On their website, the Society of American Archivists describes the work of archivists in the following manner:
The primary task of the archivist is to establish and maintain control, both physical and intellectual, over records of enduring value. Archivists select records, a process that requires an understanding of the historical context in which the records were created, the uses for which they were intended, and their relationships to other sources. The archivist then arranges and describes the records, in accordance with accepted standards and practices; ensures the long-term preservation of collections; assists researchers; and plans and directs exhibitions, publications, and other outreach programs to broaden the use of collections and to enlist support for archival programs.[1]
The responsibilities of archivists are immense in large institutions, let alone smaller organizations where resources are limited and employees are few. What is a solo archivist—also known as a lone arranger—to do? One place to start is becoming familiar with the fundamental principles and terminology of archives and records management.
As the profession has grown, core archival concepts have become more defined.
At the same time, jargon and buzzwords have increased, often without true understanding of what they mean. The advent of electronic records has had a significant impact in archival language, introducing XML, EADs, and a host of other technical acronyms to the profession. Ironically, in this digital environment, “archives” has taken the additional meaning of storage of older documents online. Despite these technical advances, the fundamental concepts of archives and records administration remain the same, as well as a large portion of its terminology.
The definitions and relationships in this thesaurus have been cultivated from my experience as an archivist, as well as reading the articles and publications of professional associations. The Archival Fundamentals Series, published by the Society of American Archivists, has been helpful in introducing core principles in an intelligent, enlightening way.
Creating the thesaurus challenged me to define terms, facets, and relationships between words in a succinct, definitive way. The process helped me to understand and engage more deeply in the elemental aspects of archives management, thinking about words more carefully and the profession more theoretically.
About the Thesaurus
This thesaurus presents a controlled vocabulary of archival terminology for the lone arranger, or solo archivist, who is responsible for all aspects of work in a small archives. The terms can be used for indexing and retrieving documents about archives and records management. This prototype thesaurus of 73 terms shows the promise of this project, but does not represent a complete thesaurus, which is outside the scope of this assignment.
The thesaurus defines common terms of archival management in standardized language, shows the hierarchical and alphabetic displays of these terms, and presents hierarchical and associative relationships in the ERIC and INSPEC print models.
The hierarchical display represents broad concept terms with narrower terms indented and displayed below. The hierarchical display is a list of terms arranged by their semantic relationships to a broader facet. Terms listed under a heading are subordinate to that term. For example, examine this display:
Access Tools
Finding Aids
“Finding Aids” are listed below “Access Tools” because they are a specific type of access tool.
The alphabetical display lists all terms with scope notes defining their meaning. Their semantic relationships to other terms are listed beneath the scope notes.
The indexed record samples section includes five database records indexed using terms from this thesaurus, which demonstrates the scope and domain of the thesaurus.
Semantic Relationships
Scope Note (SN)
Represents the definition of the term and, in some circumstances, clarifies usage parameters between similar terms.
Broader Term (BN)
Represents a related term that is more general in scope. In the hierarchical display, broader terms are listed first with narrower terms indented below.
Narrower Term (NT)
Represents a related term that is narrower in scope. In the hierarchical display, narrower terms are listed under the broader terms and indented.
Related Term (RT)
Represents an associative, non-hierarchical relationship. Related terms are reciprocal.
Used For (UF)
Represents a non-preferred synonym of the preferred term. Used for terms have no scope notes.
Use (USE)
Represents the preferred term. USE is often used for variant spellings, obsolete terms, and slang. USE informs users that a term is not the preferred term and directs them to the preferred term. For example, users looking for the term “Data Bases” will find “USE Databases” below the listing in the alphabetical display, which points to the preferred term.
Hierarchical Display
Access Tools
Catalogs
Databases
Finding Aids
Calendars
Guides
Inventories
Registers
Shelf Lists
Indexes
Archival Activities
Accession
Acquisition
Classification
Collection Development
Conservation
Deaccession
Outreach
Processing
Appraisal
Arrangement
Description
Preservation
Reference
Restoration
Selection
Archival Units
Cubic Feet
Linear Feet
Archives
Collections
Files
Records
Documents
Objects
Arrangement Principles
Original Order
Provenance
Outreach Services
Educational Programs
Exhibitions
Publications
Workshops
Primary Sources
Ephemera
Advertisements
Brochures
Posters
Manuscripts
Diaries
Journals
Ledgers
Letters
Minutes
Moving Images
Motion Pictures
Videos
Photographs
Cyanotype
Daguerreotypes
Digital Photographs
Lantern Slides
Movie Stills
Negatives
Silver Gelatin Photographs
Slides
Stereographs
Tintypes
Transparencies
Reference Services
Reader Services
Reading Room Services
Alphabetical Display
Access Tools
SN Means of locating relevant materials.
