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Guidelines for Listing Copied Material

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					                   Endangered Archives Programme
                  Guidelines for listing copied material

1      Rationale

Material deposited with the Endangered Archives Programme should be
accompanied by a list in order to ensure that items are retrievable and that their
context is understood. Lists should thus offer clear descriptions and provide
information on the cultural, social and political background in which the material was
created and kept. The Programme would also like to use the lists to reach as wide
an audience as possible via web-based catalogues. Lists should therefore conform
to internationally recognised standards for the electronic exchange of information.
Lastly, the lists should give information which will be useful when planning for the
future preservation of the material.

The Programme does not fund full cataloguing of the material. However, it is
recognised that grant holders are in a unique position to collect vital contextual
information which it may not be possible to acquire on any subsequent occasion.
These guidelines therefore attempt to balance the aims of the projects with the needs
of future researchers. They hope to encourage as complete a listing as possible,
while demanding only the minimum amount of information, and effort, needed to
support the requirements mentioned above.


2      Listing Principles

Why we list

Lists will be used primarily to facilitate access. They should provide appropriate
information at the most suitable level, thereby allowing researchers to identify useful
and relevant material. Researchers should also be able to use the lists to evaluate
the usefulness of material through an understanding of the circumstances of its
creation and use. To ensure their effectiveness, the information provided must be
both accurate and comprehensive.

How the lists should be structured

Following the principles used for cataloguing archival material, your lists should
reflect as closely as possible the provenance and original order of the material itself.
Archival descriptive practices employ a hierarchical approach to listing. This means
that a collection should be identified before listing the material that belongs to that
collection; files or containers should be identified before listing the items within each
file or container.

Your lists should conform to the following rules:

1)     Material from individual collections should be kept together as a whole.

2)     Material should be listed and copied, where possible, in the order it was
       maintained by the owners. For example, a run of periodicals will usually be
       arranged by date of publication; photographs may be arranged by their order
       within a photograph album or box. Rearranging material, for example into
       subject groups, should be avoided.


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3      Listing Template

Section 4 outlines the levels and elements of descriptive information required by the
EAP. The data relating to the Project, Collection(s), Series, File/Container(s) and
Item(s) must be submitted using the Listing Template, available from the EAP
webpages. The remaining data, relating to the Creator(s) and/or Collector(s) and the
Technical Information, must be submitted either as excel spreadsheets or word
documents.

Note that not all of the elements/column headings will be relevant for every level. You
are only required to fill-in those elements required for each level, as outlined in
section 4 below.


4      Listing

The Programme requires descriptive information to be provided for:
   4.1The EAP Project
   4.2The Records being copied
   4.3The Creator and/or Collectors of the records
   4.4Technical details of the copying equipment and software used

Each of these four areas is gone though below, giving the elements that should be
included in your lists. Please note that most, but not all, parts are mandatory.
Whether a part is mandatory or not will be indicated in the relevant place. You
should aim to make your lists as full as possible, but do not worry if you find you do
not need to use all of the offered elements.

The listing elements given below have been drawn from international cataloguing
standards and contain elements recognised as necessary for international data
exchange. The main standards used are the International Standard for Archival
Description (General) (ISAD(G)) and the International Standard for Archival Authority
Records for Corporate Bodies, Persons and Families (ISAAR(CPF)).

Examples of lists from completed Projects can be seen on the “Collections” tab of the
EAP Web Pages:
http://www.bl.uk/about/policies/endangeredarch/eapcollections.html

Samples of your lists should be sent in with your copying samples within the first
three months of your project. See section 5.


4.1 THE EAP PROJECT

Here you need to provide a brief description of the scope of your project. You also
need to provide details of the archival or other institution(s) where the originals or
copies of the material are going to be deposited.

EAP Project Description
(Mandatory. To be completed only once. To be completed in the template.)

       Reference (Column B): the EAP000 number assigned to your project



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       Title (Column G): the title of your EAP project
       Scope and content (Column S): a summary or short description of the
       material copied by your project


Institution(s) of Deposit
(Mandatory. To be completed for each archival, or other, institution that will be
receiving copies of the material. To be completed separate to the template.)

