Case file
Definition
A compilation contains information about the acquisition and management of fonds or collections in the Archives Permanent Collection. Case files typically comprise paper records and electronic records.
Introduction
Case files have permanent value to an archival repository.
Contents of a case file
Each fonds or collection has a case file that contains administrative records about the fonds or collection. Case files are maintained in paper and electronic form and may also include records stored in a database or enterprise content management system (e.g., accession record or entries in the Register of Digital Storage Devices). Case files provide vital information about the Archives Permanent Collection.
The following table describes some, but not all, of the documents that are typically found in a case file.
Document | Activity | Description |
|---|---|---|
Correspondence with donor(s) | Acquisitions | Correspondence pertaining to the negotiation of the donation agreement, management of fonds / collection, and other as |
Donation agreement | Acquisitions | Legal document that explains the terms and conditions of the transfer of ownership from an external donor to the University. Produced during acquisition activities. |
Transfer agreement | Records management | Signed departmental records transfer form (must be signed by department contact and by Archives staff), |
Accession record | Accessioning | Form that summarizes standard information about material acquired by an archival repository and the process of acquiring the material. |
Archival appraisal report | Archival appraisal | Report that summarizes the methodology and outcomes of an archival appraisal. Records the criteria used to identify material from the appraisal unit that is selected for permanent retention. |
Monetary appraisal report | Monetary appraisal | Report that summarizes the methodology of an external qualified appraiser invited to determine the fair market value of the material selected for permanent retention. |
Cultural property application | Monetary appraisal | Application to have an acquisition certified as Canadian cultural property by the Canadian Cultural Property Export Review Board (CCPERB). |
License agreement | Rights management | Legal agreement that outlines the terms and conditions of a license for the University to reproduce and/or distribute digital copies of copyrighted material. |
Researcher agreement | Access services | Legal agreement that outlines the terms and conditions that allow a researcher to access restricted information in the Archives Permanent Collection. |
Legacy descriptive information, inventories, etc. | Processing | Box lists, inventories, and other descriptive information that has been superseded by multi-level finding aids published and maintained in the Archives Catalogue. |
Processing plan | Processing | Report that summarizes the levels of processing and other details of a project to process a fonds or collection. |
Deaccession record | Archival appraisal | Form that summarizes information about previously acquired material that has been re-appraised and determined to be no longer suitable for permanent retention. Deaccession records explain the rationale for the deaccession and the disposition of the materials removed from the Archives Permanent Collection. |
Training material
Case study: Case files at the Dalhousie University Archives
The Dalhousie University Archives wiki includes information about the management of case files, which are considered to be a form of University administrative records.