Archival Thesaurus Prototype for Lone Arrangers

April 20, 2020 Margot Note

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

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

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