A Register for a collection is basically a very detailed description about all aspects of the collection. It is also interchangeably called an Inventory. It took me forever to figure out what a Register/Inventory was. I was unfamiliar with the terminology, and I'm the type of learner who needs to see an example of something to understand it. After looking at the different styles of collection descriptions from major archives, I understand a lot better what I need to do when creating my own Register for the Sanford High School Collection. I looked at descriptions from The UCF Special Collections, The Smithsonian, The National Archives, The Florida Historical Society, and The Florida Archives.
In my opinion, the UCF Special Collections has easy to understand collection descriptions. The organization is also visually pleasing. I read each section of the Register, and compared what I saw with the definitions I had for each section. The example I used was the Carey Hand Funeral Home Records, 1891-1955, and you can view them too here
http://library.ucf.edu/SpecialCollections/FindingAids/CareyHand.xml#IDAJRELB. It includes important summary information, such as the creator, title of the collection, dates, extent (size of the collection in linear feet), abstract (a brief summary of what is included in the collection), language, accession number, and the repository that it is located in. The next section is the historical note, which gives background information about the collection and/or creating institution. In this case, the background information is about Carey Hand and his funeral home. The scope and content section start with a brief description of what is in the collection and what it is useful for, such as genealogy. It then goes into detail at the series level. For my collection, a series would probably be each folder. Each series is described with what is in it, how many, the time period, arrangement, strengths and weaknesses, and what kind of information can be obtained from the series. Next, the restrictions section has a copyright statement stating who owns the copyrights of the collection. The selected subjects and access points section lists subjects and key words that pertain to the collection. Administrative information has the preferred citation (for the use of researchers), how the archive acquired the collection, and how accessible the collection is. Lastly, the description has a contents list. This lists each series and every item within the series. Each item is named (many times with the dates) and the location (volume/box number) is listed. UCF Special Collections is a prime example of what a collection description should look like, and it will help me in creating my Register.
The Smithsonian was the next archive that I searched. I found the website to be confusing to navigate, but once I found a collection to use as an example, I was happy. I like the way that the Smithsonian organizes their collection descriptions. In my opinion, it is superior to UCF Special Collections, though UCF comes in a close second. The collection example that I used is The Singer Industrial Design Collection, which I think is rather interesting since I own a sewing machine. You can check out this collection description here
http://amhistory.si.edu/archives/AC0169.html#ref9. It has a lot of the same administrative and summary information that UCF includes. The Biographical/Historical note gives background information about the Singer Company. The scope and content note is detailed. It illustrates what the bulk of the collection is made up of.
It then lists each series and describes what is in them and how it is arranged (usually alphabetically). This particular collection has a lot of subseries. After the scope and content note is an arrangement note, which just lists the order of each series and subseries with their name and dates, like a scope and content note but without any detail. It has a related materials section, so researchers can find other collections that may pertain to their research. Controlled access headings is similar to a keyword section, and it includes corporate names, genres, personal names, and subjects. A bibliography section is included, which is not included in the UCF Special Collections. This lists the way the archivist obtained their information for sections such as Biographical/Historical note, and scope and content note. Lastly, the collection inventory is like UCF's contents list, but better. Even though it takes up a lot of room, it is very clear and easy to read. It lists each series and subseries, and each item is listed with the date, medium (photos/mixed materials), and box/folder number. Overall, the Smithsonian had the best collection description style, and I will definitely be using it as an example for my collection Register.
The rest of the archives that I looked at were not nearly as impressive as UCF Special Collections and The Smithsonian. The collection descriptions of The National Archive are very brief. Here you can find the example that I used,
http://aad.archives.gov/aad/series-description.jsp?s=4432&cat=all&bc=sl, which is about Germans to American Passenger Data Files. It includes the title, the creator, type of archival material (such as data files, textual records), level of description (in this case it's at the series level, from a larger collection), other titles, and the location. Next it lists inclusive dates and coverage dates, with a date note about coverage dates being the dates of passenger arrivals, and what collection this series is part of. Next, function and use describes briefly why the series was created and for what, as well as where the information was extracted from. Scope and content note has detail about what is included in the series, what countries these passengers came from, what the bulk of the records are about, and what information may be included about each passenger. The access restrictions tells us if the collection is totally, partially, or not accessible. Finding aid type brings you to another window entirely, giving different information to help researchers when using this collection, such as country code numbers. The finding aid source lists where the information from the finding aid type came from. Extent lists the size of the collection, in both number of files and linear inches. Lastly, index terms lists subjects that are common throughout the collection. Over all, this description lacks the detail that the first two had, and I would not use it in creating my register. However, I can cut it some slack, since it only describes a series, and not an entire collection.
The Florida Historical Society has the bare minimum amount of information in their descriptions, which is disappointing. The example I used is an album of photographs from Florida, Michigan, and Tennessee, and you can find it here
http://myfloridahistory.pastperfect-online.com/37030cgi/mweb.exe?request=record;id=42091630-8A02-4E63-AB0B-054918208410;type=301. Collection lists the name of the collection. It includes the catalog number, object name (print, photographic), physical characteristics (how many pages), and who it's cataloged by. Scope and content lists what is included in the collection and dates, from where, and features on the collection (such as handwritten notes). And that's it. I would not use this archive to assist me in creating my register.
The Florida Archives has a better Collection description, but it still lacks compared to UCF and The Smithsonian. My chief complaint is the format. It can be confusing to read, because of the categories and sentences run together. I chose to use the Governor's Commission on the Status of Women for my example, which is located here
http://dlis.dos.state.fl.us/barm/rediscovery/default.asp?IDCFile=/fsa/detailss.idc,SPECIFIC=4,DATABASE=SERIES. The description lists the record group number and the series/collection number. The creator, title, and date all run together in the same sentence. It also includes the amount (in cubic feet), the medium included, the organization/arrangement, the restriction and terms governing use (though these are left blank for this particular description). Biographical/historical gives a history on the Commission on the Status of Women, starting with the first by J.F.K., and ending with Florida's own CSW. Summary lists what kinds of items are included in the collection, and the topics covered. Finding aids points out where file folder and box listing can be found for the collection. Some categories are there but left blank, such as additional physical form, reproduction note, location of originals/duplicates, language notes, ownership/custodial history, publication note, general note, and electronic records access. Associated materials names collections similar to the collection you are looking at. Lastly, subject field entry lists subjects related to the collection. I would use this archive for help with my own register, but it would not be my primary model.
Now, I can prepare my register/inventory with these five examples in mind. Until next time,
Samantha
