Archival hierarchies: a comprehensive exploration of description levels
Akseli Gallen-Kallela, Mount Kenya, 1909 - 1910, 13 × 17 cm. Photo courtesy of Finnish National Gallery / Jenni Nurminen.
Archival hierarchies are essential to the organization and management of archival collections. They provide a structured way to categorize, describe, and access the vast amounts of information that archives contain. This structure helps researchers, historians, and archivists navigate collections efficiently and effectively. Understanding the hierarchical levels within archival systems is crucial for those involved in archiving, whether managing institutional archives or organizing personal collections.
This article explains each level of archival hierarchy in detail, provides real-life examples, and explains key archival principles that guide the organization of materials.
Origin: levels of description in archival hierarchies
This definition of archival hierarchies comes from institutions like the International Council on Archives (ICA) and the Society of American Archivists (SAA), which have played pivotal roles in shaping standards and developing guidelines that address both the traditional physical archives and the new challenges posed by digital preservation. You can find the ICA’s "General International Standard Archival Description" (ISAD(G)), which provides a framework for all aspects of archival work, not just archival hierarchies.
For readers looking to apply these standards in a standardized way, the Encoded Archival Description (EAD) is available as an implementation tool or schema designed to encode archival descriptions in a structured, machine-readable format that follows the international framework and guidelines for how archival materials should be described.
The archival principles of provenance and original order
Two key archival principles underpin this hierarchical structure: provenance and original order. The principle of provenance ensures that materials from the same creator are kept together, preserving the context in which they were created. (Note that provenance in the archival content has a different definition than provenance within an art history context, where researchers document the ownership history of artwork.)
Original order dictates that materials should be maintained in the arrangement established by their creator, whenever possible. This principle helps preserve the internal logic and context of the records, making them more meaningful for researchers.
For example, if an organization’s records were kept in chronological order during their creation, this arrangement should be preserved within the archive, helping users understand the flow and timing of events.
Archives often integrate these principles at different hierarchy levels. The principle of provenance is generally applied first. Records are grouped by their creator or source, and once that is established, original order becomes relevant within each group or collection. After establishing provenance, archivists will seek to preserve (or restore) the original order, if possible. This is not always feasible, especially if the records arrived at the archive in a state of disorganization or if the original order has been lost.
Ideally, both principles are applied together. Once the archivist has identified the provenance of a set of records, they will attempt to maintain or restore the original order of those records within the collection. However, sometimes the original order is not clear, incomplete, or impractical to maintain (e.g., if the records were already disorganized when received). In such cases, the archivist might focus more on preserving provenance while creating a logical order for the collection, which may mean rearranging some materials.
Foundation: levels of description in archival hierarchies
Archival hierarchies are composed of multiple levels, each representing a different scale or scope of archival material. The key levels of description are the item, file, series, and collection, with additional levels such as subseries or subfiles introduced in more complex collections. These levels are informed by two guiding principles of archival theory: provenance (maintaining records from the same creator together) and original order (preserving the arrangement established by the record’s creator).
Diagram of basic organizational structure.
The item: the smallest archival unit (the building blocks)
An item is the most basic and smallest unit in an archival hierarchy. It represents a single, discrete piece of material, such as a letter, report, photograph, or sound recording. Each item is a unique entity with its own characteristics and historical significance.
For example, consider a letter written by a prominent historical figure. This letter, as an individual document, would be categorized as an item within an archival collection. It stands alone as a unique record of a specific moment in time, providing insight into the thoughts, intentions, and actions of the person who wrote it. In a more modern context, a single email or digital photograph could also be considered an item.
Although the item is the smallest unit, it often contains the most granular details sought by researchers. Every item contributes to the overall value and integrity of the archival collection, even if its individual significance varies.
The file: grouping items together
A file is the next level up in the archival hierarchy. It consists of a group of items brought together because they share a common theme, purpose, or origin. A key characteristic of a file is that it represents an intellectual grouping rather than a physical one.
