Components[edit]
The Basic Description, Collection Overview, or Summary Information is usually the first section of a finding aid, containing information about the collection's creator, the physical space the collection occupies in the archive, and the date range and an abstract of its documents.[12] A Biographical/Historical Note describes a collection from the perspective of the time period it was created, providing background information on a person or organization. It can also describe the history of the collection. The Scope and Content note briefly explains the collection's provenance, its arrangement and date range, and in general what kind of materials it contains—letters, reports, photographs, audio/video, etc.
The Access and Use section that contains information about using the collection, such as terms of access and restrictions. Usage issues that may affect researchers could include donor agreements restricting access, copyright information, the collection's history of ownership, any additional formats the collection may have, and if the collection is accepting additions. Additional Information contains details of related materials, language, citation instructions, any sponsors, and the date of processing. Search Terms are generally a list of subject headings, any personal, corporate, or family names, geographical headings, and genre terms that relate to the contents of the collection.
Arrangement is the manner in which the collection has been ordered (generally in accordance, as far as practicable, with its original order). Hierarchical levels of arrangement are typically composed of record groups containing series, which in turn contain boxes, folders, and items.[13]
The Content List is a list of the collection's materials down to the box and folder level.[14] Series descriptions containing the title, dates of coverage, and a brief description of the contents of each series. Series descriptions may also include the range of containers, a statement of the type of arrangement, and a note on any restrictions for each series (for example, an embargo on public access for a set period for reasons of confidentiality).
Digitization and finding aids[edit]
Encoded Archival Description[edit]
Encoded Archival Description (EAD) was created in 1998 for the use of finding aids in an online environment. Its creation allowed for a consistent national standard in the US for finding aid terminology.[15]
Candida Fenton writes, "Encoded Archival Description Document Type Definition (EAD DTD) is a non proprietary encoding standard which specifies the structure of an electronic archival finding aid. The standard was developed in response to the growing role of networks in accessing information describing archival holdings, and to enable the exchange of records between repositories."[16]
However, the hierarchical format of EAD finding aids has caused some controversy among users, as archivists have noted that it perpetuates the same confusions regarding finding aids for users.[17]
User interaction and finding aids[edit]
Freund and Toms asserted that collections become digitally accessible in greater frequency, archivists can no longer be expected to assist users at their every need.[6] Clayton McGehee expressed concern about the lack of interaction between finding aids of different libraries and repositories. He argued that in order to remain in touch with the rapid share and spread of information, finding aids must interact with digital libraries. Laura Farley argued that both of these concerns about the speed of changing information and the need to adapt, could be supplemented by adding user annotations to online finding aids. Farley also noted that user submissions can help archivists highlight useful items not indicated in the extant finding aid. She concludes that