HIS 395 Lecture Notes - Lecture 6: Records Manager, Records Management, Finding Aid

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8 Feb 2017

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Archives and Manuscripts
February 7th, 2017
Eah istitutio’s poliy is differet.
We rely o our olletio poliies to tell us hat e a ad a’t ollet.
A records manager, via Records Management Policy, will transfer records to the University
o Surprisingly, a RMP is a fairly new document for most universities.
o They must adhere to federal, state, and local retention laws.
Archives are not first on their mind when writing policy.
If soethig is’t adated for the Arhies, it does’t eessarily ea it a’t go – you just
need to evaluate if it meets:
o Our collecting policy.
o Not violating any records retention laws.
o Ask yourself…
Should you keep it?
Why am I saving this?
If I do’t sae it,ho ill?
If no one saves it, will history suffer?
o Do you have space?
Though it should never dictate you acquisition of materials, sometimes it has to.
In extreme situations, archives today aim for keeping about 5% of the stuff they see.
If you decide to keep it, now you get to put it in the Archives.
o When possible, pack yourself.
o Check when you pack and check when they are at the archive.
o Once in the Archive, give it an accession number.
Five Levels of Arrangement
The five levels:
o Repository
Some special collections will have multiple repositories.
o Record Group and Subgroups
The records management policy sets this for us.
NARA gives each federal agency their own number.
Most large archives do this.
o Series
Groups within the collection.
Can be the same type of material, same subject groups, same creator, etc.
Order within a series vs order among series.
o File Unit (Subseries)
Groups within a series.
Correspondence outgoing (creator) and incoming (correspondents).
You can have multiple subseries.
Different ways to organize at this level:
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