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6023 results in Facet Publishing

Page 301 of 302

  • 3 - Classifying records and documenting their context

  • Elizabeth Shepherd, Geoffrey Yeo
  • Book:
    Managing Records
    Published by:
    Facet
    Published online:
    09 June 2018
    Print publication:
    31 December 2003, pp 72-100

  • Summary

    Records are kept to be used over time. The creator of a record may return to it to seek information or evidence of past activity. It is also likely to be used by others but, unlike the creator, later users may have little or no personal knowledge of the events surrounding its creation.

    Completeness and reliability of the content of records are often the aspects of most concern to their creators. The context that gave rise to the record is usually self-evident to the creator, but may be less obvious to others who use the record in the future. To meet the needs of these later users, a record must carry sufficient evidence of its meaning and context to enable them to identify and interpret it correctly.

    Building on the concepts discussed in Chapter 2, this chapter considers how records are classified and organized to ensure that contextual information is available and users’ needs are met.

    Understanding the context of records

    Context and classification

    Users of paper records can usually gain some understanding of their meaning from their physical appearance and internal structure, and from data contained within the text. A user can distinguish a business letter from a private communication by its structure and format, and can identify the sender and recipient from the contents of the letter. Sometimes, however, essential data may be lacking; for example, the name or job title of the sender may have been omitted from the file copy of an outgoing letter.

    If the letter has been filed with other related items, its context is also illuminated by its relationship to the other items in the file. Again, critical items are sometimes missing from files, so that the full context of those that remain is not apparent. However, paper records that have been filed systematically provide users with the structural and contextual information that is needed to reveal their meaning.

    A key element that underlies the interpretation of records is the classification scheme, which in a paper-based system determines the identity of the file in which each item is housed and the place of each file within the records management system as a whole. Classification schemes play an equally important role in electronic records systems, where paper files do not exist, and in hybrid systems, where paper and electronic records exist side by side.

  • 1 - Introduction

  • J. H. Bowman
  • Book:
    Essential Cataloguing
    Published by:
    Facet
    Published online:
    09 June 2018
    Print publication:
    31 December 2003, pp 1-3

  • Summary

    The aim of this book

    If you are looking at this book it may be because you are interested in cataloguing. If you are not, I hope that by reading it you will find that cataloguing is not as bad as you thought.

    The book is written with three main kinds of reader in mind:

  • • library school students

  • • beginning cataloguers

  • • other information professionals who have forgotten all they ever knew about cataloguing but now find that they have to do it.

    • If you fall into one of these categories, I hope that you will find something useful in this book, as I take you through the various processes which are involved in cataloguing using AACR2. I must emphasize at the outset that

  • • it is not intended as a substitute for AACR2; indeed I assume throughout that you have a copy of AACR2 with you while you read it

  • • it does not purport to cover everything in AACR2. I have tried to give you the basics, but without completely eliminating some of the difficult decision-making which makes up much of cataloguing

  • • it is intended to be essentially practical. This means that although there is some background material it does not amount to much, and you should refer to other books such as Oddy (1996) and Piggott (1988) for further background information.

    • Layout

    To make it easier for you to stick to the essentials, two sizes of type are used.

    The most important parts are set like this.

    The less important parts are set like this.

    Non-book materials

    You will probably think that this book concentrates rather too much on books. Perhaps it does, but it is much easier to reproduce the relevant parts of books. Moreover, when it comes to cataloguing, most libraries are still dealing largely with books.

    I believe that if you understand the principles of cataloguing you should be able to transfer them to all kinds of material without too much difficulty. I have included references to some of the nonbook materials which libraries are most likely to encounter, and they are shown like this.

  • 5 - Access points

  • J. H. Bowman
  • Book:
    Essential Cataloguing
    Published by:
    Facet
    Published online:
    09 June 2018
    Print publication:
    31 December 2003, pp 86-127

  • Summary

    The whole of AACR2 Chapter 21 is devoted to access points, formerly often known as entry points; that is, it deals with the question of who or what is going to get an access point in the catalogue. As I mentioned earlier, AACR2 still maintains the distinction between main entry and added entries; if it did not do so, most of this chapter could be swept away, because all access points would be equal. In an online catalogue they are effectively equal anyway, but as long as the rules remain as they are we need to understand how they work.

    Online catalogues also usually provide various other kinds of access points which are not mentioned by AACR2 at all, such as Keyword and Publisher. And remember that AACR2 does not deal with subject access in any way.

