Continuing with my exploration of the art of community archiving here is a quick guide to finding archives in the UK.
There is a huge resource of historic material available in the UK. Much is held by the National Archives, but a huge amount is also distributed amongst many other archives ranging from large county record offices to small volunteer run community projects. To assist the researcher navigate around this wealth of resources there is a central database run by the National Archives, a resource that can be accessed on the internet.
Each of this archives is allocated a unique repository number which is used for ISAD(G) compliant cataloguing. In the UK, this is known as an ARCHON code and is issued by the National Archives.
Clicking on region opens up screen with results on right hand side, which are large, On left counties are listed. Clicking on this will list all those in the county and give a further choice to refine by type. The same search can be conducted by selecting text choice of region, or County by alphabetical name.
Local (16) Special (13) University (2) Private (1) Business (1)
Search Bar
If the name or part of a name is known then typing the search bar will find archives,
What is an ARCHON code?
Each archive requires a unique repository number which is used for ISAD(G) compliant cataloguing. In the UK, this is known as an ARCHON code and will provided to all archives requesting a Find an archive entry for the first time.
What Information is Shown on the Archive page?
This is basic information.
Name
Address
Location on a map
Contact details
Website address
Opening hours
Access information
For example this a simple one of a small community archive. Click here to view>
For an example of a large archive with more detailed entry, have a look at the Kresen Kernow entry. Not only does this have opening hours and record access details but at the bottom it contains details of collections of which it holds all or part of.
The research into the book projects has led me to an involvement in a local history trust, and this involvement has led me into the world of archiving. I have been tasked is to set up an archive system for the trusts documents; a task requiring an understanding of the ISAD (G) , a standard used by archives all over the world.As I attempt to grasp the basics of this standard, and put it into practice,it seems appropriate that I share the journey on this blog. I will start thatjourney with my notes on the ISAD(G). Many thanks must be given to Kresen Kernow for their support and advice. Much of this post is based on much their advice, and notes. In these posts I will use a generic historic preservation Trust as examples.
What is ISAD (G)?
ISAD (G) is the International Standard for Archival Description (General). It was developed by a Committee of the International Council on Archives. The first edition came out in 1996 and it was revised in 2000.
Archival material is made more accessible by creating accurate and appropriate descriptions and organizing them to explain the context and content of the material.
What are the Contents of ISAD(G)?
ISAD(G) provides general guidelines for archival description that can be applied to archival material regardless of its form or medium.
What are the purpose of these Rules?
These rules for archival description are part of a process that will:
ensure the creation of consistent, appropriate and self explanatory descriptions;
facilitate the retrieval and exchange of information about archival material;
enable data sharing;
allow descriptions from different locations to be integrated into a unified information system.
The Elements of the Rules
The rules consist of 26 elements that may be combined to create the description of an archival entity. These elements are organized into seven areas:
The Severn Areas
Identity Statement Area -essential information about the identity of the unit of description.
Context Area – information about the unit’s origin and custody.
Content and Structure Area – information about the subject matter and its arrangement.
Conditions of Access and Use Area – information about the availability of the unit of description.
Allied Materials Area – information about materials with an important relationship to the unit.
Note Area Information that cannot be placed in any of the other areas.
Description Control Area – information on how, when and by whom the description was prepared.
The Six Essential Elements
Of these 26 elements there are six that must be included in a all descriptions.
Reference code;
Title;
Creator;
Date(s);
Extent of the unit of description;
Level of description.
The extent to which any given archival description will incorporate more than these essential elements will depend on the nature of the unit of description and its level.
Structure (multi-level description/hierarchy)
The arrangement, sub-division, and structure of an archival catalogue indicate how the collection is managed and accessed.
Different levels of organization require appropriate descriptions of varying degrees of detail. The most general level of description is the collection (Fond), followed by its sub-parts.
Intermediate levels, such as a sub-collection (sub-fonds) or sub-series, may also be included. Each of these levels may be further subdivided.
