Orthmayr Flóra: The Lowest Levels of Archival Hierarchy: Adapting the Container List to ScopeArchiv. In: Nina Gostenčnik (szerk.): Tehnični in vsebinski problemi klasičnega in elektronskega arhiviranja. Popisovanje arhivskega gradiva. Zbornik mednarodne konference. Maribor, 2016. 505–514.
Tehnicni in vsebinski problemi klasicnega in elektronskega arhiviranja, Radenci 2016 by adding notes and avoiding abbreviations. It had to be considered that the rows would be independent records now: though they appear as lists in the archive plan view, but as search results they will stand alone. For example where all the rows were described only as “records” with an interval of registration numbers and the date of creation, it was a good idea to include the short version of the name of the fond in the title of the list items. 3.4.3 Building a structure 3.4.3.1 Archival levels above the containers The regulations prescribed the container lists to be attached to fond or subfond level; the structure below these levels was to be included in the lists. This was manageable as long as the lists were separate documents, but already in the Registrum system there were different representations. Although the table structure was not optimal for inserting titles, nevertheless, many archivists opted for this to mark a series or subseries in the list. In other cases, when the lists appeared attached to these lower levels, an official version could be produced only by unifying them. With the container lists formally becoming part of the archival structure, their content has to be divided among the lowest archival levels, even though the ordinal numbering of the containers refers to their place within the whole fond or subfond but not in the series. In the old container lists, group titles that were not officially registered as series or subseries could also appear. There were three ways to treat them: make them officially into archival levels (series or subseries); include them as “technical levels” to make the structure better organised; or drop them as separate records while including their information content in the title of all records on the lower levels below them. 3.4.3.2 Archival units in storage units Since regulation required the title and date of creation for all archival units in a storage unit for a proper container list, in most cases there were many rows in the table for each container. Preserving the old list form, these records and whole containers appear on the same level in the new structure. This is still the most effective form, provided there are not too many archival units in the containers. There are, however, certain cases where the option of having two levels (archival units below container level) is worth considering even though this obviously demands more preparatory work. This is the case when a) the original container list would be very long (thousands of lines), but the list of the containers is much shorter (there are more than ten archival units for most of the containers); b) researchers often place orders for a whole container rather than for separate archival units in it (it generates a lot of useless documentation if they have to order each archival unit one-by-one instead of the full box); c) the items of the original list could not be shown online at the Query (because they contain sensitive data), but a general description of the contents of the whole container can be useful to the professional researcher. 511
