Addendum II - Revision history

DEV at 07:11, 19 March 2024

2024-03-19T07:11:44Z

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	As the illustration indicates, all the documents related to the Communications Area are gathered in a single general category and the subcategories, identified according to document types or their function, allow them to be better organized in an orderly and logical manner.		As the illustration indicates, all the documents related to the Communications Area are gathered in a single general category and the subcategories, identified according to document types or their function, allow them to be better organized in an orderly and logical manner.

	==== ~~<sup>~~What are subcategories?~~</sup>~~ ==== <!--T:78-->		==== What are subcategories? ==== <!--T:78-->

	<!--T:79-->		<!--T:79-->

DEV at 21:34, 18 March 2024

2024-03-18T21:34:48Z

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	= “How to Organize Physical Archives in 10 Steps” =		= “How to Organize Physical Archives in 10 Steps” =
	Marc Drouin		Marc Drouin with contributions from Daniel Barcsay and Ludwig Klee

	=== Introduction === <!--T:2-->		=== Introduction === <!--T:2-->

DEV at 21:31, 18 March 2024

2024-03-18T21:31:51Z

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	\|'''Docu- mentary Sub- series'''		\|'''Docu- mentary Sub- series'''
	\|'''Date'''		\|'''Date'''
	\|'''~~Docu- ment~~ Type'''		\|'''Document Type'''
	\|'''Brief Descrip- tion or Summary'''		\|'''Brief Descrip- tion or Summary'''
	\|'''~~Preser- vation~~ Status'''		\|'''Preservation Status'''
	\|'''~~Com- ments~~'''		\|'''Comments'''
	\|-		\|-
	\|1		\|1
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	\|'''Brief De- scription or Sum- mary'''		\|'''Brief De- scription or Sum- mary'''
	\|'''State of Preser- vation'''		\|'''State of Preser- vation'''
	\|'''~~Com- ments~~'''		\|'''Comments'''
	\|-		\|-
	\|'''2'''		\|'''2'''

DEV: Marked this version for translation

2024-03-18T19:49:59Z

Marked this version for translation

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	</translate>		</translate>
	[[File:<translate>General Archival Categories.jpg</translate>\|<translate><!--T:36--> thumb</translate>]]		[[File:<translate><!--T:145--> General Archival Categories.jpg</translate>\|<translate><!--T:36--> thumb</translate>]]
	<translate>		<translate>
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	</translate>		</translate>
	[[File:<translate>Documentary Series.jpg</translate>\|center\|thumb\|<translate><!--T:51--> 839x839px</translate>]]		[[File:<translate><!--T:146--> Documentary Series.jpg</translate>\|center\|thumb\|<translate><!--T:51--> 839x839px</translate>]]
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	<!--T:52-->		<!--T:52-->
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	</translate>		</translate>
	[[File:<translate>A box label.png</translate>\|center\|thumb\|A box label can display this information as follows\|<translate><!--T:56--> 487x487px</translate>]]		[[File:<translate><!--T:147--> A box label.png</translate>\|center\|thumb\|A box label can display this information as follows\|<translate><!--T:56--> 487x487px</translate>]]
	<translate>		<translate>

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	Once the team has decided how to prioritize the general categories for processing, it will then move on to this step for the first general category and the contents of its respective boxes. This first general category of collected materials constitutes the first documentary series of the final archive.		Once the team has decided how to prioritize the general categories for processing, it will then move on to this step for the first general category and the contents of its respective boxes. This first general category of collected materials constitutes the first documentary series of the final archive.
	</translate>		</translate>
	[[File:<translate>Documentary Series.jpg</translate>\|center\|thumb\|<translate><!--T:71--> 531x531px</translate>]]		[[File:<translate><!--T:148--> Documentary Series.jpg</translate>\|center\|thumb\|<translate><!--T:71--> 531x531px</translate>]]
	<translate>		<translate>

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	</translate>		</translate>
	[[File:<translate>The relationship between the general category and its documentary subcategories.jpg</translate>\|center\|thumb\|693x693px\|<translate><!--T:76--> The relationship between the general category and its documentary subcategories</translate>]]		[[File:<translate><!--T:149--> The relationship between the general category and its documentary subcategories.jpg</translate>\|center\|thumb\|693x693px\|<translate><!--T:76--> The relationship between the general category and its documentary subcategories</translate>]]
	<translate>		<translate>

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	</translate>		</translate>
	[[File:<translate>Documentary subseries.jpg</translate>\|center\|thumb\|804x804px\|<translate><!--T:82--> Documentary subseries</translate>]]		[[File:<translate><!--T:150--> Documentary subseries.jpg</translate>\|center\|thumb\|804x804px\|<translate><!--T:82--> Documentary subseries</translate>]]
	<translate>		<translate>

