ARCLA as Subject
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LA as Subject Database User Guide

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The following style and definition manual provides guidance for filling out the submittal form for new entries into the LA as Subject database or for changing existing records.

Institutional Information | Collection Information | Access and Management Information
 

Institutional Information
 
Institution Type Select from the list below the kind of organization where the collection is held. (check all that apply)
  Archive Place where documents and other materials are stored
  Artist Person who creates cultural artifacts or is skilled in the arts; examples are painters, sculptors and writers
  Art Institution/ Center Organization that promotes visual or performing arts through education, preservation and presentation
  Charitable Organization Organization that promotes philanthropic donations or volunteer work to support a particular cause
 

Church / Mosque / Synagogue / Temple

Religious organization that serves the spiritual needs of a group of people according to a particular doctrine or a religious building used for worship
  College / University Institution of higher education
  Commercial Business Entity that operates for a profit
  Community Arts Organization Organization that coordinates business and creative services for arts institutions within a community
  Community Foundations Publicly supported charitable organization that aggregates donor funds to directly benefit residents of a community or geographic area; serves as a grantmaking body
  Community Organization Organization that promotes education about and study of a particular population group; represents community needs to broader public
  Community Service Organization Organization that is non-profit or government-run with programs intended to improve the quality of life for community residents; often grass roots or political in character
  Cultural Institution Institution that seeks to preserve and promote cultural aspects of a community
  Cultural / Professional Organization Organization that supports exchange of ideas and networking between people from similar arts or professional areas
  Festival Organization Organization that coordinates and promotes cultural events that are often held annually
  Foundation Organization that is supported by an endowment and makes grants to worthy causes
  Fraternal Organization Social organization that often incorporates rites and secret rituals; may operate as a charitable institution or perform works for the public good
  Gallery Display space for exhibition of cultural and artistic works
  Historic Site Place that is significant because of its historical, architectural, archaeological or cultural value
  Historical Society Organization that seeks to preserve the historical record for a geographic area or an institution
  K-12 School Institution of early childhood, primary or secondary education
  Library Collection of print and digital resources maintained for reference, reading or lending
  Monument Structure that commemorates an event or a person; examples include sculptures, buildings or gravestones
  Municipal- City City government and its agencies
  Municipal- County County government and its agencies
  Museum Organization that collects, studies, displays, and conserves cultural or scientific objects of value
  National Organization Organization that has the entire United States as its scope; may be a federal government entity
  Non-profit Organization Entity that exists to serve public interest rather than financial gain of its members or directors
  Private Collection Collection of materials owned by an individual, family, or private entity
  Public Benefit Institution Institution that offers services aimed at contributing to the efficacy of government and of public systems for the common good
  Public Sector Entity that is tax supported and under government control; examples include police, public roads, and public education
  Religious Organization Organization that promotes understanding of a particular religious belief, either to members or those outside the organization
  Research Center / Institution Organization that conducts research within a particular discipline
  State Federal Government State or national government and its agencies
  Study Center Small-scale resource that offers archival and other research material in a focused area
  Trade Association Organization that promotes the business interests of a specific industry
Mailing Name Institution's name used for mailing address purposes if different from the Institution Name.
Contact Person to whom correspondence should be directed. Enter salution in first box; first name is second box; last name in third box.
Location Neighborhood, city or region where organization is located; examples include Echo Park, Downey and San Fernando Valley
 

