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Archive survey ReportsIndexing Collection Descriptions for the CASBAH database (Word document)Surveying Archival Collections:
About the CASBAH Archive Pilot Surveys
Why were archive collection surveys conducted?
One key aim of the CASBAH project is to contribute to the process of identifying archival collections, printed sources, and audiovisual materials directly about, or related to either Caribbean societies with colonial links to Britain or the history of Black and Asian People in the Britain. Surveying and identifying archival research resources is one step in reaching this objective. What is an archive collection survey?An archive collection survey is a way of gathering information about the range, content, and extent of targeted archive holdings . In conducting pilot surveys:
One deliverable of the CASBAH project is the creation of reports and guidance notes for finding, documenting and making accessible research resources related to Caribbean Studies and the History of Black and Asian people in the UK. The archive collection, as well as the Printed Sources and Audiovisual materials surveys, lies at the heart of this documentation. Click Here for further details on the surveying of Printed Sources and Audiovisual materials in UK Library collections Does this represent a national pilot survey of relevant archival collections?No. Conducting a comprehensive national survey of research resources in Caribbean Studies and the history of Black and Asian in the UK is beyond the remit of this project. What you will find in the database is neither exhaustive nor definitive, but rather more in keeping with the project's demonstration status: a demonstration of a particular mapping of relevant research resources available in the UK. Together with the supporting documentation of the mapping exercises found here and in other areas of the CASBAH website, the aim is to:
How were the contributing record offices, archives, and local study units selected?1) Core CollectionsCASBAH partners' and the ICS's own holdings represent the most significant national collections relating to Caribbean studies and the history of Black and Asian people in England. Archive surveys were conducted first at CASBAH's partner institutions. Click Here to view the list of CASBAH partners and Associates with archive collections which were surveyed by CASBAH staff between May 2000 - December 2000. 2) Collections in five selected regionsCollection surveys were then conducted in the following regional areas:
The regions were chosen for the following reasons:
Click Here to view the list of repositories in the five selected regions between March 2001 - September 2001. 3) The targeting of repositories for specific collections The final phase of the surveying of archival collections involved targeting specific record offices and archives for collections related to the following areas which previous survey work had revealed needed more development:
The selecting of sites to target was based on information gathered from the following key sources:
Click here to view the list of targeted record offices, archives and repositories Click here for further details about the results of CASBAH's scoping questionnaires How were the surveys organised?The background research conducted by Samantha Collenette (Project Officer from January - September 2000), and the significant changes made to the survey method in March 2001, were crucial to how the surveys were organised. The background research included assessing and incorporating into the CASBAH methodology:
Drawing on these sources, the following key aspects of CASBAH's survey methodology were developed:
Thematic and Geographic spreadThe aim to uncover national research resources in Caribbean Studies and Black and Asian peoples in the UK and Caribbean Studies meant that the differences between these subject areas had to be incorporated into the CASBAH archive survey methodology. Factors we had to consider included the following:
In view of these factors, a combination of the two approaches - geographic and thematic - was developed and incorporated into the survey methodology. Once the surveys were completed - obvious gaps could then be filled in. Thematic spreadThe following themes were used alongside the strengths of the selected repository to select which collections to survey
Geographic spread - See 'Collections in selected regions'Delineating our subject areas - Caribbean, Black and
Asian Interest Field
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| Example: A collection relating to an African-Caribbean in Britain should be flagged as 'Black' and a collection referring to Black or Asian people in the Caribbean should be flagged as 'Caribbean'. |
For further details see:
Scope of the project and CASBAH's scope and content field for archival collections
Targeted Records
Black
and Asian History
Caribbean
studies
Black and Asian History
The aim is to include collections which contain material about the lives and roles of Black and Asian people in Britain - Black and Asian peoples must be specifically mentioned. We are covering all possible time periods, but mainly from the 17th century. The following table provides a list of targeted record types, together with examples.
