Finding aid
Encyclopedia
A finding aid is a document containing detailed information about a specific collection of papers or records within an archive
. They are used by researchers to determine whether information within a collection is relevant to their research
. The finding aid for a collection is usually compiled by an archivist
or librarian
during archival processing
.
Finding aids are a concept dating back to ancient clay tablet
s. In more recent times, finding aids were usually written or, later, printed on paper. Finding aids today can be created in various electronic and print formats, including word processor document, spreadsheet, database, paper list, index cards, etc. The standard machine-readable format for manuscript collection finding aids, widely used in the United States, England, Canada, and Australia, is Encoded Archival Description
.
The content of a finding aid may differ depending on the type of material it is describing. Usually, a finding aid includes a description of the scope of the collection, biographical and historical information related to the collection, and restrictions on use of or access to the materials. Finding aids may be detailed inventories that list contents. They may also include subject headings drawn from LCSH, AAT
, or other controlled vocabulary
.
The data elements essential to finding aids were defined by the International Council on Archives
in the General International Standard Archival Description (ISAD(G)
). Various national implementations of ISAD(G) exist, such as Describing Archives: A Content Standard
(2006), used in the US.
Archive
An archive is a collection of historical records, or the physical place they are located. Archives contain primary source documents that have accumulated over the course of an individual or organization's lifetime, and are kept to show the function of an organization...
. They are used by researchers to determine whether information within a collection is relevant to their research
Research
Research can be defined as the scientific search for knowledge, or as any systematic investigation, to establish novel facts, solve new or existing problems, prove new ideas, or develop new theories, usually using a scientific method...
. The finding aid for a collection is usually compiled by an archivist
Archivist
An archivist is a professional who assesses, collects, organizes, preserves, maintains control over, and provides access to information determined to have long-term value. The information maintained by an archivist can be any form of media...
or librarian
Librarian
A librarian is an information professional trained in library and information science, which is the organization and management of information services or materials for those with information needs...
during archival processing
Archival processing
Archival processing is a term used in the United States of America to refer to the act of arranging and describing the papers of an individual or family or the records of an organization...
.
Finding aids are a concept dating back to ancient clay tablet
Clay tablet
In the Ancient Near East, clay tablets were used as a writing medium, especially for writing in cuneiform, throughout the Bronze Age and well into the Iron Age....
s. In more recent times, finding aids were usually written or, later, printed on paper. Finding aids today can be created in various electronic and print formats, including word processor document, spreadsheet, database, paper list, index cards, etc. The standard machine-readable format for manuscript collection finding aids, widely used in the United States, England, Canada, and Australia, is Encoded Archival Description
Encoded Archival Description
Encoded Archival Description is an XML standard for encoding archival finding aids, maintained by the Library of Congress in partnership with the Society of American Archivists.-History:EAD originated in 1993, at the University of California, Berkeley...
.
The content of a finding aid may differ depending on the type of material it is describing. Usually, a finding aid includes a description of the scope of the collection, biographical and historical information related to the collection, and restrictions on use of or access to the materials. Finding aids may be detailed inventories that list contents. They may also include subject headings drawn from LCSH, AAT
Art & Architecture Thesaurus
The Art & Architecture Thesaurus is a controlled vocabulary used for describing items of art, architecture, and material culture. The AAT contains generic terms, such as "cathedral," but no proper names, such as "Cathedral of Notre Dame." The AAT is used by, among others, museums, art libraries,...
, or other controlled vocabulary
Controlled vocabulary
Controlled vocabularies provide a way to organize knowledge for subsequent retrieval. They are used in subject indexing schemes, subject headings, thesauri, taxonomies and other form of knowledge organization systems...
.
The data elements essential to finding aids were defined by the International Council on Archives
International Council on Archives
The International Council on Archives is an international non-governmental organization which exists to promote international cooperation in archiving. It was set up in 1948, with Charles Samaran, the then director of the Archives de France, as chairman. It is open to membership of national and...
in the General International Standard Archival Description (ISAD(G)
ISAD(G)
ISAD defines the elements that should be included in an archival finding aid. It was approved by the International Council on Archives as a standard to register archival documents produced by corporations, persons and families.-History:After initial activities since 1988 supported by UNESCO, a...
). Various national implementations of ISAD(G) exist, such as Describing Archives: A Content Standard
Describing Archives: A Content Standard
Describing Archives: A Content Standard is a set of rules for describing archives, personal papers, and manuscript collections. The descriptive standard can be utilized for all types of archival material...
(2006), used in the US.
Examples
- Finding aids in a historical society/private archive: Barron Country Probate Court Files at the Wisconsin Historical Society
- Finding aids in a public/government library: Edward and Clara Steuermann collection, 1922-1981 (Library of Congress)
- Finding aids at a university: William Langner Papers at the Special Collections Research Center, Syracuse University
See also
- Archival scienceArchival scienceArchival science is the theory and study of storing, cataloguing, and retrieving documents and items. Archival science evolved from mankind's need to classify the world around them...
- ArchivistArchivistAn archivist is a professional who assesses, collects, organizes, preserves, maintains control over, and provides access to information determined to have long-term value. The information maintained by an archivist can be any form of media...
- FondsFondsFonds is an archival term used to describe an aggregation of documents that originate from the same source. More specifically, a fonds distinguishes itself from a collection through its organic nature, as archival documents that have been naturally accumulated by an individual, company,...
- Archival processingArchival processingArchival processing is a term used in the United States of America to refer to the act of arranging and describing the papers of an individual or family or the records of an organization...
- Preservation (library and archival science)Preservation (library and archival science)Preservation is a branch of library and information science concerned with maintaining or restoring access to artifacts, documents and records through the study, diagnosis, treatment and prevention of decay and damage....
- ProvenanceProvenanceProvenance, from the French provenir, "to come from", refers to the chronology of the ownership or location of an historical object. The term was originally mostly used for works of art, but is now used in similar senses in a wide range of fields, including science and computing...
- Records ManagementRecords ManagementRecords management, or RM, is the practice of maintaining the records of an organization from the time they are created up to their eventual disposal...
- Encoded Archival DescriptionEncoded Archival DescriptionEncoded Archival Description is an XML standard for encoding archival finding aids, maintained by the Library of Congress in partnership with the Society of American Archivists.-History:EAD originated in 1993, at the University of California, Berkeley...
- ISAD(G)ISAD(G)ISAD defines the elements that should be included in an archival finding aid. It was approved by the International Council on Archives as a standard to register archival documents produced by corporations, persons and families.-History:After initial activities since 1988 supported by UNESCO, a...
- Describing Archives: A Content StandardDescribing Archives: A Content StandardDescribing Archives: A Content Standard is a set of rules for describing archives, personal papers, and manuscript collections. The descriptive standard can be utilized for all types of archival material...