Collection Information
 
Description  Contents of the collection as related to the Los Angeles region; specific description of the holdings is advised to enhance retrieval.
Regions Covered  Neighborhoods, cities or regions represented in the collection; examples include Silver lake, Long Beach and Los Angeles region.
Types of Materials Select from the list below the kind of items that make up the collection; elements may be physical or digital and of any media. (check all that apply)
  Architectural Drawings Architect's drawings or blueprints for design and construction of structures
  Artist Files Collected artist's biographical information, artwork reproductions, gallery and exhibition catalogs
  Artworks Original works of fine art; examples include paintings, drawings, sculpture, and installations
  Audio Recordings Media used for the recording of sound; examples include audiotapes, digital audio recordings and phonograph records
  Books Sets of written or printed pages bound along one side, usually with protective outer covers
  Cultural Artifacts, Materials Objects made by people that are of cultural value and the substances used in their creation
  Databases Large collections of data, usually structured into records that facilitate entry, retrieval and update with software
  Diaries / Journals / Papers Personal written records of daily life and private letters or documents
  Digital Files Materials that are in electronic form; they may be original digital items or they may have been converted from print or other physical media
  Directories Compilations of personal names, organizations or other entities along with addresses, telephone numbers and other identifying details; examples include city directories and telephone directories
  Ephemera Collectable items, usually printed matter, not intended to have lasting value; examples include tickets, posters, and pamphlets
  Films / Videos / Moving Images Motion pictures recorded on film, videotape or digital media
  Institutional Publications Works published by an organization that represent the institution in some manner; examples include newsletters, press releases, journals and exhibition catalogs
  Institutional Records Organization documents that are retained primarily to record the history of that organization. Use "Official records" for documents that have legal or historical significance
  Large Format Papers Oversize items such as folios, maps or drawings
  Manuscripts Works written by hand or typed, or original works of an author submitted for publication
  Maps Flat, scale representations of some part of a world that show natural and artificial features
  Memorabilia Objects collected for their historical, cultural or nostalgic value
  Microfiche / Microfilm Film with miniaturized images of print or graphic material used for storage, preservation and reproduction of the original material
  Newspaper Clippings News articles or other items cut out from a newspaper
  Newspapers Publications issued daily or weekly that contain news articles, editorials, and advertisements; usually printed on newsprint
  Official records Company, government or organization documents that are retained for legal, evidential or historical value
  Oral Histories Recorded or transcribed interviews with persons who have firsthand experience with historical events
  Photographic Equipment Cameras, lighting gear, photographic processing tools and projectors
  Photographs Still images produced using a camera and then reproduced on light sensitive surfaces such as paper, glass or metal
  Postcards Cards printed with an image on one side with space for a message and mailing address on the reverse
  Press Clippings Articles or other items cut out from journals, magazines, newsletters, or press releases
  Press Releases Statements issued for publication or broadcast that generate news coverage or publicity for organizations
  Printed Works Written or graphic items produced with a printing press
  Prints/Posters Copies of pictures made by transferring image from one surface to another; posters are prints made as announcements, advertisements or as works of art
  Rare Books Valuable and often irreplaceable books that are in demand by collectors and others
  Scripts Texts of stage plays, motion picture screenplays, television or radio programs, including dialogue and stage instructions
  Serials Publications issued at regular intervals such as newspapers, magazines, journals and newsletters
  Slides Images printed on transparent material and mounted in a rigid frame for projection on a screen
  Statistical Data Collections of statistics which may be used for secondary analysis, often in electronic format; examples include population statistics and economic statistics
  Unprocessed Materials that have not been reviewed for classification
  Yearbooks Annual publications that compile facts and figures about a particular subject or institution for the preceding year. Also includes publications issued by secondary or post-secondary educational institutions that document the previous school year
 
Sectors of the Population Select from the list below the sectors of the population represented in the collection on Los Angeles. Populations are groups of people or organizations that share a common history, cause, ethnicity, geographic territory or other characteristic. (check all that apply)
  Artistic Communities Groups of artists often united around a common aesthetic principle or who live and work in the same area
  Business Entities that operate for a profit
  Clubs / Services / Social Orgs Groups of people who meet regularly around a common interest
  College / University Faculty Educators from institutions of higher education
  Community Service Organizations Organizations that are non-profit or government-run with programs intended to improve the quality of life for community residents; often grass roots or political in character
  Developmentally Disabled People with mental retardation
  Education educational institutions and concerns; includes pre-schools, K-12, colleges, universities, museum education departments and tutoring services
  Employment Wage earners and small business owners
  Gender Specific Distinct communities of women or men
  Homeless People without a home or permanent residence
  Labor Unions Organizations comprised of workers that negotiate collectively with employers over wages, benefits and working conditions; includes trade unions and guilds
  LGBT Communities centered around gender identity or sexual preference; includes lesbians, gay men, bisexuals, and transgender people (LGBT).
  Migrant Workers Workers who move from one region to another for labor opportunities, usually in agriculture or seasonal industries
  Musicians People who perform, conduct or compose music
  People with disabilities People with disabilities such as blindness, paraplegia, or mental illness
  Politics / Government People and organizations involved in political affairs and public administration
  Professional People who earn a living in one of the learned professions; examples include accountants, doctors, lawyers, librarians and teachers
  Religious People and organizations that promote understanding of a particular religious belief, either to members or those outside the organization
  Seniors Elderly people, especially those who have retired from work
  Sports People and organizations involved in athletic activities and competition
  Students People dedicated to learning, usually by attending school
  TV / Film / Radio People and organizations involved in producing and distributing television, films and radio works
  Veterans People who served in the armed forces as soldiers, sailors or marines
  Youth Children, teenagers and young adults
  Ethnic Cultures   
  African Descent People whose forebears were from the African continent
  Armenian Descent People whose forebears were from Armenia
  Asian Descent People whose forebears were from Asia or Southeast Asia
  European Descent People whose forebears were from Europe
  Jewish Descent People whose forebears were Jewish
  Mexican Descent / Chicano / Latino People whose forebears were Mexican or Latin American
  Middle Eastern Descent People whose forebears were from the Middle East
  Multiethnic People whose forebears were from two or more ethnic groups
  Native American Descent / indigenous People whose forebears were residents of the Americas before the arrival of Europeans
  Economic Group  
  At or below Poverty Level People with an income below what is considered necessary for the meeting minimal amount needed to live in a particular society
  Highest Income People who control great wealth; the upper class or economic elite
  Lower to Middle Income People whose income is above poverty level, but does not rise above the middle range of income of the whole population
  Middle to Upper Income People whose income is at the middle range up to highest income; often comprised of professional and business people
 
