Margot Note's Blog

This post is part of my Research Methods series , which explores essential approaches for historical inquiry and archival work. The series encompasses a broad range of topics, including library research practices, citations, and research strategies, as well as archives, primary sources, visual resources, oral history, and digital humanities. Together, these posts provide a foundation for navigating sources, interpreting evidence, and engaging critically with the past.

Research is at the core of historical inquiry and scholarship. It is the process that transforms curiosity into knowledge, fragments into narratives, and silence into stories. However, research is more than the simple accumulation of facts. It is a craft that requires asking thoughtful questions, identifying gaps in understanding, and engaging critically with sources.

In the digital age, research methods are evolving rapidly. Libraries, archives, and online platforms expand access to materials, while digital tools reshape how we analyze and interpret them. Nevertheless, the principles remain consistent: rigor, reflection, and an openness to discovery.

At its best, research begins with a sense of purpose. Scholars benefit from articulating three guiding questions:

What am I investigating? Defining the topic or area of inquiry creates focus.

What do I still need to learn? Identifying gaps helps sharpen the research path.

Why does this matter? Clarifying significance ensures that the work contributes to broader understanding.

This reflective framework grounds the process. It keeps research intentional and connected to larger questions about meaning, context, and relevance.

Though often imagined as a solitary pursuit, research flourishes in community. Conversations with peers, colleagues, and mentors generate new insights and directions. Collaboration ensures accountability, encourages creativity, and helps balance perspectives.

This sense of community extends across physical and virtual spaces. Online platforms, shared databases, and digital tools allow researchers to connect across distances, enriching projects with collective knowledge.

Modern research draws upon a range of practices and tools, each offering unique opportunities for discovery. A balanced research approach engages with multiple types of sources and techniques:

Library research remains a foundation, from catalogs to curated LibGuides that highlight resources on specific topics. Libraries offer both local collections and pathways to global holdings.

Citations are not merely a technical requirement, but a means of participating in scholarly conversations. They trace intellectual lineages and situate research within broader debates.

Databases and research tools expand access to a wide range of journals, newspapers, and specialized resources. Effective searching requires attention to changing keywords and subject headings, as language evolves in tandem with scholarship.

Archives provide direct connections to the past, offering primary materials that ground interpretations. Working with archives demands patience, flexibility, and an awareness of their silences as much as their contents.

Primary sources extend beyond archives, encompassing manuscripts, government documents, ephemera, and digital collections. Their value lies not only in what they reveal but also in how they challenge researchers to interpret them critically.

Non-textual and visual resources, such as photographs, maps, artworks, and films, broaden the scope of inquiry. These materials provide context and texture, illuminating aspects of history often overlooked in textual sources.

Oral history fills gaps where the written record is silent. Interviews capture lived experiences, offering perspectives shaped by memory, emotion, and community identity.

Digital humanities methods, such as text mining, mapping, and visualization, are transforming the ways researchers analyze, present, and share their findings. Technology opens new possibilities but also requires careful reflection on ethics and interpretation.

One of the most overlooked but essential aspects of research is reflection. Beyond gathering data, researchers benefit from pausing to ask:

What surprised me in this process?

What did I learn that was entirely new?

How does this information shift my understanding of the subject?

Reflective practice transforms raw information into insight. It encourages analysis, synthesis, and critical engagement, ensuring that research does more than compile; it interprets and provides meaning.

Successful research relies on tools that facilitate discovery, organization, and analysis. Among the most valuable are:

Library catalogs provide structured access to holdings across institutions.

LibGuides are curated research guides that highlight authoritative resources in specific areas.

ArchiveGrid, which helps locate archival collections worldwide, is an essential tool for broadening the scope of inquiry.

Citation management platforms, such as Mendeley, organize references, simplify citation styles, and make collaborative projects more efficient.

These tools do not replace the work of interpretation but make it more efficient and sustainable, freeing researchers to focus on analysis.

Research is rarely linear. Plans shift, sources are unavailable, and unexpected discoveries redirect inquiry. Flexibility enables researchers to adapt to changing conditions while maintaining their focus on the guiding questions.

At the same time, rigor is essential. Maintaining clear documentation, using reliable methods, and ensuring transparency in interpretation lend credibility to research. This balance, structured yet adaptable, defines the best scholarly practices.

Strong research methods ensure that inquiry is not only effective but meaningful. They provide a foundation for credibility, help navigate the overwhelming amount of information available, and allow findings to resonate beyond the immediate project.

By combining traditional practices with digital innovations, researchers gain both depth and reach. Methods anchor us in the rigor of the past while opening the door to the opportunities of the present.

