[Metadatalibrarians] folder names in archives question

[ybeever at austinisd.org]

If I should be directing this question to another list, please let me 
know! Thanks! This question is regarding the naming of folders in the 
archives, and I have two different situations to address.  Maybe we're 
thinking too hard on this (especially for a Friday!) :)   The librarian 
keeps stressing that these archives are finite, and cannot be changed.  We 
have physical archives, and are in the process of creating digital files 
of all the physical photographs and documents in the archives.

Short version: 
1). If there is a folder for an entity that didn't exist, does the folder 
(physical and digital) remain with the original name (and the correct 
information listed in the Finding Aid), or can the folders be changed to 
the correct name? 

2). If there is a folder for an entity that was frequently misspelled 
(Robinson for Robertson) in documentation, does the folder (physical and 
digital) remain with the original name, and the correction is noted in the 
Finding aid? 

All the metadata records reflect subject headings for the appropriate 
schools, and the authority records have See also references.


The longer version with examples:

First situation.
While creating the metadata record for one particular photo, I have been 
researching the schools involved.  The physical photo (and it's digital 
counterpart) is in a folder for Rice Elementary School. The first problem 
is that (apparently) this school did not exist when the photo was taken. 
The photo was labelled as the first hot lunch program in Austin schools, 
and the date was 1930.  The principal credited with the first hot lunch 
program is F.R. Rice.  Judging from the date of the photo, the hot lunch 
program, and the history of the principal, the school in the photo is most 
likely Gregory School.  There are five adults in the photo, and one is 
most likely F.R. Rice. I have noted in the description that F.R. Rice is 
most likely in the photo, that it is in the Rice Elementary folder, and 
that the school is most likely Gregory School.  I thought maybe the 
metadata record and digital photo should appear in the digitial hierarchy 
(in our DAMS) under Gregory School, rather than Rice Elementary.  Neither 
the physical nor digital photo has been moved from the Rice folders. 

The librarian brought up the fact that it may have been placed in the Rice 
Elementary folder because F.R. Rice (most likely in the photo) is the 
namesake of the Rice Elementary. Therefore, it may be appropriate to be in 
the Rice Elementary folder. 

However, another problem that cropped up: I have not found any 
documentation that "Rice Elementary School" ever existed.  I have sources 
that show Rice Secondary School existed.  However, staff directories (as 
well as district newsletters) only show that there was a Rice campus 
listed under the name of Oak Springs Elementary--it was never called "Rice 
Elementary".  If we find out there never was a school known as Rice 
Elementary (there is no folder for Rice Secondary) do we leave the 
physical and digital folders as is, and note the correction in the Finding 
Aid? There's only this one photo in the folder, so none will be added to 
it. 

Second situation:
A physical and digital folder was named Robinson Hill, named for a 
neighborhood in Austin, Robertson Hill.  The name has appeared incorrectly 
as Robinson Hill in a district book from the 1950s, and in other books and 
newspapers.  The correct name is Robertson Hill.  Do the physical and 
digital folders remain as "Robinson Hill" with the correction listed in 
the Finding Aid? 

 thanks!!!

Yvonne J. Beever
Catalog Librarian
Material Processing Center
Austin Independent School District
745 Mansell Ave., Austin, Texas 78702
ybeever at austinisd.org
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