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	Below is an example of the information needed on a box’s final label:		Below is an example of the information needed on a box’s final label:
	</translate>		</translate>
	[[File:<translate>Example of the information needed on a box’s final label.jpg</translate>\|center\|thumb\|698x698px\|<translate><!--T:138--> Example of the information needed on a box’s final label</translate>]]		[[File:<translate><!--T:151--> Example of the information needed on a box’s final label.jpg</translate>\|center\|thumb\|698x698px\|<translate><!--T:138--> Example of the information needed on a box’s final label</translate>]]
	[[File:Organized archive.jpg\|thumb\|305x305px\|<translate><!--T:139--> Organized archive</translate>]]		[[File:Organized archive.jpg\|thumb\|305x305px\|<translate><!--T:139--> Organized archive</translate>]]
	<translate>		<translate>

DEV at 19:49, 18 March 2024

2024-03-18T19:49:35Z

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	</translate>		</translate>
	[[File:General Archival Categories.jpg\|<translate><!--T:36--> thumb</translate>]]		[[File:<translate>General Archival Categories.jpg</translate>\|<translate><!--T:36--> thumb</translate>]]
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	</translate>		</translate>
	[[File:Documentary Series.jpg\|center\|thumb\|<translate><!--T:51--> 839x839px</translate>]]		[[File:<translate>Documentary Series.jpg</translate>\|center\|thumb\|<translate><!--T:51--> 839x839px</translate>]]
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	</translate>		</translate>
	[[File:A box label.png\|center\|thumb\|A box label can display this information as follows\|<translate><!--T:56--> 487x487px</translate>]]		[[File:<translate>A box label.png</translate>\|center\|thumb\|A box label can display this information as follows\|<translate><!--T:56--> 487x487px</translate>]]
	<translate>		<translate>

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	Once the team has decided how to prioritize the general categories for processing, it will then move on to this step for the first general category and the contents of its respective boxes. This first general category of collected materials constitutes the first documentary series of the final archive.		Once the team has decided how to prioritize the general categories for processing, it will then move on to this step for the first general category and the contents of its respective boxes. This first general category of collected materials constitutes the first documentary series of the final archive.
	</translate>		</translate>
	[[File:Documentary Series.jpg\|center\|thumb\|<translate><!--T:71--> 531x531px</translate>]]		[[File:<translate>Documentary Series.jpg</translate>\|center\|thumb\|<translate><!--T:71--> 531x531px</translate>]]
	<translate>		<translate>

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	</translate>		</translate>
	[[File:The relationship between the general category and its documentary subcategories.jpg\|center\|thumb\|693x693px\|<translate><!--T:76--> The relationship between the general category and its documentary subcategories</translate>]]		[[File:<translate>The relationship between the general category and its documentary subcategories.jpg</translate>\|center\|thumb\|693x693px\|<translate><!--T:76--> The relationship between the general category and its documentary subcategories</translate>]]
	<translate>		<translate>

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	</translate>		</translate>
	[[File:Documentary subseries.jpg\|center\|thumb\|804x804px\|<translate><!--T:82--> Documentary subseries</translate>]]		[[File:<translate>Documentary subseries.jpg</translate>\|center\|thumb\|804x804px\|<translate><!--T:82--> Documentary subseries</translate>]]
	<translate>		<translate>

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	Below is an example of the information needed on a box’s final label:		Below is an example of the information needed on a box’s final label:
	</translate>		</translate>
	[[File:Example of the information needed on a box’s final label.jpg\|center\|thumb\|698x698px\|<translate><!--T:138--> Example of the information needed on a box’s final label</translate>]]		[[File:<translate>Example of the information needed on a box’s final label.jpg</translate>\|center\|thumb\|698x698px\|<translate><!--T:138--> Example of the information needed on a box’s final label</translate>]]
	[[File:Organized archive.jpg\|thumb\|305x305px\|<translate><!--T:139--> Organized archive</translate>]]		[[File:Organized archive.jpg\|thumb\|305x305px\|<translate><!--T:139--> Organized archive</translate>]]
	<translate>		<translate>

DEV: Marked this version for translation

2024-03-11T19:43:50Z

Marked this version for translation

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DEV at 19:43, 11 March 2024

2024-03-11T19:43:27Z

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DEV at 18:22, 3 March 2024

2024-03-03T18:22:01Z

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DEV at 11:00, 2 March 2024

2024-03-02T11:00:33Z

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	<!--T:119-->		<!--T:119-->
	For the removal of staples in particular, the use of a staple remover is not recommended, since the pliers pull out the staples instead of carefully removing them, thus easily tearing the paper. With the lab spatula, unfold the two ends of the staple on the back of the sheet, turn the sheet over, and lift the staple out without damaging the document. As a counterpart to the previous step of inventory and the final organization of the archive into documentary series and subseries, in this tenth and last step of the process, documents are given basic treatment with the aim of ensuring their preservation and future digitization.		For the removal of staples in particular, the use of a staple remover is not recommended, since the pliers pull out the staples instead of carefully removing them, thus easily tearing the paper. With the lab spatula, unfold the two ends of the staple on the back of the sheet, turn the sheet over, and lift the staple out without damaging the document.