| 1. Collections
relating to individuals For example:
The people included do not need to have a national profile. They may be significant within a local context or be represented in a collection by letters or papers held at the repository. 2. Records of Black or Asian organisations, businesses institutions or movements For example:
3. Records of an organisation, business, institution or movement primarily concerned with Black and Asian people For example:
4. Records of an organisation, business, institution or movement which would include Black or Asian people among its users For example:
5. Records of an organisation, business, institution or movement in which Black and Asian people played a significant but not exclusive part For example:
6. Records of an organisation, business, institution or movement that significantly influenced Black and Asian people's lives For example:
7. Records of individuals with friends or interest in Black and Asian people For example:
8. Collections with 'hidden' Black and Asian people. Collections that contain significant or extensive material about Black and Asian people but whose titles or main emphasis do not indicate the presence of such material For example:
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Caribbean studies
The aim is to include in the CASBAH database collections which
cover the particularities of English-speaking Caribbean
societies, as well as providing evidence of the colonial links
among English, Welsh and Irish people and the Caribbean through
slavery, colonialism, trade, land and family connections:
Anguilla, Antigua & Barbuda, the Bahamas, Barbados, Belize,
Bermuda, British Virgin Islands, Cayman Islands, Dominica,
Grenada, Guyana, Jamaica, Montserrat, St Kitts and Nevis, St
Lucia, St Vincent and the Grenadines, Trinidad and Tobago, and
the Turks and Caicos Islands.
Caribbean studies does not just relate to Caribbean history but spans a wide range of academic disciplines including geography, literature, culture, politics, religion, social sciences, economics, women's studies, music, anthropology etc. and subjects such as agriculture, commerce, international relations, sport, trade, heritage, education, medicine, architecture, migration, natural history etc.We are covering all possible time periods, but mainly from the 17th century.
The following table provides a list of targeted record types, together with examples.
| 1. Collections
of individuals from/ connected to the Caribbean For example:
For example:
3. Records of organisations, movements or institutions with connected with colonial rule and administration which significantly involve Caribbean people or significantly include the Caribbean within its remit For example:
4. Records concerned with immigration from/ emigration to the Caribbean For example:
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Survey Procedure and recorders
What follows is a simplified checklist of CASBAH's archives survey methodology.
- Research collections, find relevant collections and areas you suspect would be fruitful.
- Strike up correspondence with resident archivist or record manager whose expertise is vital
- Organise the date and length of the visit
- Collaborative with resident archivist in choosing the collections to target
- Decide which themes to follow
- Request details of the finding aids available,and if possible get copies in advance.
- Conduct background research at the Historical Manuscripts Commission
- Establish if there are any electronic versions of the descriptions
- Write a methodology for the survey including: (a) the finding aids available;(b)the list of targeted collections (c) and the organising themes of the survey survey schedule for the week primary and secondary aims in case of problems or additional time.
- Input data into Access database
- During visit keep daily journal
- Write a survey report
- Provide feedback to repository and maintain contact
The above procedure was modified in March 2001:
- The four remaining surveys were conducted by Project Researcher & Project Officer , with one survey conducted by the Project Researcher & Project Manager
- Visits to local libraries to in regards to Printed Sources and Audiovisual materials
- Visits to local organisations involved in Black and Asian ethnic groups
- Appointments with academics based in local universities and study centres on research into the local and national life of Black and Asian communities
- The development of the survey reports to include these areas of activity and to also include local and demography information of the area.
The surveys were conducted by the following CASBAH staff:
- London Metropolitan Archives - Roiyah Saltus - Blackwood
- Trades Union Congress - Roiyah Saltus - Blackwood
- Modern Record Centre - Roiyah Saltus - Blackwood
- Wolverhampton Archives and Study Centre - Roiyah Saltus - Blackwood
- Institute of Race Relations - Roiyah Saltus - Blackwood
- Greater Manchester County Record Office - Carol Dixon & Roiyah Saltus - Blackwood
- Labour History Archives and Study Centre - Carol Dixon & Roiyah Saltus - Blackwood
- Record Office for Leicestershire, Leicester and Rutland - Carol Dixon & Roiyah Saltus - Blackwood
- Glamorgan Record Office - Carol Dixon & Roiyah Saltus - Blackwood
- Butetown History and Arts Centre - Carol Dixon & Roiyah Saltus - Blackwood
- Public Record Office of Northern Ireland - Julie Evans & Roiyah Saltus - Blackwood
- Glasgow City Archives - Carol Dixon & Roiyah Saltus - Blackwood
- Public Record Office - Mairi Robertson & Carol Dixon
- Institute of Commonwealth Studies - Mairi Robertson
How was the data collated?
