2. Arrangement

3. 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.

4. 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

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

6. 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

7. 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

8. 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

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

10. 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

11. 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

12. 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

13. 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

14. 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

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

16. 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

17. 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

18. 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

19. 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

20. 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.

21. 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.

22. 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

23. 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.

24. 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

25. 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

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

27. 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 ,000 leaves

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

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

30. 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

31. 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

32. Guide to the Papers of William Alfred