Subgroups

According to the Society of American Archivists Dictionary of Archives Terminology (public link), a subgroup is "a body of related records within a record group or collection, each corresponding to an administrative subdivision in the originating organization."

Although the Bentley typically uses series to differentiate different groupings of material in a collection, it may be appropriate to use the subgroup level of description in collections that are complex, large, and/or have distinct hierarchal divisions. 

For example, within an organization or office, there may be records created by various individuals or departments that could correspond to a unique record subgroup. The Institute for Social Research (University of Michigan) records (public link) is an example of a record collection with multiple subgroups. 

In collections of personal papers, subgroups would likely be recognized in one of several ways: 

• If an individual held multiple political positions, these might serve as subgroups. For example, such a collection might divide into a presidential subgroup, vice-presidential subgroup, and department director subgroup. One example of this type of arrangement is the George Romney Papers (public link). 

• A second possible way to create subgroups would be by activity or function. An individual who served as a teacher and researcher for all or most of her career might have her records divided according to their major research and teaching activities (and further subdivided by class or research project, respectively).

• A third possible way to create personal subgroup is by subject. Areas of the donor’s personal interest would define the subject headings.