       Name of institution: full official title of institution
       Contact address: address of the institution, or address to which postal
       enquiries may be sent
       Website: if available, the address of the institution’s official web site


4.2 THE RECORDS BEING COPIED

Here you need to give information on all of the records copied as part of your project.
Your list should be structured following the Principles set out in Section 2. That is,
they should reflect as closely as possible the provenance and original order of the
material itself. They should also be hierarchical, describing the collections as whole
units before describing the records within those collections, and describing files or
containers before describing the items within each file or container.

 Collection Description(s)
(Mandatory. To be completed as many times as necessary for the material as a
whole copied from each individual, family or institution. To be completed in the
template.)

A “collection” refers to all of the material copied from an individual, family or
institution. Note that material found in an institution may be a collection in itself, or it
may consist of different collections which belong to the individual, family or other
group who were the original creators or collectors of that material. Here you should
record information relating to the material itself rather than the people who created or
collected it.

       Title (Column G): descriptive name by which the collection is, or will be,
       formally known (the title should reflect the provenance and scope of the
       material. It should include the name of the individual, family or institution who
       contributed or created the material and can include a description of the type
       of material contained in the collection).
       Dates of original material (Column I): the first and last date(s) of creation
       of the original material included in the collection
       Creation dates of microfilm or digital copies (Column J): the first and last
       date(s) the copies were made
       Extent and format of microfilm or digital copies (Column M): the quantity
       and format of material copied
       Extent and format of original material (Column N): the quantity and format
       of the material that has been copied
       Scope and content (Column S): summary of the collection noting scope
       (such as time periods and places) and subject matter
       Location of original material (Column U): name of the institution where the
       original material in this collection is currently located or has been deposited
       as part of this project.



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       Location of copies (Column V): name(s) of the institution(s) or other where
       copies of the material have been deposited. Do not give address or website
       information here. This contact information should be submitted as a separate
       part of your lists.
       Language(s) of material (Column Y): the language(s) of the material
       Script(s) of material (Column AA): the script(s) of the material, if relevant
       Contributor(s) – owners of the original material (Column AC): names of
       the individuals, families or institutions contributing material to the collection or
       for collecting the original material.


Series Description
(To be completed once for each series of records within a collection, where known or
identified. To be completed in the template.)

This level of description is applicable mainly to material from established archives,
libraries or other institutions. In these cases the “series” may have already been
identified. It should also be used to describe, for example, a run of periodicals or
journals. In other cases, such as material belonging to individual or family
collections, the Endangered Archives Programme Curator can assist projects in
identifying the series belonging to these collections. Avoid sorting material into
series based on subject headings. Any questions or concerns regarding what
constitutes a series should be raised with the Endangered Archives Programme
Curator.

       Reference (Column B): if applicable, reference or classification code given to
       the series by its creator(s) or by the archival or other institution where it
       resides. This may be an accession or catalogue number. Please indicate
       where this reference number came from.
       Title (Column G): descriptive name by which the series is, or will be,
       formally known.
       Dates of original material (Column I): the first and last date(s) of creation
       of the original material included in the series
       Creation dates of microfilm or digital copies (Column J): the first and last
       date(s) the copies were made
       Extent and format of microfilm or digital copies (Column M): the quantity
       and format of the copies
       Extent and format of original material (Column N): the quantity and format
       of the original material that has been copied
       System of arrangement (Column Q): description of any internal or external
       classification system of the material, or useful information regarding how the
       material has been ordered (for example, “the periodicals have been arranged
       chronologically and then by issue number”).
       Scope and content (Column S): summary of the contents of the series
       noting scope (such as time periods and places), function or purpose of the
       material, and subject matter
       Language(s) of material (Column Y): the language(s) of the material
       Script(s) of material (Column AA): the script(s) of the material, if relevant
       Creator(s) (Columns AD, AE, AF and AG): names of all of the individuals,
       families or organisations responsible for creating and/or collecting the original
       material. If necessary, add extra columns to record all of your creator(s) and
       to properly describe their relationship to the material. For example, if copying
       audio material you will need to record the musicians, composers, etc. If
       unknown, write “unknown”, do not leave blank.



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File/Container Description
(Mandatory. To be completed for each file or container. To be completed in the
template.)

A file or container could be a photograph album, a volume, a file or folder, a box, or
similar. This level can be used to describe volumes in the case of printed or
manuscript material, or adapted for newspapers and similar publications. For audio
or audio visual material, this level can be used to describe, for example, a
gramophone disc or a video cassette.

