- Created by Chris Tanguay, last modified on Feb 25, 2022 10:32
Purpose
To recognize the MIT and AKDC archives as a global resource that exists in many languages, to extend and uphold equity, diversity, and inclusion values.
In ArchivesSpace (both staff and public view) one can see all the languages represented at the collection level. This can help us see language strengths and gaps and quickly identify which collections are the most multilingual. Knowing which collections contain materials in which languages will allow us and descriptions to better serve users.
This element identifies the language(s), script(s), and symbol systems employed in the materials being described, particularly as they may affect its use.1
DACS Guidance
Follow DACS guidance when documenting Language of Materials—these rules are applicable at any level of description.
Sources of Information
4.5.1 Derive the information from the materials themselves.
General Rules
4.5.2 Record the language(s) of the materials being described.
Materials entirely in English.
Collection is predominantly in Vietnamese; materials in English are indicated at the file level.
Most of the material in this series is in Finnish. Some correspondence in English, French, and Swedish.
All records are in Latvian unless otherwise noted.
In Dakota, with partial English translation.
Captions on photographs are in English, French, and Spanish.
Japanese film subtitled in English and dubbed in French.
4.5.3 Record information about any distinctive alphabets, scripts, symbol systems, or abbreviations employed.
Later additions are in a seventeenth-century hand.
Several pamphlets in this series are in German Fraktur.
4.5.4 If there is no language content, record “no linguistic content.”
Documenting Languages in ArchivesSpace
Collection Level
Indicate language of materials in collection using the dropdown menus in the ArchivesSpace Languages module. Add as many languages as needed to document all languages contained in the collection materials.
Use the Language of Materials Note to further describe the location or quantity of materials in each language. Any language listed in the Language of Materials Note should also be selected from the dropdown menus to enhance access.
Do not describe materials as "foreign language," as not all users of MIT ArchivesSpace may be based in English-speaking countries. Use specific languages when known. If language is unknown use "Non-English" and select "Undetermined" from the dropdown menu. If a language is unknown, but can be narrowed to a category of language, select a broader description such as Romance Languages, Germanic Languages, Semitic Languages, or Sino-Tibetan languages.
Examples:
| Languages | |||
|---|---|---|---|
| Language | English | Script | Latin |
| Language | Russian | Script | Cyrillic |
| Language of Materials: Content Note | |||
| Materials are primarily in English. Some correspondence is in Russian. | |||
| Languages | |||
|---|---|---|---|
| Language | Arabic | Script | Arabic |
| Language | English | Script | Latin |
| Language of Materials: Content Note | |||
Approximately half of the materials (drawings) in the Rifat Chadirji Archive are in Arabic. English is the language used otherwise, or in addition to Arabic. | |||
File/Item Level
Include a language note if non-English. If you have a translation or more information include it in the scope and content note. Include name of translator if known. When titles of Files and/or Items are retained in their original languages or transliterated, note this in the Language of Description Note.
Identifying Languages
Look for context clues. Are locations referenced, such as place of publication or senders address? It may provide insight into the language used. Google translate can also be helpful in identifying languages; however, do not rely on Google translate for actual translations.
Look to others for expertise. The MIT Libraries had maintained a language list identifying staff members and their proficiencies in various languages. This list is not currently being updated and may not be complete, so consider turning to the Slack #ask_a_question channel.
When unsure of the language, use undetermined, or generalize to a broader language category when possible. Categorizing undetermined languages will allow these unknowns to be easily identified for future processing efforts.
Describing Non-English Materials
In certain situations, it may be appropriate and/or necessary to retain and transcribe non-English titles. For example when describing publications, or using original folder titles. If transliteration is necessary, use the ALA-LC Romanization Tables. Transcribed or transliterated language appearing in the description must be noted using Language of Description.
Diacritics, Accents, and Non-Latin Characters
Always include diacritics and accents when transcribing words, as they are vital to properly understanding the text. An omitted diacritic may change the meaning of words. Make sure to include these as they can change the meaning of words. For example the words resume (verb, restart) and résumé (noun, curriculum vitae) are very different.
There are several ways to create text with diacritics and accents, or to use non-Latin characters:
Windows:
- Hold down the windows key and the period key to pull up a menu containing various characters. From that menu select omega (Ω) to access accented Latin characters, non-Latin characters, and other symbols. Selecting a character will insert it in line with the cursor.
- Use the Character Map tool in Windows to find, copy, and paste symbols.
MacOS:
- Hold down Control + Command + Space bar
- Copy and paste into ArchivesSpace.
Any OS:
- Copy and paste characters from Unicode Character Table (unofficial unicode website).
References
- Society of American Archivists’ Technical Subcommittee on Describing Archives: A Content Standard (TS-DACS), “4.5 Languages and Scripts of the Material (Required),” in Describing Archives: A Content Standard, Version 2021.0.0.2 (Society of American Archivists, 2021), https://saa-ts-dacs.github.io/dacs/06_part_I/05_chapter_04/05_languages_and_scripts_of_the_material.html.
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