NT Catalogs
Databases
Finding Aids
Indexes
Accession
SN The act of taking legal and physical custody of materials and documenting information about them, including their receipt.
BT Archival Activities
RT Acquisition
Deaccession
Acquisition
SN The act of taking legal and physical custody of a materials.
BT Archival Activities
RT Accession
Appraisal
Collection Development
Selection
Ads
USE Advertisements
Advertisements
SN Print, broadcast, or electronic notices designed to attract public attention.
UF Ads
BT Ephemera
RT Brochures
Posters
Appraisal
SN The act of identifying materials that have sufficient value to be added to an archives.
RT Acquisition
Collection Development
Selection
BT Processing
Archival Activities
SN Actions performed by an archivist to support physical and intellectual control of materials of enduring value.
NT Accession
Acquisition
Classification
Collection Development
Conservation
Deaccession
Outreach
Processing
Reference
Restoration
Selection
Archival Units
SN Types of measurements used to determine quantities, capacities, or dimensions of archival materials.
NT Cubic Feet
Linear Feet
Archives
SN Non-current materials produced by an individual or organization kept for their enduring value.
UF Archive
NT Collections
Archive
USE Archives
Arrangement
SN The act of organizing materials in a meaningful way.
BT Processing
RT Arrangement Principles
Arrangement Principles
SN Fundamental ideas about how archival materials should be organized to convey meaning.
NT Original Order
Provenance
RT Arrangement
Booklets
USE Brochures
Brochures
SN Small booklets or pamphlets, often containing promotional materials.
UF Booklets
Pamphlets
BT Ephemera
RT Advertisements
Posters
Calendars
SN Documents organized chronologically, indicating the day of week, date, and month.
BT Finding Aids
RT Guides
Inventories
Registers
Shelf Lists
Catalogs
SN Descriptions of materials produced in conjunction with exhibitions that lists the materials exhibited with subject-specific text.
UF Catalogues
BT Access Tools
RT Exhibitions
Catalogues
USE Catalogs
Cinefilms
USE Motion Pictures
Classification
SN The act of organizing materials into categories according to a scheme different from the one established by the creator.
BT Archival Activities
Collection Development
SN The act of establishing policies and procedures used to select materials to add to the archives.
BT Archival Activities
RT Acquisition
Appraisal
Selection
Collections
SN Non-current materials produced by an individual or organization kept for their enduring value with a common source or theme.
UF Holdings
BT Archives
NT Files
Conservation
SN The act of attending to the physical care and maintenance of materials, including cleaning, storage, and repair which counters, but does not always eliminate, existing damage.
BT Archival Activities
RT Preservation
Restoration
Cubic Feet
SN Measures used to describe collections and indicate quantities of materials in three dimensions.
BT Archival Units
RT Linear Feet
Cyanotype
SN Images recorded by a camera that uses Prussian blue to produce a positive print.
BT Photographs
Daguerreotypes
SN Images recorded by a camera on silver-coated copper plates and developed using mercury fumes.
BT Photographs
Databases
SN Comprehensive compilations of related data that is accessed, structured, stored, and updated through software.
UF Data Bases
BT Access Tools
RT Files
Records
Data Bases
USE Databases
Daybook
USE Journal
Deaccession
SN The act of permanently removing accessioned materials.
UF Permanent Withdrawal
BT Archival Activities
RT Accession
Description
SN The act of creating tools to facilitate accessibility.
BT Processing
RT Access Tools
Diaries
SN Accounts of events, usually bound, including observations and opinions of a reflective nature.
BT Manuscripts
RT Journals
Digital Photographs
SN Images recorded by a camera and stored as electronic files. Unlike traditional photographs which are usually formed on a light-sensitive surface and fixed by a photochemical process, digital photographs are created by a photoelectric effect.
BT Photographs
Documents
SN Two-dimensional items. Traditionally, it means text fixed on paper.
BT Records
RT Objects
Educational Programs
SN Planned, coordinated groups of activities to educate the public.
BT Outreach Services
Ephemera
SN Miscellaneous materials created for short-term use but historically valuable as primary sources of past events.
BT Primary Sources
NT Advertisements
Brochures
Posters
Exhibitions
SN Organized displays of materials demonstrating a theme.
UF Exhibits
BT Outreach Services
RT Catalogs
Exhibits
USE Exhibitions
Files
SN Non-current materials produced by an individual or organization kept for their enduring value with a common source or theme organized in folders because of their relationships to each other. (In databases, collections of related records).
