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hello my name is Sarah boffed and I'm.the Student Success archivist at the.University of Arkansas at Little Rock.Center for Arkansas history and culture.welcome to the second video into Society.of American archivists instructional.video series on describing archives of.content standard this video is free and.available to anyone who wants to learn.more about DAX but if you sign up to.take the DAX workshop for credit you.will be responsible for understanding.this content and there will be a quiz to.test your understanding in this video we.will be reviewing the eight principles.that form the basis for the rules found.index once this video is over you should.understand the principles that guide.other rules for archival description and.how to apply these principles in a.variety of situations principle one is.records and Archives possess unique.characteristics several factors make.archival description different from.other cultural heritage descriptive.practices like bibliographic cataloging.and cataloging museum objects the first.is a rare or unique nature of archival.materials a book like Salman Rushdie's.Midnight's Children often exists in many.identical copies records like the Salman.Rushdie papers at emory university are.unique while many libraries have copies.of Midnight's Children no other.repository holds an identical collection.of Salman Rushdie's papers.therefore the description of brush.newspapers will also be unique there are.as many different kinds of archival.collections in many formats and.expressed differently as there are.creators of Records.despite their uniqueness all archival.collections may be described using decks.the second factor that makes archival.description distinct have to do with the.nature of Records we collect records as.traces of human creative activities to.give us insight into the individuals.organizations ideas places and.activities that happened in the past.this means that a record rarely speaks.for itself.our work is archivists is to also.describe the contexts and people that.brought this record into being and the.series of decisions that brought the.record into an archive finally archives.are often more meaningful in aggregate.than this individual documents.the examination of aggregations of.Records can answer questions that access.to decontextualized records may obscure.what else is happening at this time is a.particular record typical or.extraordinary in its type.how did parts of an organization or.family work together this principle can.be very helpful to keep in mind when.working on projects that bring together.archival resources with non archival.cultural heritage information like books.journals and objects while these.resources have many similarities it's.important to understand and to be able.to articulate how archives are different.and what is required in their.description this second principle known.as respective films is the basis of.archival arrangement and description not.to be confused with the files respective.phones is a principle that means that.archive Ulrich's would be grouped.according to the administration.organization individual or entity by.which they were created the principle of.respected phones also proposes that.original order if such exists should be.maintained to practice the principle of.respected phones archivists must.recognize that our tribal collections.have complex relationships to each other.and to their creators and by means of.archival description document the.multi-faceted proven halls of the.records in their care for example the.Center for Arkansas history and culture.holds the papers of Winter Rockefeller.and his son went for Paul Rockefeller.despite the familial relationship these.records are arranged and described as.two separate collections to reflect.their proven on the principle of.respective Falls is also demonstrated by.the center's Frank white papers while.the files from White's term as governor.of Arkansas were maintained by various.staffers they had been kept together as.a single unit because together they.originated from and represent the.functions of the governor's office the.third principle is arrangement involves.the identification of groupings within.the material arrangement is the.intellectual and/or physical process of.organizing documents by identifying.logical groupings within the whole as.they were established by the creator.constructing a new organization when the.original order has been lost or never.existed the nature of archival.collections is often such that inherent.hierarchical groupings among materials.emerge as they are intellectually.arranged sub groupings of material.inherent characteristics from groupings.higher in the hierarchy for example a.grouping of personal correspondence can.contain subgroupings.based on individual correspondence when.the Edgerton Women's Health Center.records arrived at Augustana College.they had no discernible original order.above the folder level the professor.arranged the records into four groupings.or series administrative records.financial records general records and.community education and outreach the.processor arranged the first two series.quote because they were easy to define.in other words they were inherent.groupings the John Robert Bishop papers.another collection at Augustana required.very little arrangement the groupings.within the papers were for the most part.evident and merely required titles the.processor created the small and final.series other papers to indicate the.items did not fit neatly into one of the.preceding groupings principal for states.that description reflects arrangement.archival description may consist of a.multi-level structure beginning with a.description of the whole and proceeding.through more detailed descriptions the.part or it may consist only of a.description of the whole some parts may.be described at a greater level of.detail than others let's take a look at.an example in addition to a description.of the hole found in the collection.level scope and contents note the.southern historical collection has.chosen to provide detailed descriptions.of each folder in the Hilliard family.papers due to anticipated research or.interest principle 5 is the rules of.description applied to all archival.materials regardless of form or medium.the guidelines found index are.applicable to photographs and.correspondence moving images and audio.whether analog or digital they can be.used to describe hats data tapes.yearbooks and paintings in short.anything that might be.in archives principle six reminds us.that the principles of archival.description apply equally to records.created by corporate bodies individuals.or families no matter the source of the.records the principles of archival.descriptions can be applied this means.they can be applied equally to the.University of California Santa Barbara.Office of Public Affairs records.Betsy J beard and papers and Cameron.family papers principle 7 is archival.descriptions may be presented at varying.levels of detail to produce a variety of.outputs this principle is divided into.three parts we'll take a look at each.part and some corresponding examples.principle seven point one is levels of.description correspond levels of.arrangement the levels of arrangement.determined the levels of description.description changes as a result of.changes in arrangement such as accrual.summer top repositories make available.to researchers brief descriptions of.unprocessed collections this is the case.with the Alice T Daniel papers at Duke.University as of 2016 the preliminary.guide available online states that the.accession is unprocessed and materials.may not have been ordered and described.beyond their original condition patrons.are asked to contact research services.before visiting the library to use the.collection theater arrangement.activities will lead to additional.description principle 7.2 says.relationships between levels of.description must be clearly indicated a.descriptive system must be able to.represent the relationships among the.various parts of the descriptive.hierarchy so that a user can navigate to.higher and lower levels of description.if a body of records is arranged into.series and sub series and must be clear.to which series a sub series belongs the.ploidy McKissack papers a large body of.records benefits from a hierarchical.arrangement with numerous levels the.collections description reflects this.hierarchy by indicating the relationship.of a sub series to its parent series and.sibling sub series principle 7.3 is.information provided at each level of.description must be appropriate to that.level information comments a component.part.should be provided at the highest.applicable level while detailed.information should be reserved for the.lowest applicable level returning to the.description for the Floyd B McKissack.papers we can see that information at.lower levels is more detailed.while information at higher levels is.more general the description for sub.series 3.1 core identifies the content.found throughout the sub series while.the description for its component sub.series three point one point one.correspondence notes prominent subjects.and highlight specific authors the last.principle principle eight is the.creators of archival materials as well.as the materials themselves must be.described the activities of the creator.that produced the materials should also.be described the description for the.League of Women Voters of the United.States records held by the Library of.Congress includes information on the.history of the league in prose a.timeline and standardized access points.in the form of Library of Congress.authorities taken together these.overarching principles prioritize the.creator or proven all of the records.while archivists are instructed to.arrange and describe archival materials.and logical groupings we are to take our.leave from the creators understandings.of the relationship between materials.arrangement and description are.inextricably linked with decisions about.one reflecting the other thanks for.watching and be sure to check out the.rest of the videos in the Society of.American archivists series on decks to.become an archival description pro.

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