Study Deck 3

Question 1

In devising a biography/history finding aid element for an organization or business, the element should contain all the following except
A) organizational name changes
B) strengths and weaknesses of the content
C) primary functions
D) names of the people involved with the organization/business

Answer 1

B) strengths and weaknesses of the content

belongs in the scope and content note, NOT the biography or history section.

Question 2

Susie is the University Archivist at Enormous State University, where she oversees all of the school's transcripts, student records, and grade sheets. Which law is the most pertinent for her management of this collections?
A) HIPAA
B)FERPA
C)LOCKSS
D)FOIA

Answer 2

B) FERPA

Question 3

the usefulness or significance of records based on the purposes for which they were originally created

Answer 3

primary value

Primary values include administrative, fiscal, legal, and operational value.

Question 4

the usefulness or significance of records based on purposes other than that for which they were originally created

Answer 4

secondary value

Theodore Schellenberg divided secondary value into two broad categories of value: informational and evidential.

Question 5

What are the 3 tests by which informational values of public records may be judged?

Answer 5

1) uniqueness
2) form
3) importance

Question 6

What does HIPAA mean?

Answer 6

Health Insurance Portability and Accountability Act

Question 7

What does HIPAA have to do with archives?

Answer 7

*It is the job of an archivist to weigh the risks of making personal information or confidential institutional records accessible in their processed collections. *Ways to handle sensitive materials: redact the sensitive information in the document, restrict the entire document, or not accepting those types of documents from donors. *PHI=personal health information records available 50years after death. The way to let researchers view materials restricted per HIPAA is through IRB.

Question 8

a flexible plastic made from cellulose, usually wood pulp or cotton, mixed with nitric and sulfuric acids.

Answer 8

cellulose nitrate

Also known as nitrate and nitrocellulose.

Question 9

What does the archivist need to be aware if any is in their collection?

Answer 9

Chemically unstable and highly flammable. In advance stages of deterioration it can combust spontaneously.

Commonly used as the base in photographic and motion picture film from the late 19th century through the early 20th century.

Question 10

a copyrighted work for which the owner cannot be identified or located by someone who wishes to make use of it in a manner that requires permission of the copyright owner.

Answer 10

orphan work

Question 11

What does EAD stand for?

Answer 11

Encoded Archival Description

Question 12

What are the 3 reasons for documenting collections of cultural heritage materials?

Answer 12

1. user discovery
2. authenticity of holdings
3. satisfy administrative needs

Question 13

What is the nature of archival information? i.e. what are the 2 principles of documentation?

Answer 13

1. [archives as] evidence

2. [archives as] information

Question 14

What are 2 principles of archival documentation?

Answer 14

1. Respect des fonds/provenance

2. original order

Question 15

A representation of, and/or a means of access to, archival materials made or received by a repository in the course of establishing administrative or intellectual control over the archival material.

Answer 15

Finding aid

Question 16

1) the principle that a conservation treatment can be undone without damage to the object 2) returning the object to the condition it was in before conservation treatment
Notes: encapsulation is considered reversible whereas lamination is not

Answer 16

reversibility

Question 17

an indelible ink once commonly used for writing and drawing
Note: acidic ink, can cause the underlying paper to deteriorate. Black when fresh, but the acidic reaction with paper often turns the ink brown over time.

Answer 17

iron gall ink

Question 18

1) an acquisition of materials added to an existing series or collection
2) a deposit or accumulation of foreign matter attached to an item’s surface

Answer 18

accretion

Question 19

1) a characteristic of ownership that makes property nontransferable due to the owner’s absolute title to the possession.

Note: as it pertains to public records, imprescriptibility means that records remain permanently subject to replevin because they are inalienable public property.

Answer 19

imprescriptibility

Question 20

1) materials final destruction or transfer to an archives as determined by their appraisal. 2) that portion of a record that expresses the will or judgement of the author. Notes: Records may be transferred to archives in their entirety, or in part by sampling or selection.

Answer 20

disposition

Question 21

1) an agreement transferring title to property without an exchange monetary compensation.
Notes: frequently take the form of a contract establishing conditions governing the transfer of title to documents and specifying any restrictions on access and use.

Answer 21

deed of gift

Question 22

A strategy for selecting records that combines aspects of collection analysis, documentation strategy, appraisal, and functional analysis.

Developed by Mark A. Greene and Todd J. Daniels-Howell. Pragmatic approach to selection.

Answer 22

Minnesota Method

Question 23

A document not in the possession of the authorized custodian, especially a government record in private hands.

Answer 23

estray

Question 24

guidelines for selecting materials for the repository’s collection that supports its mission

Answer 24

collecting policy

Collecting policy defines the scope of existing collections and also describes processes around deselection, retention, preservation, and storage, providing guidance for archival staff, organizations and individuals interested in donating, and for other collecting repositories.

Question 25

an acquisition of materials added to an existing series or collection

Answer 25

accrual

Question 26

1. an acquisition of materials added to an existing series or collection.
2. Re: Preservation and Conservation. A deposit or accumulation of foreign matter attached to an item’s surface

Answer 26

accretion

Question 27

the process of identifying and providing services to constituencies with needs relevant to the repository’s mission and tailoring services to meet those needs

Answer 27

Outreach

Examples: exhibits, workshops, publications, and educational programs.

Question 28

activities in which archivists and their allies engage to gain support for archival records, the institutions that manage these records, archivists, and the archives profession

Notes: in some contexts, it is concerned more with influencing legislative and regulatory decisions of government.

Answer 28

advocacy

Example: J. Franklin Jameson Archival Advocacy Award which honors an individual, institution, or organization that promotes greater public awareness, appreciation, or support of archival activities or programs.

Question 29

the intentional destruction, alteration, or concealment of evidence, especially documents.

Answer 29

spoliation

Question 30

a legal right protecting the interests of creators or their assignees by granting them control over the reproduction, publication, adaptation, exhibition, or performance of their works in fixed media

Answer 30

copyright

Question 31

the quality or state of being free from public scrutiny. the quality or state of having one’s personal information or activities protected from unauthorized disclosure by another

Answer 31

privacy