Archival Thesaurus Prototype for Lone Arrangers

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