BT Collections
NT Records
RT Databases
Film Stills
USE Movie Stills
Finding Aids
SN Descriptions of materials that give the archives physical and intellectual control over them and that assists usage.
BT Access Tools
NT Calendars
Guides
Inventories
Registers
Shelf Lists
Gelatin Silver Photographs
USE Silver Gelatin Photographs
Guides
SN Broad descriptions of the archives, typically at the collection level.
BT Finding Aids
RT Calendars
Inventories
Registers
Shelf Lists
Holdings
USE Collections
Indexes
SN Ordered lists that point to relevant information in materials that are organized in a different order.
UF Indices
BT Access Tools
Indices
USE Indexes
Inventories
SN Lists of terse descriptions of the archives, typically at the collection level.
BT Finding Aids
RT Calendars
Guides
Registers
Shelf Lists
Journals
SN Accounts of events, usually bound, containing terse entries about events.
UF Daybook
BT Manuscripts
RT Diaries
Lantern Slides
SN Images recorded by a camera, which are transparent on glass that are intended to be viewed by projection.
BT Photographs
RT Slides
Ledgers
SN Documents containing notations of debits, credits, and other financial transactions.
BT Manuscripts
Letters
SN Written communications, especially sent by courier or post.
BT Manuscripts
Linear Feet
SN Measures used to describe collections and indicate the quantity of materials in two dimensions.
BT Archival Units
RT Cubic Feet
L’ordre Primitif
USE Original Order
Manuscripts
SN Unpublished documents, such as the personal papers of individuals or organizations.
BT Primary Sources
NT Diaries
Journals
Ledgers
Letters
Minutes
Minutes
SN Notes of actions taken and comments made at a meeting.
BT Manuscripts
Motion Pictures
SN Sequences of images on film that, when viewed in rapid succession, give the appearance of movement.
UF Cinefilms
Movies
Moving Pictures
Picture Shows
BT Moving Images
RT Movie Stills
Movie Stills
SN Stationary images recorded by a camera during the production of a motion picture.
UF Film Stills
Still Pictures
BT Photographs
RT Motion Picture
Movies
USE Motion Pictures
Moving Images
SN Generic term for visual works that have the appearance of movement.
BT Primary Sources
NT Motion Pictures
Videos
Moving Pictures
USE Motion Pictures
Negatives
SN Images recorded by a camera, usually on transparent film or glass, with reversed tones.
BT Photographs
Objects
SN Three-dimensional items.
BT Records
RT Documents
Original Order
SN The organization and sequence of materials established by the creator.
UF L’ordre Primitif
Registry Principle
Respect de L’ordre Intérieur
Respect for Original Order
BT Arrangement Principles
RT Provenance
Outreach
SN The act of identifying and providing services to users in the community.
BT Archival Activities
RT Outreach Services
Outreach Services
SN Activities that promote the archives to the community.
NT Educational Programs
Exhibitions
Publications
Workshops
RT Outreach
Pamphlets
USE Brochures
Permanent Withdrawal
USE Deaccession
Photographs
SN Images recorded by a camera.
BT Primary Sources
NT Cyanotype
Daguerreotypes
Digital Photographs
Lantern Slides
Movie Stills
Negatives
Silver Gelatin Photographs
Slides
Stereographs
Tintypes
Transparencies
Picture Shows
USE Motion Pictures
Posters
SN Large, usually printed and illustrated announcements.
BT Ephemera
RT Advertisements
Brochures
Preservation
SN The act of protecting materials by minimizing chemical and physical deterioration and damage.
BT Processing
RT Conservation
Restoration
Primary Sources
SN Materials that contain firsthand accounts of events and that were created contemporaneous to those events or later recalled by eyewitnesses.
NT Ephemera
Manuscripts
Moving Images
Photographs
RT Records
Processing
SN The activities of appraising, arranging, describing, and safely housing archival materials.
BT Archival Activities
NT Appraisal
Arrangement
Description
Preservation
Provenance
SN The origin or source of items, such as an individual who created or received them.
UF Respect des Fonds
BT Arrangement Principles
RT Original Order
Publications
SN Works that express some thought in language, signs, or symbols that are reproduced for distribution.
BT Outreach Services
Reader Services
SN Activities that facilitate patron use of a repository’s facilities.
BT Reference Services
RT Reading Room Services
Reading Room Services
SN Activities conducted in areas in the archives where materials are consulted by researchers, supervised by archivists.
UF Reference Room Services
Research Room Services
BT Reference Services
RT Reader Services
Records
SN Evidentiary information created in the daily activities of an individual or organization. (In databases, collections of related data elements treated as a unit).
BT Files
NT Documents
Objects
RT Databases
Reference
SN The act of providing information about archival holdings and making them available to researchers.
