Begin with the End in Mind: A Records Management & Archives ...

Finding aids vary in the level of detailed description they provide users. Since archivists
describe materials at the group level, often based on series—as opposed to libraries, which
describe on the item level (for example, a book)—the descriptions are intended to give
patrons an overview that provides the context of the material. In other words, archives
patrons should not view one document in isolation, but rather in relation to other documents
within the legislator's body of records.
6.5 Reference: Access and Use
Archivists don't preserve records simply to save them from destruction and deterioration or
for some other political or personal motivation; they
want the public to use them. Archivists provide
reference services "to aid patrons in locating materials
relevant to their interests." In order to facilitate this,
archivists conduct a reference interview with the
patron. This allows the archivist to assess the patron's
research interests and information needs, assist in
identifying relevant collections and instruct the patron
in the proper handling and use of the archival
material.
6.5.1 Restricted information
Texas State Archives, circa 1990s, TSLAC
Archivists understand that certain series of records found in legislative collections, such as
constituent correspondence and case work, may contain personal and legally protected
information. Before providing access to such information, archivists follow specific
procedures, as codified in Texas law, for reviewing material before its release to the public.
The records, however, may be requested for research under the provisions of the Public
Information Act (V.T.C.A., Government Code, Chapter 552). The researcher may request an
interview with an archivist or submit a request by mail, fax or e-mail, including enough
description and detail about the information requested to enable the archivist to accurately
identify and locate the information requested. If the Texas State Archives review reveals
information that may be excepted by the Public Information Act, archivists are obligated to
seek an open records decision from the Attorney General on whether the records can be
released. The Public Information Act allows the Archives ten working days after receiving a
request to make this determination. The Attorney General has 45 working days to render a
decision. Alternately, the Archives can inform the patron of the nature of the potentially
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