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The term “Archive” has been used in the past to designate complex collections of personal and/or family papers with mixed but related provenance, or when a collection has long been known by that designation (e.g. Adler hip hop archive, Afrika Bambaataa hip hop archive). While use of this term is not recommended by DACS, it may be used locally in some cases, following consultation with curators.
Collections
Intentionally assembled collections contain materials acquired from multiple sources, grouped together either by a previous collector or by the library itself, according to criteria other than provenance (perhaps person, subject, form, or physical characteristic). Such collections are usually closed (i.e. no additions are anticipated), but in exceptional cases are ongoing. A variety of strategies are used in processing collections. Provenance for individual items is tracked in provenance notes at the appropriate level in the finding aid. In some cases material can be grouped by provenance into series-like components.
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A single component of a collection might be arranged at one level but described at another. Financial records, for example, may be arranged at the file level for ease of use, but described at the container level, which is sufficient to facilitate retrieval.
Definition of levels
Level of Control | Description | Arrangement | Preservation | Appraisal |
Collection Level | Collection-level record in ASpace (at least DACS single level minimum) possibly with a brief box listing | As is. | Replace boxes - keep original folders. | Weeding not appropriate at this level. For collections with privacy concerns throughout, restrict entire collection |
Series/Subseries Level | Brief finding aid or Detailed ASpace notes (arrangement and scope & content) with series/subseries descriptions and/or box listings. | Put series and/or boxes into rough order. | Replace boxes, house loose items. Replace folders, binders, or envelopes only if unserviceable. | Appraise series, subseries, or large, discernible chunks, but avoid finer levels of weeding. For series with privacy concerns throughout, restrict entire series from users and review for use on demand. |
Box Level | Finding aid with general descriptions of contents of boxes | Box and folders in rough order. | Replace boxes, house loose items. Replace folders, binders, or envelopes only if unserviceable. | Appraise series, subseries, or large, discernible chunks at the box level, but avoid finer levels of weeding or folder level description. For series or boxes with privacy concerns throughout, restrict entire series/box from users and review for use on demand. |
File Level (expedited) | Succinct finding aid with abbreviated folder lists or simple inventories. Existing description repurposed. | Put folders in rough order. Preserve original order when usable. Perform rough sort of loose items. | Replace boxes but retain existing folders and labels when in good shape otherwise refolder as needed. | Appraise at the folder level; avoid finer levels of weeding. Segregate folders with privacy concerns. |
Folder Level (traditional) | Finding aid includes detailed folder lists, scope and content notes, and/or historical notes. Folder titles are refined and standardized. | Put folders in order. Impose new organizational scheme or make significant improvements. Sort loose items into folders. | Replace boxes and folders. Selectively perform preservation actions for fragile or valuable items. | Appraise at the folder level; avoid finer levels of weeding. Segregate folders with privacy concerns. |
Item Level | Detailed finding aid includes item lists, or folder lists with explanatory notes. | Items are placed in order in boxes and folders. | Replace boxes and folders.Comprehensively address housing or preservation needs for fragile items. Reformat audio-visual material. | Item-level weeding appropriate. Segregate items with privacy concerns. |