Archives and Special Collections Flashcards

What is the function of a 'records retention schedule' in records management?

Answer: A timetable specifying how long each category of record should be kept before disposition

A records retention schedule establishes legally and administratively determined time periods for keeping different types of records, after which they may be destroyed or transferred to an archive.

Which metadata standard is specifically designed to support the preservation of digital objects?

Answer: PREMIS (Preservation Metadata: Implementation Strategies)

PREMIS is a data dictionary for preservation metadata that records technical information about digital objects — such as file formats, rights, and provenance — necessary for long-term digital preservation.

In archival description, what does 'scope and content' note typically provide?

Answer: A summary of the types of materials and subjects covered in the collection

The scope and content note describes the range of topics, document types, time periods, and significant subjects found within a collection to help researchers assess its relevance.

What is 'arrangement' as a core archival function?

Answer: The intellectual and physical organization of records into a coherent structure

Arrangement is the process of organizing archival materials — respecting provenance and original order — and establishing their intellectual and physical order at the collection, series, and item level.

Under U.S. copyright law, which category of unpublished works held in archives is MOST relevant to access restrictions?

Answer: Unpublished works that may still be protected regardless of age

Unpublished works can retain copyright protection for decades or even indefinitely depending on circumstances, making them a significant legal concern for archives granting researcher access.

What is the primary purpose of 'restricted access' policies in special collections?

Answer: To protect donor privacy, legal obligations, or fragile materials from unauthorized use

Access restrictions are imposed to honor donor agreements, comply with privacy laws, protect sensitive personal information, or safeguard fragile items that cannot withstand repeated handling.

Which term describes the process of transferring records from one digital format to another to ensure continued accessibility over time?

Answer: Migration

Migration involves converting digital files from one format to a newer or more sustainable format to prevent obsolescence, ensuring content remains accessible as technology changes.