Archivist Records Management & Preservation Flashcards

An archivist is processing a collection and encounters a large series of routine administrative correspondence with no enduring value. The recommended disposition action is:

Answer: Apply a records retention schedule and destroy after the retention period

Records schedules authorize timely destruction of temporary records after their administrative, legal, and fiscal value has expired.

The chain of custody in archival practice refers to:

Answer: The chronological record of who has had custody and control of records

Chain of custody documents the unbroken sequence of possession and control, which is essential for establishing authenticity and admissibility.

Which metadata standard is most widely used for describing archival collections in the United States?

Answer: Encoded Archival Description (EAD)

EAD is the XML-based standard specifically developed for encoding archival finding aids and is the dominant standard in U.S. archives.

A researcher requests access to records that contain personally identifiable information (PII) about living individuals. The archivist's primary obligation is to:

Answer: Balance access rights against privacy protections per institutional policy and applicable law

Archivists must weigh researchers' legitimate access needs against legal and ethical privacy protections for living individuals.

The term 'accrual' in archival collections management refers to:

Answer: Additional materials received from an existing donor or source

An accrual is a new addition of records from a source from which the repository has already received materials, often part of an ongoing transfer.

In digital preservation, 'format migration' is performed primarily to:

Answer: Convert files from obsolete formats to current supported formats

Format migration converts digital content from obsolete or at-risk formats to formats with current software support to ensure long-term access.

Which element is NOT typically found in a deed of gift agreement for archival donations?

Answer: Appraised monetary value of the donation

Archives typically do not include monetary appraisals in deeds of gift, as this is a separate process conducted by independent appraisers for tax purposes.