Research is a dynamic process of questioning, discovering, and interpreting. Effective methods draw from libraries, archives, databases, oral histories, visual materials, and digital tools. They are strengthened by reflection, supported by community, and guided by purpose.

In a world where information is abundant but meaning is often elusive, strong research methods provide clarity. They remind us that knowledge is not static but continually built, revised, and shared. They equip us to move from curiosity to understanding with confidence and care.

As the initial step in managing incoming materials, accessioning is a critical function within archival work. The process ensures that newly acquired collections are formally accepted, documented, and incorporated into the repository’s holdings. 

Accessioning establishes the foundation for all subsequent archival activities, from processing and preservation to access and use. Understanding the intricacies of accessioning is essential for archivists, as it plays a vital role in maintaining the integrity and organization of the repository. 

Accessioning refers to formally accepting a collection of records or materials into an archival repository. This process typically involves creating an accession record that documents key information about the acquisition, such as the provenance of the materials, the extent and nature of the records, and the terms of acquisition. The primary goal of accessioning is to establish legal and physical control over the materials, ensuring that they are officially part of the archives’ holdings. 

The importance of accessioning lies in its role as the first point of contact between the archival repository and the materials it acquires. Without proper accessioning, collections may remain in limbo, lacking the necessary documentation and oversight for their preservation and eventual use. Accessioning also provides an opportunity to assess the condition of the materials and identify immediate preservation needs, laying the groundwork for long-term care and management. 

Accessioning begins when an archival repository offers or acquires a collection through donation, purchase, transfer, or other means. Once the materials are received, the archivist initiates the accessioning process by creating an accession record. This record is typically a unique identifier, often called an accession number, assigned to the collection. The accession number serves as a reference point for all future actions related to the collection, including processing, cataloging, and retrieval. 

The accession record includes detailed information about the collection and the accession number. This information may encompass the name of the donor or transferring agency, the date of acquisition, a description of the materials, and any restrictions or conditions attached to the collection. The archivist may also note the physical condition of the materials, highlighting any issues that may require immediate attention. 

Once the accession record is created, the materials are officially incorporated into the repository’s holdings. This step may involve moving the materials to a designated storage area and updating the repository’s catalog or database to reflect the new acquisition. In some cases, the archivist may also conduct a preliminary inventory of the collection, documenting the contents at a high level to provide an overview of the materials. 

While accessioning is a fundamental archival function, it has challenges. One common issue is the sheer volume of materials that repositories may need to accession, particularly in large institutions with active archival acquisition programs. The influx of materials can strain archival resources, leading to backlogs and delays in accessioning. Repositories may implement prioritization strategies, focusing on accessing the most significant materials or those at risk. 

Another challenge is the variability in the condition and organization of incoming materials. Collections may arrive in various states, with little description or context provided. This challenge can complicate the accessioning process, as archivists must spend additional time and effort assessing and documenting the materials. In such cases, archivists may need to collaborate closely with donors or transferring agencies to gather more information or clarify the context of the materials. 

Accessioning is integral to establishing intellectual control over archival materials. By creating detailed accession records, archivists lay the foundation for describing and arranging collections, which are essential for facilitating access and use. The information captured during accessioning is a reference point for future archival work, guiding decisions about processing, cataloging, and access. 

Moreover, accessioning helps ensure accountability and transparency in archival practices. By maintaining comprehensive accession records, repositories can demonstrate their holdings’ provenance and legal status, which is crucial for managing intellectual property rights, donor agreements, and other legal considerations. 

Accessioning is a vital archival function that is the gateway to the repository for newly acquired materials. By creating detailed accession records, archivists establish control over collections and set the stage for their long-term care and use. While the accessioning process can be complex and challenging, its importance cannot be overstated. Proper accessioning ensures that collections are well documented, preserved, and accessible, contributing to the overall mission of the repository. 

The blog was originally published on Lucidea's blog. 

Looking for archival advising, records management, and historical research services? Click below to speak with an expert consultant.

Developing an acquisition policy is critical for archivists because it sets the foundation for how an institution acquires and manages its collections. A well-crafted acquisition policy ensures the archives remains focused, relevant, and aligned with the institution’s mission and strategic goals.  

This policy guides the selection and acquisition of archival records and addresses legal, ethical, and practical considerations.  

The first step in creating an acquisition policy is building an understanding of the institution’s mission and strategic goals. The policy must align with these core principles to ensure that the acquired records support the institution’s objectives for archival collection development. 

Archivists should review the mission statement, strategic plan, and relevant documents outlining the institution’s goals and priorities. This understanding will help define the collections’ scope and ensure that acquisitions contribute to the broader institutional framework. 

Once the institutional mission is clear, archivists should define the scope and focus of the collection. This process involves determining the types of records that will be acquired, the periods covered, the geographic areas of interest, and the subjects or themes that align with the institution’s mission. 

