Central New York Library Resources Council Documentary Heritage Program How to Create Finding Aids
What is a Finding Aid?
A finding aid is a guide to the contents of a collection of historical records. It gives detailed information on what is found in a particular collection. Finding aids are the tools used to provide information and access to records of interest to researchers (personal papers, letters, manuscripts, photographs, etc.).
What is a Collection?
A collection is any group of materials brought together on the basis of a common characteristic. For example, The Rome Turney Radiator Company Records Collection is the accumulated records of that company between 1905 and 1933. This collection includes a wide variety of material, such as correspondence, financial records, and photographs, amassed by the Rome Turney Radiator Company in Rome, New York, during the course of business. Other examples of collections are:
- The Papers of L. Frank Baum,
- The Lorenzo Collection
- Guide to the Laura (Riding) Jackson Collection
A collection is named after the creator of the collection. The creator may have produced the materials, gathered the materials based on a central subject, or a combination of both. Collections should not be named after the donor if he or she did not create the collection.
How are Finding Aids Different from Catalog Records?
Finding aids differ in the level of access provided. Catalog records are of a fixed or limited length, are uniformly structured and lend themselves easily to MARC (machine-readable cataloging) format. They are intended to point researchers toward relevant materials or collections. Catalog records do not go into great detail; they simply let researchers know that there is information on a particular subject. The next step for the researcher is to contact the repository that the MARC record directed them to and ask to see a collection finding aid. Finding aids build on the summary information provided in the catalog record. They provide the detail the researcher needs to verify that this collection has the information they seek. They can identify specific parts of the collection that researchers might want to examine. Finding aids can include as much information as time, staffing and finances permit.
How Should the Materials be Arranged?
The original order of the collection should remain intact. Preserving the original order of a collection preserves the context of the records and can often provide researchers with valuable information that they need in their search. For example, if the creator organized the correspondence by date, leave it that way; do not try to impose a new order on it. The creator had a reason for arranging it that way; do not try to second-guess it. Only if the collection has arrived at the repository in total disarray should the archivist try to impose some new order on it.
What Are the Mechanics of Creating Finding Aids?
Writing a good finding aid requires quite a bit of hands-on work and research. You will need to become familiar with the contents of the collection and the history of the people or organizations in it. This may involve inspecting the contents of each box and folder in order to gain enough information to prepare an adequate guide. By the end of the process, you should become knowledgeable about the contents of the collection and be able to provide reference assistance to future researchers.
What is Included in a Finding Aid?
Finding aids begin with basic introductory information which includes:
- title/name of the collection
- inclusive dates
- size of the collection (total volume)
- name of repository
- any restrictions on use
Additionally, the following sections should be included:
- Provenance
- This section of a finding aid provides background information on the collection. It explains how the repository came to obtain the collection and where it was created. Occasionally, it may include information on the condition of the collection upon transfer to the repository.
- Historical or Biographical Note
The Historical Note provides information on the history of the business or organization whose records are contained in the collection (i.e. Oswego Starch Company). It gives the researcher the background information necessary to understand the collection. The biographical note gives information on the person or family whose records are represented in the collection (i.e. The Smith Family Papers).
- Scope and Content note
The scope and content note provides information on the records, such as format (photographs, drawings, correspondence etc); content (bulk date ranges found, if there are apparent gaps or weaknesses in the collection or if there are truly unique or important items in the collection); and how the records are arranged. This part of the finding aid will give researchers a better understanding of how to use the collection efficiently.
- Series Descriptions
This section summarizes the contents of each records series (i.e. correspondence, financial records). It includes the series title, volume of records, inclusive dates and subjects found in the series.
- For example:
Correspondence, 1870-1939, 5 lin. ft.
- The correspondence consists of notes, cards, letters, and telegrams received by family members. Arranged alphabetically by recipient, therein chronologically.
- Financial Records, 1906-1934, 2.5 lin. ft.
Financial records include bank statements, bills, and accounting reports. Arranged chronologically.
- Box or Container Listing
This provides information to facilitate retrieval of items in the collection. It provides a list of the contents of a box or container including title and inclusive dates.
Box 1
Folder 1, Correspondence, Madilyn Taylor Smith, 1870-1892.
Folder 2, Correspondence, Rose Smith Green, 1875-1920.
Box 2
Folder 1, Financial Records, 1870-1880.
Folder 2, Financial Records, 1881-1890.
How Detailed Should Finding Aids Be?
Be complete, but be concise. Anticipate the needs and expectations of your researchers and balance this with the time, money and personnel available to your institution.
What if a Patron Wants to See an Unorganized Collection that Does Not Yet have a Finding Aid?
First, is the request for access from a scholarly researcher or someone doing personal research? Does the researcher need to meet a deadline or could they wait until the processing of the collection is completed? Giving access to an unprocessed collection with no finding aid may compromise security as there is no accurate record of the materials contained in the collection. Might there be items of financial value (stamps, signatures, etc.) or fragile items (brittle paper)? If you choose to give access, instruct the researcher in the art of handling these materials carefully and give them access to the collection only in a secure setting. Let them know that you would welcome any information about the collection that might be included in the finding aid. This will allow you to gain some insight into the records that you may not already have. This could be the first step toward creating an excellent finding aid. If the collection is large, consider giving access only to parts of the collection at a time.
Additional Resources:
(All titles are available through the CLRC DHP Library)
- Arranging and Describing Archives and Manuscripts. Miller, Fredric M. Society of American Archivists Fundamentals Series, 1990.
- Archives, Personal Papers and Manuscripts. Hensen, Steven L. Society of American Archivists Fundamental Series, 1990.
- A Glossary for Archivists, Manuscript Curators, and Records Managers. Bellardo, Lewis J. and Lynn Lady Bellardo, Society of American Archivists Fundamental Series, 1992.
- Guidelines for Arrangement and Description of Archives and Manuscripts: A Manual for Historical Records Programs in New York State, New York State Archives, 1995.
- Keeping Archives. Pederson, Ann, Society of Australian Archivists, 1987.
This handout is designed to assist organizations in creating finding aids for their historical records collections. It is not intended to be the only source consulted for information, but rather it is an explanation of the basic components of a finding aid and a guide to more information. We hope that it will serve as a checklist for professionals and as a tool to assist in training volunteers or others working to make historical records accessible to the public.
Created by Central New York Library Resources Council Documentary Heritage Program Advisory Committee
For more information contact:
Susan Hughes, Regional Archivist
6493 Ridings Road
Syracuse, NY 13206
Phone: 315/446-5446
Fax: 315/446-5590
E-mail:
hughes@clrc.org
Posted on 07/15/08