Balancing Collection- and
Item-Level Information in Archival Description

One of the core challenges archivists face is determining the appropriate description level for materials in their collections. From broad collection-level overviews to granular item-level details, descriptive hierarchies play a crucial role in conveying the context and structure of archival materials.  

Archivists assess the different levels of archival description, the factors to consider when deciding how much detail to include, and strategies for maintaining context and connections between different hierarchical levels. 

The Spectrum of Archival Description 

Archivists often describe archival materials hierarchically, beginning with a collection-level description that provides an overview and then breaking down into detailed descriptions at the series, file, and item levels. Several factors, including the size of the collection, the nature of the materials, and the anticipated research value of the content influence the decision to describe a specific level. 

Collection-Level Descriptions 

At the highest level, collection-level descriptions summarize the entire collection, including its title, creator, dates, scope and content, and biographical or historical context. Archivists often use this description type for large collections or when providing an overview is sufficient to support research and discovery. 

For example, a collection-level description for a scientist’s personal papers might include a brief biography, a general overview of the types of materials (e.g., correspondence, research notes, and photographs), and a summary of the key topics covered (e.g., early research in physics or correspondence with other prominent scientists). 

Series-Level Descriptions 

Series-level descriptions break down the collection into smaller, more manageable units based on the organization of the materials, such as by type of record (e.g., correspondence, reports) or by subject.  

This level of description is often used when collections are arranged into series that reflect the creator’s original organization or a logical arrangement imposed by the archivist.

File-Level Descriptions 

File-level descriptions provide information about a specific group of documents within a series. For example, a file within a correspondence series might be described as “Letters from Professional Associations, 1980-1985.”  

File-level descriptions are useful when the grouping of materials provides important context or when researchers are likely to be interested in specific collection subsets. 

Item-Level Descriptions 

Item-level archival descriptions refer to descriptions of individual items within a collection, such as a specific letter, photograph, or report. Archivists often reserve this description level for high-value or high-use items, or collections that are small and easily described in detail.  

Item-level descriptions provide the greatest level of detail but are time-consuming to create and are unnecessary and impractical for large collections. 

Choosing the Appropriate Description Level in Archival Work 

The appropriate description level depends on various factors, including the collection’s size, complexity, and research value. Large collections with thousands of items are often better served by collection- and series-level descriptions, as item-level descriptions would be overwhelming. In contrast, smaller collections or those containing unique items may benefit from more granular descriptions. 

The research value of a collection guides the level of description. For example, if researchers heavily use a collection due to its unique content, providing detailed file- or item-level descriptions may enhance accessibility and usability. Conversely, a collection-level overview may suffice for collections with low anticipated research value. 

The amount of time and resources available for processing and description also plays a role. Item-level descriptions require significant time and effort, which is unfeasible for most institutions. It can be an effective strategy to prioritize some areas for detailed description based on their significance or research potential. 

Tips for Maintaining Context and Connections  

Creating multi-level descriptions that maintain context and connections between different levels is essential to supporting diverse research needs.  

Archivists use consistent terminology and formatting across all levels of description to maintain clarity and ensure that the relationships between levels are apparent. For example, if describing correspondence at the series level, use similar language at the file and item levels to reflect that the items belong to the same series. 

Use cross-references and contextual notes to link descriptions at different levels. For instance, when describing a folder within a series, include a reference to the collection-level description to help users understand the broader context. Likewise, series-level descriptions can include references to the collection in which they are located. 

Metadata standards such as EAD (Encoded Archival Description) support hierarchical relationships and can be used to encode descriptions to reflect the collection’s structure. Utilizing an archival collections management system can facilitate the creation of multi-level descriptions and make it easier to present these relationships online. 

Thoughtful Archival Description Preserves and Promotes Access 

Balancing collection-level and item-level descriptions is a critical aspect of archival practice. By understanding the various levels of description and applying them thoughtfully, archivists can create finding aids that serve the diverse needs of researchers while managing their resources. 

Maintaining the context and connections between various levels of description ensures that users can navigate collections effectively, gaining insights from broad overviews and detailed descriptions. Thoughtful, descriptive hierarchies contribute to the archives’ mission to preserve and promote long–term access to cultural heritage materials.