For example, university archives may focus on records of the institution’s history, student organizations, faculty research, and community engagement. On the other hand, a corporate archive may prioritize records that document the company’s history, products, and impact on the industry. Defining the scope helps to ensure that acquisitions are purposeful and relevant. 

With the scope defined, archivists must establish criteria for acquisition. These criteria should outline what records will be considered for inclusion in the archives. Standard criteria include the records’ historical significance, relevance to the institution’s mission, informational or research value, and physical condition. 

Archivists should also consider the availability of resources for processing, preserving, and providing access to the records. By establishing criteria, archivists can decide which records to acquire and which to decline. 

Legal and ethical considerations are paramount in the acquisition process. Archivists must ensure that the acquisition of records complies with all relevant laws and regulations, including copyright law, privacy law, and donor agreements.  

The acquisition policy should outline procedures for obtaining proper documentation, such as deeds of gift or transfer agreements, that legally transfer ownership of the records to the institution.  

Ethical considerations must be addressed, mainly when dealing with sensitive or controversial materials. The policy should guide handling records that may raise ethical concerns, such as those involving cultural property or records obtained under questionable circumstances. 

Developing an acquisition policy also requires careful planning for resource allocation. Acquiring records is only the first step; institutions must also have the resources to process, preserve, and provide access to these records.  

Archivists should consider the costs associated with acquisition, including staffing, storage, and conservation needs. The policy should include provisions for assessing the institution’s capacity to manage new acquisitions and prioritizing acquisitions based on available resources. This planning ensures that the institution can maintain the long-term care and accessibility of its collections. 

The development of an acquisition policy should be a collaborative effort involving key stakeholders. Archivists should consult with colleagues, administrators, donors, and other relevant parties to gather input and build consensus on the policy. This collaboration helps to ensure that the policy reflects the diverse needs and perspectives of the institution and its constituents. Stakeholder involvement also promotes transparency and accountability in the acquisition process. 

An acquisition policy is not static; it should be reviewed and revised to adapt to changing circumstances. Archivists should establish a schedule for reviewing the policy, considering changes in the institution’s mission, the evolving nature of its collections, and shifts in the broader archival landscape. Review ensures that the policy remains relevant. 

Developing an acquisition policy is a critical responsibility for archivists. A well-crafted policy aligns with the institution’s mission and strategic goals, defines the scope and focus of the collection, and establishes clear criteria for acquisition. It also addresses legal and ethical considerations, plans for resource allocation, involves stakeholders, and provides for revision and review. By following these steps, archivists can ensure that their acquisition policy supports the institution’s objectives and contributes to preserving its collections. 

The blog was originally published on Lucidea's blog. 

Looking for archival advising, records management, and historical research services? Click below to speak with an expert consultant.

Archival acquisition is a crucial process in managing records; it encompasses the methods and principles by which archival institutions acquire and take responsibility for records. It is a fundamental aspect of archival work, affecting records’ immediate management and long-term preservation and accessibility. Understanding archival acquisition involves grasping its purpose, methods, challenges, and best practices.

The primary purpose of archival acquisition is to ensure that records of enduring value are preserved and made available for future research and reference. Archival institutions, such as libraries, museums, and specialized repositories, acquire records to create a comprehensive and valuable collection that reflects society, culture, and history. This process helps safeguard the collective memory and heritage of communities, organizations, and individuals.

Effective acquisition ensures that records are preserved and contextualized within a system that facilitates their use. By collecting and managing records, archival institutions contribute to documenting historical events, social movements, and organizational activities.

Archival acquisition can be approached through several methods.

Donation is a standard method by which individuals, organizations, or institutions contribute their records to an archival repository. Donors can include private citizens, businesses, non-profits, or government agencies. The donation process usually involves a formal agreement that outlines the terms of transfer, such as the scope of records and any access restrictions.

Archives may also acquire records through purchase, especially when dealing with rare or valuable materials. This process can involve negotiations, appraisals, and legal agreements to ensure the acquisition aligns with the institution’s mission and collection policies.

Records can be transferred from government agencies, corporations, or other organizations. This transfer often involves formal agreements or mandates that specify the conditions under which records are transferred. For government agencies, such transfers might be mandated by law or policy, ensuring that records are appropriately archived once they are no longer actively used.

Accessioning refers to formally receiving and documenting records in an archival institution’s collection. This process includes creating detailed records of the acquired materials, assessing their condition, and integrating them into the existing collection.

