Arrangement

Introduction

The arrangement of a collection should reflect its original order, or the way in which the materials were used by the creator(s). Sometimes, however, there is no original order and the archivist may impose an arrangement to provide better access to a collection. Arrangement can be approached physically and intellectually, but is usually just done intellectually. 

Physical arrangement

Physical arrangement is a time-consuming activity that should generally be avoided, especially since online, searchable finding aids make this work unnecessary. Instead, like materials can be grouped together intellectually to make it easier to browse a collection's description and find patterns and related materials. For example, if an alphabetical run of correspondence within a collection is spread across several boxes, you do not need to physically consolidate all of the correspondence into the same box; instead, you can group the description of these materials together in your folder listing. Exceptions will often be made for born-digital formats, audiovisual media, and oversize items, which may need to be removed from their original physical placement within a collection and stored in specialty containers to better preserve the materials and facilitate reading room access. In these cases, however, the intellectual context of the materials should be maintained. 

Digital arrangement

It may make sense to group digital files that are not in their own directory at the top level of the digital material in order for convenient description beyond the collection level. In general, we will not do this beyond the top level of the digital material in the collection. For instance, we have a digital accession with the overall folder of 2019_082acc and within that are multiple folders and some files just without a folder other than the top folder 2019_082acc. In these cases, we can group the loose items into a new digital folder. Other cases may arise where the files are just one folder with many files that may have been transferred but not used in such an arrangement. In these cases, it makes sense to group these into folders of related items. Digital folder naming guidance should follow the general guidance in the File level (in other words folder level) title description section of this manual.

Digitized material should follow an arrangement described in digitization procedures or determined at the outset of the digitization project. If the arrangement does not match that, you should adjust it accordingly. Furthermore, arrangement may need to be adjusted in order for Archivematica to recognize the folder structure and perform certain steps automatically.

Any changes to the arrangement of the born-digital folders (not made to ensure Archivematica automation) should be reflected following the "Ensure appraisal or rearrangement actions are reflected in the checksum file" guidance or take place in the Archivematica appraisal tab.

Levels of arrangement 

Collections can be arranged at the collection level, series level, file level, and, in extremely rare cases, at the item level. 

Collection level arrangement: Often appropriate for homogenous materials or small collections of five or less linear feet. A basic container list is required to facilitate requesting of materials with Aeon, but no arrangement is expected.  

Series level arrangement: Materials are grouped together by a common document type, topic, function, or other organizing principle. Particularly large or complicated series may benefit from further arrangement into sub-series, though not all series will require this, even within the same collection.
Example: Technology Licensing Office records (AC-0503)

File level arrangement: In addition to being arranged into series, the materials within a collection are also grouped into file folders. Note that this does not refer to arranging materials within individual files, which would be considered item level arrangement. 

Item level arrangement: Only used for highly intensive projects. Consult with your supervisor before arranging at the item level.

Robust description at higher levels can often take the place of more detailed arrangement and description work; for example, a small collection that can be adequately described with a strong scope and content note at the collection level may not need a box or folder list or any arrangement into series. You can also group like materials intellectually without creating formal series or subseries, which keeps container lists concise and makes them easier to navigate.