different shapes, or peculiar features, physical condition, and whether originals or copies) 3.  NAME OF PHOTOGRAPHER (if known): 2. DATES: 1. TITLE:
  • 78.
  • 79.
  • 80.
  • 81. This is the end of Part 3!
  • 82.
  • 83.
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  • 85.
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  • 87.
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  • 90.
  • 91.
  • 92.
  • 93.
  • 94. … at the RMAO Research Mgt. & Archives Office (RMAO) Consejo Superior De Investigaciones Cientificas (CSIC) catalogs of centuries old documents during Spanish colonial period
  • 95.
  • 96.
  • 97.
  • 98.
  • 99. Thank you for listening!