Week 7: Finding Aid Progress

When I wasn't spending time working on the student records project last week, I was making progress towards the completion of the container list for the Ruth Engs finding aid.  While the creation of this list may sound like a relatively simple process (and it is), a great amount of attention to detail is required.  For any file that contains the name of a published article, essay, book, or document, it is always important to check to make sure that the file name in the container list contains an accurate transcription of the proper title.  Secondly, the creators of archival collections often use shorthand or abbreviations when naming files that would have served as a useful description for the donor when he or she used the files but would be confusing to an outside user.  Therefore, it is sometimes important to decipher these abbreviated titles and create a clearer title for the file.  Finally, it is important to include a date or date range for every file or item in the container list.  When dates are not included on the folder, the processor should browse through the file to obtain a date or date range.

The purpose of taking these steps is not to nitpick, though.  Creating a finding aid that describes files accurately and in a reasonably detailed manner assists users in finding files that pertain to topic of interest.  If a container list is created in a haphazard or sloppy manner, it will likely not communicate its contents and usefulness very well.

I have also been ensuring that all restrictions placed by Ruth Engs on her collection will be honored accurately and thoroughly.  Folders that are restricted in an archival collection are usually placed in this category because they contain sensitive information of a personal, legal, or business nature.  Also, donors may want to restrict materials related to ongoing, unpublished research if they wish to publish on the subject in the future.  In order for an archives to maintain a trusting relationship with faculty and administrative donors, it is extremely important to ensure that donor wishes regarding restrictions are honored.

To do this, it is important to clearly communicate which materials are restricted and include information about the conditions of the restriction and the end date of the restricted period (if applicable, some files or restricted permanently).  In the last week, I have been taking this step by closely reviewing the collection to make sure that every file labeled "restricted" is described as such in the container list.  Furthermore, I have been removing the restricted files and placing them in a separate box that goes at the end of the collection.  Although the restricted folders are physically moved, they will still remain in their original intellectual order and structure within their series and sub series in the finding aid.