INFO 6800 Archives (Winter 2013) – Neptune Theatre Production History | 1

INFO 6800 Archives – Neptune Theatre Production History Assignment

Due Date: February 4, 2013 Assignment Weight: 25% Assignment Goals

To understand how the Rules for Archival Description are used to create multi-

level archival descriptions

To gain practical experience describing different kinds of archival materials

To introduce different approaches to describing archival materials

Relevant Course Learning Objectives

To develop an understanding of the core archival functions and how they are

practiced in contemporary Canadian archives

To develop an understanding of the various documentary formats found in

archives

To examine the various roles played by archives in an organizational setting as a

key component in information management and as a repository for research

To develop an understanding of the fundamental differences between archives

and libraries and the interdependence of records management and archives in

managing records

Assignment Description

For this assignment, you will be creating a “mini finding aid” for the records from a past

production of Neptune Theatre. The records do not constitute a fonds or collection; they

are part of the Neptune Theatre fonds. For the purpose of this assignment, you will be

treating the group of records as though it is a complete series in the Neptune Theatre

INFO 6800 Archives (Winter 2013) – Neptune Theatre Production History | 2

fonds. You will review the records and create a multi-level description that starts at the

series level and contains sub-series and file-level descriptions.

A sign-up sheet will be posted on the course blackboard site. Use the sign-up sheet to

choose a production. You must go to the Archives and Special Collections reading

room on the 5th floor of the Killam Library to gain access to the records. The records will

be provided in one or two archival boxes. Files in each box will be numbered. Please

note that this is a quiet study area. Food and drinks are not permitted in the

reading room at any time. It is very important that you arrange to come in during

reading room hours (available online at

http://libraries.dal.ca/collections/archives_special_collections.html). Please consult me

if you have any problems gaining access to the materials you have been assigned. Be

sure to follow the instructions on handing in your work.

Assignment Instructions

1. Survey the records. The purpose of the survey is to gain an understanding of the

production, the arrangement of the records, scope and content of the records,

etc.

2. Research and gather other available information about the production, including:

a. Information about actors, playwrights, designers, producers, etc.

b. Reviews

c. Other information about Neptune Theatre and the season in which the

production premiered (e.g., published material, related archival records in

the Neptune Theatre fonds, related archival materials in other fonds, etc.)

3. Assess the records and identify any potential sub-series.

4. Develop an arrangement structure for the records. Treat each folder as a file.

5. A fonds-level processing sheet is available on the course blackboard site. Using

this sheet as a guide, write a series-level description that contains the following

areas of description:

a. Title and statement of responsibility area

b. Dates of creation area

INFO 6800 Archives (Winter 2013) – Neptune Theatre Production History | 3

c. Physical description area

d. Archival description area

e. Notes area

f. Access points

6. Create sub-series descriptions for any sub-series you’ve created.

7. A file-level processing sheet is available on the course blackboard site. Using

this sheet as a guide, write file-level descriptions for each folder.

8. Combine your descriptions into a multi-level finding aid.

9. Your multi-level finding aid should be compliant with all aspects of RAD, including

punctuation.

Additional Notes

1. Leave all records in their original box and folder.

2. Do not attempt to do any preservation or conservation activities.

3. Do not physically reorganize the records in any way. Be sure to leave all the

documents in their folders, in their pre-established order.

Helpful tips

1. Review the Dalhousie Libraries Guide to Archival Research before coming to the

archives: http://dal.ca.libguides.com/archivalresearch.

2. Review the Principles of RAD.

3. Make sure you understand the history of Neptune Theatre and the key functions

and activities of the organization.

4. Search the finding aid for the Neptune Theatre fonds to find other documents that

may help provide information on events, people, productions, and other topics

relevant to your production.

5. Pay particular attention to punctuation, grammar, syntax, and diction. Consult

the punctuation rules in RAD. Part I has extensive examples.

6. Imagine the file-level descriptions as individual records in an institutional

repository or library catalogue.

INFO 6800 Archives (Winter 2013) – Neptune Theatre Production History | 4

Handing in Your Work

Please submit your work using the assignment drop box in the course blackboard site.

Your multi-level description should be submitted in a word processing file. Do not

submit a PDF. Label your file according to the following specifications:

LastnameFirstname-INFO6800-NeptuneTheatreAssignment

Assessment

The multi-level description will be assessed according to three criteria: expression,

comprehension, and overall presentation. The final mark will be derived from the

combined score out of a possible 15 points. I will provide in-text comments and a

breakdown of each mark.

Expression (5 points)

o Your multi-level description will be assessed for grammar, punctuation,

diction, spelling, and your ability to clearly and concisely describe the

records.

Comprehension (5 points)

o Evidence of your understanding of archival processing will be assessed.

This will include an assessment of your arrangement structure, adherence

to the Rules for Archival Description, and your ability to follow instructions.

Overall Presentation (5 points)

o This component assesses the overall quality of your multi-level

description, including structure, font and formatting choices, layout,

attention to detail, and its potential usability as a tool for archival

discovery.

Marks

Marks will be provided in letter grades that conform to the School of Information

Management’s Grading System:

http://sim.management.dal.ca/Courses/Grading_System.php.

Please feel free to consult me if you have any questions about the grading of your work.