Archival Acquisitions and Accessioning

These flashcards cover the main topics of archival acquisitions and accessioning, including justifications, methods, legal and practical considerations, policies, and the specific challenges of handling audiovisual and digital records.

What authority does the Federal Records Act give to the National Archives?

the authority to acquire records on behalf of the American people.

What are the five main justifications for an archival institution to acquire new materials?

Legal mandate, administrative regulation, records retention schedule, permissive policy statement, acquisition policy approved by the governing body.

What are the three primary methods of acquisition for an archive?

Transfer within an agency or institution, purchase, and gift.

What is dominion in the context of archival acquisitions?

The ultimate control or authority over the records.

What happens when an archive obtains materials through purchase?

The archive buys the materials, transferring both physical custody and legal title for a financial payment.

What are some potential downsides of an archive purchasing historical materials?

Expensive, focus on individual items rather than collections, and the risk of fraud.

What is meant by the term 'gift' in the context of archival acquisitions?

A transfer of ownership without any financial payment; a donation.

What are the three essential characteristics of a gift to an archive?

A clear offer from the donor, acceptance of that offer by the archive, and the actual delivery of the item.

What is a deed of gift agreement in archival terms?

A written agreement that documents the offer, acceptance, delivery, and transfer of title to both the physical items and the intellectual property.

According to Maynard Britchford, what ideals guide an acquisition policy?

Follows five ideals to guide policy: extend existing research strengths, anticipate future research needs, support current holdings, have high research potential relative to cost, and avoid direct competition with other major collectors.

What is the difference between cooperative collecting and documentation strategies?

Cooperative collecting is where institutions work together to specialize in different areas, and documentation strategies focuses on identifying aspects of society to be documented, even if the records don't exist yet.

What is required to implement documentation strategies?

It requires a significant, long-term commitment from archivists to build collaborations and actively shape documentation efforts.

What are the three key types of control over a collection that an archive aims to establish through accessioning?

Legal control, physical control, and intellectual control.

In accessioning, what does legal control specifically involve?

Documenting the transfer of ownership of both the physical records and the intellectual content.

In accessioning, what does physical control specifically involve?

Shipping arrangements and the actual receipt of the collection at the archive with careful handling

In accessioning, what does intellectual control specifically involve?

Gaining control over the content of the collection so that the archive can meet the needs of researchers.

For transfers based on statutes or regulations, what document usually suffices as proof of receipt?

An acknowledgement letter or memo.

What are important considerations for audiovisuals?

Understanding the technical aspects, appropriate plans for storage, and in-depth copyright discussion.

What are important things to develop when considering digital policies?

Policies , pre-deposit guidelines, preservation storage, access plans