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Select List of Archival Terminology

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Select List of Archival Terminology SelectListofArchivalTerminology ACCESS 1.Therightoropportunityoffinding,consulting,orapproachingdocumentsand/orinformation. Seealso:ACCESSIBILITY;INTELLECTUALACCESS;RESTRICTEDACCESS 2.Themethodofplacingdataintoandretrievingitfromcomputermemory. ACCESSIBILITY Theavailabilityofarchivalmaterialforconsultationasaresultoflegalauthorizationandthe existenceoffindingaids.Seealso:ACCESS;INTELLECTUALACCESS;RESTRICTED ACCESS ACCESSPOINT Aname,term,orcodeunderwhichadescriptiverecordmaybesearchedandidentified. ACCESSION 1.Theformalacceptanceintocustodyandrecordingofanacquisition. 2.Anacquisitionsorecorded.Seealso:ACCRUAL ACCRUAL Anacquisitionwhichisadditionaltoaseriesalreadyheld. ACCUMULATION Thenaturalprocessbywhicharchivesaremadeandreceivedinthecourseofaffairsofany kind.Seealso:COLLECTION ACQUISITION Anadditiontotheholdingsofanarchivalrepositoryorrecordscentre. ACQUISITIONPOLICY Anofficialstatementissuedbyanarchivalinstitutionidentifyingthekindsofmaterialsitwill acquireandtheconditionsortermswhichaffecttheiracquisition. ACTIVERECORDS SeeCURRENTARCHIVALDOCUMENTS 1 ADMINISTRATIVECONTROL 1.Theexerciseofauthorityovermaintenance,use,disposition,andaccessibilityofcurrent archivestocarryonthefunctionforwhichtheywerecreated.Seealso:CONTROLLING AGENCY;CREATOR;CUSTODY 2.Themeansofphysicallylocatingtheholdingsofrecordscentresandarchivalinstitutions throughnumberingandlisting.Seealso:INTELLECTUALCONTROL ADMINISTRATIVEHISTORY Thatpartofafindingaidwhichillustratesthestructure,functions,andactivitiesofthecreatorof thematerialdescribedtherein.Seealso:CREATOR ADMINISTRATIVEVALUE Thecapacityofarchivalmaterials(1)toservethecontinuingneedsoractivitiesofthe organizationwhichcreatedthem.Seealso:FISCALVALUE;LEGALVALUE AGENCY Anadministrativebodyhavingthedelegatedauthoritytoactcompetentlyasanagentofa higherbody.Seealso:CORPORATEBODY;INSTITUTION;ORGANIZATION ALIENATION Thetransferofownershipofarchivalmaterial. APPRAISAL Theprocessofevaluatingdocumentsforthepurposeofcontinuingpreservation.Seealso: VALUATION ARCHIVALDOCUMENT(S) Anydocument(s)madeorreceivedinthecourseofapracticalactivity.Seealso:ARCHIVES ARCHIVALNATURE Thewholeofthecharacteristicswithwhicharchivaldocumentsareendowedbythe circumstancesoftheircreationandwhicharethereforenaturaltothem.Thosecharacteristics areauthenticity,impartiality,interrelatedness,naturalness,anduniqueness.Seealso: AUTHENTICITY(1);IMPARTIALITY;INTERRELATEDNESS;NATURALNESS;and UNIQUENESS ARCHIVALQUALITY 1.Thematerialpropertiesinherentinanydocumentarymediumpermittingitspreservation undercontrolledconditions. 2.Thewholeofthecharacteristicsofarchivalnatureacquiredbynon-archivalmaterialwhenit becomesanintegral.partofanarchivalfonds. 2 ARCHIVALSCIENCE Theconcepts,principles,andmethodologiesgoverningthetreatmentofarchives. ARCHIVES 1.Thewholeofthedocumentsmadeandreceivedbyajuridicalorphysicalpersonor organizationintheconductofaffairs,andpreserved.Synonymouswiththetermfonds.See also:JURIDICALPERSON;PHYSICALPERSON;ORGANIZATION 2.Anagencyorinstitutionresponsiblefortheacquisition,preservation,andcommunicationof archivesselectedforpermanentpreservation. 