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Questions about JISC and its Archives Sub-Committee should be directed to the Research Collections Coordination Office at King’s College, whose address is on the covering letter sent with this survey. In many parts of the questionnaire you are asked for numbers and percentages. We realise that you may not have this data readily available, but we should prefer you to make estimates rather than leaving the boxes blank. Please return this survey to us at Willpower Information as soon as possible, and by 31st July 1997 at the latest. If your institution does not hold any collections of this type, and you have no plans or provision for their acquisition, please tick the box provided in question 2.1. You need not complete other questions, but we do need your questionnaire back as a null return. This will save us from troubling you with follow-up enquiries. 1 Identification Institutions will usually complete one form giving combined details for all their archival and special collections that come under the same professional management. However, if you manage two or more distinct archival operations, and it would give a clearer picture to complete separate questionnaires for each of them, please feel free to make a copy of the questionnaire and submit separate returns. If there are parts of the institution which have archives managed completely separately, then please make copies of the survey and of these notes and arrange for the person responsible for each separate archive to complete them. 2 Contents of the archives 2.1 Scope of this survey This survey is concerned with “collections of archives in British Universities”. This includes archives, personal papers and manuscripts, and comparable primary material in any medium, including photographs, sound and video recordings and computer tapes and discs. It does not include publications, such as books, periodicals and trade literature, or copies on paper, microfilm or microfiche of material located elsewhere. If you manage the archives of your own institution together with other archival collections, please include them in the figures given here. If the only archives you hold are those of your own institution, and you have already completed the JISC survey of these sent by TFPL Ltd. earlier this year, then you need only tick the appropriate box in question 2.1 and not complete the other questions. 2.2 Current holdings and growth rates The term “collections”, used in question 2.2, includes “fonds”, defined in ISAD(G) as “The whole of the documents, regardless of form or medium, organically created and/or accumulated and used by a particular person, family, or corporate body in the course of that creator’s activities and functions”. In addition to this, please count as a “collection” any group of materials within the scope of 2.1 for which a top-level catalogue record may be created. Holdings should be given in linear metres of occupied shelf space. We recognise that it would be better to measure in cubic metres (mГ) to allow for different shelf heights and depths, as recommended in the Society of Archivists Best practice guideline I : Measuring performance (1993), but a pilot study has shown that few institutions have data in this form. 3 Cataloguing and listing The abbreviations used in these questions have the following meanings: AACR2: Anglo-American Cataloguing Rules, 2nd edition. The rules used in most English-speaking libraries to provide description and name headings for library materials. They do not cover subject access. ISAAR(CPF): International Standard Archival Authority Record for Corporate Bodies, Persons and Families. International Council on Archives, Ad Hoc Commission on Descriptive Standards, Ottawa, 1996. ISAD(G): General International Standard Archival Description. International Council on Archives, Ad Hoc Commission on Descriptive Standards, Ottawa, 1994. MAD: Manual of Archive Description by M. Cook and M. Procter, 2nd ed. Aldershot: Gower, 1989. HTML: Hypertext Markup Language. An application of SGML used to identify elements within documents for use with hypertext systems, particularly the World Wide Web. MARC: MAchine-Readable Cataloguing. The format widely used in libraries for the exchange of bibliographic data in electronic form. There are UK, US and other variants; if your data uses one of these, please specify which. MARC-AMC: The US MARC format for Archives and Manuscripts Control. An extension of the US MARC format with additional fields for the needs of archives and manuscripts. MODES Plus: The Archives Format for MODES Plus. MODES and MODES Plus are software packages previously distributed by the Museum Documentation Association and now maintained by the MODES Users Association. NCA rules 1997: National Council on Archives. Rules for the construction of personal, place and corporate names, 1997. Available at: http://www.hmc.gov.uk/rules/title.html NRA: The National Register of Archives at the Royal Commission on Historical Manuscripts and the National Register of Archives (Scotland) at the Scottish Record Office. SGML(EAD): Standard Generalised Markup Language using the Extended Archival Description Document Type Definition. For information, see: http://lcweb.loc.gov/loc/standards/ead/ and http://lcweb2.loc.gov/ammem/ead/eadhome.html SGML(TEI): Standard Generalised Markup Language using the Text Encoding Initiative a Document Type Definition DTD. For information, see http://www.uic.edu/orgs/tei/ 3.3 Levels of grouping The following four levels of grouping of material should be interpreted in accordance with the definitions given here, which are taken from ISAD(G), irrespective of any local or other usage. Fonds. The whole of the documents, regardless of form or medium, organically created and/or accumulated and used by a particular person, family, or corporate body in the course of that creator’s activities and functions. Series. A subdivision of a fonds containing a body of related documents corresponding to administrative subdivisions in the originating agency or organization or, when that is not possible, to geographical, chronological, functional, or similar groupings of the material itself. When the creating body has a complex hierarchical structure, each subgroup has as many subordinate subgroups as are necessary to reflect the levels of the hierarchical structure of the primary subordinate administrative unit. File. An organized unit of documents grouped together either for current use by the creator or in the process of archival arrangement, because they relate to the same subject, activity, or transaction. A file is usually the basic unit within a record series. Item. The smallest intellectually indivisible archival unit, e.g., a letter, memorandum, report, photograph, sound recording. 7 Access and use 7.4 Production units A “production unit” is defined as in the ACA/CIPFA statistics: “… the individual physical unit of archival material, such as a volume, bundle, etc., produced in any section for use …” Leonard and Sheena Will Willpower Information 7th July 1997 PAGE 2 Joint Information Systems Committee Archives Sub-Committee Survey of Needs Ё™Єƒ.ЅШAІŠЇŠЈSЉSЊЋ 2 (Єlm џџџџџџ:ŒŽšёѓy {  К Ъ щ э Еэ9;šФЦЯdЬ*23hХч#CЧщЅчM|Ць'OoЦP€ЂѕЫбЈЏЁІЄЉ"$371 3 > ? 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