For instance, imagine an archive containing the personal papers of an artist. Within this collection, there might be a file labeled "Correspondence with Galleries." This file would contain letters, emails, and other communications between the artist and various galleries. While each document within the file is an individual item, together they form a file that provides a broader view of the artist’s professional relationships.
In digital archives, this concept becomes even more abstract, as digital files may exist as metadata or in virtual spaces without any physical manifestation. However, the file is essential for organizing and contextualizing individual items, whether digital or physical.
The series: organizing files by context (the organizational framework)
A series represents a larger grouping of files within a collection that share a common context, such as a function, subject, or origin. A series helps provide a logical framework for organizing multiple files, which in turn contain items.
For example, in an artist’s archive, there might be a series titled “Exhibition Records.” Within this series, there could be files such as "2020 Solo Exhibition," "2021 Group Exhibitions," and "2024 Individual work on loan." Each file would contain specific documents (items) related to its title, and the series as a whole would offer a comprehensive view of the artist’s exhibition history.
The subseries and subfile: adding layers of complexity
In some larger or more complex collections, archivists use additional layers such as subseries or subfiles to further refine the hierarchy. These subdivisions add nuance to the arrangement of materials, particularly when a series or file covers a broad range of topics or time periods.
For instance, in the series "Exhibition Records," there might be a subseries dedicated specifically to "Solo Exhibitions." Within this subseries, there could be subfiles for different years, such as "Solo Exhibitions 2010" or "Solo Exhibitions 2011." These additional levels allow for greater detail and organization within extensive collections, helping users navigate more efficiently.
Diagram of organizational structure with subseries.
The collection: the highest level of archival hierarchy (the container of all levels)
At the top of the archival hierarchy is the collection. It represents the entirety of materials that have been accumulated, curated, and preserved on a specific artist or topic.
For instance, the personal papers of a famous artist might be organized into a collection within a museum or foundation archive. This collection could include correspondence, manuscripts, drafts, photographs, and other documents. Each of these materials might be organized into series, such as "Correspondence," "Manuscripts," and "Photographs," with further subdivisions into files, subseries, and items.
The collection serves as the primary reference point for all other levels and provides the broadest context for understanding the materials it contains.
Real-life example: The Hilma af Klint Collection at the Moderna Museet Archives in Stockholm, Sweden.
To illustrate how archival hierarchies work, consider the "The Hilma af Klint Collection" held at the Moderna Museet Archives.
Collection Level: The "The Hilma af Klint Collection" contains letters, sketchbooks, notebooks, and various materials documenting the artistic journey of Hilma af Klint, a pioneering abstract artist.
Series level: One series within this collection is Exhibition Records, which contains materials related to the exhibitions of af Klint’s works, including brochures, press releases, and installation photographs.
Subseries level: International Exhibitions is a subseries within the Exhibition Records series. This subseries groups together records from her international art shows, such as exhibitions in London, New York, and Berlin.
File level: Within that subseries, a file is 2013 Retrospective at the Guggenheim Museum file, which contains exhibition catalogs, correspondence between the Guggenheim and the Moderna Museet, and promotional materials for the large retrospective of af Klint’s works.
Subfile level: Curatorial Notes and Catalog Drafts is a subfile within the 2013 Retrospective file. It includes notes from the Guggenheim curators, drafts of the exhibition catalog, and essays from art historians discussing af Klint’s influence on abstract art.
Item level: The final printed exhibition catalog from the 2013 Retrospective at the Guggenheim is an item within that subfile. It’s a specific catalog item containing descriptions of af Klint’s works, essays from critics, and biographical details.
The importance of archival hierarchies
Archival hierarchies are fundamental to organizing, preserving, and making archival materials accessible. The distinct levels of description—item, file, subfile, series, subseries, and collection—along with the principles of provenance and original order, help maintain both the integrity and usability of archives. By exersizing these concepts, archivists and researchers can ensure that archives remain dynamic resources for future generations.