Best Practices in Archival Description

Description is a cornerstone of archival practice, providing the means for users and archivists to understand, access, and interpret materials.

Descriptive frameworks and standards are essential in ensuring that descriptions are accurate, consistent, and useful. Standards such as DACS (Describing Archives: A Content Standard), ISAD(G) (General International Standard Archival Description), and EAD (Encoded Archival Description) guide archival description.

Archivists apply these standards to create comprehensive, coherent archival finding aids and create a relationship between descriptive frameworks and metadata standards in supporting discovery and access.

Understanding Archival Description Standards

Archival description creates a structured narrative that captures archival materials’ context, content, and structure. Two significant standards used internationally are ISAD(G) and DACS.

ISAD(G) – General International Standard Archival Description

ISAD(G) was developed by the International Council on Archives (ICA) to promote consistency in archival descriptions across different institutions. It establishes rules for describing collections and creating finding aids at multiple levels of description (such as the fonds, series, and item levels). The core components of ISAD(G) include fields like title, creator, date, extent, scope, and content, which help standardize how to convey information.

DACS – Describing Archives: A Content Standard

DACS is the primary standard for archival description in the United States. It serves as both a content standard and a descriptive framework, guiding archivists on what to include in finding aids and catalog records. DACS emphasizes the principle of respect des fonds, meaning that descriptions should maintain the provenance and original order of materials as much as possible. It provides instructions on creating consistent and comprehensive descriptions, including biographical or historical notes, scope and content, and administrative information.

Archival Descriptions for Online Access

Encoded Archival Description (EAD) is the standard for encoding archival finding aids in XML. It enables descriptions to be shared and accessed online through databases and search engines.

EAD helps institutions present structured archival data in a machine-readable format, facilitating better integration with discovery tools and platforms. It allows for the creation of hierarchical finding aids that reflect the structure of the materials, making it easier for researchers to navigate complex collections.

Applying Standards to Archival Description

Applying these standards can seem daunting, but a few practical strategies can help archivists create clear and consistent descriptions.

Before diving into the details of each collection, create a template based on the selected standard. Include required fields and suggested language for common elements, such as the scope, content, or biographical note sections.

Adhering to a single standard for all collections within the repository helps maintain uniformity. Review existing finding aids to establish a style guide that addresses preferred terminology, format, and structure.

Archival management software programs help archivists apply descriptive standards consistently. These systems often have built-in templates that guide users through each description element.

When crafting descriptions, consider the perspective of users. Consider what information they might seek and how the description can facilitate their understanding of the materials. Use descriptive titles and ensure that the language is clear and concise.

The Importance of Metadata Standards in Archival Description

Descriptive frameworks are closely related to metadata standards used in library and digital preservation settings, such as Dublin Core and MODS (Metadata Object Description Schema). While descriptive frameworks focus on content and context, metadata standards ensure archivists describe digital objects to support interoperability and integration with digital libraries and content management systems.

For example, when archival descriptions are encoded using EAD, they can be cross-walked into other metadata schemas like Dublin Core, enabling institutions to share their collections more broadly. The relationship between descriptive frameworks and metadata standards is crucial for supporting discovery and access, ensuring that archival materials are accurately described and discoverable through various platforms and portals.

Enhancing Archival Collections’ Visibility and Discoverability

Crafting descriptive frameworks is an essential skill for archivists, providing the foundation for understanding and accessing archival materials. By using standards such as ISAD(G), DACS, and EAD, archivists can create consistent, comprehensive descriptions tailored to user needs.

Furthermore, integrating descriptive frameworks with metadata standards enhances the visibility and discoverability of collections, supporting archives’ mission to preserve and promote cultural heritage. Applying these best practices ensures that archival materials remain accessible and relevant, bridging the past and present for researchers, educators, and the public.