Guidelines for Reparative and Inclusive Description

Introduction

Archives and Special Collections holds historical records and items that may contain problematic and outdated language and images, stereotypes, and cultural references that are no longer used or appropriate. Historical language is found in archival descriptions as previous approaches to this work used the language found in the record to describe the material. This was done to preserve the context in which the material was created.

Archives and Special Collections staff understand the impact language and images have on researchers accessing our collections and on the perpetuation of systemic and cultural bias. Although we cannot change the language or images within records or items themselves, we can provide context for this material, change the problematic and outdated language used to describe them, and name instances of discrimination found in our collections.

Language changes and represents current perspectives and ideologies. These guidelines are a living document and will be reviewed every two years to ensure that the language used in our archival description is inclusive and respectful of the individuals and communities represented in our holdings.

Accountability

Archives and Special Collections staff would like to position ourselves in this work and acknowledge that we are able-bodied settlers working at a predominately white institution. We are allies to the misrepresented and underrepresented communities in our collections. Our work toward reparative and inclusive descriptive practice is intended to combat systemic and cultural bias at our institution and in our archival description.

Archives and Special Collections staff are actively working to:

Replace problematic and outdated language in legacy archival description.
Use language that respects the people and events represented in our collections during description and re-description efforts.
Identify forms of discrimination (such as racism, sexism, and ableism) during description or re-description efforts and contextualize records containing discrimination.
Work with misrepresented and underrepresented communities to improve the ways they are described in our collections.
Inform researchers of the presence of problematic and outdated language and images, stereotypes, and cultural references in our collection.
Research best practices and current terminology to work toward reparative and inclusive description.
Listen to feedback from misrepresented and underrepresented communities and researchers to improve our work. These guidelines will help Archives and Special Collections staff complete this work.

General Guidelines

Use clear, plain language.
Avoid the use of jargon.
Use active voice and avoid passive voice.
Avoid using aggrandizing language. Rely on factual information to demonstrate impact or significance.
Include citations to sources used while writing description, when applicable. For example, when using biographical sources to write a biographical sketch.
Avoid using terms that put forward Eurocentric worldviews. For example, the term developing countries.
Consider power dynamics present within the records and take consideration in describing these records. For example:
- Describe unidentified or hidden creators, such as spouses, secretaries, or students, if possible.
- Describe the subjects of the records in addition to the creators, such as naming enslaved peoples in addition to the enslavers.
Recognize that archival description is not neutral. Do not aim for an ‘objective’ voice in archival description, but a voice embedded with respect and care to the communities represented in the records.
Ask the preferences of living record creators or individuals and communities represented in the records on how they would like to be identified and described.
Transcribe material in its original language.

Guidelines for Handling Problematic and Outdated Language

Fonds/Collection Level

Include the following statement in the general notes field at the fonds level:

Some of the content in this fonds contains outdated language that is no longer used or appropriate today. Where possible, material has been identified at the series and file level.

Provide as much information as possible in the scope and content field at the fonds level. Be direct and name instances of racism, ableism, etc. Example:

The collection consists of a variety of material relating to the professional and private lives of May Irwin and her sister Flora. As one of North America’s foremost “coon shouters,” May Irwin engaged in and benefited from the deeply racist traditions of minstrel music and blackface performance in the nineteenth and twentieth centuries. Irwin’s musical records constitute hate speech. [Fonds level scope and content note from Mary Irwin collection, Whitby Public Library Archives].

Include a processing note at the fonds level to indicate steps taken to address outdated language in the finding for redescription work. Example:

File titles with outdated language were moved to the alternate title field. File titles supplied by Archives and Special Collections’ staff are in square brackets in the title field.

Series Level

Include the following statement in the general notes field at the series level:

Some of the content in this series contains outdated language that is no longer used or appropriate today. Where possible, material has been identified at the file level.

Provide as much information as possible in the scope and content field at the series level. Be direct and name instances of racism, ableism, etc. Example:

Series contains program files documenting the Canadian Lutheran World Relief’s activities in countries around the world. These program files contain correspondence, reports, financial documents, drawings, and photographs. Many of the programs undertaken by the organization promoted a Eurocentric worldview and select files contain racist and ableist depictions of individuals and communities. [Series level scope and content note from Canadian Lutheran World Relief fonds, Laurier Archives and Special Collections].

