Historical Society Collection Policy Elements. Alison Leonard. San Jose State University

Transcription

1 Assign Two 1 Historical Society Collection Policy Elements Alison Leonard San Jose State University Library , Archives and Manuscripts Jennifer Martinez Wormser March 22, 2009

2 Assign Two 2 Question 1 Grubstake Historical Society Collection Policy The mission of the Grubstake Historical Society is to preserve the collected memory and historical records of local residents, government officials and business leaders of Bone Dry Gulch as well as prominent historical figures in adjoining counties. Records will be made available to the public and researchers at the historical society facility, which also serves as the repository of records. The historical collection is designed to tell the history of Bone Dry Gulch through information including: family history, genealogy, historical events, political figures, business leaders, school children and educators, early settlers, ethnic communities and important events. Records are collected in all languages that have a history of their use in Bone Dry Gulch. Materials collected include: letters, diaries, photographs, posters including political posters, maps, and scrapbooks. Other materials not listed here will be considered on a case-bycase basis. Materials that are not collected include: Vital records including: marriage certificates, birth certificates, land deeds, financial record, bylaws, and other vital records. No item over 40 X 60 will be accepted, as they cannot be properly stored and preserved. A signed Deed of Gift must accompany all donations to solidify their legal transfer. No monies will be offered for any donations. Value and appraisal of donated materials is not provided. Materials may be refused if determined inappropriate to our collection. Under conditions considered on a case-by-case basis, some materials may be loaned to other organizations for exhibit purposes. Loans for exhibits will only be made to organizations with a reciprocal nature of loaning to our institution.

3 Assign Two 3 As stated above, Bone Dry Gulch Historical Society reserves the right to refuse materials that do not meet our collection policy criteria and reserves the right of removing or deaccessioning unwanted materials. The original donor will be contacted first to see if they wish to have unwanted materials returned to them if possible. After that attempt, regional archival institutions and local libraries will be contacted to see if acquisition of these records is suitable to be donated and maintained in their collections. Materials may be sold or destroyed if the original donor is not willing to reacquisition them and no suitable donor institution shows an interest in them. A record will be maintained of the new location if applicable. List of Proposed Items for Deaccessioning and Justification 6. Harper s Magazine Throw items away, there is no local historical relevance. I may put them on the tables in a reception area for people to look at, much like current magazines in a dentist s office. 7. Trunk of clothing-give to local museum with a skill set to handle items contained in the trunk including clothing. 8. Sears Roebuck catalogs, Throw items away, there is no local historical relevance. I may put them on the tables in reception area for people to look at. 11. Sample of flies-give away to a museum that you have a relationship with for proper care types of certificates-these are mostly vital records so give to the proper state authority. Some archives might be bound by state to maintain. The Dry Bone Gulch Historical Society is not. 13. Architectural Drawings of the Library-Offer these to the library. 15. Promotional Posters for Library Summer Reading Program-Offer these to the library.

4 Assign Two 4 Top Three Collections for Research The Papers of Leroy J. Beebop and family that contains letters, diaries, photos, receipts and notes between 1849 and 1880 on their experiences as early settlers and Beebop s experience as first mayor will provide insight and a great deal of historical background on the early days of Bone Dry Gulch that is sure to include the lives of many individuals as well as many types of people. Secondly, I would choose the collection of 29 diaries (potentially 33) of different women. The information that researchers can find in these records would be exciting to compare against known history. They also promise to reveal much new information. Thirdly, I would choose the paper of Anna Pzaaz. As a former public official and an example of a woman who held public office it is worth researching these records. Three Targeted Collecting Areas 1. Early Settlers including study into their varied lifestyles and the types of people that populated the area which meets the mission mandate to preserve the collected memory and historical records of local residents. The collections most useful for study are: Scrapbooks (contain informational value but due to their condition they should be copied or put on microfilm). Examine the papers of former mayors Beebop and Pzaaz, letters of former miner Ah Lee, panoramic photographers of Bone Dry Gulch, and finally the Spanish-language letters from the Griego and Contreras families. 2. Public Officials including mayors Leroy Beebop and the Anna Pzaaz. There may be a special interest in Pzaaz as a woman who served as a public official. Some of the items in her collection were presented as gifts, and as such, may be the property of the people.

