Statement on Potentially Harmful Language in Cataloging and Archival Description
The California State Library acknowledges that language and structure used to describe collections are not neutral.
When arranging, organizing, and describing archival collections and when cataloging books, staff must make choices about what language to use when describing not just the books, papers, and records, but the people and organizations who created or who are represented in them. Some of these descriptions found in the State Library’s finding aids or catalog records were written many years ago, using language that was accepted at the time but that users today may view as harmful.
The State Library aims to describe its library materials in a manner that is respectful to the individuals and communities who create, use, and are represented in the collections the library manages while accurately representing the materials.
Because the State Library collects historical documents and books spanning centuries of history, users may encounter content that they find harmful or difficult to view. In these instances, it is the State Library’s responsibility to provide context without altering the content itself.
While some descriptions are written by library staff, others reflect language that was used by the people and organizations that created the material. For example, it is common to transcribe archival folders or photographic titles as given. This can provide important context but can also reflect biases and prejudices. Additionally, staff often employ standardized vocabulary lists such as Library of Congress Subject Headings. Some of these terms are outdated and could be harmful.
The State Library is implementing practices to examine and remediate offensive or harmful language used in descriptions. Terminology evolves over time and efforts to create respectful and inclusive descriptions is an ongoing and iterative process.
If you encounter harmful language in catalog records, digitized collections, or exhibitions, please contact the State Library at cslcal@library.ca.gov. Staff will review your feedback and potentially update the description, balancing the preservation of original context with an awareness of the effect of language on our users.