    As with so many sections of AACR2, the basics are very simple, but they can often be obscured by the detail which is necessary to deal with unusual cases.

    The first thing to note is that, unlike in the description, we are no longer tied closely to particular sources of information in the item itself; although the item itself naturally still has priority, we are allowed to use external sources if required. The order of sources is

  • • chief source of information

  • • statements prominently stated (remember what ‘prominently’ means)

  • • information in the content of the item

  • • information from outside the item.

    • In practice this seldom makes any difference, but, for example, in the case of an anonymous work whose authorship has subsequently been established, it does allow us to make the entry under the actual author's name even though it does not appear in the item itself.

    The next thing is that, because AACR2 breaks down the task of cataloguing into as many separate operations as possible, the actual form of the access points is not discussed at all in this chapter. As I said at the beginning (pp. 12–13), there is a difference between deciding that Shakespeare is going to be the main entry and establishing the actual form of his name that we are going to use. This means that whenever an access point is referred to in AACR2 Chapter 21, the actual form of the access point cannot be mentioned because that is dealt with in other chapters.

  • Preface

  • Elizabeth Shepherd, Geoffrey Yeo
  • Book:
    Managing Records
    Published by:
    Facet
    Published online:
    09 June 2018
    Print publication:
    31 December 2003, pp ix-ix

  • Summary

    This book describes and discusses the principles of records management and its practical implementation in contemporary organizations. It provides more extensive coverage than most other recent publications on records management. The book does not assume that readers will have any prior knowledge of the subject, but is intended to be of value to experienced practitioners as well as newcomers to the field.

    The discipline of records management has grown so much in the last ten or twenty years that it now seems scarcely possible for a single book to cover the whole range of relevant issues. Although space has not permitted full discussion of every topic, we have nevertheless tried to make this book as comprehensive as possible. While addressing a largely English-speaking readership we have sought to maintain an international perspective. As a result, we have given relatively little emphasis to legal or other topics that are specific to a single country, and have concentrated on areas of professional principles and practice that are applicable worldwide.

    We are indebted to numerous individuals who have contributed directly or indirectly to the genesis of this book: records management students from many countries across the world who have shared their experiences with us; archivists and records managers with whom we have worked in the UK, continental Europe and Africa; and many others, particularly in North America and Australasia, whose writings have informed our understanding of the subject. We are also grateful to our present and former colleagues at University College London, especially Anne Thurston, Clare Rider, Vanda Broughton, Chris Turner and Anna Sexton.

  • Appendix C - Professional organizations for records managers in English-speaking countries

  • Elizabeth Shepherd, Geoffrey Yeo
  • Book:
    Managing Records
    Published by:
    Facet
    Published online:
    09 June 2018
    Print publication:
    31 December 2003, pp 298-300

  • Summary

    Most developed countries have a professional body that operates a publications programme and arranges conferences, meetings and other professional development opportunities for records managers. Most professional organizations for archivists and some organizations for information managers also take an active interest in matters relating to records management. Details of the main professional bodies based in English-speaking countries or operating internationally are given below, together with the titles of their published journals.