5 Assign Two 5 Again this serves the collection development mandate to preserve the collected memory and historical records of government officials of Bone Dry Gulch. 3. Businesses including microfilm of the Grubstake Gazette (The historical society may not have access to a machine to view the microfilm but you want to save the microfilm as someone may make a donation of the needed equipment someday). Also review the ledgers of Hang Em High Saloon and the historical records (if any exist) of Tom s Fly Away House. Question 2 When I was assigned to create a finding aid for these documents the first thing that struck was that the documents appeared in no particular order. Upon review I learned that they are primarily the papers of Dr. George Alden Moore along with other family members so I decided to call the collection the Moore Family Papers. I looked for existing patterns based on the documents, which I organized into series and subseries. Because I think the collection is important to Bone Dry Gulch I described the records to the item level. I also did this because the collection contains only 32 records and is not particularly large. I was purposefully vague regarding the love letters to Thelma Doogood so as not to generate any further interest in exploring the contents of the file. MOORE FAMILY PAPERS 18** FINDING AID Grubstake Historical Society

6 Assign Two 6 Bone Dry Gulch, California Administrative Information Extent: 1 document box, 9 folders, 32 items plus closed collection of letters Date Span: Approx Provenance: Thelma Moore Doogood, cousin of George Alden Moore, donated the collection in August Citation Information: [identification of item], Folder [#], Box [1 of 1], Moore Family Papers, Grubstake Historical Society, Bone Dry Gulch, California. Processed by: Alison J. Leonard, March 2009 Biographical Note Dr. George Alden Moore was born in Philadelphia, Pennsylvania, on February 9,1834. In the early part of his career he served as a dentist in Maine before moving to Leavenworth, Kansas in 1858 to become a captain the state militia during the Civil War. In 1863 he was elected to the lower house of the State Legislature. While in Leavenworth, Kansas he served as Director and Secretary for the Missouri Valley Life Insurance Company and as Secretary for the Alliance Mutual Life Assurance Society, a company he helped organize. In 1876 Moore moved to San Francisco at which time he began a career with the Pacific Mutual Life Insurance Company where he achieved the title of Vice President and then President in When he retired in 1905 he had increased the company s assets eightfold from $950,000 in 1880 to over $8,500,000. After retirement, he organized a new company, now known as the West Coast Life Insurance Company to become its first President for a two-year period. Moore was a loyal member of the Prohibition Party. He attended several world conferences on the subject and had a personal knowledge of the fraudulent claims that wine and beer are temperance drinks and that there is no drunkenness in wine producing countries. At one point he managed a 125-acre vineyard. Dr. Moore died on January 8, 1916 in Alameda, California at the age of 81 years old. Scope and Content Note Collection consists of business and personal correspondence, letters of recommendation, family emancipation documents, pictures, biographies, family expenses and miscellaneous documents. Records were obtained in no particular order. Some documents are fragments and do not contain adequate identifying information. Documents appear to be primarily belonging to George Alden

7 Assign Two 7 Moore. Approximate dates cover 1852 to Moore was active in prohibition movement and occasional documents reflect alcohol use within the family. Organization and Arrangement Collection is arranged in the following series: I. Business papers A. Correspondence B. Introduction/Support C. Miscellaneous-Business II. III. IV. Personal and Family Materials A. Emancipation Documents B. Correspondence C. Family Expenses Photographs Biographies/Obituaries V. Unidentified and Miscellaneous Documents Container List Folder Item Description Original Date Document # Business Papers 1 Correspondence-Business Resignation Letter-George A. Moore Change of Address-King Swain & Co. 6 Resignation acknowledgment Geo. Moore Pacific Mutual Life Ins. Co Resignation acknowledgement Pacific Mutual Life Ins. Co Stock Transfer-Pacific Mutual 24 2 Letters of Introduction/Support Letter of Introduction-House of Representatives Letter of Introduction-House of Representatives 8 Letter of Support-Mayor s Office Letter of Introduction-Mayor of Leavenworth, KS Letter of Introduction-House of Representatives 23 3 Miscellaneous-Business Ticket and Pass

