Processing Strategies and Developing Finding Aids with Archon

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Material Information

Title:
Processing Strategies and Developing Finding Aids with Archon
Series Title:
dLOC Advanced Topics Training Institute
Physical Description:
Documentation
Language:
English
Creator:
Skokan, Beatrice
Burr, Natalie
Publisher:
Digital Library of the Caribbean ( dLOC )
Place of Publication:
Miami, FL

Subjects

Subjects / Keywords:
Guide
Competencies
Digital Humanities
Digital Scholarship

Notes

Abstract:
Digital Library of the Caribbean ( dLOC ) Advanced Topics Training Institute, Schedule for July 21 – August 2, 2013, with details on presenters, training topics, for use in on-site training and for use in planning future training opportunities, guides, documentation, and other training and support materials

Record Information

Source Institution:
University of Miami Libraries
Holding Location:
University of Miami Libraries
Rights Management:
Applicable rights reserved.
System ID:
AA00016149:00012


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Full Text

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Archival Arrangement, Description & Access DLOC Training Session Summer 2013 By Natalie Baur & Batrice Skokan University of Miami Otto G. Richter Library

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Definition noncurrent records of an organization or an individual preserved because of their Source: Developing & Maintaining Practical Archives: A How To Do It Manual by Gregory Hunter Natalie Baur & Batrice Skokan, 7/17/2013

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Examples of Archival Material Letters (handwritten, typed & email) Photographs Minutes/Reports Diaries Business records Speeches/Lectures Brochures/Flyers/Posters Film/Video/Audio tapes Photograph of Juan Trippe and Charles Lindberg Pan American World Airways Records, Inc. UM Special Collection. Natalie Baur & Batrice Skokan, 7/17/2013

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Preservation Basics Climate control Lower than 70 degrees Fahrenheit 45% Relative Humidity (low 30% & high 50%) FLUCTUATIONS in Temperature & Relative Humidity are especially harmful by causing materials to expand & contract repeatedly. Light is damaging to rare materials Eliminate UV light & sunlight Use lighting as needed Acid free containers Advanced preservation issues are referred to professional conservators Source: Northeast Document Conservation Center @ http:// www.nedcc.org/home.php Natalie Baur & Batrice Skokan, 7/17/2013

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Steps for Archival Processing Arrangement Description Publication Natalie Baur & Batrice Skokan, 7/17/2013

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Archival Description Standard DACS Natalie Baur & Batrice Skokan, 7/17/2013

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DACS Collection Level Description Fields Collection no. Repository Collection Title Collection Dates Extent (in linear or cubic ft.) Creator(s) Scope & Content Note Access Restrictions Language of Materials Location (Not required by DACS but used to manage collections) Natalie Baur & Batrice Skokan, 7/17/2013

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Published Finding Aid Example Natalie Baur & Batrice Skokan, 7/17/2013

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An archival method of arranging & describing archival collection in the least amount of time in order to provide quicker access to researchers Source : American Archivist 68:2 (2005) Natalie Baur & Batrice Skokan, 7/17/2013

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Why Adopt the MPLP Methodology? Processing backlogs continue to be a problem for archivists, and yet the problem is exacerbated by many of the traditional approaches to processing collections that archivists continue to practice Mark Green and Dennis Meisner, Product Less Process: Revamping American Archivist 68:2 (2005), 208 64. Natalie Baur & Batrice Skokan, 7/17/2013

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Green & Meisner Survey Results Researchers accept minimal processing of archival collections. Researchers want basic descriptions of archival collections regardless of level of processing. Most researchers want online descriptions of archival collections. African Slave Trade. Hand written Portledge Bill of Brigantine "Reynard", Peter Dordin (slave captain) Master from Africa Caribbean Documents Collection, UM Special Collections. Natalie Baur & Batrice Skokan, 7/17/2013

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MPLP Principles for Change Accept Original Order & Focus on Intellectual Arrangement Rely on Environmental Controls for Preservation of Materials Unprocessed Collections are Open to Researchers Maximize Access to Collections Natalie Baur & Batrice Skokan, 7/17/2013

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MPLP Method First Steps 1. Inventory your collections (for intellectual control of your holdings ). 2. For each collection in the inventory include the basic DACS fields : Collection no, Title, Dates etc.. (See slide 7) 3. Give a physical location such as room and shelf no. to each collection (for physical control of your holdings Natalie Baur & Batrice Skokan, 7/17/2013

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Archival Management Systems Natalie Baur & Beatrice Skokan, 5/23/2012 Archon University of Miami archival management system Creation of finding aids EAD/XML output Accession records Easy creation/updating of records Will move to ArchivesSpace in Fall 2013 http://www.archon.org http://www.archivesspace.org

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Digitization and Archival Context and Description Digitization as process Role of archival context and description Provenance Creators Intellectual and physical arrangement

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Provenance Natalie Baur & Batrice Skokan, 5/23/2012 Definition: Origin/source of material. Information regarding the origins, custody, and ownership of an item or collection. (A Glossary of Archival & Records Terminology, 2005) Provenance is the fundamental principal of archives. Respect des fonds : Records of different origins are kept separately Digital collections must also respect provenance

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Creators Natalie Baur & Beatrice Skokan, 5/23/2012 Definition: individual, group or organization that is formation. (A Glossary of Archival & Records Terminology, 2005 )

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Intellectual and Physical A rrangement Natalie Baur & Batrice Skokan, 5/23/2012 Finding Aid Provides information on intellectual arrangement of collection Series, Subseries Provides physical access to intellectual arrangement found in the finding aid Box, folder, item Digital collections must also respect physical and intellectual arrangement

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Intellectual and Physical Arrangement Natalie Baur & Batrice Skokan, 5/23/2012

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Archival Context in Digital Collections Natalie Baur & Batrice Skokan, 5/23/2012

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Archival Context in Digital Collections Natalie Baur & Batrice Skokan, 5/23/2012

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Archival Context in Digital Collections Natalie Baur & Batrice Skokan, 5/23/2012

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Thank You Archives Arrangement, Description & Access Natalie Baur (Archivist) & Batrice Skokan (Manuscripts Librarian) July 17, 2013 View this presentation on Slide Share: http:// www.slideshare.net/lindyhopper38/archival arrangement description access dloc training summer 2013 24514480 International Council on Archives Standards for Archival Description: http:// www.ica.org/10207/standards/isadg general international standard archival description second edition.html DACS available via free PDF download from Society of American Archivists: http:// files.archivists.org/pubs/DACS2E 2013.pdf