Definition of Terms:

• Accession - (1). The act and procedures involved in a transfer of legal title and the taking of records or papers into the physical custody of an archival agency, records center, or manuscript repository. (2). The materials involved in such a transfer of custody.
• Archives - (1). The non-current records of an organization or institution preserved because of their continuing value; also referred to, in this sense, as archival materials or archival holdings. (2). The agency responsible for selecting, preserving, and making available archival materials; also referred to as an archival agency. (3). The building or part of a building where such materials are located; also referred to as an archival repository.
• Arrangement - The process and results of organizing archives, records, and manuscripts in accordance with accepted archival principles, particularly provenance, at as many as necessary of the following levels: repository, record group or comparable control unit, subgroup(s), series, file unit, and document. The process usually includes packing, labeling, and shelving of archives, records, and manuscripts, and is intended to achieve physical or administrative control and basic identification of the holdings.
• Collection - (1). An artificial accumulation of manuscripts or documents devoted to a single theme, person, event, or type of record. (2). A body of manuscripts or papers, including associated printed or near-print materials, having a common source. If formed by or around an individual or family, such materials are more properly termed personal papers or records. If the cumulation is that of a corporate entity, it is more properly termed records. (3). In singular or plural form, the total holdings--accessions and deposits-- of a repository.
• Cataloging - The process of making entries for a catalog; additionally it may cover all the processes involved in preparing books for the shelves, or simply the preparation of entries for the catalog.
• Classification - (1). The arrangement of things in logical order according to their degrees of likeness, especially the assignment of books to their proper places in a scheme of book classification. (2). The pre-designated filing system for a record series. (3). The act of identifying documents or records in accordance with a pre-designated filing system.
• Description - The process of establishing intellectual control over holdings through the preparation of finding aids (i.e., catalogs, inventories, registers, checklists, calendars, special lists, indexes, etc.)
• Manuscripts - Documents of manuscript character, (i.e. a handwritten or typed document, including a letterpress or carbon copy. A mechanically produced form completed in handwriting or typescript is also considered a manuscript), usually having historical or literary value or significance. All manuscript records may thus be regarded as manuscripts, but generally the term is used to distinguish non-archival from archival materials. Included in the term are bodies or groups of personal papers with organic unity, artificial collections of documents acquired from various sources usually according to a plan but without regard to provenance, and individual documents acquired by a manuscript repository because of their special importance.
• Provenance - The basic premise that papers or records created by a specific "corporate body" (agency, institution, or division of government, etc.), family or individual should be maintained (kept together) as a unit according to the activity that lead to their creation. Maintaining records by provenance allows the materials' arrangement to document the activity that created it and acts as a "pedigree chart", showing the growth and development of the originating entity.
• Respect des Fondes - Respect for the original order of an accession. Original order should be preserved whenever possible or at least documented.
• Separation (Weeding) - The act of identifying and removing from an accession those materials considered non-essential or non-record material.

All accessionable materials will be arranged by accession number (indicating date and sequence of the accession's entry) followed by the use of the Records Hierarchy (Record group, subgroup, series, file, and item levels) which maintains the provenance information and the documented filing relationships within the accession imposed by their units of origin (Respect des Fondes). In cases of individual images and small accessions, or in cases where accessions are previously arranged by topic, a subject classification may be used. The purpose of arrangement is to provide easy access to materials while maintaining the character of the accession. Arrangement is supplemented and complemented by description to enable specific materials to be located within the Archives's collection.

Definitions:

Accession: Related materials acquired from a single source and logged into the Archives's collection as a unit.

Records Group: Records or collections of materials derived from a single corporate body or individual. The "Records Group" can sometimes be equated to the generic concept of "book" and usually represents all accessions received from a given source.

Subgroup: Records or collections of materials produced or accumulated by a corporate division or an individual's separate activities.

Series: Set of documents or other materials maintained in a specified file order. NOTE: The series level pertains to the method or manner used to file materials not to the provenance (historical "ownership/authorship") represented by the Record Group and Subgroup levels of the records hierarchy.

File folder: Set of materials related by topic, chronology, or other category and kept within a single folder.

The TESC Archives will maintain finding aids for each accession acquired. The finding aids will conform to currently in use standard formats accepted by the archival profession, including Describing Archives: A Content Standard (DACS) and "Encoded Archival Description" (EAD) specifically as promulgated in the Best Practices document of Northwest Digital Archives (NWDA). Basic finding aids (the Accession Record) for any accession will be completed at the time the materials are accessioned, prior to placement in their permanent storage location. Upon completion of the standard finding aid and submission to NWDA, the finding aid will be entered into the Library Catalog for inclusion in the Orbis-Cascade union catalog and OCLC's database.

DACS provides authority for the use of other standards based on material type and format. See the DACS manual appendices for a non-inclusive list.

Definitions:

Definitions:

Definitions:

• 1. Students and external researchers seeking information on specific subjects related to The Evergreen State College (TESC).
• 2.Local community members seeking specific images or documents for exhibition materials .
• 3. For materials not held by this repository.

PUBLICATIONS/COPY REQUESTS

PUBLICATIONS:

Permission to examine materials is not an authorization to publish them. Separate written application for permission to publish must be made to the Archivist.

COPY REQUESTS:

Copies of documents and photographs may be obtained by Archives patrons with the permission of the Archivist. Provision of copies does not constitute permission to publish (see above).

Reproduction of Audio-Visual Materials:

It is the policy of the Archives not to lend the A-V materials in the collection. Should a patron request a copy of a audio or video tape, or photograph the following procedure must be followed:

Procedure:

1. Media materials may only be copied through arrangements made by Archives staff.
2. Patrons must pay the cost for blank media (for A-V materials).
3. If requesting photographic images, the Archives staff will provide a digital image in a format specified in the request. If no format is identified, the image will be provided in jpeg format.
4. Delivery of Media materials duplicated by Archives staff may be chosen from the following means:
   1. Pickup at the Archives.
   2. Digital transmission via email or file sharing.

BORROWING MATERIALS

Only in extremely rare cases will the Archives lend materials from the collection. So that the materials are preserved for future use we require the following from our borrowers:

1. Materials must be returned by the date specified by the Archives staff.
2. Original photographs will not be lent, copies only will be provided for exhibition.
3. Do not write on any materials. Use care in handling materials: do not put fingerprints on the surface, do not bend or fold.
4. In all cases publication or display of our materials must carry the credit line: "from the collections of The Evergreen State College Archives and Special Collections ".

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