Basic Definitions

Question 1

fonds

Answer 1

whole of the records created (sent or received) by a physical or juridical person by reason of its activity, and preserved by the creator or legitimate successor(s) for further action or reference

Question 2

document

Answer 2

recorded information intended to communicate; message fixed to a medium; semantic and syntactic

Question 3

form

Answer 3

the whole of the document’s characteristics that can be separated from content; physical or external & intellectual or internal

Question 4

documentation

Answer 4

procedures that result in fact being recorded

Question 5

diplomatics

Answer 5

discipline which studies the genesis, forms, and transmission of archival documents and their relationships with the facts represented in them and with their creator in order to identify, evaluate, and communicate their true nature

Question 6

What is the purpose of diplomatics?

Answer 6

determine the authenticity of archival documents in order to establish their authority and relationship to acts and facts

Question 7

legal authenticity

Answer 7

a document is legally authentic when it is attested by an appropriate authority

Question 8

historical authenticity

Answer 8

a document is historically authentic if the events portrayed took place or the content is true

Question 9

diplomatic authenticity

Answer 9

the record is what it purports to be and was created when it was purported to be created and by whom it was purported to be created

Question 10

What are the elements of record trustworthiness?

Answer 10

authenticity, reliability, and accuracy

Question 11

how is authenticity determined?

Answer 11

identity and integrity -> free from tampering and is what it purports to be. authenticity must be protected

Question 12

how is reliability determined?

Answer 12

completeness and control. are all of the formal elements present? was it created with proper controls? reliability is established at the moment of a document’s creation, it is static

Question 13

authentication

Answer 13

declaration of authenticity by an authorized person at a particular time; may take the form of a statement, seal, stamp, or symbol; establishes legal authenticity

Question 14

transaction

Answer 14

an expression of will with an effect recognized by a juridical system, two or more persons involved and changing or renewing some state.

Question 15

juridical system

Answer 15

set of rules and conventions that govern a particular society or group

Question 16

juridical relevance

Answer 16

something is juridically relevant if it has consequences within a juridical system

Question 17

facts vs. acts

Answer 17

acts are where actions that happen were the expected outcome of will

Question 18

public

Answer 18

acts or fats with purposes or consequences relating to society at large; governed by public law; relationship between individuals/groups and the state

Question 19

private

Answer 19

acts or facts with purposes or consequences between individuals or groups; governed by private law

Question 20

transaction

Answer 20

expression of will with an effect recognized by the juridical system; two or more persons

Question 21

reliability

Answer 21

happens at the moment of a document’s creation; consists of controls and completeness; never gets less reliable based on time since creation

Question 22

controls

Answer 22

element of reliability; restrictions on who can produce certain records

Question 23

completeness

Answer 23

element of reliability; requiring the record to display necessary forms and be complete; things like signature and date guarantee content; date establishes relationship between the writer and the fact; date may consist of time (chronological date) and place (topical date)

Question 24

public/private document: archival perspective

Answer 24

public or private nature is determined by the creator (the person who made or received it and kept it) - in whose fonds does the document reside?

Question 25

public/private document: diplomatic perspective

Answer 25

determined by the relationship of the document to its author; whose will is expressed and what is the nature of that intention? A document issued by a public person in that person’s public capacity is public

Question 26

record

Answer 26

modern diplomatic definition: a document created in the course of a practical activity and as a byproduct of it

classic diplomatic definition: a document that constitutes the written evidence of a fact having a juridical nature, compiled in compliance with determined forms, which are meant to provide it with full faith and credit