2015 - Introduction to arranging archives

Summary

In this informative video, Amanda Hill from the Archives Association of Ontario discusses the key principles of arranging and describing archival materials. She emphasizes the importance of understanding provenance and original order to maintain the authenticity of records. The concept of 'fonds' is introduced, highlighting how records are organized into series based on their relationships. Hill outlines practical steps for archivists to follow when arranging records, focusing on user accessibility while respecting archival principles. Ultimately, the goal is to make records available for effective use, ensuring they are logically organized for future users.

Takeaways

• 📚 Archivists play a crucial role in the arrangement and description of archival materials.
• 🔍 Arrangement involves both physical and intellectual processes to organize records effectively.
• 📜 Understanding provenance is essential for confirming the authenticity of records and their historical context.
• 🏷️ Original order helps maintain the context in which records were created, aiding in their interpretation.
• 🌐 'Respect des fonds' is a key concept that emphasizes the importance of provenance and original order.
• 📁 A fonds represents all records created by an individual or organization, while collections consist of materials gathered over time from various sources.
• 🔗 Records within a fonds are organized into series based on their relationships, such as function or form.
• 📝 When arranging records, it’s vital to consider the needs of future users for accessibility and usability.
• 📦 Archival storage practices include using acid-free materials and avoiding items that could damage records, like rubber bands.
• ✅ There is no single 'right way' to arrange archival materials; the goal is to make them available and understandable for users.

Q & A

What is the primary purpose of arrangement and description in archives?

The primary purpose is to know what records are held, where they are, and to make them accessible to users while explaining their context.

What are the three main archival principles discussed?

The three main principles are provenance, original order, and ease of use.

How does provenance relate to archival records?

Provenance refers to the origin of a record, including its creator and the context in which it was created, which is essential for understanding its authenticity.

What does 'original order' mean in the context of archival materials?

Original order refers to maintaining the filing system used by the record's creator to preserve the context and relationships among the records.

What is a 'fonds' in archival terminology?

A fonds is a collection of records created or accumulated by a person or organization during their active life.

How are records within a fonds typically organized?

Records are organized into series, which can be based on form or function, and then further divided into files or items.

What challenges might arise when arranging larger groups of records?

Larger groups can be more complex to arrange, requiring careful planning to maintain context and user accessibility.

Why is it important to consider future users when arranging archival materials?

Considering future users helps archivists make sensible decisions about organization, ensuring the materials are accessible and understandable.

What materials are recommended for archival storage?

Acid-free folders and boxes are recommended to protect materials, especially in climate-controlled environments.

What is the key takeaway regarding the arrangement of archival materials?

There is no 'right way' to arrange materials; the focus should be on making records accessible while adhering to archival principles.