Provenance of a Personal Collection – Archival Accession, Arrangement and Description

Genealogists have a lot to learn from archivists when it comes to the personal collection of documents we accumulate.

Accession

When new materials are received, the first thing an archivist does is record:

• where it came from
• who it belongs to
• roughly what is included
• any legal agreements or conditions of use imposed by the donor

My parents gave me a box of genealogical goodies few months back as they had moved to a smaller residence without stairs.    Dad said he doesn’t mind what I do with it.  These statements comprise a very informal, and somewhat vague, accession record.  When presented with such a collection, we often do not make notes of the provenance or context of the acquisition, but we should.

Accession information is generally included in archive catalogues only as a reference or access category, as some of it may be private e.g. the donor’s identity.  Acquired collections may resemble an auction job lot you bought for the one item that was not junk, so they need to be sorted and organised.  In archival terms, the collection needs to be arranged.

Arrangement

Archival arrangement collects items together in a way that preserves the provenance and context in which they were created and used.  The arrangement is reflected in the structure of the catalogue.  Each item is assigned a logical position within a hierarchy of categories.  Taking an example from my personal archive, the marriage certificate for Joshua Arthur Smith & Beatrice Elizabeth Davis (RWC/1/4/4), was acquired as part of a discrete bundle from Winifred Clarke (RWC/1/4) in connection with the death of Raymond Walter Coulson (RWC) and filed by his administrator (RWC/1).  I sorted the items in Winifred’s bundle by date of creation, as they weren’t in any order.

In a big archive’s online catalogue, you might only see the entry for the marriage certificate, but you need to check the hierarchy to get the full story.   My personal catalogue looks like this.

Description

Archival description pulls together the information needed to identify, manage, locate, and interpret the contents of a collection and explains the context of a collection’s creation and functions.  Information that applies to a whole group of items is included in the record for that level, becoming more specific at deeper levels of arrangement.  My example includes an item level description of the marriage certificate, and how and why it was acquired (i.e. the context) in other levels of the hierarchy.

Genealogical citation geeks may recognise many of the elements of a genealogical citation are included in my catalogue.  That makes me wonder why catalogue details are not embedded in digital images of documents we routinely download.  Now that would really add value to online data offerings.

Detailed description takes lots of time and archives receive many accessions, so do not expect archive catalogues to contain item level descriptions with names of people.   Only very important collections may be fully described.

Winnie’s collection

The collection accumulated by Winifred, known as Winnie, is an excellent springboard for researching her family, particularly the Smith side.  If you want to put a face to the name, she featured in ‘Is it George or Jack?  Engagement photograph identification’.  This collection identifies her parents, grandparents, and all 4 great-grandfathers.

Chart showing Winnie’s ancestors and the relationships of custodians of her collection

The chart presents Winnie’s relatives and shows people who have had custody of her parent’s marriage certificate (green), and the person whose death lead to its acquisition (red).  A bread crumb trail of custody is:

Beatrice & Joshua > Winnie > elderly residential home > Dad > Me

Marriage Certificate – Joshua Arthur Smith & Beatrice Elizabeth Davis

Bride: Beatrice Elizabeth Davis, aged 26
Groom: Joshua Arthur Smith, aged 41
Date: 23 May 1904
Location: St Saviours, Saltley, Warwickshire

Beatrice and Joshua appear on the 1911 census at 13 Ash Tree Cottages, Alum Rock Road, Saltley, Birmingham.  The household was headed by Clara Smith, Joshua’s mother and included 4 year old Winifred, the couple’s daughter.  I can’t help wondering if the mystery photo of an old woman and baby might be Winnie and her grandma Clara.

The National Archives reference for this census record is RG 14/18172/25.  Fancy trying out the catalogue?  Can you work out what each of the reference elements means?

The 25 item refers to the number marked on the schedule, a form comprised of one sheet of paper.  The catalogue does not include any item level information i.e. individual schedules, but the group of schedules.

© Sue Adams 2013