File Level

When problematic or outdated language is in the file or item title:

Input new title in square brackets in the title field.
Put the original title in the alternate title field.
Include the following statement in the general notes field:

It is Archives and Special Collections’ descriptive practice to include historical terminology along with equivalent contemporary terms in archival description to support researcher discovery. However, given the [harmful, racist, ableist, etc.] nature of the term "[XXXX]", staff have chosen to omit this term from the archival description in favor of the contemporary preferred term "XXXX". Please note that the term "[XXXX]" will appear in the records themselves and creator- supplied file titles in the alternate title field to refer to [list parallel terms]. Please contact libarch@wlu.ca with any questions or concerns.

Provide as much information as possible in the scope and content field at the file level. Be direct and name instances of racism, ableism, etc. Example:

Six snapshots taken at men's Schneider employee picnic. Includes photos of attendees in white paper hats eating and conversing, and photos of entertainers at the event. Two of the photographs include a performer, along with several clowns, seen in Blackface and dressed as a minstrel performer [File level scope and content/general note from Schneider Family collection, University of Waterloo Special Collections and Archives]

Exceptions

Names of organizations may contain problematic and outdated language. Do not revise the names of organizations. If the name of the organization has changed, note the current name of the organization in parentheses. Make a note in the General Note field to explain why this was done.
Proper nouns and names. Example: the Indian Act.
Titles of published works.

Naming and Identity

Gender-Neutral Language

Use gender-neutral language in archival descriptions:

Use the pronoun ‘they’ instead of ‘she’ or ‘him’, unless the record creator or individual represented in the records confirmed their pronouns.
Avoid using gender-specific titles, such as Mr., Mrs., or Miss. Refer to individuals by their first and last names.
Use professional titles when indicated by the record creator or found in the records.
Use gender-neutral names of professions. For example, police officers instead of policemen.
Make a processing note about any revisions or decisions made to change descriptions.
Make an internal note in AtoM about the sources of information (donor, biography, etc.).

Naming of First Nations, Inuit, and Métis Peoples

Use culturally appropriate orthographies and traditional names or endonyms and, where possible and appropriate, include Canadian Aboriginal syllabics [Reconciliation Framework].

Describing LGBTQ+ records

Language about gender and sex are constantly changing. Use the most up-to-date language.
Use chosen names, pronouns, and terms whenever possible, even if subjects identify with terms that seem outdated.
Make an internal note in AtoM about the sources of information (donor, biography, etc.).

Terminology

Use people-first language to identify individuals and communities in archival descriptions:

Avoid using labels or adjectives to define someone. Focus on the individual as a person first and a person with a particular trail second. For example, ‘Jane Doe, a wheelchair user...’ instead of ‘A wheelchair user named Jane Doe...’.
If the individual being described has indicated a different preference, describe them using their preferred language.

Use identifying language as an adjective not a noun. Utilize terms used by the community to describe themselves in archival descriptions. The following are thesauruses or subject heading guides created by communities. Use terms found in these resources to identify and describe specific communities in archival descriptions:

Capitalization

The following terms should be capitalized in archival description:

Black
First Nations
Indigenous
Métis

The term white should not be capitalized as per common practice and other style guides. The capitalization of this term is used by white supremacists [Lellman, A4BLiP].

Review Schedule

These guidelines will be reviewed by Archives and Special Collections staff every two years. The next review of the policy is scheduled for: January 2025.

References

Archives for Black Lives in Philadelphia’s Anti-Racist Description Working Group, “Archives for Black Lives in Philadelphia Anti-Racist Description Resources”

ADA National Network, “Guidelines for Writing About People with Disabilities”

Lellman, Charlotte, et al. “Guidelines for Inclusive and Conscientious Description”

Library and Archives Canada, “Titles for Descriptions of Indigenous-related Archival Content”

Steering Committee on Canada’s Archives, “Reconciliation Framework: The Response to the Report of the Truth and Reconciliation Commission Taskforce”

Toronto Metropolitan University Archives and Special Collections, “Language in Archival Description”

University of Waterloo Special Collections and Archives, “Language in Archival Description”

Baucom, Erin, “An exploration into Archival Description of LGBTQ Materials"