	~~<!--T:120-->~~		</translate>[[File:Carefully remove all metallic elements from the documents.jpg\|center\|thumb\|938x938px\|<translate><!--T:123--> Carefully remove all metallic elements from the documents</translate>]]After removing the staples, clamps or clips, both sides of the pages of each document must be cleaned using a dry brush with soft, natural bristles, always sweeping from the inside out and frequently clearing away dust particles and dirt from worktables and floors.[[File:Brush both sides of each page.jpg\|center\|thumb\|909x909px\|<translate><!--T:124--> Brush both sides of each page</translate>]]
	We recommend turning off fans during the document cleaning process so as not to spread dust and dirt from the documents, especially spores or fungi. As in the previous steps, staff responsible for carrying out treatment measures must ensure that they wear all the necessary protective equipment.

	~~<!--T:121-->~~
	In this step, all metal elements prone to rust, such as staples, clamps, and clips are removed from the paper documents. Plastic elements, such as folders or acetate envelopes, should also be eliminated. Staples can be removed with a letter opener or lab spatula, always taking care not to tear the document and to properly dispose of recovered metal materials.

	~~<!--T:122-->~~
	For the removal of staples in particular, the use of a staple remover is not recommended, since the pliers pull out the staples instead of carefully removing them, thus easily tearing the paper. With the lab spatula, unfold the two ends.

	</translate>
	[[File:Carefully remove all metallic elements from the documents.jpg\|center\|thumb\|938x938px\|<translate><!--T:123--> Carefully remove all metallic elements from the documents</translate>]]
	[[File:Brush both sides of each page.jpg\|center\|thumb\|909x909px\|<translate><!--T:124--> Brush both sides of each page</translate>]]
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	Materials other than stapled paper documents, such as notebooks, logs or newspapers, can be packed using acid-free sheets of paper, as illustrated below:		Materials other than stapled paper documents, such as notebooks, logs or newspapers, can be packed using acid-free sheets of paper, as illustrated below:
	</translate>		</translate>
	[[File:Using acid-free sheets of paper.jpg\|center\|thumb\|790x790px\|<translate><!--T:130--> Using acid-free sheets of paper</translate>]]		[[File:Using acid-free sheets of paper.jpg\|center\|thumb\|790x790px\|<translate><!--T:130--> Using acid-free sheets of paper</translate>]]The same procedure can be applied to materials such as photographs, using chipboard or posterboard between each one and then packing several photographs inside a folded sheet of acid-free paper. Another alternative, in the event that the documents and materials are still being consulted or used on a regular basis, is tož use legal-size manila folders to group documents in the same '''subseries'''.[[File:Use of the legal-size manila folders.jpg\|center\|thumb\|799x799px\|<translate><!--T:131--> Use of the legal-size manila folders</translate>]]
	[[File:Use of the legal-size manila folders.jpg\|center\|thumb\|799x799px\|<translate><!--T:131--> Use of the legal-size manila folders</translate>]]
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DEV at 10:50, 2 March 2024

2024-03-02T10:50:34Z

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	<!--T:119-->		<!--T:119-->
	For the removal of staples in particular, the use of a staple remover is not recommended, since the pliers pull out the staples instead of carefully removing them, thus easily tearing the paper. With the lab spatula, unfold the two ends As a counterpart to the previous step of inventory and the final organization of the archive into documentary series and subseries, in this tenth and last step of the process, documents are given basic treatment with the aim of ensuring their preservation and future digitization.		For the removal of staples in particular, the use of a staple remover is not recommended, since the pliers pull out the staples instead of carefully removing them, thus easily tearing the paper. With the lab spatula, unfold the two ends of the staple on the back of the sheet, turn the sheet over, and lift the staple out without damaging the document. As a counterpart to the previous step of inventory and the final organization of the archive into documentary series and subseries, in this tenth and last step of the process, documents are given basic treatment with the aim of ensuring their preservation and future digitization.

	<!--T:120-->		<!--T:120-->