The list of terms defined below are used in our survey forms. Since archival definitions of words often differ from the more commonly used definitions, we have included the meanings of these words in the context of this survey project.
Arrangement – The system, if any, by which material is arranged within the collection. This can be via an alphabetical or numeric scheme, or some other system of arrangement.
Bibliographic Control – The degree to which the collection has been described using established descriptive practices. Many of the collections surveyed have no bibliographic control, although some do have inventories and finding aids.
Conditions Governing Access – A statement which indicates whether or not the collection is available to the public for research. Many of the collections we surveyed are in private residences, therefore we ask that you respect the privacy of the individuals or organizations who worked with us and do not attempt to contact them if their collection is not available for research.
Creator – The person or organization primarily responsible for creating or collecting the materials surveyed.
Date Range – The earliest and latest dates of material in the collection at the time it was surveyed. These dates do not necessarily coincide with the founding and disbanding of an organization or the birth and death of a person.
History – A narrative description of the creator’s life or history, developed from the sources listed below it. We work closely with the organization or person discussed to write the most accurate history possible.
Linear Feet – A measurement of the size of the collection, which is related to the amount of space a collection takes up on a shelf. One record carton is usually considered to be equal to one linear foot.
Scope and Content Note – A narrative description of the material in the collection, including its significance in relation to the history of the Asian/Pacific American community in the New York metropolitan area.
Survey (v.) – In the context of this project, to survey just means getting a general collection-level sense of an organization’s records or a person’s collection by noting the date range the materials cover ( ex. 1995-2009), how much material there is (ex. 8 linear feet), what kinds of materials and formats there are (ex. correspondence, press, research files, VHS, electronic files), and general subjects included (ex. case files relating to 9/11, immigration litigation files). (n.)– A narrative overview of the general contents of a collection consisting of the information obtained from surveying (see above).
Total Size and APA-related Size – The total size of the collection is measured in linear feet (see below) and includes all the material in the collection. In some cases, only a portion of the collection relates to the Asian/Pacific American community, and in those cases the amount of material is indicated by the APA-related Size.