For projects producing digital copies, the file/container descriptions should follow the
structure used when naming your digital folders. See section 7 of the EAP Copying
Guidelines.

       Reference (Column B): if applicable, reference or classification code given to
       the file/container by its creator(s) or by the archival or other institution where it
       resides. Please indicate where this reference number came from.
       Microfilm roll number (Column C): if applicable, the number and/or
       reference given to the microfilm roll containing this file/container
       Disc reference (Column D): the number and/or reference given to the CD,
       DVD or external hard drive containing this file/container
       Digital folder name (Column E): the folder name given to the digital copy of
       the file or container (see section 7 of the Copying Guidelines)
       Title (Column G): descriptive name by which the file or container is, or will
       be, formally known
       Volume and issue number (Column H): if applicable, the volume and issue
       number of a publication
       Dates of original material (Column I): the first and last date(s) of creation
       of the original material included in the file or container
       Creation dates of microfilm or digital copies (Column J): the first and last
       date(s) the copy was made
       Extent and format of microfilm or digital copies (Column M): the quantity
       and format of material copied.
       Extent and format of original material (Column N): the quantity and format
       of the original material that was copied. Describe the file or container as a
       physical object. Here you should record the physical dimensions of the
       file/container.
       Scope and content (Column S): summary of the contents of the file or
       container noting scope (such as time periods and places), function or purpose
       of the material, and subject matter
       Language(s) of material (Column Y): the language(s) of the material
       Script(s) of material (Column AA): the script(s) of the material, if relevant
       Creator(s) (Columns AD, AE, AF and AG): names of all of the individuals,
       families or organisations responsible for creating the original material. If
       necessary, add extra columns to record all of your creator(s) and to properly
       describe their relationship to the material. For example, if copying audio
       material you will need to record the musicians, composers, etc. If unknown,
       write “unknown”, do not leave blank.


Item Description
(Mandatory only for digital or microfilm copies of photographs, slides or similar
material. This level of description does not need to be used for manuscript volumes,



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printed books, newspapers etc. It should be used to describe pieces of audio or
audio visual material. To be completed on the template.)

Item descriptions may be submitted in tables if appropriate.

       Reference (Column B): if applicable, reference or classification code given to
       the item by its creator(s) or by the archival or other institution where it resides.
       Please indicate where this reference number came from.
       Microfilm roll number (Column C): if applicable, the number and/or
       reference given to the microfilm roll containing this item
       Digital file name (Column F): the file name given to the digital copy of the
       item (see section 7 of the Copying Guidelines)
       Title (Column G): descriptive name by which the item is, or will be, formally
       known
       Date(s) of original material (Column I): the first and last date(s) of creation
       of the original item
       Creation date(s) of microfilm or digital copies (Column J): the first and
       last date(s) the copy was made
       Extent and format of microfilm or digital copies (Column M): the quantity
       and format of material copied.
       Extent and format of original material (Column N): the quantity and format
       of material copied. Describe the item as a physical object. Here you should
       record the physical dimensions of the item.
       Scope and content (Column S): summary of the contents of the item noting
       scope (such as time periods and places), function or purpose of the material,
       and subject matter
       Language(s) of material (Column Y): the language(s) of the material
       Script(s) of material (Column AA): the script(s) of the material, if relevant
       Creator(s) (Columns AD, AE, AF and AG): if different to the file/container
       description, names of all of the individuals, families or organisations
       responsible for creating the original material. If necessary, add extra columns
       to record all of your creator(s) and to properly describe their relationship to
       the material. For example, if copying audio material you will need to record
       the musicians, composers, etc. If unknown, write “unknown”, do not leave
       blank.


4.3 THE CREATORS AND/OR COLLECTORS OF THE RECORDS

Here you should provide biographical details of the individual, family or institution
whose material you are copying. Information recorded here, such as how the
material was created or why it was collected, is important for understanding the
context of the collection(s). The best opportunity for gathering this information exists
during the project, but it should not be included without the knowledge and consent of
the individual or family concerned.

Individual / Family / Institution Description
(Mandatory. To be completed for each individual, family or institution responsible for
creating or collecting the material being copied, with their knowledge and consent.
Priority should be given to the creator(s) of the material, rather than the
contributor(s), but both can be included. To be completed separate to the template.)

