LIS 111 Introduction to Records Mgt.

and Archives

Topic: Introduction to Archives and Manuscript

By the end of the module, students should be able to:

differentiate between the libraries and archives

Lesson 2. Differences between libraries and archives.

Libraries and archives have been closely related for decades. In fact, many
archives’ collections are located within library structures, especially on college and
university campuses. The nature of the items in a library and those in archives differs.
The fundamental difference is that the library materials are published, while archival
materials are unpublished.

Methods of Creation:

1. Library
 Library materials are created as the results of separate independent actions by a
wide variety of authors, editors, or compilers.
 Library acquisition decisions usually are revocable, if a book is not purchased this
year, it often will be available next year.
 Library materials are arranged according to a predetermined subject classification
system.
 Description is different in libraries and archives. Published nature of library books
and periodicals means that they come with built-in descriptive media: title pages,
tables of contents, indexes, and other bibliographic access points.
 Access in library materials are stored on open shelves system and the researcher
allow to barrowed any materials available from the library.

2. Archives
 Archives grow organically as part of the creation of the records in the normal
course of an institution’s business.
 Archival and manuscript collections are unique.
  Archives usually collect only the records generated by the parent organization or
institution.
 An archivist appraises materials in aggregate and adds them to the collection.
 Appraisal of materials is thus one of the most important duties of an archivist.
 Archival arrangement are two closely related principles, provenance and original
order.
 Archivist must build their own descriptive media for the unpublished materials
under their control.
 Archival stack areas are closed to researcher. Staff members retrieve requested
items.
 Archival materials do not circulate.

Category Libraries Archives

NATURE  Published  Unpublished
 Discrete items  Groups of related items
 Independent  Significance from
significant relationship to other items
 Available elsewhere  Unique
CREATOR  Many different  Parent organization or
individuals or institution
organization
METHODS OF  Separate,  Organic: normal course of
CREATION independent actions business
METHOD OF RECEIPT  Selected as single  Appraised in aggregate
item
 Decision irrevocable
 Decision revocable
 (destruction is forever)
ARRANGEMENT  Predetermined  Provenance and original
subject classification order (relation to structure
and function)
LEVEL OF  Built in o the  Must be prepared by the
DESCRIPTION published item (title archivist
 page, table of  Guide and inventories ,
contents, index) online systems
 Card catalog, online
public access system
(OPAC)
ACCESS  Open stack  Closed stacks
 Items circulate  Items do not circulate

Distinction between Archives and Manuscript

Category Archives Manuscripts

Source Organization or Institution Individual or Family
Specific terminology for Records Papers
holdings
General terminology for Collections Collections
holdings
Title for custodian Archivist Manuscript Curator

References:
1. Hunter, G. S. (2004). Developing and maintaining practical archives.
New York: Neal-Schuman Publishing.