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Managing an archival collection
Guiding principles and archival basics
Archiving: Peter Shaw
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Focus of this presentation
Guiding principles: Provenance and Original order
How to manage your collection: All the ‘A’ words!
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Guiding principles
Provenance: maintaining the context within which a record was created
Original order: preserving the original manner in which records were created
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Archival basicsThe ‘A’ words:• Archives policy• Appraisal• Acquisition • Accessioning• Arrangement & Description
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Archives Policy
Key things to consider:• why does your institution exist?• what does your institution collect? • what location? time period? • what person and/or subject? • how will you provide access?
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Significance CriteriaPrimary criteria:•Historic•Artistic or aesthetic•Scientific or research potential•Social or spiritual
Modifiers:•Provenance•Rarity or representativeness•Condition or completeness•Interpretive capacity
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NAA’s criteria
1. Important decisions and actions2. Establishment of Australian Government3. Australians and their environment4. Interaction of Australians and Government5. Historic
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Two observations
Knowledge of the collection is essential
How appraisal fits with archives policy
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Accessioning
Documenting the origins, subsequent history and current condition of records/material
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Arrangement and Description
Organising records
Documenting what is known about the records so they can be understood
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Levels of Description
Agencies: creators of the records
Series: groups/categories of records created
Items: the actual records
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What to do with the ‘pile of stuff’
Questions to ask:• is there any documentation? • who created it? what for? • are there dates? file numbers? names• undertake some research • what can you glean from the records?
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Some final thoughts
Really get to know your collection
Document, document, document
Keep perspective