Before writing the archival description, it is generally helpful to sort and arrange the collection.
Fonds e.g. The collections created or held by the Trust
Series e.g. The records of the internal organisations of the Trust, such as its working groups.
Sub series e,g. a functional area of the Trust’s activities
File: e.g, A group of items of the same source
Item: e,g, An individual document
Rules and preferred formats for archival description
To ensure constancy and assist in searching an archive there are some fundamental rukes and formats to follow.
Fundamental Rules
Describe from the general to the specific – When describing a collection of items, it is important to start with a general overview of the collection as a whole. Then, as you move to more specific parts of the collection, provide more detailed descriptions. To present this information in an organized way, it is best to create a hierarchical structure that starts with the broadest level (the whole collection) and proceeds to the more specific levels (series, file, and item).
Provide only such information relevant to the level of the description – do not provide detailed file or item content information at collection (fonds) level;
Link descriptions – To specify the position of each description in the hierarchy, link it to its next higher unit of description;
Do not repeat information – to avoid redundant information, give information that is common to many parts at the highest appropriate level. Do not repeat information at a lower level of description that has already been given at a higher level.
Formatting Rules
Abbreviations: These should be expanded, unless the abbreviation is more commonly used version. If the abbreviation, dots or spaces are not to be used. e,g RML, RBL and QF are to be used when a gun is included in the description. No other abbreviations are to be used.
Numbers: Those under twenty should be written in words unless they represent a scale or money. Multipliers of ten can also be written in words, for example, two houses and sixty sheep. Fractions are best written out.
Text fields: All should begin with a capital letter. Thereafter, capital letters need only be used for proper names and place names.
Punctuation : Keep it to a minimum. Still use the punctuation required for proper English usage and comprehension.
Lists in the description can be separated by semi-colons;
Put a full stop at the end of the description, but not in the title;
Avoid using parentheses ( ) unless necessary.
Italics, bold text and underlining: Do not use.
Double quotation marks “ “ can cause problems, so use single quotation marks for ‘book titles’, quotes, etc,
Place Names or personal names: Where these are given in a different spelling in the document to that in current usage, use the modern spelling in the title. In the description, quote the spelling given in the document and then give the modern spelling in square brackets [ ] after it.
Describing documents: The order is type of document, subject, place. For example, Plan, Redoubt 5, Maker
Name of a place: This should be given before its description, for example, Maker parish rather than the parish of Maker Personal and corporate names: The order should be first name, last name, occupation, abode, for example, John Smith, Farmer, Millbrook
The Elements
• ISAD(G) ‘essential’ elements have been marked with an asterisk.
Identity statement area
Reference number/code*
This identifies uniquely the unit of description such as a collection or document.
Examples
RCT Conservation Trust (Collection)
RCT/WG Records of the Working Group (Series)
RCT/WG/2 Research material produced internally (File)
RCT/WG/2/1 Plans of underground structures (item)
Title*
This names the unit of description.
It provides either a formal title or a concise supplied title.
If appropriate, shorten a long formal title, but only if this can be done without loss of essential information.
Include creator’s name at higher level, and author’s name, material form, and relevant details at lower levels.
Examples:
Advent Parish Church (Collection)
Register of baptisms, marriages and burials, Advent (Item)
Plans of Fortifications (Sub-collection)
Accounts, Workmen’s Compensation Policy (Item)
Administration (Series)
Tregrouse Family of Polbathic, St Germans (Collection)
Describe the collection by giving a concise summary of its identity, including the name of the primary organization, person(s), or place associated with it. Use terms like ‘Cornish deeds’ or ‘Cornish estate papers’ for collections containing similar documents related to multiple places. Miscellaneous collections can be named after the person who deposited them or on whom they relate, for example, ‘Jago collection’ or ‘Mary Jago papers’.
At lower levels this should be a succinct description of the item, For example, ‘Minutes, Miner’s Charity Fund’.