BT Archival Activities
RT Reference Services
Reference Room Services
USE Reading Room Services
Reference Services
SN Activities that assist in providing access to materials for researchers.
NT Reader Services
Reading Room Services
RT Reference
Registers
SN Documents containing entries or volumes recording names or events.
BT Finding Aids
RT Calendars
Guides
Inventories
Shelf Lists
Registry Principle
USE Original Order
Research Room Services
USE Reading Room Services
Respect de L’ordre Intérieur
USE Original Order
Respect des Fonds
USE Provenance
Respect for Original Order
USE Original Order
Restoration
SN The act of rehabilitating items to return them to their original condition, which may include fabrication of missing parts with modern materials.
BT Archival Activities
RT Conservation
Preservation
Selection
SN The act of identifying materials to be added to the archives because of their enduring value.
BT Archival Activities
RT Acquisition
Appraisal
Collection Development
Shelf Lists
SN Descriptions of a repository’s holdings, organized in the same order that the materials are stored.
BT Finding Lists
RT Calendars
Guides
Inventories
Registers
Silver Gelatin Photographs
SN Images recorded by a camera with metallic silver in a gelatin emulsion on a base.
UF Gelatin Silver Photographs
BT Photographs
Slides
SN Images recorded by a camera on 35 mm transparent film that have been mounted for projection.
BT Photographs
RT Lantern Slides
Stereographs
SN Images recorded by a camera mounted together which give the illusion of three dimensions.
BT Photographs
Still Pictures
USE Movie Stills
Tintypes
SN Images recorded by a camera using a wet-collodion process, using a base of iron coated with black varnish.
BT Photographs
Transparencies
SN Images recorded by a camera on a transparent base that are unmounted.
BT Photographs
Video Recordings
USE Videos
Videos
SN Moving images with sound recorded on magnetic tape.
UF Video Recordings
BT Moving Images
Workshops
SN Seminars that emphasize the exchange of ideas and the demonstration and application of techniques or skills.
BT Outreach Services
Indexed Record Samples
The following bibliographic database entries describe resources that archivists, archival students, and lone arrangers might search for in order to learn more about archival management. Articles, books, computer files, and theses may be indexed as these samples show, as well as other formats.
Article
Greene, M. A., & Meissner, D. (2005). More Product, Less Process: Revamping Traditional Archival Processing. American Archivist. 68 (2), 208-263.
Descriptors: Appraisal, Arrangement, Description, Preservation, Processing
Book
Keefe, L. E., & Inch, D. (1990). The life of a photograph: Archival processing, matting, framing, storage. Boston: Focal Press.
Descriptors: Conservation, Photographs, Preservation, Processing, Restoration
Book
Ritzenthaler, M. L., Vogt-O’Connor, D., & Ritzenthaler, m. L. (2006). Photographs: Archival care and management. Chicago: Society of American Archivists.
Descriptors: Daguerreotypes, Lantern Slides, Negatives, Photographs, Silver Gelatin Photographs, Slides, Stereographs, Tintypes, Transparencies
Computer file
Craig, B. (2005). Archival appraisal: Theory and practice. Farmington Hills, Mich: Thomson Gale.
Descriptors: Acquisition, Appraisal, Collection Development, Selection
Thesis
Moore, I. B. (1998). Archival outreach: Strategies for success. Thesis (M.A.)--Western Washington University, 1998.
Descriptors: Educational Programs, Exhibitions, Outreach, Outreach Services, Publications, Workshops
Works Consulted
Boles, F. (2005). Selecting & appraising archives & manuscripts. Archival fundamentals series. Chicago: Society of American Archivists.
Hunter, G. S. (1997). Developing and maintaining practical archives: A how-to-do-it manual. New York: Neal-Schuman.
Kurtz, M. J. (2004). Managing archival & manuscript repositories. Archival fundamentals series. Chicago: Society of American Archivists.
Miller, F. (1990). Arranging and describing archives and manuscripts. Archival fundamentals series. Chicago: Society of American Archivists.
O’Toole, J. M., & Cox, R. J. (2006). Understanding archives & manuscripts. Archival fundamentals series. Chicago, IL: Society of American Archivists.
Pugh, M. J. (2005). Providing reference services for archives & manuscripts. Archival fundamentals series. Chicago: Society of American Archivists.
Yakel, E. (1994). Starting an archives. Chicago: Society of American Archivists.
[1] Society of American Archivists (n.d.) So You Want to Be an Archivist: An Overview of the Archival Profession. Retrieved December 1, 2018, from Society of American Archivists website: http://www.archivists.org/profession/overview.asp