8 Assign Two 8 Personal & Family Materials State of Kansas Infantry Commission Business Card-Kansas Insurance Co 21 Business Card-Mutual Life Assurance Society 22 4 Emancipation Documents George J. Moore (son) Henry T. Moore (son) Correspondence-Personal & Family Letter to Brother Julius from Moore & letter to father from daughter 1852 (Documents 1 & 2-opposite side-same piece of paper) 1& 2 Letter to brother from Browne-crosshatch 3 Letter/folded envelop to Lizzie from H.A. Moore *Collection of Letters-Thelma Doodgood Request for visit-mayor s office 15 Love letter-wife to husband 29 6 Family Expenses Family Expense Account Family Expense Account Photographs Man & Woman on swing. Not identified. No back on photo 18 Male portrait-style photo. Not identified. No back on photo 30 Children. Herbert, Mary, Harry Moore & unknown. (One image from San Francisco photographer) 33 8 Biographies/Obituaries Obituary-Dr. George A. Moore ( ) Biography-Dr. George A. Moore 28 Biographical Sketch-The Insurance Times-Dr. George A. Moore Unidentified and Miscellaneous Documents Diary or Personal letter 17 Oath of Abstinence-Julius H. Moore *Restriction-Sensitive Material-Available 2039 for review Collection-level MARC record Moore, George Alden d Moore Family Papers, f

9 Assign Two box 351 a Arranged in five series: I. Business papers, II. Personal and Family materials, III. Photographs, IV. Biographies/Obituaries, V. Unidentified and Miscellaneous Documents This collection contain the personal and professional paper of the Moore Family, predominantly George Alden Moore. Collection consists of business and personal correspondence, letters of recommendation, family emancipation documents, pictures, biographies, family expenses and miscellaneous documents. Some documents are fragments and do not contain adequate identifying information. Approximate dates cover 1852 to 1916.Moore was active in prohibition movement and occasional documents reflect alcohol use within the family. 545 a Dr. George Alden Moore was born in Philadelphia, Pennsylvania, on February 9,1834. In the early part of his career he served as a dentist in Maine before moving to Leavenworth, Kansas in 1858 to become a captain the state militia during the Civil War. In 1863 he was elected to the lower house of the State Legislature. While in Leavenworth, Kansas he served as Director and Secretary for the Missouri Valley Life Insurance Company and as Secretary for the Alliance Mural Life Assurance Society, a company he helped organize. In 1876 Moore moved to San Francisco at which time he began a career with the Pacific Mutual Life Insurance Company where he achieved the title of Vice President and then President in When he retired in 1905 he had increased the company s assets eightfold from $950,000 in 1880 to over $8,500,000. After retirement, he organized a new company, now known as the West Coast Life Insurance Company to become its first President for a two-year period. Moore was a loyal member of the Prohibition Party. He attended several world conferences on the subject and had a personal knowledge of the fraudulent claims that wine and beer are temperance drinks and that there is no drunkenness in wine producing countries. At one point he managed a 125-acre vineyard. Dr. Moore died on January 8, 1916 in Alameda, California at the age of 81 years old. 546 a In English. 541 a This collection was a gift from Thelma Doogood Moore, d a This collection was processed by Alison Leonard, under the direction of Jennifer Martinez Wormser, Grubstake Historical Society, in 2009.