Access and Collection Management Information
 
Access How and when a collection may be used and under what conditions  
  Onsite technology Computer equipment or media viewing equipment available
  Workspaces Areas set aside for work, such as desks, study tables or carrels
  Access procedures Terms which must be met before accessing the collection. May include approval from organization staff or an advance appointment.
 
Collection Management How a collection is organized, maintained and developed
  Catalog system  Method used to systematically order materials in order to facilitate their storage and retrieval; examples include collection management systems, library databases, accession number records and printed card files.
  Digital formats Materials are in electronic form; examples include text databases, digital images, digital audio files or statistical data files
  Repository Space for storing archives or collections; may also be a library designated to receive and retain government documents
  Loans to outside Archival materials or collection objects are lent to other institutions for exhibition or display
  Exhibited Archival materials or collection objects are publicly shown
  Exhibited onsite Archival materials or collection objects are publicly shown at the institution
  Exhibition frequency How often exhibitions are held during a twelve month period
  Donation frequency How often donations of archival materials or collection objects from the public are accepted by the institution during a twelve month period
  Purchases Institution purchases archival materials or collections to augment existing holdings
  Formalized purchases Purchase of archives and collections are a formal part of the institution's mission
 
Outreach Methods of publicizing collection, making materials available and raising public awareness of the institution and its offerings
  Brochures / Flyers / Pamphlets Printed publications of one to five or more pages, used for promotional or educational purposes
  Class visits Scheduled tours for school groups
  Conferences / Conventions Attendance of meetings sponsored by organizations with similar goals and interests
  Directories Maintaining listing in compilations of organization names or other entities along with addresses, telephone numbers and other identifying details; examples include city directories and telephone directories
  Exhibitions Presents art shows and other exhibits
  Festivals Participation in periodic season or program of cultural events or entertainment
  Internet Maintains a presence on the Internet with a website and email contact
  Library Events produces readings, exhibits and other events at the library
  Mailings Sends batches of institutional publications to a selected list of addresses through the postal service; examples include newsletter and press release mailings
  Meetings Sponsors gatherings focused on organization interests
  Newsletter Issues a serial publication detailing newsworthy items from the institution
  Newspapers Submits event notices and press releases to newspapers
  None No outreach effort
  OCLC / RLIN Contributes bibliographic records to OCLC or RLIN
  Online Catalog Maintains a computerized library catalog that is available to library users
  Public lectures / programs Produces performances, talks and workshops that are open to the public
  Publications Issues books, serials and other publications
  Radio / TV / Video Submits event notices and press releases to radio and television outlets
  Reports Issues reports to disseminate institutional research
  Student Orientations Tours that familiarize students with institutional offerings
  Study Guides Issues publications that provide context, definitions, and bibliographies for a particular scholarly area
  Telephone Provides contact directly by telephone
  Word of Mouth Relies upon publicity generated by one person telling another about the organization
  Other Enter outreach methods used that are not listed above

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Last updated:9/14/03