Dynamic descriptions:
Australian strategies for the intellectual control
of records and recordkeeping systems1
132
Abstract
This paper provides an overview of Australian approaches to the intellectual
control of records. It commences with an examination of the work of Peter Scott
and the development of the so-called 'series system'. The paper then summarises
more recent developments in Australian thinking, including the emergence of
recordkeeping continuum theory and related post-custodial thinking, both of
which can be seen as developments of Scott's theories to meet the imperatives of
the electronic age.
Based on the Australian tradition, this paper argues the need for intellectual
control and archival descriptive systems that reflect the true complexities of
dynamic recordkeeping practices, rather than those widespread archival descrip
tive practices which are based on a static, post-hoc bibliographic approach to
description. It argues that provenance cannot be reduced to a simple one-to-one
relationship between records and a creator, as the term 'fonds' has come to
signify. Rather, the true power and richness of provenance needs to be reflected
in our descriptive systems. Such a view of provenance involves the mapping of
dynamic contextual relationships between entities. These relationships underpin
the operation of recordkeeping systems and govern the creation and capture of
records. The entities involved can include individuals, families, organisations,
governments, project teams, functions and activities. Intellectual control
systems should provide separate descriptions of these entities, their relationships
and recordkeeping systems, thus facilitating the dynamic linking of descriptive
elements to create meaningful and user-friendly descriptions.
In conclusion, this approach to intellectual control is related to recent
Australian initiatives to develop metadata standards for electronic record
keeping, in addition to an overarching national standard for the intellectual
control of records.
133
ADRIAN CUNNINGHAM
1 Edited version of a paper presented at a symposium organised by the Royal Society of Archivists of the
Netherlands to honour the centenary of the publication of the Manual for the Arrangement and Description
of Archives by Muller, Feith and Fruin, Amsterdam, 23 October 1998.