Archival acquisition involves challenges that professionals must navigate to ensure effective and ethical management of records:

Legal and ethical considerations are paramount when acquiring records. Archival institutions must navigate complex issues such as ownership rights, privacy concerns, and copyright restrictions. These institutions must verify that they possess the legal authority to acquire and preserve records while respecting the rights of donors and creators. Ensuring compliance with legal standards and ethical practices is fundamental to maintaining the integrity of the archival process.

Appraisals play a critical role in determining which records to acquire. Institutions must evaluate records’ historical, cultural, or informational value to assess their relevance to the collection. This process, known as archival appraisal, involves carefully assessing the significance of records and making informed decisions about which items to include in the archival holdings. Effective selection and appraisal ensure the collection remains relevant and valuable for research and historical purposes.

Effective management of space and resources is essential for archival institutions. As records are acquired, institutions must plan for proper preservation and access, which may involve physical and digital storage solutions. Managing storage space is crucial to accommodating the growing volume of records, and institutions may need to allocate additional resources or adjust existing systems to meet these demands.

Maintaining strong donor relations is critical to facilitating smooth and ethical acquisitions. Archival institutions must communicate clearly with donors, informing them about the donation process and associated conditions. Providing appropriate recognition and addressing donor concerns helps build trust and ensures that acquisitions are conducted to respect the interests of all parties involved.

Professionals should adhere to best practices to address these challenges and ensure effective archival acquisition.

Institutions should establish acquisition policies to guide their record-keeping efforts. These policies must define the criteria for selecting and acquiring records, ensuring they align with the institution’s mission and strategic goals. Additionally, they should address legal and ethical considerations to provide a robust framework for handling records.

A thorough appraisal process is essential for evaluating the significance and relevance of potential records. This process involves assessing the records’ historical, research, and informational value to make informed decisions about their acquisition. Effective appraisal ensures that only valuable and relevant records are selected.

Maintaining accurate documentation is crucial for effective record management. Detailed records of donor agreements, transfer documents, and accessioning information must be kept tracking the acquisition process. Proper documentation helps manage records and ensure transparency and accountability.

Building and maintaining strong relationships with donors is vital for a successful acquisition process. Clear communication, addressing donor concerns, and acknowledging their contributions foster trust and respect. A positive relationship with donors facilitates smoother transactions and supports future acquisitions.

Planning for the long-term preservation and access of acquired records includes evaluating storage needs, employing appropriate preservation techniques, and developing strategies to make documents accessible to researchers and the public. Effective planning ensures that records are preserved and remain available for future use.

Archival acquisition is a complex but essential process in preserving and managing historical and cultural significance records. By understanding its purpose, methods, challenges, and best practices, archival professionals can undertake responsible records acquisition that contributes to preserving our collective memory.

The blog was originally published on Lucidea's blog. 

Looking for archival advising, records management, and historical research services? Click below to speak with an expert consultant.

Archival appraisal involves not just technical processes but significant ethical considerations. Archivists must navigate privacy, representation, and access issues while making decisions that will shape the historical record.

One of the primary ethical concerns in archival appraisal is the protection of privacy and confidentiality. Archivists must balance the need to preserve valuable records with the responsibility to protect sensitive information.

Handling sensitive records involves a high level of care, especially when dealing with personal or confidential documents. Archivists must carefully assess whether the long-term value of these records justifies their retention. If the decision is made to keep them, the next step is determining how to manage access to protect privacy.

Archivists are often bound by legal obligations, such as data protection laws dictating how sensitive records should be handled. However, ethical considerations frequently go beyond these legal requirements, encouraging archivists to take additional measures to safeguard privacy. This balance between legal and ethical responsibilities is critical in archival work.

Appraisal decisions can significantly impact who is represented in the archival record. Archivists must be mindful of the potential for bias in these processes and strive to create inclusive collections that reflect diverse voices and experiences.

Addressing bias in appraisal is crucial in archival work, as unconscious biases can influence decisions, leading to the exclusion of certain groups or perspectives. Archivists must critically examine their appraisal criteria to avoid inadvertently privileging certain types of records over others. This careful evaluation helps ensure that the archival record is representative and diverse.

To create inclusive collections, archivists should actively seek out records that document underrepresented communities and experiences. This effort may involve collaborating with community groups and stakeholders to identify and preserve important records. Archivists contribute to a more comprehensive and equitable historical record by adopting these inclusive selection practices.

Ethical appraisal also involves considerations of archival access and accountability. Archivists must ensure that their decisions are transparent and that records are accessible to those who need them.

Transparency in decision-making is essential for archivists. Documenting appraisal decisions with a rationale for why certain records were retained or discarded fosters accountability. This level of transparency supports current archival practices and aids future archivists in understanding the context of these decisions.

Balancing access and preservation is a critical aspect of archival work. While providing access to records is important, archivists must also consider the need to preserve these records for the long term. Ethical selection involves making decisions that address immediate access needs and the future preservation of records, ensuring they remain accessible and intact for future generations.