10 Assign Two 10 Question 3 Horace Parker Papers Day One Box Nine 8 folders Series Folder Title Dates General-California State Park and Recreation Commission-Meeting Material-July 1968 General-California State Park and Recreation Commission-Meeting Material-September 1968 General-California State Park and Recreation Commission-Meeting Material-October 1968 General-California State Park and Recreation Commission-Meeting Material-November 1968 General-California State Park and Recreation Commission-Meeting Material-December 1968 General-California State Park and Recreation Commission-Meeting Material-January 1969 General-California State Park and Recreation Commission-Meeting Material-February 1969 General-California State Park and Recreation Commission-Meeting Material-March 1969 Box Eleven 7 folders Series Folder Title Dates General-California State Park and Recreation Commission-Notices of Meeting General-California State Park and Recreation Commission-Agendas General-California State Park and Recreation Commission-Agendas General-California State Park and Recreation Commission-Minutes (folder 1 of 2) General-California State Park and Recreation Commission-Minutes (folder 2 of 2) General-California State Park and Recreation Commission-Minutes 1967 General-California State Park and Recreation Commission-Minutes 1968

11 Assign Two 11 Day 2 Subjects-Persons- A-O Series Folder Title Dates Subject- Ainsworth, Edward Maddin ( ) Subject- Apis, Pablo (folder 1 of 2) Subject- Apis, Pablo-Oversized items (folder 2 of 2) Subject- Ashman, Antonio 1963, 1976 Subject- Bennis, Karl V. ( ) Subject- Benoit, Alexander Subject- Brock, Erwin C. ( ) 1959 Subject- Browne, John Ross ( ) Subject- Browne, John Ross ( )-Bibliography Subject- Browne, John Ross ( )-Book Reviews Subject- Browne, John Ross ( )-Photograph and Illustration Subject- Browne, John Ross ( )-Portrait 1961, Subject- Buchman, D.E Subject- Burnham, Frank ( ) 1968 Subject- Clemens, Samuel L Subject- Cole, Gerald Alex ( ) 1971 Subject- Culver, C.Z. Subject- Dillon, Richard 1965 Subject- Draper, Maurice E Subject- Fergusson, Harvey and Edna 1960 Subject- Frazee, Isaac Jenkinson 1954, 1969

12 Assign Two 12 Subject- Geronimo, (Luiseno) Subject- Givens, T.L. ( ) 1959 Subject- Godey, Alexander Subject- Gould, Janet 1958 Subject- Guenther, Hugo ( ) 1953, 1964 Subject- Hathaway, Stanley 1975 Subject- Haug, Charles A. ( ) Subject- Holt, Guy Subject- Hudson, Charles 1956 Subject- Irwin, Bernard J.D.-Bibliography Subject- Jackson, Helen Marie (Fiske) Hunt 1966 Subject- James, William J * Subject- Kamehameha I Subject- Kolb, Joseph Merrill ( ) 1973 Subject- Lasuen, Fermin Francisco De Subject- Lewis, Robert S. ( ) 1970 Subject- Machado, Alice 1953 Subject- Machado, Macedonia Subject- McCain, Buck Subject- McClintock, Charles Harry ( ) Subject- McNally, Pegia Subject- Meadows, Donald Charles Subject- Miller, Henry 1899,

13 Assign Two 13 Subject- Murietta, Juan Subject- Nienke, A.F. 1922, 1939 Subject- Oliver, Harry * Jennifer-please address this folder for preservation purposes I can honestly say I was completely green entering upon entering the classroom and learned a great deal from the experience. For example, I knew we would be using folders, but I did not know if they would look like a traditional office folder or if there was a folder type unique to the field of archives. Even looking at the document box that contained the folders was a first for me. Discovering that we were to write in pencil and not pen, using a micro spatula, and a bone folder were all firsts for me. I could write pages and pages about what I learned in the two classes sessions. I even learned a bone folder is made from bone. I learned how to put creases in folders. The list goes on. In a nutshell we replaced folders, got rid of staples, rubber bands, and removed duplicates. I was not overwhelmed with the collection, but instead was fascinated by it. What a meticulous collector Parker was. It was really interesting to see the varied items he collected including memorial service programs, news clippings, even a mining stock certificate, portraits, and photographs. In addition to the collection, I found it really useful to review the setting of the Reading Room layout. Everything shared in that discussion was new to me too. Learning the placement for staff, cameras, researchers, the proximity of the collection, the entry area, positioning of the tables took me through the layout for the first time. This was enormously helpful to review in addition to our readings, because the Reading Room really does require a graphic view for

