Study Deck 3 Flashcards
In devising a biography/history finding aid element for an organization or business, the element should contain all the following except
A) organizational name changes
B) strengths and weaknesses of the content
C) primary functions
D) names of the people involved with the organization/business
B) strengths and weaknesses of the content
belongs in the scope and content note, NOT the biography or history section.
Susie is the University Archivist at Enormous State University, where she oversees all of the school's transcripts, student records, and grade sheets. Which law is the most pertinent for her management of this collections? A) HIPAA B)FERPA C)LOCKSS D)FOIA
B) FERPA
the usefulness or significance of records based on the purposes for which they were originally created
primary value
Primary values include administrative, fiscal, legal, and operational value.
the usefulness or significance of records based on purposes other than that for which they were originally created
secondary value
Theodore Schellenberg divided secondary value into two broad categories of value: informational and evidential.
What are the 3 tests by which informational values of public records may be judged?
1) uniqueness
2) form
3) importance
What does HIPAA mean?
Health Insurance Portability and Accountability Act
What does HIPAA have to do with archives?
*It is the job of an archivist to weigh the risks of making personal information or confidential institutional records accessible in their processed collections. *Ways to handle sensitive materials: redact the sensitive information in the document, restrict the entire document, or not accepting those types of documents from donors. *PHI=personal health information records available 50years after death. The way to let researchers view materials restricted per HIPAA is through IRB.
a flexible plastic made from cellulose, usually wood pulp or cotton, mixed with nitric and sulfuric acids.
cellulose nitrate
Also known as nitrate and nitrocellulose.
What does the archivist need to be aware if any is in their collection?
Chemically unstable and highly flammable. In advance stages of deterioration it can combust spontaneously.
Commonly used as the base in photographic and motion picture film from the late 19th century through the early 20th century.
a copyrighted work for which the owner cannot be identified or located by someone who wishes to make use of it in a manner that requires permission of the copyright owner.
orphan work
What does EAD stand for?
Encoded Archival Description
What are the 3 reasons for documenting collections of cultural heritage materials?
- user discovery
- authenticity of holdings
- satisfy administrative needs
What is the nature of archival information? i.e. what are the 2 principles of documentation?
- [archives as] evidence
2. [archives as] information
What are 2 principles of archival documentation?
- Respect des fonds/provenance
2. original order
A representation of, and/or a means of access to, archival materials made or received by a repository in the course of establishing administrative or intellectual control over the archival material.
Finding aid
1) the principle that a conservation treatment can be undone without damage to the object 2) returning the object to the condition it was in before conservation treatment
Notes: encapsulation is considered reversible whereas lamination is not
reversibility
an indelible ink once commonly used for writing and drawing
Note: acidic ink, can cause the underlying paper to deteriorate. Black when fresh, but the acidic reaction with paper often turns the ink brown over time.
iron gall ink
1) an acquisition of materials added to an existing series or collection
2) a deposit or accumulation of foreign matter attached to an item’s surface
accretion
1) a characteristic of ownership that makes property nontransferable due to the owner’s absolute title to the possession.
Note: as it pertains to public records, imprescriptibility means that records remain permanently subject to replevin because they are inalienable public property.
imprescriptibility
1) materials final destruction or transfer to an archives as determined by their appraisal. 2) that portion of a record that expresses the will or judgement of the author. Notes: Records may be transferred to archives in their entirety, or in part by sampling or selection.
disposition
1) an agreement transferring title to property without an exchange monetary compensation.
Notes: frequently take the form of a contract establishing conditions governing the transfer of title to documents and specifying any restrictions on access and use.
deed of gift
A strategy for selecting records that combines aspects of collection analysis, documentation strategy, appraisal, and functional analysis.
Developed by Mark A. Greene and Todd J. Daniels-Howell. Pragmatic approach to selection.
Minnesota Method
A document not in the possession of the authorized custodian, especially a government record in private hands.
estray
guidelines for selecting materials for the repository’s collection that supports its mission
collecting policy
Collecting policy defines the scope of existing collections and also describes processes around deselection, retention, preservation, and storage, providing guidance for archival staff, organizations and individuals interested in donating, and for other collecting repositories.
an acquisition of materials added to an existing series or collection
accrual
- an acquisition of materials added to an existing series or collection.
- Re: Preservation and Conservation. A deposit or accumulation of foreign matter attached to an item’s surface
accretion
the process of identifying and providing services to constituencies with needs relevant to the repository’s mission and tailoring services to meet those needs
Outreach
Examples: exhibits, workshops, publications, and educational programs.
activities in which archivists and their allies engage to gain support for archival records, the institutions that manage these records, archivists, and the archives profession
Notes: in some contexts, it is concerned more with influencing legislative and regulatory decisions of government.
advocacy
Example: J. Franklin Jameson Archival Advocacy Award which honors an individual, institution, or organization that promotes greater public awareness, appreciation, or support of archival activities or programs.
the intentional destruction, alteration, or concealment of evidence, especially documents.
spoliation
a legal right protecting the interests of creators or their assignees by granting them control over the reproduction, publication, adaptation, exhibition, or performance of their works in fixed media
copyright
the quality or state of being free from public scrutiny. the quality or state of having one’s personal information or activities protected from unauthorized disclosure by another
privacy
