Backlog

So you want to arrange an archival collection…

1. Set the scope
What does success look like? What are your deadlines? Level of expected detail?

2. Review existing documents
Save yourself some time and check if any inventory, donor documentation, or accession records already exist.

3. Do some background research
Why is this collection important? Who created the records? What were they doing, and why did these materials survive?

4. Survey the collection
If you haven’t already looked at what’s in the collection, go container by container to get a good overview. Take notes!

5. Actual arrangement!
Determine your series and subseries, then it’s time for rehousing, labeling folders and boxes, and preparing a container list.

6. Description
Write up descriptions based on your organization’s standards. Be ready to review and revise multiple times.

Need more help on getting started? Check out our webinars on Youtube!

https://www.youtube.com/watch?v=w2mBVGkI16A&t=3s

Pro tip: preserving the past is often easier than preserving the present.

The best archives recognize that the most reliable opportunity to preserve history happens when records are first created. Instead of trying to reconstruct past years later, they develop simple systems that capture important records as part of their normal workflow.

So how do you do that? Here’s three quick steps on what to do first:

1. Start by looking at what you’ve already kept. By looking towards the past, you can get a better idea of what type information has remained relevant and will guide you in the next step.

2. Define what the archive collects. Archives don’t need to collect everything. Defining what you collect now can save you a lot of time and space later.

3. Create an annual transfer process. Having a set time every year to gather and transfer records into the collection gives others a structured time to focus on preservation outside of their typical duties.

Need more help on getting started? Check out our webinars on Youtube!

https://www.youtube.com/watch?v=w2mBVGkI16A&t=3s

When you inherit a backlog, your first job is not to make it look neat. Your first job is to stabilize what is at risk, document what exists, and build a foundation that someone else could understand if you were not there to explain it. Archives are long-term systems. They cannot rely on a single person’s memory.

Here’s some problems you should prioritize:
- Mold or pest evidence
- Boxes that are crumbling, collapsing, stained, or actively harming the material inside
- Containers with obvious acidity, unstable inks, dyes bleeding, or sticky residues
- Materials stored in ways that physically stress them

Need more help on getting started? Check out our webinar on YouTube!

https://www.youtube.com/watch?v=w2mBVGkI16A&t=3s

Join us!

Archives fulfill their purpose when people use them, so this webinar focuses on how to facilitate that use. Researchers may engage with your archives in person, through a website, or by submitting reference questions. This session explores the information researchers need to access and understand your collections, what you need to provide to support that use, and the shared responsibility and care that exists between archivists and users.

Archival Reference
September 28th at 5 pm CT
Register: https://us06web.zoom.us/meeting/register/wZ8rd6QESmmpFXkcK-KZeg

In an ideal world, an item would be appraised before being acquired and then accessioned into the collection. But let’s be real, sometimes we find things in our collection with no idea how or when they got there. In other words, it was “found in collection” (FIC).

Even without the documentation to explain where it came from, you can still create an accession record for FIC materials. Be sure to describe where and when you found the item and use a modified accession number (e.g. FIC2023.01) to denote "Found in Collection."

Most importantly, you can prevent future FIC by having a strong and specific collections policy. Only trained collections staff should accept donations and not every collection should be accepted.

Want to learn about how materials enter a collection? Check out our webinar on Youtube!

https://www.youtube.com/watch?v=knOs15sEEsM

Update! You can watch the recording of the Archival Value webinar here: https://youtu.be/zzphPypVKN4?si=U-0Qc0kh0mKxEfpl

When archivists think about the value of materials, or when they appraise a collection, they are usually not thinking about money. Instead, they focus on the importance of what an item says, what it proves, and what it is. This webinar will explore the informational, evidential, and intrinsic characteristics of archival materials, and how these concepts shape what becomes valuable to researchers.

Archival Value

August 10th at 5 pm CT

access copy
noun

a reproduction of archival material that allows a researcher to continue their research after leaving the archives.

Most archives have access copies whether they call them that or not. From a photocopy printed by an archivist to an OCR scan by a mobile app, access copies come in many different shapes and sizes.

If you don’t already have a policy in place to handle creating access copies, here’s some questions to consider:
1. What materials are too fragile to handle the light exposure from flash photography?
2. What materials are too fragile to be handled by a researcher at all?
3. What items are requested the most?
4. Are researchers allowed to publish their copies?
5. If so, how should a researcher cite the archive?

Want to learn more about the archival trade? Check out our webinars on Youtube!

https://www.youtube.com//

Why should an archive track statistics?

As many of us know, archives often operate with small budgets and limited staff. Statistics play a key role when it’s time to write an annual report, apply for grants, or report to the board.

Plus, they help you understand how people interact with the collection. Maybe certain materials are requested the most or certain projects pull in more volunteers than others. A simple system for tracking these interactions ensures that even small activities are recognized.

Here’s 3 stats every archive should track:
- Volunteer hours - A collection that might have taken months for staff to process was completed largely because volunteers donated hundreds of hours of labor.
- Research requests - These records reveal which parts of the archive generate the most interest and which types of requests require the most effort.
- Visitors - This is another way to gauge interest in the collection and impact on the community.

Want to learn more ways to improve your archive? Check out our webinars on Youtube!

https://www.youtube.com//

Photograph Sleeve

a plastic enclosure used to store photographs, typically made of polyethylene or polypropylene

Photo sleeves are ideal enclosures for prints that are frequently handled, since they allow the user to see the image without handling the photo directly. Sleeved items can also join other documents in manuscript folders or go into box-binders for easier browsing.

The most important part of selecting proper sleeves is ensuring they’re made out of stabler plastics such as polyethylene (PE) or polypropylene (PP), instead of an unstable plastic like polyvinylchloride (PVC).

Want to learn more about the tools of the archival trade? Check out our webinar on YouTube!

https://youtu.be/T6lSNqpmcL0?si=sxjFQv2MuwX4UAm6

New date!

When archivists think about the value of materials, or when they appraise a collection, they are usually not thinking about money. Instead, they focus on the importance of what an item says, what it proves, and what it is. This webinar will explore the informational, evidential, and intrinsic characteristics of archival materials, and how these concepts shape what becomes valuable to researchers.

Archival Value
August 10th at 5 pm CT
Register here: https://us06web.zoom.us/.../register/ZPa2CRNZTMaZ-lpiYvah9Q