14 Assign Two 14 understanding. (Additionally, the slides you have been posting on Angel are extremely helpfula visual often provides quick understanding). It was also interesting to review the items that a researcher can bring to the reading room, and what they cannot: One box at a time, one folder at a time, one researcher at a table and clear line of sight from staff to researcher. In preparation for the work I did all I could by doing the readings. Additionally, you provided the class with a list of items to bring to the sessions. All were used with the exception of the apron, but I now know intuitively how an apron could come in handy if items were musty or dirty after having had the experience. The least challenging duty was entering the folder lists above. At the same time there were challenges in determining the name for some of the folders that was interesting and insightful. I felt prepared to do the work required because I felt you knew what was acceptable to present to the class for tasks at this point in our studies. I would feel confident providing services to almost any archival institution for updating and describing folders. During the first week of class I read, Arranging and Describing Archives and Manuscripts by Kathleen Roe. I re-read it before our class sessions and found it really helpful. The principals of provenance and respect des fonds, helped me understand how the Parker Papers were arranged and described. If I were to begin working on a similar archival collection next week I would not make any changes. Oh yes, one change, I would have not have created a separate folder for John Browne entitled Portrait. I would have included it in the folder entitled, Photograph and Illustration and changed the folder name to the plural. But there is a good change that I could be wrong in doing so, since I am still new to practices and procedures.

15 Assign Two 15 Question 4 As the Director of Special Collections at Pickaxe Library of Bone Dry Gulch the grant proposal that I would select is the Detailed Processing Projects grant from the National Historical Publication and Records Commission because the grant supports reformatting records in order to ensure their permanence in the face of high demand. Currently the library has a special collection of videotapes from classroom presentations made by international students sharing their classroom experiences in their home county with Bone Dry Gulch public school students. The project is entitled International Classroom. The collection is currently unstable and in and outdated videotape format. We will propose reformatting/converting the collection of 30 past presenters on videotape to a universally updated DVD format so that the materials can be preserved and shared with educators and students worldwide. We will also create a platform for access on the World Wide Web for cultural exchange education. Our goal is to include subheadings and voiceovers in Cantonese, Arabic, Spanish, Dutch and Hindi as well as English on all DVDs available. Project Narrative As the world becomes more interconnected, it is increasingly important that we teach young people that to succeed in a global society, students must develop an understanding of international issues and an appreciation for other cultures. International Classroom introduces these concepts to Bone Dry Gulch public school students of all ages in a personal, engaging and interactive manner. Through classroom presentations by international students sharing classroom experiences in their own country, the program aims to broaden students perspectives of the world around them and to prepare them to someday become part of the global workforce. The