3.Aplaceinwhicharchivesselectedforpermanentpreservationarekept. ARRANGEMENT Theprocessofidentifyingarchivaldocumentsastheybelongtogroupingswithinafonds. ARTIFICIALCOLLECTION See:COLLECTION AUTHENTICATION Theactofgivingauthorityorlegalauthenticitytoadocumenttoattestthatitiswhatitpurports tobe.Seealso:CERTIFICATION;CERTIFIEDCOPY AUTHENTICITY 1.Thequalityofarchivaldocumentstobearauthentictestimonyoftheactions,processes,and procedureswhichbroughtthemintobeing. 2.Thequalityofadocumentofhavingthecharacterandauthorityofanoriginal. 3.InJenkinson'sformulation,thequalityofarchivesderivingfromtheirbeingpreservedinthe continuouscustodyandfortheinformationoftheircreatoranditslegitimatesuccessors. BIOGRAPHICALSKETCH Thatpartofafindingaidwhichillustratesthelifeandactivitiesofthepersoncreatingthe archivalmaterialdescribedtherein. CALENDAR Afindingaiddescribinginchronologicalorderindividualdocumentsofafonds,series, collection,orothergrouping. CASEFILE 3 Afilecontainingdocumentsrelatingtoaspecificaction,event,project,person,place,or subject.Seealso:FILE;PARTICULARINSTANCEPAPERS/FILES. CERTIFICATION Theformalassertioninwritingofsomefact. CERTIFIEDCOPY Acopyofanoriginaldocument,signedanddeclaredtoconformtotheoriginalbythepersonor officerentrustedwiththatfunction. CLASSIFICATION Thesystematicorganizationofdocumentsingroupsorcategoriesaccordingtomethods, procedures,orconventionsrepresentedinaplanorscheme.Seealso:CLASSIFICATION PLAN/SCHEME CLASSIFICATIONPLAN/SCHEME Adiagram,table,orotherrepresentationcategorizingthedocumentsofanorganizationor agencybyclassandaccordingtoacodingsystemexpressedinalphabetical,numerical,or alphanumericalsymbols. CLOSEDPONDS Afondstowhichnofurtheraccrualsareexpected. COLLECTION Abodyofdocumentsofanyprovenanceorganizedbysomecriteriatomakethemaccessible fortheirinformationalvalue,forexample,byauthor,subject,language,medium,or documentaryform.Alsoreferredtoasanartificialcollection.Seealso:ACCUMULATION; ARCHIVES(1);HOLDINGS COMPETENCE Thesphereoffunctionalresponsibilityentrustedtoanofficeorofficer.SeealsoFUNCTION; MANDATE CONFIDENTIALITY Thequalityorpropertyofprivacyandsecrecypossessedbycertaininformationand/or documents.Seealso:PRIVACY CONSERVATION Thescienceandpracticeofphysicaltreatmentofdocumentsforpreservationpurposes.See also:PRESERVATION 4 CONTROLLINGAGENCY Theagencyexercisingadministrativecontrol(1)overarchivaldocuments.Seealso:CREATOR; CUSTODY COPY Aduplicationofanoriginaldocument. COPYRIGHT Anintangible,incorporealrightgrantedbystatutetothecreatorsofliteraryworksandartistic productions,wherebythecreatorsareinvested,forspecifiedperiod,withsoleandexclusive privilegeofmultiplyingcopiesorauthorizingperformanceofthesameandpublishing, communicating,andprofitingfromthesaleofthem. CORPORATEBODY Anorganizationalentitycreatedbystatuteandcapableofactingasalegalentity.Seealso: AGENCY;ORGANIZATION CREATOR Thepersonoradministrativebodyaccumulatingdocumentsbyreasonofitsfunction.Seealso: CONTROLLINGAGENCY;CUSTODY CURRENTARCHIVALDOCUMENTS Archivaldocumentsregularlymaintainedandusedbytheircreator.Seealso:ARCHIVAL DOCUMENT(S);NON-CURRENTARCHIVALDOCUMENTS;RECORD;SEMI-CURRENT ARCHIVALDOCUMENTS CURRENTRECORDS See:CURRENTARCHIVALDOCUMENTS CUSTODIALHISTORY Thatpartofafindingaidillustratingthechainofagencies,officers,orpersonsexercising custodyoverthearchivalmaterialdescribedtherein. CUSTODY Theresponsibilityforcareofarchivalmaterialbasedonitsphysicalpossession. DEACCESSIONING Theprocessbywhichanarchivesremovesmaterialfromitsownlegalcustody. DEPOSIT Theplacingofdocumentsinthecustodyofarchiveswithouttransferoflegaltitle. 