Record Set (Ομάδα εγγράφων)
Ορισμός
One or more Records that are intellectually brought together at some Date, by an Agent, wherever the Records may reside and whatever the shared properties or relations among them may be.
Σκοπός:
1) In a particular context, an Agent (e.g. administrator, records manager, archivist, end-user, etc.) selects the member Records of a Record Set based on a shared property or properties, or a shared Relation or Relations. The grouping of the Records serves a purpose or purposes specific to the context of the Agent.
2) By exception, some Records are brought together based on their not belonging in the context of selection to other designated groups: a Miscellaneous’ series for example.
3) The selection and grouping, for example, may represent the act of classifying the Records in accordance with a formal classification scheme that may be based on function, subject, organizational structure, or other criteria; an act of archival arrangement (e.g. based on common provenance); or some other selection and grouping that fulfils a particular purpose or purposes (e.g. a classification that reflects or supports the purposes of a researcher). The Record Set created by an Agent in the course of life or work events and Activities should be kept in a manner that preserves context and evidential value.
4) Records Sets may also contain other Records Sets. Both a Record Set and a Record may simultaneously be a member of more than one Record Set, and over the course of its existence, a Record Set or Record may be a member of an indeterminate number of Record Sets in an indeterminate number of contexts.
5) Record Sets and Records contained within a Record Set may be ordered into a sequence based on a common property or relation, or common properties or relations (e.g. alphabetical by Agent or related Place name); chronological order by an allocated Date; or some other criterion (e.g. an imposed order by relevance).
6) One or more Records in one context may be subsumed or incorporated into a Record in another context to form a new Record. Such a ‘compound Record’ should not be confused with a Record Set.
2) By exception, some Records are brought together based on their not belonging in the context of selection to other designated groups: a Miscellaneous’ series for example.
3) The selection and grouping, for example, may represent the act of classifying the Records in accordance with a formal classification scheme that may be based on function, subject, organizational structure, or other criteria; an act of archival arrangement (e.g. based on common provenance); or some other selection and grouping that fulfils a particular purpose or purposes (e.g. a classification that reflects or supports the purposes of a researcher). The Record Set created by an Agent in the course of life or work events and Activities should be kept in a manner that preserves context and evidential value.
4) Records Sets may also contain other Records Sets. Both a Record Set and a Record may simultaneously be a member of more than one Record Set, and over the course of its existence, a Record Set or Record may be a member of an indeterminate number of Record Sets in an indeterminate number of contexts.
5) Record Sets and Records contained within a Record Set may be ordered into a sequence based on a common property or relation, or common properties or relations (e.g. alphabetical by Agent or related Place name); chronological order by an allocated Date; or some other criterion (e.g. an imposed order by relevance).
6) One or more Records in one context may be subsumed or incorporated into a Record in another context to form a new Record. Such a ‘compound Record’ should not be confused with a Record Set.
Σχολιασμός:
Αξίζει να σημειώσουμε ότι το Record Set σύμφωνα με τον ορισμό είναι, καταρχήν, εννοιολογική κατασκευή και δεν εξαρτάται από την φυσική αρχειοθέτηση ή την θέση / τοποθεσία (όταν πρόκειται για ηλεκτρονικά/ψηφιακά αρχεία) στην οποία βρίσκονται τα Records που το αποτελούν.
1) Στο (1) διευρύνονται οι Agents που σχηματίζουν ένα Records Set, περιλαμβάνονται εκτός από τον παραγωγό και άλλοι παράγοντες, ακόμα και οι αρχειονόμοι.
2) Στο (2) αναγνωρίζεται ρητά η "νομιμότητα" των Records Sets που συνήθως δημιουργούμε υπό τον άβολο τίτλο: διάφορα, ποικίλα, και πάντα μας δημιουργούν ένα πρόβλημα.2)
3) Στο (3) επεκτείνεται και διασαφηνίζεται σε μεγάλο βαθμό το (1). Αναγνωρίζεται ωστόσο ρητά, και για να μην υπάρξουν, προφανώς, παρεξηγήσεις ότι τα Record Sets που δημιουργήθηκαν από τον παραγωγό πρέπει να τηρούνται.
4) Στο (4) αναγνωρίζεται η δυνατότητα πολλαπλής ή ακόμα και παράλληλης προέλευσης.
5) Στο (6) επαναδιατυπώνεται η διαφορά μεταξύ ‘compound Record’ και Record Set
Παραδείγματα: Cotton Manuscripts Collection; miscellaneous papers and fragments; papers of the Earls of Liverpool; official correspondence of the 1 Earl of Liverpool
Properties: Record Set Specific
Common | Properties of the Records Set | Properties that MAY be Shared by All Members of a Record Set | Properties Summarizing the Members of a Record Set |
Globally Persistent Id and other ‘local' ids | Accrual Note | Conditions of Access | Content Extent |
Name | Accrual Status | Conditions of Use | Physical or Logical Extent |
General Note | Arrangement | Content Type | Scope and Content |
Authenticity and Integrity Note | Encoding Format | ||
Classification | Language Information | ||
History | Media Type | ||
Type | Medium | ||
Production Technique | |||
Record State |
RiC-IM Records in Contexts - Informatic Model (RiC v0.1 draft): Record Set