3.1 Quick Guide for New Archivists

Here are some recommendations if you are new or start from scratch. Please keep in mind that these are my own views, but I think they might help:

  1. Write down your in-house cataloguing rules for everyone to use and revise and update over time.

  2. When you start from scratch: Inventory first, then work in layers. Don't always go for the perfect catalogued record at the point of creation; all required data and information may not be immediately available and records can always be added to and enhanced gradually or later.

  3. Use Identifiers, i.e. unique identifiers such as an assigned record number and/or ones from other agencies such as EIDR, ISAN, VIAF, etc.

  4. Use and cite references and sources for your data wherever possible.

  5. Your data is not neutral, reflect your choices, but don't hide the humans behind the data.

  6. Embrace your legacy data and institutional history - and then make a plan to bring it into your database! Contextualise it.

  7. Have more than one cataloguer if you can - the database and data quality is a shared responsibility.

  8. Since we mentioned it: ideally HAVE at least one professional cataloguer in your institution and someone responsible for maintaining controlled terms/vocabularies.

  9. Share your data even if it is incomplete or even incorrect. We have all been there. Update where you can and whenever you can.

  10. Enjoy the beauty of a nicely catalogued data record. It keeps you going.

Adelheid Heftberger Head of the CDC