    ARMA International

    13725 W 109th Street, Suite 101, Lenexa, KS 66215, USA

    E-mail: hq@arma.org

    www.arma.org/

    Information Management Journal

    Aslib

    Temple Chambers, 3–7 Temple Avenue, London EC4Y 0HP, UK

    E-mail: aslib@aslib.com

    www.aslib.co.uk/

    Records Management Journal

    Association of Canadian Archivists

    PO Box 2596, Station D, Ottawa, Ontario K1P 5W6, Canada

    E-mail: aca@magma.ca

    http://archivists.ca/

    Archivaria

    Association of Commonwealth Archivists and Records Managers

    c/o IRMT, 12 John Street, London WC1N 2EB, UK

    E-mail: info@irmt.org

    www.acarm.org/

    ACARM Newsletter

    Australian Society of Archivists

    PO Box 83, O'Connor, ACT 2602, Australia

    E-mail: asa@asap.unimelb.edu.au

    www.archivists.org.au/

    Archives and Manuscripts

    Business Archives Council

    101 Whitechapel High Street, London E1 7RE, UK

    www.archives.gla.ac.uk/bac/

    Business Archives

    Institute of Certified Records Managers

    318 Oak Street, Syracuse, NY 13203, USA

    E-mail: admin@icrm.org

    www.icrm.org/

    The International Council on Archives

    60 rue des Francs-Bourgeois, 75003 Paris, France

    E-mail: ica@ica.org

    www.ica.org/

    Comma, International Journal on Archives

    International Records Management Council

    Church Bank, Main Street, Holcot, Northampton NN6 9SP, UK

    E-mail: charman.irm@btinternet.com

    International Records Management Journal

    National Association of Government Archives and Records Administrators

    48 Howard Street, Albany, NY 12207, USA

    E-mail: nagara@caphill.com

    www.nagara.org/

    NAGARA Clearinghouse

    Records Management Association of Australia

    GPO Box 1059, Brisbane, Queensland 4001, Australia

    E-mail: admin@rmaa.com.au

    www.rmaa.com.au/

    Informaa Quarterly

    Records Management Institute

    PO Box 2856, Ottawa, Ontario K1P 5W8, Canada

    E-mail: bknox@archives.ca

    www.rmicanada.com/

    Records Management Society of Great Britain

    Woodside, Coleheath Bottom, Speen, Princes Risborough, Buckinghamshire

    HP27 0SZ, UK

    E-mail: rms@rms-gb.org.uk

    www.rms-gb.org.uk/

    Records Management Bulletin

    Society of American Archivists

    527 S Wells Street, 5th Floor, Chicago, IL 60607, USA

    E-mail: info@archivists.org

    www.archivists.org/

    American Archivist

    Society of Archivists, Records Management Group

    40 Northampton Road, London EC1R 0HB, UK

    E-mail: societyofarchivists@archives.org.uk

    www.archives.org.uk/

    Journal of the Society of Archivists

  • 4 - Description

  • J. H. Bowman
  • Book:
    Essential Cataloguing
    Published by:
    Facet
    Published online:
    09 June 2018
    Print publication:
    31 December 2003, pp 20-85

  • Summary

    AACR2 Chapter 1 is designed to help you to describe any kind of material, including kinds that have not yet been invented. It is therefore written in rather general terms. To see how to deal with a specific physical form of material, look at Chapters 2–12, e.g. for printed books see AACR2 Chapter 2. But each of those chapters will keep referring you back to Chapter 1 for fuller information. You therefore really need to have a finger in Chapter 1 as you look at the rules in whichever chapter is relevant. Now that AACR2 has been issued in loose-leaf format it is easier to compare sections if you need to. To start with we shall stick to Chapter 1 as it gives the fullest information.

    Areas of description

    The description is organized into a series of ‘areas’, as follows:

    Title and statement of responsibility

    Edition

    Material (or type of publication) specific details

    Publication, distribution, etc.

    Physical description

    Series

    Note

    Standard number and terms of availability

    The order in which these areas appear cannot vary, and you will soon become familiar with this order. Not all of them are compulsory: several only appear when they are needed, and otherwise you can just ignore them. There is no need to show a blank space or anything like that; just miss them out. We shall see what is necessary as we go along.

    Sources of information

    The most important thing to get clear in your mind is that, whatever kind of material you are cataloguing, you are only allowed to take information from certain places in the item, and that the places you are allowed to use vary depending on which area of the description you are dealing with. If you can remember this you are halfway to being a good cataloguer.

    Each chapter of AACR2 starts with a list of the areas and the prescribed sources of information, as they are called, for that specific physical form of publication.

    As an example, this means that, for the Title and statement of responsibility area of a book, you may take information only from the title page, whereas for the Edition area you have a greater range of sources.

  • 2 - Background to cataloguing and AACR2

  • J. H. Bowman
  • Book:
    Essential Cataloguing
    Published by:
    Facet
    Published online:
    09 June 2018
    Print publication:
    31 December 2003, pp 4-11

  • Summary

    This book is designed to help you to use AACR2. But in order to put cataloguing into context it may be useful for you to read this background chapter. If you are really keen to get straight to the practical cataloguing, then by all means skip it.

    What is a catalogue?

    If you ask someone this, with no particular context, I am sure that the average person will have a mental picture of the answer. It will probably not include a library catalogue, but is more likely to be a catalogue of goods available in a shop or on mail order, such as the Argos catalogue. The mental image will probably be of some specific physical form, perhaps a large paperback book.

    In a library context, the physical form of the catalogue is not particularly important. Most present-day catalogues are online, and this makes them far more comparable than they were previously to online information retrieval systems, or to search engines on the world wide web. Online catalogues are likely to continue for the foreseeable future, but in the past there have been printed catalogues, card catalogues, slip catalogues and various microform catalogues, film or fiche. An online catalogue is now usually known as an OPAC (Online Public Access Catalogue), and normally gives a far wider range of access points (ways of looking things up) than any of the previous forms.

