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Archival Fonds / Collection

vr.wm-rec-015 · wm-rec-015-archival-fonds-collection

Archival aggregation with accession, arrangement, description and access lifecycle

World Models Information and virtual systems INF.REC.FND
Bundle → Layer → Finding → QuestionsClassifiersWhat it isWhy it existsDistinguishing featuresWhat robots and AI may and may not doMoral aspectsOwnersLinks to other meta-modelsIdentity and identifiersDirect propertiesRecognitionCapabilities and actionsHazards and failure modesStandards and interfacesContext of useSources

Bundle → Layer → Finding → Questions Filled

3 bundles · 3 layers · 6 findings · 12 questions

Provenance and accession Where the records came from and how the archive acquired them.

Creator and acquisition

The creator, custodial history and accession.

Creator

The person, family or body that created or accumulated the records.

  1. Who created or accumulated the records, and over what dates?
  2. Is this a fonds by one creator or an artificial collection from several sources?

Accession

The transfer of custody to the archive.

  1. When and how were the records transferred, by transfer, deposit, gift or purchase?
  2. Which conditions on ownership, access or use were agreed at accession?
Arrangement and description How the material is ordered and described.

Hierarchy

Series, files and items within the fonds.

Arrangement

The order and levels of the material.

  1. Into which series and sub-series is the fonds arranged?
  2. Does the arrangement keep the original order of the creator?

Finding aid

The description at each level.

  1. Which levels are described, and to which descriptive standard?
  2. What extent and covering dates are given?
Preservation and access How the material is kept and who may use it.

Access and condition

Access conditions, restrictions and physical or digital condition.

Access conditions

Restrictions and their end dates.

  1. Which parts are closed or restricted, and until when?
  2. On what grounds, such as privacy, security or donor conditions, are they restricted?

Preservation state

Condition and preservation actions.

  1. What is the condition of the material, and which items need conservation or migration?
  2. Are digital components checked for integrity on a schedule?

Classifiers Filled

Family
World Models
Category
Information and virtual systems
Entry kind
standalone-mm
Navigation path
NAV.INF.REC.FND
Domain
INF.REC.FND
Industry
Cross-industry
Tags
archivalfondscollectioninf.rec.fnd

What it is Filled

An archival fonds or collection is an aggregation of records kept by an archive: a fonds is the whole body of records created or accumulated by one creator in the course of its activities, while a collection is assembled from various sources around a theme or collector. It is managed through accession, arrangement, description, preservation and access, and contains individual records or files that are described as such.

Why it exists Filled

Archival aggregation with accession, arrangement, description and access lifecycle

Distinguishing features Filled

  • An aggregation of records defined by provenance, not a single document or record.
  • A fonds comes from one creator; a collection is assembled and must not be confused with it.
  • Distinct from a library collection of published works, which is not organised by provenance and original order.
  • Its value depends on preserving context, original order and custodial history.

What robots and AI may and may not do Filled

Must not

  • Open restricted or closed material to users before restrictions end.
  • Rearrange material in a way that destroys original order or provenance.
  • Dispose of or deaccession records on its own judgement.
  • Publish personal data of living people found in the records.
  • Alter digitised records or their metadata without an audit trail.

Only with a human decision

  • Accepting an accession and its conditions.
  • Granting access to restricted material.
  • Appraisal, deaccession and destruction decisions.

May

  • Search finding aids and report the location and access conditions of material.
  • Draft descriptions to the archive's standard for archivist review.
  • Flag access restrictions that have expired or need review.
  • Report preservation risks found in condition or integrity checks.

Moral aspects Filled

  • Archives hold personal and sensitive records of people who never chose to be in them.
  • Description and access choices shape whose history is visible and whose is not.
  • Communities may have rights or interests in records about them.

Who is affected

  • People named in the records
  • Creators, donors and depositors
  • Researchers and the public
  • Communities whose history the records hold

Owners Filled

Steward

The archive or archival institution holding custody, responsible for arrangement, description, preservation and access.

Master systems

  • Archival management system
  • Finding aid catalogue
  • Digital preservation repository

Links to other meta-models Filled

parent

  • WM-REC-001

contains

  • WM-REC-001

What else AI and robots need to interact with it Filled

Identity and identifiers required Filled

  • Identified by a reference code combining the country or repository code and the archive's local fonds or collection number.
  • The repository may be identified by an ISIL code.

Direct properties required Filled

  • Extent in linear metres of shelving or number of boxes for physical material.
  • Extent in number of files and bytes for digital material.
  • Storage temperature in degrees Celsius and relative humidity in percent where environmental conditions are monitored.
  • Covering dates of the material as a date range.

Recognition optional Filled

  • Marked by a reference code, a creator, covering dates, an extent and a finding aid.
  • Often confused with a library collection, a single file or the creator's current records system.

Capabilities and actions required Filled

  • Can be accessioned, arranged, described, digitised, preserved and opened for access.
  • Can be extended by later accruals from the same creator.

Hazards and failure modes required Filled

  • Loss of context when records are rearranged or separated.
  • Physical decay, fire, water damage and media obsolescence.

Standards and interfaces required Filled

  • ISAD(G) and Records in Contexts for archival description.
  • Encoded Archival Description for finding aids.
  • OAIS reference model (ISO 14721) for digital preservation.

Context of use required Filled

  • Kept by national, regional, municipal, business, university and community archives.
  • Access is governed by archival law, data protection law and donor agreements.

Sources Filled

  1. ISAD(G): General International Standard Archival Description, International Council on Archives
  2. Records in Contexts conceptual model, International Council on Archives
  3. ISO 14721 Open archival information system (OAIS) - Reference model, International Organization for Standardization

Open questions

  • Planned model: boundary questions, research and every section remain to be written.

Machine files

Card as JSON Specification AGENTS.md Card backlog vercy.card/1

Provenance

planned (registry candidate) · todo

Built from: models/runtime-index.json, ver-cy/world-models/card-supplements/wm-rec-015-archival-fonds-collection.json

Planned entry, hidden from the catalogue until researched.