[Date Prev][Date Next][Thread Prev][Thread Next][Date Index][Thread Index]
Re: organization schemes
Once you've set up a scheme (28.1, 28.2)....and something changes in
the hierarchy, it is usually better to begin the new records under that
scheme. So 1997-2000 would be your 28.2 (or whatever) and records
for May 2000-forward would be 4.7 (or whatever). One basic reason
is that the parent agency that oversees the unit will also contain materials
about that unit (historical)....so the new 4.7 provides a clue that there
might be materials in 4.0. The other way to do it is to keep the records
together in 28.2 but change the written administrative history.
I have the similar problem. There are quite a number of collections
where the family has made multiple donations over a span of twenty
years. My predecessor tried to keep track by simply calling them
Jones Family; then Jones Family Group II, and Jones Family Group
III. That's been a nightmare for researchers especially if letters from
1906 are in group III, a single letter from 1906 is in Group 1,...etc.
I've combined a number of collections, creating first an inventory for
each group (so we have a record), and then combining and doing
a new single inventory. That is a lot of work and creates some
problems in shifting. If the collections are separate....say group
one covers 1867-1910, and clearly group two covers 1911-1950...
then I'm keeping them as two separate collections, but making
sure that our finding aids refer the user back and forth. (As in
see Collection M1972-14 for additional records)
Dean
Dean DeBolt
University Librarian
Special Collections and West Florida Archives
John C. Pace Library
University of West Florida
11000 University Parkway
Pensacola, FL 32514-5750
Tele: 850-474-2213; Fax: 850-474-3338
A posting from the Archives & Archivists LISTSERV List!
To subscribe or unsubscribe, send e-mail to listserv@listserv.muohio.edu
In body of message: SUB ARCHIVES firstname lastname
*or*: UNSUB ARCHIVES
To post a message, send e-mail to archives@listserv.muohio.edu
Or to do *anything* (and enjoy doing it!), use the web interface at
http://listserv.muohio.edu/archives/archives.html
Problems? Send e-mail to Robert F Schmidt <rschmidt@lib.muohio.edu>