Establishing clear ethical guidelines for appraisal and selection can help archivists navigate complex decisions. These guidelines should address privacy, representation, and access issues, providing a framework for moral decision-making.

Involve a diverse range of stakeholders in appraisal and selection decisions. This engagement can help ensure that the archives reflects various perspectives and experiences rather than being shaped solely by the archivist’s viewpoint. Engaging with community members, subject matter experts, and other relevant parties can provide valuable insights and help mitigate bias in the appraisal process.

Ethical considerations in archival work are not static. As societal norms and values evolve, so should the ethical frameworks guiding appraisal. Archivists should regularly reflect on their practices, seek continuing education opportunities, and engage in professional dialogue to stay informed about emerging ethical issues and best practices for social responsibility.

Establishing review mechanisms, such as peer review or advisory boards, can help ensure that appraisal decisions are made with integrity and accountability. These mechanisms can check individual biases and offer a broader perspective on the ethical implications of archival decisions.

Ethical considerations are at the core of archival appraisal. By acknowledging and addressing privacy, representation, and access issues, archivists can make decisions that preserve valuable records and uphold the principles of justice, equity, and transparency. Ethical appraisal is essential to creating archives that serve as trustworthy custodians of the historical record, ensuring that diverse voices and experiences are preserved.

The blog was originally published on Lucidea's blog. 

Looking for archival advising, records management, and historical research services? Click below to speak with an expert consultant.

Appraisal involves choosing which records to preserve based on their long-term value and relevance to the archives’ mission. This process requires archivists to balance users’ immediate needs with the potential future significance of records.

Archival selection determines which records from a larger body of material should be retained for long-term preservation. The process focuses on the practical aspects of deciding what to keep and discard. It is influenced by the archives’ mission, user needs, and the potential research value of the records.

The mission and scope of an archives are central to its selection process, as they guide the preservation choices made by archivists. Records that align with the archives’ established goals and objectives are prioritized for preservation. For instance, an archives dedicated to local history will focus on preserving documents related to significant local events, ensuring its collection supports its primary mission.

Equally important is understanding the needs and interests of the archives’ users. Selection requires archivists to consider current user demands and potential future interests. Records that appeal to a broad spectrum of users or address emerging research trends should be prioritized, ensuring the archives remains relevant and valuable to its community.

Another critical factor in the selection process is the research potential of records. Records with high research value, containing unique or significant information, can significantly contribute to future scholarship. Archivists need to evaluate the long-term research benefits of records, even if their immediate use seems limited, to ensure that valuable resources are preserved for future inquiry.

A balanced selection process considers the archives’ mission, user needs, and research potential. By aligning records with the archives’ goals, addressing user interests, and evaluating research value, archivists can make informed decisions supporting their collections’ long-term preservation and utility.

Limited resources often constrain appraisal. Archivists may not have the time or staff to review records thoroughly. Prioritization is essential to ensure that the most valuable records are selected.

The rise of digital records has added complexity to the selection process. Digital materials require different preservation strategies, and their selection must consider factors like format obsolescence and data integrity to ensure long-term access to digital records.

One of the biggest challenges in selection is balancing current users’ needs with future researchers’ potential needs. Archivists must consider how records may be used in the future, even if they seem less relevant today

When it comes to selecting which archival records to preserve, there are a few main factors to consider. This includes the archives’ mission, the users’ needs, and the records’ value.

When selecting materials for an archives, aligning decisions with the archives’ mission and goals is essential. This alignment ensures the collection remains cohesive and focused, serving the archives’ primary purpose. By adhering to this mission-driven approach, archivists can maintain a direction and purpose in their selection processes.

Engaging with users regularly is another crucial aspect of archival selection. Understanding the needs and interests of the archives’ audience helps inform selection decisions, ensuring that the materials collected are relevant and useful. This ongoing dialogue with users allows archivists to stay attuned to the evolving needs of their community and make informed choices about which records to prioritize.

In addition to aligning with the mission and engaging with users, it is crucial to prioritize records with high informational, evidential, or historical value. By focusing on these high-value records, archivists can ensure that the most significant materials are preserved. This prioritization helps maintain the integrity and importance of the collection, ensuring that valuable historical and evidential information is retained for the future.

The best practices in archival selection involve a strategic approach that integrates mission alignment, user engagement, and the prioritization of high-value records. By combining these elements, archivists can create and maintain a collection that is both meaningful and relevant, supporting the archive’s goals while preserving essential materials.

Archival selection is a complex and nuanced process that requires archivists to make difficult decisions about what to keep and what to discard. By considering the archives’ mission, user needs, and the potential research value of records, archivists can build valuable collections for future generations.