Date*
This element shows the dates of the materials being described and should include appropriate date types based on the materials and level of description.
-Date(s) when documents were created.
–Date(s) when records were accumulated
Record as a single date or a range of dates as appropriate. A range of dates should always be inclusive unless the unit of description is a record-keeping system in active use.
Examples:
1678, 1678-1856, Apr-Nov 1908, Jan 1836-Sep 1838, Sep 1965, 23 Apr 1839, 1890s, c1670 (no dot)
12th-15th century, Late 19th century, 20th century (no dots)
Level*
Used to identify the level of arrangement of the unit of description.
Examples
Fonds Collection
Sub-fonds Sub-collection
Series
Sub-series
File Item
Item Piece
Extent and medium (format)*
Describes the physical or digital extent and medium of the unit of description.
This gives the unit of measurement, specific media, linear shelf space or cubic storage space of the physical or logical units.
Examples: Extent – 2 boxes
The following formats could be used:
audio visual,
CD ROM
electronic media
glass negative
manuscript
map
microform
Ordnance Survey plan
pamphlet
photograph/postcard
photographic negative
plan,
print/drawing
printed material
various formats
Context Area
Creator*
This field identifies the organization or individual responsible for creating, accumulating, and maintaining the records in the unit of description.
Administrative/biographical history [fonds or series level only]
This Provides context by detailing administrative history or biographical info on creator(s).
It Records important information about the organization or individual(s) responsible. Citing published sources if available.
The element can include full names, birth and death dates and locations, residences, occupation, accomplishments, and death place for individuals or families.
For corporate bodies it records official names, dates, legislation, functions, and hierarchy.
Custodial/archival history [fonds level only]
This provides information on the history of the unit of description that is significant for it authenticity, integrity and interpretation
Record the successive transfers of ownership, responsibility and/or custody of the unit of description and indicate those actions that have contributed to its present structure. Give the dates of these actions if possible. If the archival history is unknown, record that information.
Immediate source of acquisition [fonds level only]
Thus identifies the immediate source of acquisition.
Note the source of the description unit, along with its date and acquisition method. If the information is confidential, do not use it. If the source is unknown, record this. Accession numbers or codes may be added optionally for reference.
Content and structure area
Scope and content (description)
This enables users to judge the relevance of the unit of description.
Give a summary of the scope, such as, time periods, geography, content, subject matter, appropriate to the level of description.
Example:
Accounts relating to the asylum’s contributions under the Workmen’s Compensation Act (1897, revised 1906), 1913-1920 and 1929-1932. The Act stated that those who were injured at work should receive compensation. [Item level]
At collection level this should be used to describe the various types of record contained within the collection. Each item does not have to be described, as they will be described in detail at item level. Background information should be put in the administrative history.
Where a straight run of documents exists, such as a set of minutes, the description, covering dates and number of volumes/items will usually be sufficient at fonds level. Note the number in parenthesis, for example, ‘Minutes, 1863-1910 (6 volumes)’, ‘Maps, 20th century (2 bundles).’
At lower levels further information about the contents of the document may be added. Abbreviations should be avoided, for example, use April rather than Apr.
When describing documents, “minutes” is preferable to “minute book”, and “correspondence” rather than “letters”.
A full stop should be put at the end of the description.
Appraisal, destruction and scheduling
Provides information on any appraisal, destruction and scheduling action.
Accruals
Records forecasted additions to the unit of description.
Indicate if accruals are expected, and if appropriate give an estimate of their quantity and frequency.
Arrangement
Provides information on the internal structure, the order and/or the system of arrangement of the unit of description.
Give the internal structure, order and/or the system of classification of the unit of
description. Alternatively, this information may be included in the Scope and Content element.
Conditions of access and use area
Conditions governing access
To provide information on the legal status or regulations that restrict or affect access to the unit of description, such as Data Protection Regulations.
Conditions governing reproduction (copyright)
To identifies any restrictions on reproduction of the unit of description.