16 Assign Two 16 goal of International Classroom is to bring cultural awareness into the classroom and offers students all the over the world a unique opportunity to gain a better understanding of each other. The program goal is for the Pickaxe Library to work with the public school system to convert 30 videotaped presentations from the last five years into DVD format with subheadings and voiceovers in Cantonese, Arabic, Spanish Dutch and Hindi and English and make them available for free through the Pickaxe Library as well as free access on the Internet. This meets the goals of the National Historical Publication and Records Commission because the grant supports reformatting records in order to ensure their permanence. Additionally, it preserves the collective memory of an array of international students from varied cultures sharing their classroom experiences on a global scale. These goals tie back to the archival mission of the Pickaxe Library, which is to expand outreach to youth worldwide by building bridges of understanding and providing unique educational experiences, and preserving the stories that come from the International Classroom Program in our archives for future generations. The work plan is ongoing, requiring constant planning, monitoring and evaluation. Our goal is to continue to provide timely programs of the highest quality. Planning for International Classroom begins during the summer each year, when library staff work with teachers to prepare for the upcoming school year, setting goals for classroom presentations and exploring ways to make the program more effective. Early in the fall, librarians and teachers recruit foreign students from area universities to serve as cultural consultants. Throughout the year, teachers are busy coordinating the schedule of classroom presentations with the librarians. Last year over 12 presentations by cultural consultants took place in Bone Dry Gulch. We will collect all 30 programs from the last five years, organize them, and covert them to DVD for distribution to

17 Assign Two 17 classrooms internationally. Additionally, we will promote the opportunity on the Pickaxe Library Web site, the Bone Dry Gulch Public Schools Web site, the Bone Dry Gulch City Web, the Bone Dry Gulch Historical Society Web site, as well as on the National Association of Teachers Web site. The grant will allow the Library to produce International Classroom on DVD and to reformat current videotape copies to DVD, including voiceovers and subtitles in Cantonese, Arabic, Spanish, Dutch and Hindi in addition to English. Alison Leonard serves as Director of Pickaxe Library and the Coordinator of the archives program with the library, and as Director of the International Classroom project. Her duties include recruiting and training of cultural consultants, preparing classroom materials and evaluations, and arranging and supervising classroom visits. She was previously a Program Assistant at Meridian, working with State Department-sponsored International Visitor Program. Prior to her positions at Meridian, Ms. Leonard worked in the Education Department at The Kennedy Center, where she coordinated professional development workshops for teachers. Ms. Leonard holds a B.A. in History from Virginia Tech and a Masters in International Transactions from George Mason University. International Classroom s Partner Teachers contribute to the development and execution of the program as well as helping to shape curricula that best serve their needs and the needs of their students. The Pickaxe Library also utilizes the assistance of unpaid college interns, who provide considerable support for these activities in exchange for valuable work experience and course credit. The students involvement in International Classroom often helps shape their own education choices and encourages them to pursue careers in international relations.

18 Assign Two 18 Assessment data will be collected from: Partner Teachers, Program Coordinators, and Cultural Consultants. Appropriate evaluation questions for each source have been identified. Data collection involves using a variety of instruments over the course of the school year and will be routinely analyzed by the International Classroom director. In addition, at each International Classroom presentation students are given a worksheet designed for their specific grade level guiding them through an appropriate note-taking process. Classroom teachers will be encouraged to incorporate the student s completed forms in followup discussions, future assignments, and/or quizzes/tests. Budget 1. Salaries and Wages Alison Leonard, Librarian and International Classroom Director SUBTOTAL $ _30,000 annually 2. Fringe Benefits $0 3. Consultant Fees Include payments for professional and technical consultants and honoraria. IT and Computer Conversion Staff $ 30,000 $ 30,000 Video Editing Services $ 30,000 International Translator Services $ _30,000 SUBTOTAL $ 120, Travel One person-two day $ _2,500 $ 2,500 SUBTOTAL $ 5,000

19 Assign Two Supplies and Materials Include consumable supplies, materials to be used in the project and items of expendable equipment (i.e., equipment items costing less than $5,000 and with an estimated useful life of less than a year). _DVDs $ _17,000 Web site maintenance/access $ _10,000 SUBTOTAL $ _27, Services Postage_(Internationally mailing of DVDs $ 18,000 SUBTOTAL $ _18, Other Costs $0 8. Total Direct Costs (add subtotals of items 1 to 7) $ 200, Indirect Costs $0 10. Total Project Costs $ 200,000 annually with a five year request for funding Question 5 The proof of the finding aid is the finding. Hunter NUCMC- National Union Catalog of Manuscript Collections. First printed and issued in 1961 by the Library of Congress (LOC) the National Union Catalog of Manuscripts Collections (NUCMC) is a collection of descriptions of manuscript collections, archives, and oral history materials held by eligible archival and manuscript repositories throughout the United States and its territories, states the Society of American Archivists (SAA) Web site. Originally in the form of a printed catalog the collection is online and is a free-ofcharge cooperative cataloging program. The virtual catalog is available online in OCLC WorldCat. The program within the Library of Congress that produces the catalog and supports access to the database can be found at

