Describing Paper-Text Documents at the Level of Series and Sub-series

Document Type : Original Article

Authors

1 retired from NLAI

2 Academic board (retired); National Library and Records Organization of Islamic republic of Iran;

3 Cultural management and planning, PhD. Candidate; Researcher National Library and Records Organization of Islamic republic of Iran

Abstract
This study aimed to explore the multilevel archive cataloging. Taking into account the archiving standards and principles, it also tried to present some methods and strategies for document cataloging at the level of series and sub-series. In this kind of cataloging, description may be done at various levels, including fonds, series, files, or items levels. For the purpose, such archival standards as General Informational Standard Archival Description (ISAD(G)), Describing Archives: A Content Standard (DACS), Manual of Archival Description (MAD), and Rules for Archival Description (RAD) were identified. At the next stage, the multilevel cataloging rules common among the standards were identified. Relying on the experiences the researchers at the National Archive of Iran Organization, the common rules were corresponded with the current status of Iran and its organizational rules. Then, some strategies for operationalizing the rules in describing various documents were introduced. Accordingly, some worksheets including the instructions were designed and presented to the Deputy for National Library and Archives of IR Iran. The organization was accepted the worksheets to be used for organizing and describing documents of the organization. This study showed that applying multilevel description methods makes the identification of the archival documents easier, especially in those centers with huge entry of documents. It also showed that the method can accelerate the speed of identifying and retrieving of documents. Moreover, multilevel method will help describing the files formed in the past in different organizations of Iran and even the existing documents of the National Library and Archive of Iran. So, the method can be used in other archive centers.

Keywords