Description

Introduction

Archival description encompasses creating metadata that reflects the collection as a whole, its parts, and the description thereof. Description should include information about the creator(s) or originating offices, the context and era in which the materials were created, and an overview of the topics covered by the collection. The Department of Distinctive Collections follows Describing Archives: A Content Standard (DACS) description standards with additional local style guidelines, requirements, and controlled vocabularies.

When creating description, one should be mindful of using a EDISJ lens. Examples include, but are not limited to, using full names when known, documenting opposing viewpoints, and being clear about the context in which records were created. See resources below for more ideas about how to incorporate these values into your everyday description work.

Sections

Guidelines

• Subject and Name Authorities
  
  • Genre/Form Terms
  • Geographic Headings
  • Name Authorities
  • Commonly Used Topical Headings
  • Commonly Used Subdivisions
• Style Guidelines
  
  • EDISJ Style Guidelines
  • Formatting and Stylistic Conventions
  • Reading Level Guidelines
  • Referencing Published Materials

Collection Level Description

• Collection Level Description Overview
  
  • Identifier — The identification number assigned to each discrete Resource within a Repository. 
  • Resource Types
  • Publish

Component List

• Component List Overview
  • Series Level Description
    • Series Level Notes
  • File Level Description
    • Folder Markings
    • File Level Notes

• Component Unique Identifier
• Guide to Instance Media Types
• Sample Series Titles

Notes

• Note Fields Overview

• Abstract
• Accruals
• Appraisal Note
• Arrangement Note
• Bibliography
• Biographical or Historical Note
• Conditions Governing Access
• Conditions Governing Access - Digital Access Note
• Conditions Governing Use
• Custodial History
• Dimensions
• Existence and Location of Copies
• Existence and Location of Originals
• File Plan
• General
• Immediate Source of Acquisition
• Index
• Language of Materials
• Legal Status
• Materials Specific Details
• Other Finding Aids
• Physical Characteristics and Technical Requirements
• Physical Description
• Physical Facet
• Physical Location
• Preferred Citation
• Processing Information
• Related Materials
• Restrictions
• Scope and Contents
• Separated Materials

Finding Aid Data

• Finding Aid Data Overview

• EAD ID
• EAD Location
• Finding Aid Title
• Finding Aid Date
• Finding Aid Author
• Description Rules
• Language of Description
• Sponsor

Additional Resources

Roe, Kathleen D. Arranging and Describing Archives and Manuscripts. Chicago: Society of American Archivists, 2005.

Archives of American Art. "Description in ArchivesSpace." In Guidelines for Processing Collections with Audiovisual Material. 2015 

EDISJ & Description

Archives for Black Lives in Philadelphia, Anti-Racist Description Resources, 2019.

Brilmyer, Gracen. “Archival Assemblages: Applying Disability Studies’ Political/Relational Model to Archival Description.” Archival Science 18, no. 2 (2018): 95-118.

Douglas, Jennifer. “Toward More Honest Description.” American Archivist 79, no. 1 (Spring/Summer 2016): 26-55.

Rinn, Meghan R. "Nineteenth-Century Depictions of Disabilities and Modern Metadata: A Consideration of Material in the P. T. Barnum Digital Collection." Journal of Contemporary Archival Studies 5, no.1.

Standards

Chicago Manual of Style

Society of American Archivists, DACS: Describing Archives a Content Standard

Encoded Archival Description (EAD)

EADiva (an alternate resource for learning about EAD)

Authorities & Controlled Vocabularies

Virtual International Authority File (VIAF)

Library of Congress Subject Headings (LCSH)

Art & Architecture Thesaurus (AAT)

Kate Bowers, ed., Thesaurus for Use in College and University Archives (Chicago: Society of American Archivists, 2009)