Arrangement

Definition Exercise physical (accessible/usable) control over archival materials To provide a sound basis for administering, arranging and describing historical records. The process and results of organizing archives, records, manuscripts in accordance with accepted archival principles.

Archival Principles Provenance - no commingling of record groups Original Order –– kept according to the order created by the person/creator, organization, office, etc. Files have an organic relationship. Inherent value within original order

By observing these principles the archivist must: Understand, protect, and illuminate dual value in records Informational value/evidential value

Benefits to the Archives 1.Encourages efficient and economical management of records 2. Ensures that information necessary for thorough description of records is obtained 3. Preserves information necessary for effective research use

Levels of Arrangement Repository Level Division of the repository’s total holdings into a few major and distinct categories. BC Special Collections: College Archives Noted Faculty Noted Alumni Brooklyn Collection Historical Research Collections Rare Books

Record Groups / Collections Bodies of records related by an organization, activity or creator Record Group - Archival materials of the creating organization Collections – research collections of historical research value Papers –materials of an individual

Record Group Reflective of an organic whole – complete in itself, capable of dealing independently – making it more readily grasped intellectually/managed physically.

Subgroups Subgroup – A body of related records within a record group usually consisting of the records of a subordinate administrative unit. All relate to the same creator or record group Separated by functional, geographical, chronological relationships, subject Ie. Records of the Governor’s office Subgrouping by Executive Secretary Legal Counsel Press Secretary

Series Level Series level – Most important level – archivist expresses the character of the record group or collection by the divisions made of it. Definition: File units or documents arranged in accordance with a filing system or maintained as a unit because they relate by subject/function or form. A record or collection group may arrive with or without clearly established series. Established by creator to facilitate recall of the data within resulting from organic activities – original order

If collection comes in disarray – must prepare to create a logical order that will be efficient & reveal the nature & informational content of the materials. Archivist – are primarily concerned with recreating the structure of the record. Curators – not so much interested in structure as in information and research value

Series – developed in one of four ways: Chronology – establishes periods and timeframe Topical – used only when topics are indisputable; problem to many topics Functions of the creator – best illuminates the evidential value and purpose of records Types of Materials/Formats – separate document by physical characteristics  correspondence to photograph minutes/diaries

File/Folder Unit File unit – aggregation of documents brought together – usually for convenience of filing – arranged: Original order Type of material Chronological/alphabetical by topic, geography, personal, organization

Item Level An item can be multiple pages or a single leaf

Collection Processing 1.Space to process the collection Ample Table Space Supplies Secure area 2.Review the accession register, deed and other acquisitions documents (AR) – Served as a preliminary finding aid Should rough out arrangement

Go through the entire collection without rearranging anything Initial pass to confirm accession record Get a feel for collection Settle on series Take good notes 4.Develop the processing plan Sketch out order Identify preservation concerns

5.Sort the collection into series 6.Process each series to the folder unit level Re-house into acid free materials Label new folders but not number until processing is completed Shrinkage of collection

7. Process to the item level Remove fasteners Unfold & ease creases Prepare “Separation Sheets” 8. Lock in final arrangement Place folders in final order Avoid over packing containers 9. Prepare container list

Description Description: Bibliographic control – “To provide information on the context in which records were created describing their physical characteristics and intellectual content in order to assist researchers in determining whether materials are relevant to informational needs.

Tools of a descriptive program are called: Finding Aids - Any descriptive media, card or document, published or unpublished, that establishes physical, administrative and/or intellectual control over archives or manuscripts.

By control, we mean: Essential information about the records (who created them/what for) Knowledge of information within the records The holdings themselves (format of materials) Retrieval of information for researchers and donors

Consist of Five Parts Introduction Overview of contents, provenance and research strengths of collection Relates the contents to history or biography of creator – included info on any restrictions From this section, researcher should determine if materials are pertinent to their research needs.

Biographical Sketch/Agency History Info should provide researcher with a good overview in either outline/or narrative form of principle events in the history of the person or agency during the period encompassed by the collection – whether or not each event is discussed in papers Chronology can be added

Scope and Content Note Archival essay – placing the collection into a historical context Lengthy paragraph discusses: Strengths & Weaknesses within the collection group Helps identify gaps and physical condition Minimally mentions the types of materials, dates Significant correspondents and subject files

Series Statements Reveals the actual arrangement of the record group and its informational content Five Pieces of Information: 1.Timeframe: Bulk dates 1945-50 Collation dates -Time period in which record was brought together Inclusive dates -Earliest and latest dated documents 1900, 1907 – indicates break)

2.Quantity – 4 measures: a. Leaf – 1 sheet b. Item – 1 document (Can be more than 1 page) c. Linear footage – Larger collections – reports amount of shelf space occupied by records d. Cubic feet – Document case size hold 1500-2,000 leaves

3. Formats types within series 4. Arrangement formats: Topical, chronological, reverse chronological and by subject 5.Principal subject content

Container Listings Detailed table of contents Specific information on filing order Folders arranged non -consequentially from container to container

Characteristics of a Good Finding Aid a. Intended for the researcher Focus on use by others b. Objectivity about the collection - Professional tone - No editorial comments c. Be aware of the needs of a wide range of researchers - must anticipate how various researchers will approach the collection

d. Written in a clear, concise and consistent style - Avoid jargon and terms that would eliminate users - Establish consistency e.Efficiency -Present the maximum usable information in shortest way possible

Guide to the Papers of William Alfred http://library.brooklyn.cuny.edu/archives/