The blog was originally published on Lucidea's blog. 

Looking for archival advising, records management, and historical research services? Click below to speak with an expert consultant.

Archival appraisal is critical in determining which records should be preserved for long-term use and which should be discarded. As archives grow, effective appraisal becomes increasingly important to ensure that only records with enduring value are retained.

Archival appraisal is the process of evaluating archival records to determine their value for long-term preservation. This evaluation considers various factors, including the records’ informational, evidential, and historical value. The goal is to preserve materials that will be valuable for future research, legal purposes, and historical documentation.

Records’ informational, evidential, and historical values are essential for understanding the past and the functions of organizations and individuals. Each of these types of archival values uniquely contributes to preserving and interpreting historical and organizational records.

Records with high informational value contain unique data that is not available elsewhere. This information includes unique reports, original research, and documentation of significant events. Such records are invaluable to researchers, historians, and scholars because they offer insights and information that cannot be obtained from other sources.

Evidential value pertains to records that prove an organization’s or individual’s functions, policies, and activities. These records are crucial for documenting decision-making processes, actions, and policy implementation. They also help understand organizational activities’ operational context and historical significance.

Records with historical value capture events, trends, or movements. While these records may not have immediate practical applications, they are preserved for their importance in providing a broader historical perspective. Their value lies in their ability to offer insights into historical contexts and developments.

Appraising records is not always straightforward. Archivists face several challenges, including limited resources, the subjective nature of value, and the sheer volume of records to be appraised. Decisions about what to keep and what to discard must be made carefully, as they have long-term implications for collections.

Archivists frequently encounter resource constraints, such as limited budgets and staff, making it challenging to appraise. Due to these limitations, prioritizing appraisal efforts becomes crucial. This approach ensures that the most valuable records are identified and preserved effectively.

Another challenge in appraisal is the inherent subjectivity in assessing the value of records. Different archivists may have varying opinions on what is considered valuable. To address this issue, archivists establish well-defined appraisal criteria that are applied consistently across the board.

The increasing volume of digital records adds another layer of complexity to the appraisal process. When it comes to managing and appraising large quantities of digital content, an archival collection management system makes it possible to handle modern archives more effectively.

As the volume of records grows, particularly in the digital realm, archivists must adapt their strategies to maintain effective appraisal practices. Balancing resource constraints, subjectivity, and volume challenges contributes to successful archival management.

Developing clear appraisal policies and criteria ensures consistent decision-making in archival work. These policies should align with the archives’ mission and goals while also addressing the needs of future users. By setting well-defined standards, archivists can make more objective and consistent decisions about which materials to retain or discard.

Thorough documentation of appraisal decisions is equally important. This practice ensures transparency and memorializes the rationale behind the retention or disposal of materials. Such documentation is invaluable for future archivists and researchers who may need to understand the context and reasoning behind past appraisal choices.

In addition to clear policies and documentation, collaboration with archival stakeholders plays a key role in the appraisal process. Engaging with donors, researchers, and organizational leaders helps archivists gain a broader perspective on the significance of records. This collaborative approach supports more informed and well-rounded appraisal decisions.

By integrating these practices—developing clear policies, documenting decisions, and collaborating with stakeholders—archivists can enhance the effectiveness and transparency of their appraisal process. This comprehensive approach ensures that valuable records are preserved and managed in a manner that supports the archives’ mission and benefits future users.

Effective archival appraisal builds and maintains collections that serve the needs of future generations. Archivists can ensure that their collections remain relevant and valuable by evaluating records for their informational, evidential, and historical value.

The blog was originally published on Lucidea's blog. 

Looking for archival advising, records management, and historical research services? Click below to speak with an expert consultant.

When it comes to establishing a new archives, laying the groundwork and communicating the need for archives is just the beginning. Developing strategies for sustaining and growing the archives over time is essential to ensure long-term success. Doing so involves ongoing maintenance, continuous improvement, and planning to address future challenges.

Preservation and longevity are core tenet of any archival project—including the process of establishing a new archives. Let’s take a look at the key aspects you need to consider to set your archives up for long-term success.

One of the most critical aspects of sustaining an archives is ongoing maintenance and preservation, which involves regularly monitoring the condition of materials, maintaining environmental controls, and addressing issues that arise.

For instance, temperature and humidity levels should be consistently monitored to prevent damage from mold or pests. Additionally, materials should be inspected regularly for signs of deterioration, and preservation measures should be taken as needed.

It is also important to stay up-to-date with advancements in preservation techniques and technologies. For example, as digital records become more prevalent, archivists develop strategies for preserving digital materials, such as creating backups, migrating files to new formats, and ensuring that digital records remain accessible over time.

