Fitting in Functions Katherine M. Wisser & Anila Angjeli Description Section August 2015

FUNCTIONS IN ARCHIVAL DESCRIPTION

Current ICA Metadata Model ISAD(G) (Records) ISAAR(CPF) (Entities) ISDF (Functions) ISDIAH (Repositories)

Functions and continuity in records creation Stability of functions in comparison to administrative structures Functions as causatively connected to records on their creation and use Debunking the 1:1 model of archival description The functional approach to archival description

Adding perspectives Provenance approach Creator Records Functions Functional approach Functions Creator Records

Definition of function: subfunctions, business processes, activities, tasks, transactions, and others Descriptions used: – Describe as units – Control the creation and use of access points – Document relationships ISDF: International Standard for the Description of Functions

“Description of functions plays a vital role in explaining the provenance of records. Descriptions of functions can help place records more securely in the context of their creation and use. They can help explain how and why records were created and subsequently used, the purpose or function within an organisation which the records were designed to fulfil, and how records fitted in with and related to other records produced by the same organisation.” ISDF 1.4, p. 7 Functions as Context

“Archival description includes information about the content, intellectual and physical attributes of the archival material, as well as information about the context of their creation and use. The contextual information of the creation and use of material is often complex and multi-layered and may involve individuals, families, organizations, societies, functions, activities, business processes, geographic places, events, and other entities.” EAC-CPF Tag Library, 2011

5.1 Identity Area 5.2 Context Area 5.3 Relationships Area 5.4 Control Area 6 Relating Functions to Corporate Bodies, Archival Materials and Other Resources Outline of ISDF

Comparison to ISAAR(CPF) ISDF 5.1 Identity Area 5.2 Context Area 5.3 Relationships Area 5.4 Control Area 6 Relating Functions to Corporate Bodies, Archival Materials and Other Resources ISAAR(CPF) 5.1 Identity Area 5.2 Description Area 5.3 Relationships Area 5.4 Control Area 6 Relating Corporate Bodies, Persons and Families to Other Archival Materials and Other Resources

Identity Area – Type – Authorized form(s) of name – Parallel form(s) of name – Other form(s) of name – Classification Outline of ISDF

Context Area – Dates – Description – History – Legislation Outline of ISDF

Relationships Area – Authorized form(s) of name/Identifier of related function – Type – Category – Description of relationship – Dates of relationship Outline of ISDF

We need an EAC-F Standard Karsten Kühnel, “The Role of Functional Provenance between Archival Appraisal and Description – do we need an EAC-F standard?” project.eu/index.php/en/articles/210-the-role-of- functional-provenance-between-archival-appraisal-and- description-do-we-need-an-eac-f-standard

TS-EAC AND FUNCTIONS

Concomitant events: – ICA annual conference 2013 – EGAD meeting < Kick-off meeting for developing a schema for Functions Participation - 20 professionals – From the international community: Australia, France, Germany, Greece, Italy, Netherlands, Sweden, Switzerland, UK, USA – Including members of TS-EAC, TS-EAD, SDT and EGAD Creation of an AdHoc Working Group or “Incubation Group” on Functions 22 November 2013, Brussels (Belgium) at the Royal Library of Belgium

Context Since 2008 four separate, local initiatives for building a schema for functions  Sweden National Archives to support a process-based approach for building an E-Archive and E-Management system in Sweden  Italy to support several projects for encoding current archives  Switzerland Archives of the State of Valais to trace business processes within an organization  France Cross-Ministry Service for the coordination of French archives to support records appraisal and development of retention schedules All based on the overall architecture of EAC, though with variations However, unanimous agreement on the need for a unique international standard schema

Decisions on design Principles at the Brussels’ meeting (1) Compliance with ISDF – but extend the scope to “any acting agent” Design architecture – based on EAC-CPF > Approach of shared blocks/elements/attributes with the other archival encoding standards (EAD and EAC-CPF)

Special focus on Relations – provide the adequate model for expressing the complex semantics of relations: Decisions on design Principles at the Brussels’ meeting (2) Close collaboration with EGAD Rely on EGAD for: – categories of functions and their names – definition of relations – the way ISDF will be further specified Function Agents Archival materials or other resources

EGAD has tackled the complex “world of functions” (or Business-related concepts) Goal s Ever since … Use cases are needed!!! Actions Defining entities by addressing questions such as: ➨ Why an agent (person, organization, etc.) does something? (what is the purpose / goal / responsibility) ➨ How an agent achieves this purpose? (what activities are involved to carry out the responsibilities) ➨ Is there a mandate that authorizes the agent? ➨ Who mandates/authorizes the agent to do something? ➨ Are there rules that govern the activities? ➨ What are the relations among the defined entities? Occupations Responsibilities Mandates Authorities Rules … … Business

Incubation Group on Functions work plan Virtual meeting in June 2015 decided: -Hold off on construction of a schema for functions until the archival conceptual model & ontology is further along -Support EGAD in the modeling of functions (the group includes members from EGAD as well) ➨ From June on - – Bring together a compendium of real life examples with a broad enough variety : -businesses / functions / activities / occupations … -mandates / rules / authorizations to act … -operational situations and contexts … ➨ From November on - -Start building the schema

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