Cataloguing archives

The main aim when cataloguing archives is to show how the records were created and used, whether produced by a person, local authority, estate, business or organisation. This means organising a catalogue to show the structure of the body that created the material, and not just putting everything in date order. For example a business archive catalogue will have sections on administration (e.g. minutes, legal records, annual reports), finance, staff, premises, sales, advertising, and so on.

Further advice is available from archives and record offices.

Archivists use national and international standards when cataloguing, and some of these are mentioned below. Specialist software is used, but basic catalogues can be produced with word-processing software.

Basic archival cataloguing principles: download as PDF document (56 kb)

ISAD (G), General International Standard Archival Description (2nd edition)  - provides guidance for the preparation of archival descriptions: download as PDF document (256 kb)

ISAAR (CPF), International Standard Archival Authority Record for Corporate Bodies, Persons, and Families (2nd edition) - provides guidance for preparing archival authority records describing entities (corporate bodies, persons and families) associated with the creation and maintenance of archives: download as PDF document (457 kb)

National Name Authority File (NNAF): download as PDF document (216 kb)

ISAF, International Standard on Activities/Functions of Corporate Bodies: download as PDF document (319 kb)