Guiding Principles to a Holistic Approach

When processing a collection, keep in mind that each task is part of a continuum1 rather than a discrete activity. All processing activities are interrelated, informed by all prior actions, and influencing all subsequent decisions. Arrangement and description should be approached holistically, rather than as a checklist of tasks to be performed in a linear manner. Many processing activities can and should be performed simultaneously, rather than sequentially.

The Archival Processing unit works with archival collections belonging to the following curatorial divisions:

Since the Archival Processing unit performs central processing for various divisions within the Library, the collections contain an expansive array of formats and objects. Archivists should be flexible in their approach to processing, as every collection is unique and different. Processing is very often dictated by the material present in the collection. Many of the collections are often a hybrid of materials including Born-Digital, audio and moving image, photographs, and papers. It is important to treat all records equally, regardless of format or carrier type. Archival description privileges the intellectual content in context,2 meaning that the records should inform each other and can be an invaluable aid when writing archival description.

In addition to letting records do the storytelling, the other three fundamental concepts that work to constitute archival description are agents, activities, and the relationships between them.3 This is where provenance and original order become so essential in understanding the function of the records.

Archival description should also clearly state what the archivist knows about the collection, what they do not know, and exactly how they know it.4 Actions, such as physical rearrangement, must be documented and discoverable to the user so the context of the content is clear if the received order changes.5 Similarly, archival description should be a continuous intellectual endeavor that should be easy to use, re-use, and share.6

The Archival Processing unit follows the guidelines set forth in Describing Archives: A Content Standard (DACS.

  1. DACS Principle 11 says that “Archival description is a continuous intellectual endeavor,” “Statement of Principles,” Describing Archives: A Content Standard, Version 2021.0.0.2 (Society of American Archivists’ Technical Subcommittee), https://saa-ts-dacs.github.io/dacs/04_statement_of_principles.html. ↩

  2. DACS Principle 3 states that “because archival description privileges intellectual content in context, descriptive rules apply equally to all records, regardless of format or carrier type.” Ibid, 3. ↩

  3. DACS Principle 4 states that “records, agents, activities, and the relationships between them are the four fundamental concepts that constitute archival description.” Ibid, 4. ↩

  4. DACS Principle 5 states that “Archival description must be clear about what archivists know, what they don’t know, and how they know it.” Ibid, 5. ↩

  5. DACS Principle 6 says that “Archivists must document and make discoverable the actions they take on records.” Ibid, 6. ↩

  6. DACS Principle 8 states that “Archival description should be easy to use, re-use, and share.” Ibid, 8. ↩