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Manuscript and Archival Records Processing Manual Archives and Special Collections Arizona State University Libraries Prepared by Elizabeth Dunham 7th Edition 2015 March Table of Contents Section

How to fill out manuscript and archival records

How to Fill Out Manuscript and Archival Records:

1. Start by organizing the materials: Gather all the documents and items relevant to the manuscript or archival record. Sort them into categories or chronological order, depending on the specific requirements or preferences.
2. Ensure proper identification: Label each item clearly with relevant information such as title, author, date, or any other pertinent details. This step is crucial to maintain the integrity and accessibility of the records.
3. Provide detailed descriptions: Write a comprehensive description of each item or document, including its content, context, and significance. Use clear and concise language to facilitate understanding for future researchers or users.
4. Follow established standards: Familiarize yourself with established standards for manuscript and archival record description, such as the Encoded Archival Description (EAD) or other relevant guidelines. Adhering to these standards ensures consistency and interoperability across different repositories.
5. Create a finding aid: The finding aid is a tool that helps users navigate through the manuscript or archival collection. It should provide an overview of the collection, including its scope, contents, and organization. Consider using a hierarchical structure to guide users through different levels of arrangement.
6. Preserve and protect the records: Take necessary precautions to preserve the integrity and longevity of the manuscript and archival records. This may involve ensuring proper storage conditions, using acid-free folders, or implementing digital preservation strategies for born-digital records.

Who Needs Manuscript and Archival Records?

1. Historians and researchers: Manuscript and archival records offer unique insights into the past, making them invaluable resources for historians and researchers. These records provide primary source material that can help establish historical narratives, uncover new information, or challenge existing assumptions.
2. Genealogists and family historians: Manuscript and archival records often contain information about individuals, families, or communities that can be valuable for genealogical research. These records may include census data, personal diaries, correspondence, or other documents that shed light on personal or historical connections.
3. Cultural institutions and museums: Manuscript and archival records are vital for cultural institutions and museums that aim to preserve and interpret collective memory. These records contribute to exhibitions, educational programs, and scholarly research, enriching the understanding of cultural heritage and promoting public engagement.
4. Government agencies and legal professionals: Archives often hold records related to governmental activities, administrative functions, or legal proceedings. Government agencies, legal professionals, or individuals involved in legal research rely on manuscript and archival records for evidence, historical context, or legislative intent.

In conclusion, filling out manuscript and archival records requires organization, detailed description, adherence to standards, creation of finding aids, and proper preservation. These records are essential for historians, genealogists, cultural institutions, government agencies, and legal professionals who seek valuable historical, cultural, or legal information.

For pdfFiller’s FAQs

What is manuscript and archival records?

Manuscript and archival records are original documents or materials that contain information about a person, organization, event, etc. These records are often preserved for historical or research purposes.

Who is required to file manuscript and archival records?

Individuals or organizations that create or manage manuscript and archival records are typically required to file them in accordance with recordkeeping regulations.

How to fill out manuscript and archival records?

Manuscript and archival records should be filled out accurately and completely, including details such as date, author, title, and content description. Specific guidelines may vary depending on the type of record.

What is the purpose of manuscript and archival records?

The purpose of manuscript and archival records is to preserve and provide access to historical or important information for future generations, researchers, and interested parties.

What information must be reported on manuscript and archival records?

Information that must be reported on manuscript and archival records may include date of creation, creator or author, title or subject, and any other relevant details that help identify and contextualize the record.

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