Archives are arranged and described in accordance with a set of international and national standards. By understanding the theories and standards that underpin the way archives are described, users will be able to use archives catalogues more fully.

1. Archival Intelligence: searching archive
catalogues and finding aids

2. Who are the ‘Archivally Intelligent’?
• Expert users of archives can do research successfully within the systems and
procedures of the archives.” (National Archives UK blog, 2012)
– They understand archival concepts, such as provenance 2, and ‘speak the language’ of
archives, using words such as series 3
– They can use catalogues, indexes and other finding aids 4 or search tools, both online and in
paper form, to search for records. They can make the mental connections between their
research topics, the finding aids and the records themselves
– They understand the referencing system and cite references properly
– They prepare thoroughly and carefully for research trips
– If the research path is difficult or complicated, they can persevere and keep going
– Following the reading room rules is second nature to them
– When they visit different archives, or use different archives’ websites, they can pick up and
adjust to variations in how things are done
• Above all, archivally intelligent users can form a research strategy and carry it
through

4. Archival Concepts
• Respect des fonds
– 19th century French concept – fonds were the surviving archives of a
department (fonds) and are kept and retained as one entity. Records
of different departments were not mixed together (e.g. records from
different creators with the name of one place aren’t put together, or
linked by subject – think Dewey).
• Provenance
– The original creator of a record
– Chain of custody and use
– Records are kept and described so that this context is maintained and
identified
• Original Order
– The order in which records are created and used. Internal and
external links between records are retained and maintained. May be
modified by custodians as the records are used, but no other order is
imposed on them by the archives.

5. Archival Description
“Speak the language…”
–Fonds (UK, US, Canada, Europe)
–Records Group (US, early Australian practice)
–Series (Australia
• Item, file, piece or folder
• Accession and consignment
• Function and activity
See the American Society of Archivists glossary (http://
www2.archivists.org/glossary) and the ICA glossary for more terms
(http://www.ica.org/14282/multilingual-archival-terminology/multilingual-archival-
terminology.html ).

6. Archival Description
• Is hierarchical
• But also relational
• Basic description defined by International
Standards
– ISAD (G)
– ISAAR/CPF

7. Australian Series Registration system
entities
CCoonntteexxtt EEnnttiittiieess
Function Entities
Function
Activity
Agency Entities
Organisation
Agency/ Person
CCoonntteexxtt EEnnttiittiieess
Record Entities
Record Series [WAS]
Item
Document [SRO Piece]
( ISAD/G)
Function Entities
Function
Activity
(ISDF)
Agency Entities
Organisation
Agency/ Person [WAA]
ISAAR (CPF)

9. Using catalogues and Finding Aids
The ‘acid’ test
NAA
National Archives UK

10. The State archives collection
• Archives: materials deemed to have long term
cultural or historical value
• Archives created by WA Colonial, State and Local
Governments since 1829
• Mandatory transfer to SRO custody in accordance
with the State Records Act 2000. Prior to that,
transfer was optional.

11. The State archives collection
• State Archives collection began 1945
• Currently 15km in State Records Office
custody
• Currently 50km in Agency custody

12. Using catalogues and Finding Aids
AEON
New SROWA catalogue (in development)

13. Using catalogues and Finding Aids
More terminology – what is a Finding Aid?
Descriptions of records that provide both users and archives staff with information about the records, providing physical and
intellectual control over the records.
AJCP handbook?
Bugtool
AN listings Chief Protector of Aborigines listing
Information sheets
Etc
Ancestry database?
The registers, indexes and control records produced by the creator of the records.
CSO registers
Divorce registers
Dead names Index Probate index

15. Referencing material
• Referencing will depend on what you are doing –
• University assignment
• Public report
• Journal article
• Book
• But each system has some fundamental rules
– Author/creator/responsible authority statement (ISAAR/CPF)
– Title
– Type of material
– Date range
– Where located (series, folder, item)
– Publisher, library or archive location information - WAS, cons,
item (or vice versa), SROWA.

16. Reading Room Rules
• Clean dry hands
• Handle things carefully
• Use supports
• Pencils
• No sticky markers
• Let the staff know if you find a damaged item
(not immediately apparent when they hand it
over)
• No food or drink
• No bags

17. Now you are archivally intelligent
• But sometimes, you want some reassurance
or extra help
– http://www.sro.wa.gov.au/archive-collection
– 08 9427 3600
– sro@sro.wa.gov.au