4.0 ORGANIZATIONAL SCOPE AREA

DEFINITION:	This category identifies an organization's functions and activities.
DISCUSSION:	(see subcategories)
>>Purpose:	This category focusses on describing the functions and activities of an organization, because these are its reason for existing. Organizations are formed to address the need to accomplish some purpose (although that purpose may seem unnecessary or poorly done to some!)
>>Nature:	This information is critical to understanding an organization and particularly to the records it creates in the process of undertaking its activities. It is essential contextual information for users.
SOURCES:	Information on organizational scope can be identified from authorizing documents, organizational manuals, annual reports, organizational histories, or similar organizational summaries.
USES:	Information on organizational scope provides a basis for interpreting archival records. It explains for the user the purposes behind the creation of archival records. This is an important element for users in assessing the credibility and validity of data found in the records, and the potential "unwritten" attitudes the data may reflect.
ACCESS:	Organizational scope provides contextual information for interpreting archival records. In addition, some users want direct access to information that relates to certain functions or activities.
TERMINOLOGY:	Common guidelines for selection of terminology and controlled vocabulary lists may be appropriate for implementations where access to function or activity is deemed necessary.
EXAMPLES:	(see subcategories)
INTERCHANGE:	Associations between the subcategories must be maintained during information exchange or data transfer.
RELATIONSHIPS:	Organizational scope is related to Structural and Administration area elements.
PRACTICE:	Organizational scope informtion are prescribed elements for inclusion in archival description for organizations. Emphasis on this varies among repositories, however. Particular attention has been paid to this area by government records repositories in the recent past, as evidenced by the RLG-Seven States and RLG-Government Records Projects, which developed a vocabulary list and applications protocols for access to this information. Some attention has also been raised in the University Archives community.
ISSUES:

4.1 FUNCTIONS

DEFINITION:	The functions of an organization identify its purposes for existence and operation. The functions explicate the missions and mandates of an organization.
DISCUSSION:	This category focusses on the functions assigned to or carried out by an organization. These are the responsibilities assigned to an organization through specific authorizations, but may also include functions that the organization may assume or carry out that do not have official sanction, or receive it after the assumption of the function.
>>Purpose:	Information about function provides a context for understanding the reasons an organization was creating a body of records. This may help a user understand the content of records, and provide information that assists in accurately assessing the information.
>>Nature:	Information about functions will generally not be part of the records themselves; rather it will appear in other organizational documentation. Nonetheless, it is critical to interpreting and assessiing the informational content of records.
SOURCES:	Information on function can be identified from legal documents such as laws, regulations, constitutions and by-laws; from internal organizational documentation such as annual reports, organizational manuals, budget documents, records retention schedules, and organizational histories. Further it can be obtained from the organization itself through interviews with staff regarding their functions and activities. This can often be done at the point of records appraisal and scheduling.
USES:	Information regarding function provides contextual information for researchers that can be significant in evaluating data in archival records.
ACCESS:	For some research purposes, function can be a useful direct access point that shows relationships between disparate organizations, or parts of an organization that undertake a common function, but conduct different activities to achieve that same purpose.
TERMINOLOGY:	Common guidelines for selection of terminology and controlled vocabulary lists may be appropriate for implementations where access to function is deemed necessary.
EXAMPLES:	The State Racing and Wagering Board regulates and supervises all the State's horse-racing activities and all pari-mutuel betting activities, including the State's six regional off-track betting corporations.
INTERCHANGE:	Associations between the subcategories must be maintained during information exchange or data transfer.
RELATIONSHIPS:	This category is closely related to activity. Italso relates to the Structure and Administration area.
PRACTICE:	Information regarding function is generally prescribed for archival description of organizational records. Emphasis on this varies among repositories, however. Particular attention has been paid to this area by government records repositories in the recent past, as evidenced by the RLG-Seven States and RLG-Government Records Projects, which developed a vocabulary list and applications protocols for access to this information. Some attention has also been raised in the University Archives community.
ISSUES:

4.2 ACTIVITY

DEFINITION:	This category identifies the actions taken by an organization to carry out its functions.
DISCUSSION:	This category focusses on the actions that directly result in the creation of records. Records are often the "by-product" or result of specific actions being conducted by an organization in the process of doing its business.
>>Purpose:	Information about activities provides an insight into the reasons a body of records was created.
>>Nature:	Information about organizational activities will support a better understanding of the context in which records were created, thereby helping the user to assess and interpret the informational content of those records. Information about activities will generally not be explicitly identified in records themselves. Rather it will usually appear in other organizational documentation. Nonetheless, it is critical to an understanding and assessment of the information contained in records.
SOURCES:	Information on organizational activities can be identified from legal documents such as laws, regulations, constitutions and by-laws; from internal organizational documentation such as annual reports, organizational manuals, budget documents, records retention schedules, and organizational histories. Further it can be obtained from the organization itself through interviews with staff regarding their functions and activities. This can often be done at the point of records appraisal and scheduling.
USES:	Information regarding activity provides contextual information for researchers that can be significant in evaluating data in archival records.
ACCESS:	For some research purposes, activity can be a useful direct access point that shows relationships between disparate organizations, or parts of an organization that undertake similar activities, but to accomplish different functions.
TERMINOLOGY:	Common guidelines for selection of terminology and controlled vocabulary lists may be appropriate for implementations where access to activity is deemed necessary.
EXAMPLES:	The State Racing and Wagering Boardcollects fines and penalties for racing infractions and conducts drug tests at all tracks in the State to determine the presence of drugs in race horses. The Board also monitors the conduct of bingo and other games of chance by authorized nonprofit organizations to ensure compliance with existing laws and regulations.
INTERCHANGE:	Associations between the subcategories must be maintained during information exchange or data transfer.
RELATIONSHIPS:	This category relates to the Structure and Administration area, and very closed relates to Function.
PRACTICE:	Information regarding activity is generally prescribed for archival description of organizational records. Emphasis on this varies among repositories, however. Particular attention has been paid to this area by government records repositories in the recent past, as evidenced by the RLG-Seven States and RLG-Government Records Projects, which developed a vocabulary list and applications protocols for access to this information. Some attention has also been raised in the University Archives community.
ISSUES: