ARCHITECTURAL RECORDS ARRANGEMENT AND DESCRIPTION © Waverly Lowell

STANDARD SERIES Make it easier for: Researchers Processors Automation Are intended to be flexible not fixed Are designed to work for the records you have in each collection

STANDARD SERIES A guide to series and subseries that are commonly found in architect’s papers Not all series and subseries will be found in each collection some collections may have series or subseries not listed here

STANDARD SERIES I. Personal Papers II. Professional Papers III. Faculty Papers IV. Office Records V. Project Records VI. “Large Projects” VII. Art and Artifacts VIII. Additional Donations

PERSONAL PAPERS A. Biographical Information (original) B. Diaries C. Correspondence D. Student Work/Education E. Travel F. Personal Photographs G. (Unique Subseries)

PERSONAL PAPERS Unique Subseries -- Examples: Family Papers Military Service Creative writing Art Work on paper (not related to profession)

PROFESSIONAL PAPERS A. Correspondence B. Writings (related to the profession) C. Lectures/Presentations D. Research Notes (original) E. Faculty Papers F. Associations and Committees G. Awards H. Reference Files/Subject Files (secondary) I. Printed Materials J. (Unique Subseries)

FACULTY PAPERS A. Personnel files (CV, Merit promotions) B. Administration C. Lecture Notes D. Course Outlines E. Research Notes F. Student Works G. (Unique Series)

OFFICE RECORDS A. Administrative B. Correspondence C. Photographs (if part of marketing dept) D. Presentation Materials (i.e. boards, models) E. Public Relations F. Legal Records G. Financial Records H. Clippings/Tear sheets/Clipbooks I. Scrapbooks J. Product Literature K. (Unique Subseries)

PROJECT RECORDS A. Files B. Specifications & Contracts (if filed separately by firm) C. Photographs D. Drawings E. (Unique Subseries) [eg. Models]

“LARGE” PROJECTS A. Files B. Specifications & Contracts (if filed separately by firm) C. Photographs D. Drawings E. (Unique Subseries)

ART & ARTIFACTS artworks created or collected by the architect three-dimensional objects (other than models)

ADDITIONAL DONATIONS Drawings or other records donated by individuals in addition to the main body of the collection. do not include accretions from the original donor

Description

FINDING AIDS Front Matter Narrative: Biographical/Firm/Historical Title Page Table of Contents Descriptive Summary Administrative Information Narrative: Biographical/Firm/Historical Scope and Content Note Colophon Series Description Container List Project Index

TITLE PAGE Collection Name, Collection Dates Institution Contact information Processor (optional), date processed Funding source (optional)

DESCRIPTIVE SUMMARY Collection Title (Last Name, First Name) Inclusive Dates Collection Number Creator (Last Name, First Name) Extent (Number of Containers) Birth and Death dates Language

DESCRIPTIVE SUMMARY - EXAMPLE Collection Title: John Funk Collection Inclusive dates: 1929-1988 Collection Number: 2002-1 Creator: Funk, John Cooper (1908-1993) Extent: 4 boxes, 6 flat file drawers, 1 tube Language: English

ADMINISTRATIVE INFORMATION Access Statement Publication Rights Preferred Citation

ADMINISTRATIVE INFORMATION – EXAMPLE Access Statement Collection is open for research.   Publication Rights All requests for permission to publish, reproduce, or quote from materials in the collection should be discussed with the Curator. Preferred Citation [Identification of Item], William G. Merchant / Hans U. Gerson Collection, (2001-15), Environmental Design Archives, University of California, Berkeley.

ACQUISITION INFORMATION Repository Additional information optional source

BIOGRAPHICAL/ FIRM/ HISTORICAL NOTE significant dates major projects information about creating unit that provides insight to understanding the collection, its organization, and its contents concentration on a certain period or subject should not be definitive or interpretive cite the sources used

SCOPE AND CONTENTS overview of both physical and intellectual contents collection’s size, date span, and organization list the series briefly describe each series include types of records name subjects, activities, projects, or events highlight areas of particular interest may include collection’s provenance

SERIES LIST Series Number and Title, Series Dates Box Numbers (when appropriate) Arrangement Statement (if useful) Descriptive Paragraph Sub-series List Sub-series descriptive paragraph

SERIES LIST - example PERSONAL PAPERS, 1929-1988 Box 1, Flat File Arranged chronologically. A. Student Work B. Photographs C. Reference Files OFFICE RECORDS, 1941-1965 Box 1 A. Licenses B. Exhibition Materials C. Clippings and Published Material PROJECT RECORDS, 1937-1985 Box 1-3, 6 Flat file drawers Arranged alphabetically by project. A. Files B. Drawings C. Photographs

ARRANGEMENT STATEMENTS Arranged alphabetically. Arranged alphabetically by project. Arranged hierarchically. Arranged chronologically. Arranged by job number.

DESCRIPTIVE PARAGRAPH example C. Drawings Projects include commercial, governmental and residential buildings, including the Alaska Yukon Pacific Exposition Complex, the Spreckels buildings, the Gregory residences, and several Berkeley office buildings. Includes various project stages, with drawings on trace and linen as well as blueprints and Vandyke prints.

CONTAINER LIST- example Box Folder Title Date SERIES I. Personal Papers 1884-1892 1 1 In Memory of John Galen Howard 1931 1 2 "The Tech" Student Paper, Dec. 1884, J.G. Howard, ed. 1 3 Ecole des Beaux-Arts, class programmes ca. 1891-1893 1 4 Ecole des Beaux-Arts, notes and assignments ca. 1891-189 1 5 Sketchbook, Europe ca.1891 FF 1 Watercolors, Europe ca.1891 7 7 Photographs n.d., 1891-1892 FB Ecole De Beaux-Arts Certificates 1891-1893

PROJECT INDEX Lists all formats related to a single project including drawings, photographs, slides, manuscript/text/financial materials, and/or details Lists descriptive material for each project such as location, date, type of project, collaborator and photographer incorporates the location of the materials, substituting for the folder list for all project records

PROJECT INDEX- Data Elements project number project name/client/title location state date project type collaborator (or variable of firm name) photographer set of fields to designate types and location of any materials related to the project.

PROJECT INDEX - example