Give information about conditions, such as copyright, governing the reproduction of the unit of description. If such conditions is unknown, this is to be recorded, but if there are no conditions, no statement is necessary.
Language
Identifies the language used in the unit of description.
Note any alphabets, scripts, symbol systems or abbreviations used.
Physical characteristics
This provides information about any important physical characteristics that affect use of the unit of description.
This includes any software and/or hardware required.
Finding aids
This identifies any finding aids to the unit of description.
Give information about any finding aids provide information relating to the contents of the unit of description.
for example, Drawer A1.
Allied materials area
This give the existence and location of originals.
If the originals no longer exist, or location is unknown, give that information.
Existence and location of copies
Indicates the existence, location and availability of copies of the unit of description.
If the copy of the unit of description is available (either in the institution or elsewhere)
record its location, together with any significant control numbers.
Related units of description
Records information about units of description that are related by provenance or other association and explains the nature of the relationship.
Publication note
This identifies any publications that are about or are based on the the unit of description. Include references to published facsimiles or transcriptions.
Notes area
This provides information that cannot be recorded in any of the other areas.
Description control area
Archivists note
This explains how the description was prepared and by whom.
Rules
Identifies the protocols on which the description is based.
Record the rules or conventions followed in preparing the description.
Dates of description
Indicates when this description was prepared and/or updated.
Glossary of terms associated with ISAD(G)
Access. The ability to make use of material, sometimes subject to rules and conditions.
Access point. A name, term, keyword, phrase or code that may be used to search, identify and locate an archival description.
Accrual. An acquisition additional to specific material already held by a repository.
Appraisal. The process of determining the retention period of records.
Archival description. The creation of an accurate representation of archival material. It is done by capturing, analyzing, organizing and recording information that identifies, locates and explains archival materials. It also escribes the results of the process.
Arrangement. The processes and results of analyzing and organizing documents and their descriptions in accordance with a structure and hierarchy.
Author. The individual or corporate body responsible for the intellectual content of a document. This may not ne the same as the creator.
Collection. The whole of the records created or
accumulated and used by a particular person, family, or organisation in the course of their activities, also called a fond.
Corporate body. An organization or group of persons that is identified by a particular name and that acts as an entity.
Creator. The organisation, family or person that created, accumulated or maintained
records in the conduct of their actives.
Custody. The responsibility for the care of documents. This does not always include legal ownership or the right to control access.
Document. Recorded information regardless of medium.
File. An organized unit of documents grouped together because they relate to the same subject, activity, or
transaction.
Finding aid. Any description or means of reference made or received by an archive service in the course of establishing administrative or intellectual control over archival material.
Fonds. The whole of the records created or
accumulated and used by a particular person, family, or organization in the course of their
activities and functions. Sometimes called a collection.
Form. A class of documents distinguished on the basis of common physical, such as water colour, or intellectual, such as journal, minute book, characteristics.
Formal title. A title which appears prominently on the material being described.
Item. The smallest indivisible archival unit, such as a letter, a report, or a photograph.
Level of description. The position of the unit of description in the hierarchy.
Medium. The physical material or container, in or on which information is recorded .
Provenance. The relationship between records and the organizations or individuals that created, accumulated, maintained or used them.
Record. Recorded information in any form, created or received and maintained, by an organization or person in the transaction of business or the conduct of affairs.
Series. Documents arranged, or maintained as a unit because they result from the same accumulation, filing process, or activity; have a
particular form; or because of some other relationship.
Sub-collection (sub-fonds). A subdivision of a fonds containing related records corresponding to administrative subdivisions in the originating organization or, when that is not possible, to geographical, chronological, functional, or similar groupings.
Supplied title. A title supplied by the archivist for a unit of description which has no formal title.
Title. A word, phrase, character, or group of characters that names a unit of description.
Unit of description. A document or set of documents in any physical form, forming the basis of a single description.
Rules and preferred formats for archival description
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