Archivist Records Management & Preservation Flashcards

An archivist is asked to appraise a collection of an organization's records. Which factor carries the MOST weight in determining permanent retention?

Answer: The evidential and informational value of the records

Evidential value (evidence of the organization's structure and function) and informational value (data about persons, places, or subjects) are the primary criteria for archival appraisal.

The term 'encapsulation' in paper conservation refers to:

Answer: Enclosing a document in polyester film sealed on all four edges

Encapsulation encloses a document between two sheets of polyester film sealed at the edges, providing physical support without adhesive contact with the document.

When an archive accepts a collection under a 'deed of gift with restrictions,' the restriction most commonly limits:

Answer: Researcher access to specified categories of sensitive materials for a defined period

Donors frequently request time-limited or category-based access restrictions to protect sensitive personal, legal, or proprietary information within their records.

The Records Life Cycle model identifies which of the following as the final stage in the life of a record?

Answer: Permanent archival retention or authorized destruction

The records life cycle concludes with final disposition: either permanent preservation in an archive or authorized destruction after retention periods expire.

A repository receives a large digital donation on hard drives. Before any preservation actions are taken, the archivist should first:

Answer: Create write-blocked forensic disk images to preserve the original bit stream

Write-blocking and creating forensic disk images preserves the original bit stream and prevents any accidental alteration before preservation processing begins.

Which international standard provides a framework for records management systems and is used as a benchmark for organizational records programs?

Answer: ISO 15489 (Information and Documentation — Records Management)

ISO 15489 is the international standard specifically developed for records management, providing principles and requirements for creating and managing authentic, reliable records.

An archivist discovers that a donated collection includes records that legally belong to a third party and were not the donor's to give. The appropriate action is to:

Answer: Contact the rightful owner and arrange return of the records

Archivists have an ethical and often legal obligation to return records to their rightful owners when legal title was not properly transferred in the deed of gift.