    Many of the cataloguing rules that we follow today were designed for older physical forms of catalogue, where the labour of providing multiple access points would have been such that they had to be strictly limited. You might feel that some of these rules are now outdated, and you would be right. The fact is, however, that AACR2 still contains them, and this book is based on AACR2. So you will just have to follow them!

    Why have catalogues?

    It would be an unusual library that had no catalogue of any kind. One reason to have a catalogue is the inventorial, i.e. simply to keep a record of what has been acquired. Some libraries still maintain an accessions register, which just lists brief details of all the items acquired, in the order in which they are received.

  • 9 - Authority control

  • J. H. Bowman
  • Book:
    Essential Cataloguing
    Published by:
    Facet
    Published online:
    09 June 2018
    Print publication:
    31 December 2003, pp 173-182

  • Summary

    What is authority control?

    Authority control is not mentioned specifically in AACR2, but it is implied in the sections dealing with forms of name. It is the process whereby a library or cataloguing agency establishes authorized forms of name for access points and ensures that they are used consistently for all occurrences of such names.

    It applies not only to names; it can be used for:

  • • personal names

  • • names of corporate bodies (of all kinds)

  • • uniform titles

  • • series

  • • subject headings.

    • (Subject headings are not covered in this book.) The main thing to notice is that it concerns the kinds of access point that may occur in more than one item. Although it can apply to uniform titles, it does not usually apply to ordinary titles, because they are so much more various.

    Its main purpose is to assist retrieval by ensuring that all items that have an entry under a particular heading use the same form of the heading, so that, for example, all works of a particular author are brought together.

    It also provides a means of ensuring that cross-references are consistently made, so that a user who looks for a name under the ‘wrong’ form will be directed to the ‘right’ one. This can range from a compound surname, where the user may be uncertain of the form of entry, to a government department, where the leading term in the heading will be the name of the jurisdiction.

    Cross-references can be of ‘see’ or ‘see also’ form.

    Why have authority control?

    When computers were first introduced into cataloguing it used to be said – and it is still sometimes said now – that there was no need for authority control, on the grounds that, by free-text searching, the user can retrieve any combination of desired words from within the catalogue record. Even if this were possible – and it is still not so in most OPACs – it would not solve the problem of authors who use different forms of their name in different works.

  • Conclusion

  • Elizabeth Shepherd, Geoffrey Yeo
  • Book:
    Managing Records
    Published by:
    Facet
    Published online:
    09 June 2018
    Print publication:
    31 December 2003, pp 270-271

  • Summary

    In common with many other professions, records management is experiencing rapid changes and in recent years has moved beyond its traditional boundaries. No longer focused wholly on space and cost saving, or restricted to the channelling of historical records into archival institutions, it has acquired a much greater visibility and a more proactive role. The priority given to accountability and corporate governance initiatives in many countries has given records managers a new sense of direction and has increased the range of stakeholders whose needs are served by effective and successful records management programmes. At the same time, the development of national and international standards for records management has provided a framework for best practice. The growth in the availability of professional literature, to which this book contributes, also shows the increasing maturity of the discipline.

    Records management practices were originally developed to manage the large quantities of paper files generated by governments and commercial organizations, and for many years these remained the primary concern of records managers. Today paper is only one of a number of media used to create, maintain or provide access to records. The increasing prevalence of ‘born digital’ records, many of which will never have a paper manifestation, has required the traditional approaches to be rethought and reinterpreted. It has shifted the emphasis from the warehousing of older records to the development of systems for records creation and capture, and has encouraged records managers to work more closely with professionals in other disciplines and to develop new analytical skills. It has also called into question the long-standing distinction between records and archives management: in particular, the growing acceptance of the records continuum concept has highlighted the common principles that records managers and archivists share, as well as providing a richer view of the ongoing management of records and their use by organizations and the wider community. Many records managers have also welcomed the rediscovery of the evidential nature of records and the importance of protecting their authenticity and integrity in a world increasingly dominated by fast-changing information technology.

    These trends are likely to continue in the coming decades, while new challenges and opportunities may arise from the globalization of business, the growth of egovernment and e-commerce, the expansion of mobile computing and distributed storage technologies, or the use of artificial intelligence in classification and retrieval.

Page 301 of 302