Archive collection descriptions were formatted in the latest
version of the General International Standard Archival
Description which is produced and controlled by the International
Council on Archives. ISAD(G) has 26
elements, but the 5 elements that are considered essential for
international exchange of descriptive information are as follows:
- Reference code
- Title
- Date(s) of creation or date(s) of accumulation of the material in the unit of description
- Extent of the unit of description
- Level of description. (If the name of the creator is not included in the title, then the element of description that contains that name is also essential for international exchange.)
The ISAD(G) template used by CASBAH is given below. For full details of the formulation of information in each of these elements can be found on the International Council on Archives website and the UK Office for Library Organisation and Networking (UKOLN) website
ISAD(G) Template
AREAS
[IDENTITY STATEMENT] [ CONTEXT] [CONTENT AND STRUCTURE] [CONDITIONS OF ACCESS AND USE] [APPLIED MATERIALS] [NOTES]
What are the additional features of CASBAH's ISAD(G) template?
Administrative fields
| FIELD | EXPLANATION |
| Site Id | Unique record identifier number |
| Description Id | Auto-incremented database record identifier number |
| Parent ID | This field is used to link lower level descriptions to the collection-level description. The 'Parent ID' field will be retained for database administration purposes, but hidden from the collection descriptions displayed to users. |
| URL field | The 'URL' field will be retained to allow this information to appear above the collection description record. |
| Complete or Incomplete | This field is used to track the completion of the collections. The field will be hidden from the information displayed to users. |
Amendments to ISAD(G) fields
| FIELD NAME | AMENDED FIELD | EXPLANATION |
| Dates | 'date from' & 'dates to' | Separate data elements in MySQL allows both sets of dates to be searched |
| Legal Status | Field has been hidden from the database table and data from this field transferred to the 'Conditions of Access' field. | |
| Archivist's Note | Recorder's note | Referred to as 'Recorder's Note' on the CASBAH database. To be used to provide additional information not housed in any other field. |
| Acknowledgments | The 'Acknowledgments' field will remain hidden and all data associated with this field transferred to the Recorder's note field |
Remaining Additional fields
| FIELD | EXPLANATION |
| Caribbean, Black Asian Interest | CASBAH's subject areas. Please see 'scope of the project' for more information |
| Specific ethnic group(s) | This field allows for the recording of the ethnic groups that fall under the three broad headings: Caribbean, Black or Asian. The names of the ethnic groups are taken from (1) the records themselves and (2) Census classification. This field has been introduced to as a way to develop further CASBAH's commitment to specificity, and to push beyond ''umbrella' terminology. Please see 'scope of the project' for more information. |
| Subject | This field is used to indicate the subject matter of the collection. Linked to UNESCO Thesaurus, a controlled vocabulary, as well as CASBAH terms |
| Name | The names of personal or corporate bodies associated with the collection, or the subject of it. Where possible, the National Council on Archives' Rules for the Construction of Personal, Place and Corporate Names was followed. |
| Place | The geographical/spatial coverage of items in the collection. Where possible, the National Council on Archives' Rules for the Construction of Personal, Place and Corporate Names was followed. |
The 'Scope and content' field
ISAD(G) CONTENT AND STRUCTURE AREA Scope and content / Abstract PURPOSE: To identify the subject matter and the form of the unit of description to enable users to judge its potential relevance. RULE: Give a brief summary of the subject content (including time period) of the unit of description. Include information on form as appropriate for the particular level of description. Do not repeat here information already given elsewhere in the description. |
The table provided above outlines the purpose and rules governing the 'scope and content' field. The archive descriptions in the CASBAH database which have been formatted in ISAD(G) conform to these rules, with a slight variation: lower level references have been included in the collection description.
