Communication & Documentation Flashcards

Which section of a DACS-compliant finding aid records who has physical custody of the materials if it differs from the legal owner?

Answer: Custodial history note

The custodial history note documents the chain of custody and can distinguish between the legal owner and the physical custodian.

An archivist is writing a reference letter for a researcher who needs certified copies. What must the letter explicitly state?

Answer: That the copies are true and accurate reproductions of records held by the repository

A certification letter must attest that reproductions faithfully represent the originals held in the repository's custody.

Which element of a deed of gift is specifically designed to document the donor's intent regarding future additions to a collection?

Answer: Accrual provision

An accrual provision in a deed of gift addresses anticipated future transfers of related materials from the same donor.

In archival outreach communication, what is the primary purpose of a collection spotlight or featured collection post?

Answer: To raise awareness of underutilized or newly processed collections among potential researchers

Collection spotlights are a strategic outreach tool to attract researchers to collections they might not otherwise discover.

A researcher submits a written complaint that their duplication request was handled incorrectly. According to best practices, the archivist's response should:

Answer: Acknowledge the complaint, investigate the handling, and respond in writing with findings and any corrective action

A formal written response to complaints demonstrates accountability, documents the review process, and maintains professional relationships.

When creating documentation for a digitization project, which element is critical for ensuring long-term usability of the digital files?

Answer: Technical metadata recording capture settings, format, resolution, and software used

Technical metadata ensures future users and systems can understand, validate, and migrate digital files appropriately.

Which professional standard governs the creation of authority records used to establish consistent name headings in archival description?

Answer: ISAAR(CPF)

ISAAR(CPF) (International Standard Archival Authority Record for Corporate Bodies, Persons, and Families) governs the creation of archival authority records.