20 Assign Two 20 The real advantage of NUCMC is making your collection known online to researchers in AACR2 (Anglo-American Cataloging Rules, 2nd Ed.) and MARC (Machine-Readable Cataloging) rules worldwide. The LOC staff dedicated to NUCMC will not help you arrange or describe your collection nor will they help in writing finding aids. Instead, the record content is described from the repository that holds the records. DACS-Describing Archives: A Content Standard DACS is a set of rules for describing archives, personal papers, and manuscripts and was officially approved by the SAA as an SAA standard in The descriptive standard can be utilized for all types of archival material. According to the SAA Web site, It is the U.S. implementation of international standards (i.e., ISAD(G) and ISAAR(CPF)) for the description of archival materials and their creators. When adopted by SAA, DACS replaced the former standard for archival material: Archives, Personal Papers, and Manuscripts (AAPM) and now was widely adopted by the archival community throughout the U.S. according to the Wikipedia description. DACS specifies only the type of content, not the structural or encoding requirements or the actual verbage to be used; it is therefore suitable for use in conjunction with structural and encoding standards such as MARC and EAD, and with controlled vocabularies such as AAT and others, the site goes on to say. EAD-Encoded Archival Description EAD began at the University of California, Berkeley Library in 1993 and is a standard for making full text inventories available on the World Wide Web. The goal of the Berkeley project was to go beyond USMARC by providing full text of inventories by developing hierarchical, nonproprietary encoding standards in order to describe a complete collection. EAD requires that old finding aids be converted to new finding aids so they can be published on the Web. Not all archives can quickly convert their current finding aids though, and inconsistent description does happen. It is a great opportunity to full and equal access to archival records, yet there is still no single ideal deployment method, states Hunter. RAD-Rules for Archival Description Developed in 1990 and maintained by the Bureau of Canadian Archivists, RAD is a system for creating archival description standards in the form of finding aids to identify and describe archival records and to provide access to the information they contain. The rules expressed in RAD are intended to be consistent with International Standard Bibliographic Descriptions, which makes them compatible with USMARC AMC format and with AACR 2. The Canadian Council of Archives requires that all finding aids created as a result of work funded by CCA grants be RAD-compliant. MARC-AMC: MARC Format for Archival and Manuscripts Control The SAA Website describes MARC AMC as, A standard data communications format that specifies a data structure for description of records (archives and manuscripts).

21 Assign Two 21 MARC-AMC has its drawbacks. It is rigid in format and is limited in length as there is a restriction to the number of characters that can be entered. This does not allow all finding aids to fit. Additionally, it does not allow for a hierarchical structure, which is necessary when searching archival finding aids. It is a good fit for a library but it is not flexible enough for archives. It mostly requires that items fit into a book or document format, not all archival formats do. MARC does not allow for extensive descriptions. TGM- Thesaurus for Graphic Materials The SAA Web site describes TGM as, a controlled vocabulary of subjects, forms, and genres relating to visual materials, intended for use as headings in catalogs and indexes. TGM provides a controlled vocabulary for still images, i.e. pictorial works. The terminology covers aspects such as people, events, activities, objects, and places. Currently TGM I has 6,300 standard indexing terms in its authorized vocabulary. APPM-Archives, Personal Papers, and Manuscripts A standard for developing a catalog of archival materials, principally at the collection level, with consistent descriptions and access points that can be integrated into bibliographic catalogs constructed using Anglo-American Cataloguing Rules states the SAA Web site. Replaced by DACS. TEI-Text Encoding Initiative Since 1994, international institutions have worked to develop a standard for the representation of texts in digital form which specify encoding methods. The guidelines are a widely-used standard for text materials for performing online research, and TEI is now the standard for the encoding of electronic texts in the humanities, social sciences and linguistics, nearly states the Wikipedia online description. Guidelines for encoding are in SGML or XML machine-readable texts. PREMIS- PREservation Metadata: Implementation Strategies Hosted by the Library of Congress, and according to the OCLC Web site, the PREMIS working group of international experts developed the objectives of PREMIS, which are to develop a core preservation metadata set, supported by a data dictionary, with broad applicability across the digital preservation community and identify and evaluate alternative strategies for encoding, storing, and managing preservation metadata in digital preservation systems. The PREMIS data dictionary and XML schema are maintained by the PREMIS maintenance activity, hosted by the Library of Congress, states the same site. OCA-Open Content Alliance

