Study Deck 1

Question 1

To transfer records from the individual or office of creation to a repository authorized to appraise, preserve, and provide access to those records.

Answer 1

Archive

Question 2

1. A written or printed work of a legal or official nature that may be used as evidence or proof; a document. 2. Data or information that has been fixed on some medium; that has content, context, and structure; and that is used as an extension of human memory or to demonstrate accountability. 3. Data or information in a fixed form that is created or received in the course of individual or institutional activity and set aside (preserved) as evidence of that activity for future reference. 4. An instrument filed for public notice. 5. Audio-A phonograph record. 6. Computing-A collection of related data elements treated as a unit, such as the fields in a row in a database table. 7. Description-An entry describing a work in a catalog; a catalog record.

Answer 2

Record

Question 3

The systematic and administrative control of records throughout their life cycle to ensure efficiency and economy in their creation, use, handling, control, maintenance, and disposition.

Answer 3

Records Management

Question 4

1. The origin or source of something. 2 Information regarding the origins, custody, and ownership of an item or collection..

Answer 4

Provenance

Question 5

The distinct phases of a record’s existence, from creation to final disposition. According to Theodore Schellenberg: stage one, record is created; stage two, active period of record, maximum value, used or referred by the creating office and others involved in decision making; end of stage 2 record is reviewed and determined to have no further value-then destroyed or record can enter stage 3, semi-active status, still has value but not needed day to day, often goes to off site storage; end of stage 3 record is reviewed at which point a determination is made destroy or send to stage 4, which is reserved for inactive records with long-term, indefinite, archival value. Sent to an archival repository where specific activities are undertaken to preserve and describe the records.

Answer 5

Life Cycle of Records

Question 6

Archivists combine the principles of provenance and original order into the overarching principle of __________________

Answer 6

respect des fonds

Question 7

An overarching concept, of which provenance and original order are parts, that means that in order to protect the integrity of archives, all archives from one particular creator or source (provenance) must be kept together as a unified whole, not separated into artificial groups or intermingled with archives from another source, and that all archives within that unified whole should be preserved in the order in which they were made and used (original order).

Answer 7

respect des fonds

Question 8

What is the motivation for record making?

Answer 8

Motivations all derive from some sort of warrant: laws, regulations, standards, professional practices, and even cultural or traditional notions.

Question 9

What is the most common reason for creating records?

Answer 9

Personal
Personal records relate to particular people in their private, individual, and family capacities. May include: birth, marriage, diaries, correspondence.

Question 10

What are reasons for creating records?

Answer 10

1. Personal
2. Social
3. Economic
4. Legal
5. Instrumental
6. Symbolic

Question 11

What is NARA?

Answer 11

National Archives and Records Administration

Question 12

In the ancient world, designates any collection of written records, including materials we now would consider the domain of libraries.

Answer 12

Archives

Question 13

A legal action to recover property, including public records, that has been improperly or illegally taken from the owning or custodial entity.

Answer 13

replevin

Question 14

The most influential American theoretician of archival appraisal.

Answer 14

Theodore R. Schellenberg Long career at National Archives (1903-1970)

Question 15

1. The process of identifying materials offered to an archives that have sufficient value to be accessioned.
2. The process of determining the length of time records should be retained, based on legal requirements and on their current and potential usefulness.
3. The process of determining the market value of an item; monetarily.

Answer 15

appraisal

Question 16

An analysis of the functions of an organization to determine the relative importance of those activities and set priorities for documentation.

Answer 16

macroappraisal

Question 17

A technique that sets priorities for appraising and processing materials based on the relative importance of the activities of an organization.

Answer 17

functional analysis

Question 18

1. Materials physically and officially transferred to a repository as a unit at a single time.
2. The process of seeking and receiving materials from any source by transfer, donation, or purchase.

Answer 18

acquisition(s)

Question 19

The process of identifying which records to retain because of their enduring value.

Answer 19

selection

Question 20

1. the process by which an archives permanently removes accessioned materials from its holdings.
2. to remove archival resources from intellectual and physical custody.

Answer 20

deaccession

Question 21

A methodology that guides selection and assures retention of adequate information about a specific geographic area, a community, a topic, a process, or an event that has been dispersed throughout society.

Answer 21

documentation strategy

Question 22

1. The materials physically and officially transferred to a repository as a unit at a single time.
2. An acquisition.

Answer 22

accession

An accession is always an acquisition.

Question 23

1. The process of organizing materials with respect to their provenance and original order, to protect their context and to achieve physical or intellectual control over the materials.
   2, The organization and sequence of items within a collection.

Answer 23

arrangement

Question 24

1. A set of data crafted to identify and represent an archival resource or component thereof
2. The process of creating a set of data representing an archival resource or component thereof

Answer 24

description

Question 25

1. The origin or source of something

2. Information regarding the origins, custody, and ownership of an item or collection.

Answer 25

provenance

Question 26

The principle maintaining records according to their origin and in the units in which they were originally accumulated.

Answer 26

respect des fonds

Question 27

The organization and sequence of records established by the creator of the records

Answer 27

original order

Question 28

1. The position of an aggregation of archival records within a hierarchy of arrangement
2. The degree of completeness to which archival records have been prepared for use

Answer 28

Level of arrangement

Question 29

A description that typically consists of contextual and structural information about an archival resource.

Answer 29

finding aid

Question 30

MPLP

Answer 30

More Product, Less Process

Question 31

Minimal processing to arrange and describe archival series and collections in order to reduce or avoid backlogs. Notes: retains staples, fasteners, keeps original folders, minimal description, keeps original physical arrangement, keeps newspaper clippings and photographs in situ.

Answer 31

MPLP