5 DEPTHOFDESCRIPTION Theamountofinformationordetailprovidedinafindingaidaboutthematerialdescribedinan entry.Alsoreferredtoasfullness.InRAD,referredtoaslevelofdetailofdescription.Seealso: LEVELOFDESCRIPTION DESCRIPTION 1.Theprocessofrecordinginformationaboutthenatureandmakeupofarchivestoachieve administrativeand/orintellectualcontrol.Seealso:ADMINISTRATIVECONTROL; INTELLECTUALCONTROL 2.Awrittenrepresentationofarchivalmaterial.Seealso:FINDINGAID DIPLOMATICS Thedisciplinewhichstudiesthegenesis,forms,andtransmissionofarchivaldocuments,and theirrelationshipwiththefactsrepresentedinthemandwiththeircreator,inordertoidentify, evaluate,andcommunicatetheirtruenature. DISPOSAL See:DISPOSITION DISPOSITION Thedestinationofarchivaldocumentsasdeterminedbytheirappraisal. DOCUMENT Recordedinformation.Seealso:ARCHIVALDOCUMENT(S) DOSSIER Theaggregationofallthedocumentsrelatedtothesameaffair. EVIDENTIALVALUE Thecapacityofarchivaldocumentstoprovideinformationabouttheircreator'sactivities.See also:INFORMATIONALVALUE FAIRUSE Alegalconceptwhichinvestsaprivilegeinothersthanthecopyrightownertousethe copyrightedmaterialwithouttheowner'sconsentundercertainconditions. FILE Thesmallestorganicformofaggregationofarchivaldocuments. 6 FINDINGAID Adescriptivedocumentcreatedtoallowretrievalofarchivalmaterial.seealso:DESCRIPTION; GUIDE;INVENTORY;LIST FISCALVALUE Thecapacityofarchivaldocumentstoservethecontinuingneedsoffinancialandfiscal business.Seealso:ADMINISTRATIVEVALUE FONDS Thewholeofthedocumentsthateveryorganizationorphysicalorjuridicalpersonaccumulates byreasonofitsfunctionoractivity. FORM 1.Themodeinwhichadocumentexistsormanifestsitself,itsoutwardappearance, configuration,shape,andstructure,asopposedtoitssignificanceorcontent.Alsoreferredtoas documentaryform.Seealso:FORMAT;MEDIUM 2.Indiplomatics,allthecharacteristicsofadocumentwhichcanbeseparatedfromthe determinationoftheparticularsubjects,persons,orplacesitisabout. 3.Aformularydocumentwithblanksfortheinsertionofparticularsorvariables.Alsoreferredto asarecordform. FORMAT 1.Anyparticularphysicalrepresentationofadocument.Seealso:FORM;MEDIUM 2.Ininformationstorageandretrieval,thearrangementofdatainaninput,output,orstorage mediumandthecodeoraggregateofinstructionsgoverningthatarrangement. 3.Inreprography,thedimensionsofthematerialacceptedbyreprographicequipment,thesize ofcopymaterial,thenatureofthemicroform,orthearrangementoftheimagesonamaterial. FUNCTION Alloftheactivitiesaimedtoaccomplishonepurpose,consideredabstractly. FUNCTIONALPERTINENCE Thedirectorindirectrelationshipofagroupofdocumentstoonefunction. FUNCTIONALPROVENANCE Theoriginofagroupofdocumentswithrespecttothefunctionwhichproducedthemrather thanwithrespecttothecreator. 7 GENERALRECORDSSCHEDULE Arecordsschedulegoverningspecifiedseriescommontoseveralagenciesofanorganization.
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