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Finding aid notes

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gphippard edited this page Nov 30, 2023 · 3 revisions

Types of notes

This is where we keep most of the information about the collection, written in a way that researchers will understand. Notes include:

  • Abstract- A brief summary of the collection. The abstract is typically the first line of the biographical/historical note and the first line of the scope and content note.
  • Appraisal note- Did we remove any materials while processing the collection?
  • Arrangement note- How is the collection organized? This note is not required for every collection and may be deemed unnecessary.
  • Biographical/historical note- Who is the person/organization that this collection is about? What is the historical context?
  • Immediate source of acquisition note- Who sent the material to us, and when?
  • Preferred citation note- How should researchers cite the collection?
  • Processing note- What changes did we make while processing or accessioning the collection? Explain what we did so that researchers understand what was altered from how the collection originally came to us.
  • Related materials note- Are there any other collections researchers should also view if they are interested in this one?
  • Scope and content note- What is in the collection and what does it document?
Note for accessioning assistants: When adding an accession to an existing collection, you are only expected to update the relevant notes. If there is no collection-level historical note, for example, you are not expected to write one.
Collection level Series level Subseries and File level
Abstract Always Never Never
Appraisal Always, put the note at the lowest common level. Processing assistants will almost always work with the entire collection or at least multiple series, in which case add a collection level note. Accessioning assistants may add a new series or a single file. Put the note at the lowest common level that describes the entirety of the materials you worked with.
Arrangement Optional, if there is something to note about the way materials are arranged.
Biographical/historical Always, unless told otherwise Optional, if there is additional historical or biographical context that can be provided and it does not relate to the entirety of the collection.
Immediate source of acquisition note Always Sometimes, if an accession is added to an existing collection in the form of a new series or a single file. Put the note at the lowest common level applicable
Preferred citation note Always Never Never
Processing information note Always Sometimes, if an accession is added to an existing collection in the form of a new series or a single file. Put the note at the lowest common level applicable
Related materials note Optional, if there are other collections in Smith College Special Collections or other repositories that relate to the collection in some way. Add this note to the lowest common level.
Scope and contents note Always Always Optional, only if there is something to note about an individual file that does not pertain to the series or collection as a whole.

Always—always add a note on the level indicated; read contingencies

Sometimes—add a note on the level indicated if you meet the conditions described

Optional—add a note on the level indicated only if you and your supervisor deem it necessary

Never—do not add a note on the level indicated; read contingencies

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