Definitions of Archival Terms

Architectural drawings

drawings made for the design and construction (or documentation of design and construction) of sites, structures, details, fixtures, furnishings, and decorations, as well as other objects designed by an architect or architectural office.

Archives

this term can refer to archival records, the institution responsible for the care and control of archival records or the repository in which archival records are stored.

Audio visual records

see Moving images.

Cartographic record

maps or scale drawings showing a portion of the linear surface of the earth or of a celestial body (such as maps, charts, plans and related materials including globes, atlases, topographic and hydrographic charts, cartograms and relief models, and aerial photographs).

Collection

an artificial accumulation of documents brought together on the basis of a common characteristic, such as subject, medium, name of collector, etc.

Conservation

the physical care and maintenance of archival materials, including cleaning, storage and repair.

Copy

at the Archives of Manitoba, we make a distinction between the terms copy and reproduction. The term copy refers to any photo mechanical process such as photocopiers, microprinters and microscanners.

Corporate body

an organization or association of persons that is identified by a particular name and that acts, or may act, as an entity. Typical examples of corporate bodies are societies, institutions, business firms, nonprofit enterprises, governments, government agencies, religious bodies, places of worship and conferences.

Description

a standardized recording of information about the structure, function, creation and content of archival records.

Electronic records / records in electronic form

records that are encoded for manipulation by a computer.

File or item

the lowest level of description, including files of documents or individual documents that might come in a variety of forms and media. These might include: a letter, a film, a photograph, a map, a journal, an architectural plan.

Finding aids

descriptive tools which contain information about archival records and facilitate research into the records. Some examples are: card catalogues, inventories, guides, indexes and lists.

Fonds

all of the records/documents, regardless of form or medium, created and/or received and used by a particular individual, family, corporate body or government body in the course of the creator's activities or functions.

Holdings

a general term which refers to the entire inventory of archival records, of any medium, in the custody of the archival institution.

Listing

a list of files or items in a particular fonds or series.

Location code

at the Archives of Manitoba, this is the unique code assigned to a file, item or box of records. This number is required to order the record for viewing.

Moving images

visual images, with or without sound, which may present the illusion of motion when viewed. Also referred to as audio visual records.

Preservation

any effort to extend the lifespan of an object by improving the methods used to care for it. This includes safe handling, security, storage, and environmental conditions.

Record

recorded information in any form, created or received by a person, family, corporate or government body in the course of the creator's activities or functions.

Record creator

person, family, corporate or government body that created archival records.

Reproduction

at the Archives of Manitoba, we make a distinction between the terms copy and reproduction. The term reproduction refers to the making of a duplicate image through a photographic process.

Series

a group of records which is organized as a unit and documents a specific activity or function. Within a fonds, there may be several distinguishable series of records.

Sound recording

a document on which sound has been recorded and may be played back.

Still image records

documents in the form of pictures, photographs, illustrations, prints, and the products of other pictorial processes.

Sub-series

within a series of records, records may be arranged further into sub-series groupings. These might arise out of a particular classification or filing system.

Textual record

written records, whether handwritten, typescript, published, or generated by any other means, which are accessible to the eye without the aid of a machine.