The catalogue includes item level descriptions of individual
documents of objects. It also includes collection or fonds level descriptions
and descriptions for other levels of description as follows.
Fonds. This originally meant “all the files” and refers to
the whole of the records – that is a description for the entire collection of
records organically created during the course of a person’s or organisation’s
function and activities.
Sub-fonds. The highest sub-division which corresponds with
the administrative sub-division within the organisation, or reflecting a type of
record.
Series. Records arranged in accordance with a filing system
or maintained as a unit because they result from the same accumulation or
activity, have the same form or have another relationship arising out of their
creation or use.
Sub-series A sub-division of a series, for a more complex
organisation or collection
File An organised group of documents put together for use by
the creator. This is usually the basic unit with a record series e.g. a file of
documents, a bundle of deeds.
Item Smallest intellectually indivisible archival unit e.g.
letter, photograph