1. Help Center
  2. Digital Archive Guide

How to determine an archival hierarchy: levels of description

Archive resources can be assigned to various hierarchical levels depending on the type of resource. This article explains the hierarchical levels of archival resources.

You can specify the hierarchical type of resource for each archive resource. Select from a drop-down menu whether it is a Collection, a Series, a File, or an Item. 

An item is the smallest archival unit within the hierarchical system, e.g., a letter, memorandum, report, photograph, or sound recording. 

A file is a collection of documents grouped together as part of the archiving process. It is an intellectual grouping of documents that is to be distinguished from a physical folder. Individual documents (i.e., items) are given a collective identity and shared context in a file.

A series describes the assemblage of records within a collection that have been grouped based on their context. Records may be grouped into a series because they originate from the same collection or share a similar attribute resulting from their creation, preservation, or use. By establishing a series within a collection, researchers will better understand where to find specific items. 

A collection is the highest hierarchical level within an archival storage system. It represents the totality of archival material that originates from the same source, be it an institution or individual. The content of a collection can be grouped based on common characteristics such as acquisition type, creator, subject, language, medium, or collector name. 

These terms and definitions come from the Encoded Archival Description (EAD) and the General International Standard Archival Description (ISAD(G)). The ISAD(G) is an international framework standard for cataloging archival materials. Navigating.art has integrated this standard into its platform to align the acquisition of archival materials and the cataloging of your collections with the internationally recognized archival description standards. 

How levels of description relate to one another

Bildschirmfoto 2024-09-04 um 3.35.03 PM

The four levels are arranged hierarchically.

  • A collection contains all other categories. It can contain series, files, and items.
  • A series sits below the collection and above a file or item. It can contain several files and items.
  • A file can be part of a collection or a series. A file can contain several items, but it can't contain a series or collection.
  • Items are the smallest entity in the hierarchy. An item can be part of a file, series, or collection if no other subcategories exist. An item cannot contain an item, file, series, or collection. An item can only consist of a single archival unit and cannot contain any other archival material. 

Example

A collection may contain archival materials relevant to the research of an artwork or project. The materials can first be divided into different series, e.g., “correspondences,” “documentation,” and “miscellaneous.” The series “correspondences” can then be divided into files, each containing correspondence with different people. In this case, the smallest level would be the individual letters in the files. The other series can also be subdivided: Thus, the series “documentation” can be divided into different subject areas on the level of files, e.g., clippings and notes. The documents in the files “clippings” and “notes” represent the items.