Predecessor and successor bodies: What organizations preceded it in carrying out its mandate/function and activities and what organizations succeeded it. If there were any amalgamations, name the entitities involved and summarize the amalgamation.
Administrative relationships: Show the relationship between the body and any higher bodies that have authority over it and any bodies that it controls. Describe any changes in the relationships.
Administrative structure: Describe the structure and organization of the body, including significant branches and divisions.
Names of the corporate body: Record any changes in the official name of the body and also any popular names by which it was known (eg., The "Saskatchewan Government Insurance Office" was commonly referred to as "SGIO" before it was shortened to "SGI"').
Names of chief officers: If this seems important, record the names of those persons acting as chief officers of the administrative unit being described.
Other information: Anything that doesn't fit within the above areas but seems important.
All of these sub-elements can be lumped together as a narrative (in which case the order may be changed to facilitate the smooth flow of the text) or separated into distinct sub-elements which should be introduced by a standard introductory word or phrase. Most archivists use a narrative format for the Administrative History.
Biographical Sketch
Basic rules:
- Essentially, an administrative history for people and families used to describe the history and activities of the individual or family that created the records.
- always to be found in fonds and sous-fonds level descriptions.
- only found at the series and sub-series level if the persons who created the records are different from those described at the fonds level.
- At each level in which it is being used, provide information relating only to the persons responsible for the records being described.
The reason for including a Biographical Sketch is to provide the user with an understanding of the context in which records were created. A good Biographical Sketch should be concise and endeavour to include information that relates to the following sub-elements:
- Names: Full names, married names, aliases, nicknames; place and date of birth and death; marital data; and the names of children. Include information about the family origin.
Place of Residence: Where the family/individual lived and for how long.
Education: Give information about the formal education of the person(s) involved.
Occupation, Life and Activities: This will include information about:
- the principal occupation(s) and career or life work of persons
- the activities of families
- any other activities important to an understanding of the life of the person or family
- important relationships with other persons, families or organizations
- offices held
- significant accomplishments including honours, decorations and noteworthy public recognition.
Other Information: Anything else that seems significant but doesn't fit into the above areas.
Again, at each level include only information that is specific to those who were responsible for the creation of the particular records being described. As in the Administrative History, most archivists use a narrative format for the Biographical Sketch.
