Liz,
I have organized my associated documentation by the categories of field records, lab records and administration. All but the administration is separated by site as warranted -- that is, there are a large enough amount of records to warrant different folders. I also then break down the lab and field records into meaningful units: photographs, field forms, daily journals, etc. and for the lab records, original inventories, rehabbed inventories, final catalogue, analysis records, etc. I can send you my full break down if you want it.
I agree that using archival series, subseries can be overkill but for large projects you need the separation by site at the very least. and not reorganizing the documents is useless -- as you know archaeologists are notorious for leaving things jumbled!
Ah, the joys of an archaeological repository!
Regards,
Marybeth
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Date: Wed, 21 Jul 2010 17:55:09 -0700
From: "Clevenger, Liz" <[log in to unmask]>
Subject: Archaeological Collections: associated documentation methodology question
Hello fellow Museum-Lers -
This query is for those who curate or otherwise manage archaeological collections that include associated documentation, and in particular, for those who have cataloged or otherwise developed formal metadata for associated documentation. We are beginning to digitize our hard copy documents and create catalog records to facilitate access to them. Various sources suggest treating associated documentation as archival collections, which would mean (1) not reorganizing the documents in any fashion unless you have archival training (and none of us do) and (2) developing a metadata structure that employs a fairly extensive hierarchy (series--subseries--sub-subseries--file unit etc) for organizing the documents.
I am curious to hear if this archival approach to organization is taken by others who curate associated documentation, particularly in archaeological repositories, or whether the real life situation varies. In my experience, associated documents (especially from older projects) are often not in any particularly sensible order and could benefit greatly from gentle reorganization. And, in my assumption, an extensive hierarchy for describing project documents is potentially overkill.
I welcome any advice or experiences people are willing to share. Please feel free to contact me off-list at [log in to unmask]<mailto:[log in to unmask]>.
Thanks in advance -
aloha
~Liz
Liz N. Clevenger, MA, RPA
Curator of Archaeology
(415) 561-5086
[log in to unmask]<mailto:[log in to unmask]>
Presidio Archaeology Lab | www.presidio.gov/history/archaeology<http://www.presidio.gov/history/archaeology> | (415) 561-ARCH info | (415) 561-5089 fax
The Presidio Trust | P.O. Box 29052, San Francisco, CA 94129
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Date: Wed, 21 Jul 2010 19:15:25 -0700
From: David Harvey <[log in to unmask]>
Subject: Re: Archaeological Collections: associated documentation methodology question
Liz,
In my experience in working with and researching archaeological collections
it would be appropriate to organize all the associated documentation by
site, just as you would with a group of artifacts. Any papers or photos that
are not identifiable by site would then be left for more research and
organization.
Cheers!
Dave
David Harvey
Senior Conservator and Museum Consultant
Los Angeles, CA
MindingTheMuseum.com
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