The reason for this amendment is twofold:
- Very often relevant records were listed as lower-level references and there was an need to ensure that these lower-level reference were highlighted in the collection descriptions.
- The was also a need to ensure the integrity of the archive collections, and to keep the relevant lower level references connected to their 'parent' collection.
CONTENT AND STRUCTURE AREA Scope and content / Abstract CASBAH's amended rule PURPOSE: To identify the subject matter and the form of the unit of description to enable users to judge its potential relevance. Rule: Give a brief summary of the subject content of the unit of description. Include information as appropriate for the particular level of description. Include information (title & ref number)of relevant sources found in lower levels of description. |
MySQL - The CASBAH Database
All CASBAH data is held in a central relational MySQL database at the University of London Computing Centre, which interacts with a web interface via PERL scripts.
The database contents cover:
- The collection descriptions
- Indexing terms
- Thesaurus
- Administrative data.
Researchers can use the database to:
- Browse descriptions by repository
- Conduct searches using two types of text search engines
- Search using personal, corporate and place names indexes
- Use a subject thesaurus based on the UNESCO thesaurus, but supplemented by CASBAH terms
Please click Here for further information on how to search the CASBAH database
About the Archive Survey Reports
CASBAH's
Partners and Associates
Surveys conducted in the five selected regions
Information gathered from targeted repositories
CASBAH's Partners and Associates
The archive survey reports of CASBAH's partners and associates provide the following information:
- Overview of repository
- List of collections that were surveyed
- List of collection descriptions uploaded to the CASBAH database
- Additional information and summary notes
- If applicable, guides and other relevant resources
Click Here for the Archive Pilot survey reports of five core Collections represented by CASBAH Partners and Associates
Surveys conducted in the five selected regions
The reports for surveys conducted in the five selected regions provide the following information:
- Overview of regional area
- Local Activities related to the aims of the CASBAH project (including visits, local research activities, publications, selected theses)
- The Survey
· Thematic Spread
· Survey data
· Notes in regards to the development of a survey strategy for CASBAH's subject areas
· List of collection descriptions
· Collection descriptions - extract(s) - Acknowledgments
Click Here for the Archive reports of the pilot surveys conducted in the five selected regions
Information gathered from targeted repositories for specific collections
The summaries provide the following information:
- Overview of repository
- List of collection descriptions that have been uploaded to the CASBAH database
- Additional information and summary notes
- If applicable, guides and other relevant resources
- Acknowledgments
* Information was not gathered by CASBAH staff, but sent in by archivists and record managers on location.
Click Here to read the summaries
Archive Pilot surveys of five core Collections represented by CASBAH Partners and Associates
Click on the site names listed below to access the survey report:
- London Metropolitan Archives (May 2000)
- Trades Union Congress Library Collections (June 2000)
- Modern Records Centre (July 2000)
- Wolverhampton Archives and Local Studies (Sept 2000)
- Institute of Race Relations (Nov 2000)
- Public Record Office (Dec 2001)
- Institute of Commonwealth Studies (Mar 2002)
Archive pilot surveys conducted in five selected regions
Click on the site names listed below to access the survey report:
- Greater Manchester County Record Office (March 2001)
- Labour History Archive and Study Centre (March 2001)
- The Record Office for Leicestershire, Leicester and Rutland (June 2001)
- Glamorgan Record Office (July 2001)
- Butetown History and Arts Centre (July 2001)
- Public Record Office of Northern Ireland (August 2001)
- Glasgow City Archives (September 2001)
Archive collections and associated data gathered from targeted UK repositories
- Bedfordshire and Luton Archives and Records Service
- Birmingham City Archives
- The Carnival Archive and Study Resource, Middlesex University
- George Padmore Institute
- Gloucestershire Record Office
- Imperial War Museum, Photograph Archive
- Lambeth Archives Department - (Also, click Here to view a selected list of records not found on th CASBAH database)
- McKenzie Heritage Picture Archive
- Suffolk Record Office - Ipswich Branch (Also, click Here to view the document Suffolk and India)
- Theatre Museum - Museum of the Performing Arts
- Yaa Asantewaa Arts and Community Centre
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