       Name: full name, including titles, of the individual, family or institution
       Date(s): the dates they have been in existence or actively collecting/
       accumulating material


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       History or biography: descriptive statement of the administrative or
       biographical history of the individual, family or institution, noting how the
       material relates to their activities and/or interests
       Place(s): place names of locations where the individual, family or institution
       is located/live or have lived, where relevant to the material


4.4 TECHNICAL DETAILS OF THE COPYING EQUIPMENT AND SOFTWARE
USED

Certain information is required not only for context but also in order to plan for the
future preservation and access needs of the material. This can be completed either
once for each Collection, once for each File/Container (recommended for texts and
manuscripts) or many times if copying is done in batches separated over time,
geographical area, or some other factor.

The Technical Details should also accompany the sample Preservation Copies you
submit. See section 10 of the Copying Guidelines.


For microfilm:
       Creator: name and/or official title of person and/or company creating the
       copy
       Date: date of copying
       Place: geographical location or institutional name and address where
       copying took place
       Hardware: description of equipment used including name of manufacturer
       and model number


For digital photographs and scanned images:
        Creator: name and/or official title of person and/or company creating the
        copy
        Date: date of copying
        Place: geographical location or institutional name and address where
        copying took place
        Hardware: description of equipment used including name of manufacturer
        and model number
        Software: the name of the capture software used to create the image,
        including the version number
        Software used to create checksums: the name of the software used to
        create your checksums, including the version number


For audio:
       Creator: name and/or official title of person and/or company creating the
       copy
       Date: date of copying
       Place: geographical location or institutional name and address where
       copying took place
       Format and standard of original material:
       Make and model of deck used for playback:
       Make and model of any ancillary equipment used for playback:
       Digitising system used (Mac or PC):



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       Software: the name of the capture software used to record the video,
       including the version number
       Compression settings/data rate used for digitisation:
       Audio sample rate/bit depth/compression, if any:
       Details of any further processing applied:
       Format and compression of Preservation Copy:
       Format and compression of Access Copy:
       Software used to create checksums: the name of the software used to
       create your checksums, including the version number


For film (if copying into digital format) and video:
        Creator: name and/or official title of person and/or company creating the
        copy
        Date: date of copying
        Place: geographical location or institutional name and address where
        copying took place
        Format and standard of original material:
        Make and model of deck used for playback:
        Make and model of any ancillary equipment used for playback:
        Digitising system used (Mac or PC):
        Software: the name of the capture software used to record the video,
        including the version number
        Compression settings/data rate used for digitisation:
        Audio sample rate/bit depth/compression, if any:
        Details of any further processing applied:
        Format and compression of Preservation Copy:
        Format and compression of Access Copy:
        Software used to create checksums: the name of the software used to
        create your checksums, including the version number


5      Submitting Sample Lists

Within the first three months of the award, samples of the copies being made,
together with sample lists, should be sent to the Grants Administrator to ensure that
they are being produced in accordance with best practice and the EAP Guidelines. If
any copies are made during the course of a pilot study, then samples of the copies
and lists should be submitted as soon as possible. (See paragraph 36 of the Terms
and Conditions of Award).

Your sample lists should be in English. They should include each of the descriptive
levels outlined in these Guidelines that will appear in your final lists, from the EAP
Project Description to the Technical Details. Each of the listing elements relevant to
your material should be filled in, even though the information they record may change
as your project progresses. You should also submit, along with the sample lists, any
existing finding aids, survey forms, or other documents used by your project to gather
and record information on the material being copied.


6      Submitting the Final Lists

Lists should be in English. Where titles of material such as manuscript or published
volumes are not in English, these should be submitted in their original language in



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transliteration, with English translations if possible. It is recommended that you use
the Library of Congress transliteration tables for non-Roman script (see
http://www.loc.gov/catdir/cpso/roman.html). It is further recommended that you use
Unicode fonts. Lists should only be supplied in the original non-Roman script in very
exceptional circumstances. Additional copies of the full lists may be submitted in
other languages. In these cases both the English and non-English lists will be made
available to researchers.

Lists should be sent electronically, and in hard copy with the material. They must
clearly indicate what material is held in which storage medium (CD, DVD, external
hard drive or microfilm). This may be done by a simple numbering reference system.
Do not write on CDs or DVDs unless it is with an archival quality marking pen.
Likewise do not use adhesive labels. You may like to use the number found on the
centre of each disc as a means of identification.




                                                                     December 2009




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