CA Communication & Documentation 3 — Questions and Answers
Question 1: Which section of a DACS-compliant finding aid records who has physical custody of the materials if it differs from the legal owner?
- Scope and content note
- Custodial history note (Correct answer)
- Repository information element
- Administrative/biographical history
Correct answer: Custodial history note
The custodial history note documents the chain of custody and can distinguish between the legal owner and the physical custodian.
Question 2: An archivist is writing a reference letter for a researcher who needs certified copies. What must the letter explicitly state?
- The researcher's academic credentials
- That the copies are true and accurate reproductions of records held by the repository (Correct answer)
- The monetary value of the originals
- The full text of the documents copied
Correct 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.
Question 3: Which element of a deed of gift is specifically designed to document the donor's intent regarding future additions to a collection?
- Indemnification clause
- Accrual provision (Correct answer)
- Access restriction clause
- Repatriation clause
Correct answer: Accrual provision
An accrual provision in a deed of gift addresses anticipated future transfers of related materials from the same donor.
Question 4: In archival outreach communication, what is the primary purpose of a collection spotlight or featured collection post?
- To comply with mandatory reporting requirements
- To raise awareness of underutilized or newly processed collections among potential researchers (Correct answer)
- To satisfy donor requirements for publicity
- To provide a complete substitute for visiting the archive
Correct 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.
Question 5: A researcher submits a written complaint that their duplication request was handled incorrectly. According to best practices, the archivist's response should:
- Dismiss the complaint if the original decision was correct
- Acknowledge the complaint, investigate the handling, and respond in writing with findings and any corrective action (Correct answer)
- Escalate immediately to legal counsel without contacting the researcher
- Provide a refund and close the matter without documentation
Correct 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.
Question 6: When creating documentation for a digitization project, which element is critical for ensuring long-term usability of the digital files?
- The name of the scanning technician
- Technical metadata recording capture settings, format, resolution, and software used (Correct answer)
- The researcher who requested digitization
- Color photographs of the scanning equipment
Correct 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.
Question 7: Which professional standard governs the creation of authority records used to establish consistent name headings in archival description?
- PREMIS
- DACS
- ISAAR(CPF) (Correct answer)
- Dublin Core
Correct answer: ISAAR(CPF)
ISAAR(CPF) (International Standard Archival Authority Record for Corporate Bodies, Persons, and Families) governs the creation of archival authority records.
CA Communication & Documentation 3
Which section of a DACS-compliant finding aid records who has physical custody of the materials if it differs from the legal owner?