As the archives matures, opportunities to expand the collection arise, such as acquiring new materials, e.g., records from newly established departments or items donated by stakeholders. It may also involve re-evaluating the scope of the collection and expanding it to include new types of materials or formats.

When expanding the collection, archivists consider the long-term implications, including the resources required for processing, storing, and preserving new materials. Developing a clear acquisition policy and strategic plan can help guide decisions about what to add to the collection and how to manage it.

Another key strategy for sustaining the archives is enhancing access and engagement by making it easier for users to discover the collection. One way to do this is by digitizing materials and making them available with an archival CMS. This task not only increases accessibility but also helps preserve original materials by reducing the need for physical handling.

In addition to digitization, creating detailed finding aids and descriptive metadata can significantly improve the user experience. These tools help researchers navigate the collection more efficiently and uncover materials that might otherwise remain hidden.

To further promote engagement, consider developing outreach programs highlighting the archives’ resources. Hosting workshops, exhibitions, or lectures can draw attention to the collection and demonstrate its value to the institution and the wider community. Collaborating with educators to integrate archival materials into curricula can enhance the archives’ relevance and usage.

Sustaining an archives also requires solid institutional support. Advocating for the archives within the organization is crucial to securing the resources needed for its growth and preservation. Archivists can make a case for increased funding, staffing, or facilities to accommodate the archives’ evolving needs.

Communicating the archives’ successes and demonstrating its impact on the institution can help build this support. Reporting on the use of the archives, highlighting important acquisitions, or showcasing high-profile research projects that have utilized the collection can underscore the archives’ significance. Also, fostering stakeholder relationships can help ensure ongoing investment in the archives.

Planning is key to sustaining and growing archives through anticipating challenges such as technological changes, shifts in institutional priorities, or the impact of external factors like budget constraints. Developing a strategic plan that outlines long-term goals and the steps needed to achieve them can guide the archives through periods of change.

Regularly revisiting and updating this plan ensures it remains relevant and aligned with the institution’s broader mission and goals. Flexibility and adaptability are crucial in responding to unexpected challenges and seizing new opportunities.

Sustaining and growing an archives requires ongoing effort and a commitment to continuous improvement. By focusing on maintenance and preservation, expanding the collection thoughtfully, enhancing access and engagement, building institutional support, and planning for the future, archivists can ensure that their archives remain a vital and valuable resource.

The blog was originally published on Lucidea's blog. 

Looking for archival advising, records management, and historical research services? Click below to speak with an expert consultant.

Once you’ve established the need for an archives and secured the necessary approvals, the next phase involves setting up the archives. This process requires careful planning and diligence to ensure the archives are functional, secure, and accessible.

Below are the steps you should follow to set up an archives for your organization. These steps cover physical considerations as well as operational processes necessary to ensure your archives project is a success.

When selecting a location for the archives, evaluating the space’s environmental conditions and infrastructure is crucial. The space should be free from potential hazards such as water pipes, windows with direct sunlight, or areas prone to flooding.

The environment should also maintain stable temperature and humidity levels to prevent damage to sensitive materials. Installing monitoring equipment to track environmental conditions is advisable, as even minor fluctuations can impact preserving archival items.

Additionally, evaluate the building’s security features, such as controlled access points, fire detection and suppression systems, and surveillance, in order to protect the archives from theft, vandalism, or natural disasters. Addressing these factors early ensures the archives’ long-term safety and sustainability.

One of the first considerations when starting an archives is selecting an appropriate location. The location should be secure, climate-controlled, and accessible to authorized personnel. It should also be large enough to accommodate current and future collections and any equipment or furniture required for processing and storing materials.

In addition to physical space, consider the archives’ proximity to other departments or resources within the institution. For instance, situating the archives near the library, records management office, or IT department can facilitate collaboration and resource sharing.

Once the location is secured, the next step is to acquire the necessary equipment and supplies, including shelving units, filing cabinets, acid-free boxes, and other archival-quality storage materials. It is important to invest in high-quality supplies to ensure the long-term preservation of materials.

In addition to storage equipment, consider the tools and technology needed for processing and managing the collection, including computers, scanners, and software for cataloging and digitizing materials. Depending on the size and scope of the archives, archivists may also need specialized equipment for handling fragile or oversized items.

Creating policies and procedures is critical in establishing an archives, as these guidelines dictate how materials are collected, processed, stored, and accessed. Essential policies include an archival collection policy, which defines the scope of the archives and specifies the types of materials to be collected; an access policy, which outlines who can access the archives and under what conditions; and a preservation policy, which establishes procedures for preserving materials, including environmental controls, handling guidelines, and disaster preparedness.