22 Assign Two 22 The Open Content Alliance is a collaborative effort of a group of cultural, technology, nonprofit, and governmental organizations from around the world that helps build a permanent archive of multilingual digitized text and multimedia material, states the OCA Web site. The archive of contributed material is available on the Internet Archives Web site and other search engines and Web sites. The OCA is administered by the Internet Archive, a 501(c )3 non-profit library. ISAD(G)-General International Standard Archival Description, Second edition ISAD(G) was first published in 1994 and revised in The SAA Web sites describes ISAD(G) as follows, A standard published by the International Council on Archives that establishes general rules for the description of archival materials, regardless of format, to promote consistent and sufficient descriptions, and to facilitate exchange and integration of those descriptions. It is to be used in conjunction with existing national standards or as the basis for the development of national standards. AAT-Art and Architecture Thesaurus Published by the J. Paul Getty Trust the Art and Architecture Thesaurus is a controlled vocabulary that includes terms useful for describing and indexing collections of fine art, architecture, decorative arts, archival materials, and material culture. Some of the criticism regarding AAT is that the hierarchy is arranged by formal facets rather than by subject and that the facet analysis is not complete, and its monohierarchy excludes key relationships among descriptors and thus does not do justice to the complexity of the broad field of art, architecture, and material culture with its multifaceted perspectives, interrelationship, and intersections, says Dagobert Soergel in his article The Art and Architecture Thersurus (ATT): A Critical Appraisal.

23 Assign Two 23 References Daniels, M.F., & Walch, T. (Eds.). (2004). A modern archives reader: Basic reading on archival theory and practice. Washington, D.C.: National Archives and Records Administration. Hunter, G. (2003). Developing and maintaining practical archives. (2 nd ed.). New York, London: Neal-Schuman Publishers, Inc. Jimerson, R C. (Ed.). (2005). American archival studies: Reading in theory and practice. Chicago: The Society of American Archivists. Library of Congress. (2006). Encoded archival description. Retrieved March 5, Library of Congress. (2009). National union catalog of manuscript collections. Retrieved March 10, 2009 from OCLC. (2009). Bibliographic formats and standards. Retrieved March 11, 2009 from OCLC (2009). PREMIS (PREservation metadata: Implementation strategies) working group. Retrieved March 10, 2009 from OCLC. (2009). WorldCat. The world s libraries connected. Retrieved March 10, 2009 from Roe, K.D. (2005). Arranging & describing. Chicago: The Society of American Archivists.

24 Assign Two 24 Society of American Archivists. Describing archives: A content standard (DACS) Society of American Archivists. (2009). Glossary of Archival and Records Terminology. Retrieved March 8, 2009 from Soergel, Dagobert. (1995). The art and architecture thesaurus (ATT): A critical appraisal. Visual Resources, 10, Thesaurus of Art and Architecture: A critical appraisal. Daagobert Soergel.. Retrieved March 7, 2009 from