Jodi-
What we have done here at CUA is something similar to all of the three
examples.
We have what we call "series inventories" that look like this:
<c01 level="series">
<did>
<unittitle>Series 1: Research and Classroom Materials, </unittitle>
<unitdate>1900, 1940s-1980s</unitdate>
<physdesc>(27 boxes)</physdesc>
</did>
<scopecontent>
<p>This series contains the most documentation of Kenny's research
and classroom work. Since there is a noticeable overlap between his
classroom and research work, these papers are included in one series.
The classroom materials also include graded papers and grade sheets
which are considered confidential student records. </p>
</scopecontent>
</c01>
And we also have "preliminary inventories" that look like this:
<c01 level='"file'">
<did>
<container type="Box">89-90</container>
<unittitle>Chief Administrators of Catholic Education (CACE)
(Acc. #97-9)</unittitle>
</did>
<scopecontent><p>Meetings (1968-1974), Mailing and Purchase
Orders (1976-1978), Chronological File (June - December 1979), Catholic
School and Minority Group Students (n.d.), Academic Evaluation Council
(n.d.)</p></scopecontent>
</c01>
The difference is that the series inventories have had some processing
and organization, but the preliminary inventories reflect how we have
received the documents from the donor and there has been little if no
arrangement.
Jordan Patty
Jodi Allison-Bunnell wrote:
>Hi all:
>In doing the EAD training for the Northwest Digital Archives and being very
>involved with the NWDA Best Practices, I'm hearing requests from our
>Northwest Archival Processing Initiative members (who are a test bed for the
>Greene/Meissner minimal-level processing) for some examples of EAD encoding
>of finding aids from minimal-level processing.
>
>Although we are not very proscriptive in our standards beyond the <archdesc>
>level, we need some degree of uniformity so that our stylesheet works well.
>I know that for many institutions, the descriptions are by the box at a
><c01> or <c02> level, with or without series divisions. Since the box is not
>considered an intellectual level, this doesn't fit so neatly into the known
><c0x> levels in EAD.
>
>I have seen two different solutions to this, and thought of another:
>
>1. From Mark Shelstad at the University of Wyoming: Specify both the c01 and
>c02 level as file, with the second designating a subject within a box. This
>treats the box as a file, which is intellectually perfectly sensible.
>
><c01 level="file>
><did>
><unittitle>[title]</unittitle>
></did>
><scopecontent>[sc note]</scopecontent>
><c02 level="file">
><did>
><container type="box">[number]</container>
><unittitle>[title]</unittitle>
><unitdate>[date]</unitdate>
></c02>
></c01>
>
>2. From Donna McCrea at the University of Montana: Specify the c01 as
>series, tag the box as c02, but don't specify a level. As Michael Fox has
>recently observed on this list, not specifying a level below series may not
>matter.
>
><c01 level="series">
><did>
><unitid>[series #]</unitid>
><unittitle>[title]</unittitle>
><unitdate>[date]</unitdate>
></did>
><c02>
><did>
><container type="box">[box #]</container>
><unittitle>[title]</unittitle>
></did>
><scopecontent><p>[text]</p></scopecontent>
></c02>
></c01>
>
>3. My thought, which may be theoretically correct in some ways but elevates
>the box to an intellectual unit, which is not consistent with accepted
>theory of archival arrangement. This example would be for a collection
>without series and with a list of subjects contained in a boxes, but could
>also apply at the c02 level if there were series:
>
><c01 level="otherlevel" otherlevel="box">
><did><container type="box">Box 1</container><unitdate>[date]</unitdate>
></did>
><scopecontent>[scope and content note: usually list of
>subjects]</scopecontent>
></c01>
>
>Are there other examples of a box-level description out there? Any comments
>on the relative merits of these solutions would be much appreciated as well.
>
>Best, Jodi
>
>
>
--
Jordan Patty
Processing Archivist
The American Catholic History Research Center and
University Archives
101 Life Cycle Institute
The Catholic University of America
Washington, D.C. 20064
Phone: 202-319-5065
Fax: 202-319-6554
http://libraries.cua.edu/achrcua/index.html
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