With policies and procedures in place, the next step is processing the collection by sorting, organizing, and cataloging materials according to the established guidelines. Depending on the collection size, this process can be time-consuming, but it is essential for ensuring that materials are properly preserved and accessible.

During processing, archivists assess the condition of materials and take steps to address any preservation issues. Archivists can repair damaged items, reformat materials, or create digital copies and organize them in an archival CMS to ensure long-term preservation and access.

Establishing an archives requires a team of skilled professionals who understand archival principles and best practices. Depending on the size of the archives, the organization may need to hire full-time staff or part-time employees to assist with processing, cataloging, and managing the collection.

In addition to hiring staff, it is important to provide ongoing training and professional development opportunities. Doing so ensures that employees are current on the latest archival practices and technologies and can effectively manage and preserve the collection.

Once the archives is up and running, promoting it within the institution and the broader community is important. Archivists can create promotional materials, host events, or collaborate with other departments to showcase the archives’ collections. By raising awareness and encouraging engagement, archivists can ensure that the archives becomes a valuable resource for the institution.

Building the foundation of an archives involves a series of practical steps, from selecting a location and acquiring equipment to establishing policies and procedures. By carefully planning and executing these steps, archivists can create functional, secure, and accessible archives that will serve the institution for years.

The blog was originally published on Lucidea's blog. 

Looking for archival advising, records management, and historical research services? Click below to speak with an expert consultant.

Starting an archives in any institution is crucial to preserving its history and ensuring that vital records are maintained for the future.

An archives serves as an organization’s memory—safeguarding documents, photographs, and other materials that tell the story of the institution’s past and guide its future. Before diving into the nuts and bolts of setting up an archives, it is essential to establish the need and garner support within the institution.

Understanding and aligning with the institution’s culture and priorities is crucial to establish the need for an archives. Every institution has unique values, goals, and challenges; when advocating for an archives these should be considered. Understanding the institution’s mission, strategic plans, and critical initiatives can help frame the archives as an essential tool that supports these broader objectives.

Additionally, recognizing gaps in record-keeping or historical documentation can further highlight the importance of a dedicated archival space. By connecting the archives to the institution’s overarching goals and demonstrating its relevance to ongoing projects, archivists can build a stronger case for its establishment.

The first step in starting an archives is to identify and articulate the need for one. This action often begins with recognizing the types of records the institution generates and the potential risks of not having a dedicated space for their preservation. For instance, organizations produce vast amounts of documents, emails, reports, and multimedia files with significant historical value. These materials risk being lost, damaged, or rendered inaccessible without proper archival processes.

Once the need is identified, engaging stakeholders within the institution is crucial. These may include administrators, department heads, and even external partners. Stakeholders need to understand how archives can benefit the institution, such as by supporting research, improving transparency, or ensuring compliance with legal requirements.

Building a coalition of support is vital. It often helps to present case studies or examples from similar institutions that have successfully established archives. Demonstrating how those archives have added value can make a compelling argument for why the institution should follow suit.

With stakeholder support, the next step is to develop a formal proposal. This proposal should outline the scope of the archives, including the types of records it will house, the resources required, and the benefits to the institution. It should also address potential challenges, such as budget or space limitations, and propose solutions.

In addition to the practical aspects, the proposal should include a vision for the archives, articulating how it will serve the institution’s mission and long-term goals. For example, an archives can support institutional memory, enhance public relations, or serve as a resource for academic research.

After developing a comprehensive proposal, the next step is to seek approval from the institution’s leadership. This task may involve presenting the proposal to a board of directors, a senior management team, or a committee. It is important to be prepared to answer questions and address concerns that may arise during this process.

Securing approval often requires a strategic approach. For instance, timing the proposal to coincide with a significant anniversary, capital campaign, or other milestone event can increase its chances of success. Additionally, emphasizing the archives’ role in supporting broader institutional initiatives can help align it with leadership priorities.

Once approval is secured, the focus shifts to planning for implementation. This action involves determining the logistics of establishing the archives, including selecting a physical location, acquiring necessary equipment, and hiring qualified staff. Developing policies and procedures that govern the archives, such as records management, access, and preservation guidelines, is also essential.

Early planning should also include a strategy for raising awareness about the archives within the institution and the broader community. Archivists may create promotional materials, host events, or collaborate with other departments to integrate the archives into existing programs and initiatives.

Establishing an archives is a significant undertaking that requires careful planning, stakeholder engagement, and strategic thinking. By effectively laying the groundwork, archivists can build a strong foundation for an institution’s archives, ensuring that they will serve as a valuable resource for years.

The blog was originally published on Lucidea's blog. 

Looking for archival advising, records management, and historical research services? Click below to speak with an expert consultant.