|
HOW TO USE RECORD GROUPS
Archival practice is based on the principles of provenance
and original order. Material is arranged according to the
source (office of origin or person) who created it rather
than grouping all materials on one subject together. Whenever
possible, records in each archival accession are arranged
in the order in which they were originally created, maintained,
and used. Their arrangement often reflects the way the material
was looked at or used by a particular person or office.
 Different
collections are arranged according to Record Group Numbers
(RG#s). A record group is a body of records created or kept
by a person, office, or organization. Each record group will
contain only material created by, received by, or pertaining
directly to one individual or distinct group. In an academic
archives, a separate record group will encompass the records
of each major administrative unit. Record series can help
to organize materials and, while rare in personal papers and
collections, often exist in corporate bodies. Typical record
series are subject files, project files, chronological correspondence
files, and minutes and agenda files.
This Archives' Record Group list is based on the hierarchical
structure of the College. Since the final authority in the College
rests with the Board of Trustees, that body is assigned RG#
1. The Baptist Collection, because of the Baptist Church's close
connection with the founding of the College, is assigned RG#2.
The President's Office is assigned RG# 3 with each individual
President receiving their own subgroup number. The numbering
continues through the different departments and groups on campus
to RG# 74, biographical information about individuals, and RG#
77, donated collections. The first subdivision of a Record Group
Number is designated by a "/" with following subdivisions
designated by "."
The master RG list is kept in the Reference Librarian's Office
and a duplicate copy is kept at the Archives desk. Whenever
possible, the documents received on a daily basis are assigned
an existing RG#. Occasionally, however, a new group or committee
is formed and a new RG# must be assigned. As much as possible,
the new RG# should relate organizationally to the existing
list. This is done either by the Archivist or the Reference
Librarian with the other informed of the addition. Student
workers do not usually assign RG#s. Numbers are penciled in
to the RG lists, which are updated at least once a year, but
may be updated more often if needed.
Go to Record Groups
|
