historical collections management

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planning,records storage

     Archives Management

Is your institutional memory in the head of a single person who is about to retire?

Can you put your hands on your copyrights and licensing agreements?

Are officers and staff reinventing the wheel because they don't know about previous decisions and projects?

Do long-time clients
know more about
your organization
than you do?

Does employee orientation adequately describe your organization's culture and history?

  • Determine what has continuing value to the organization and should be managed and preserved within an archives program 
  • Help determine whether the organization has the will and the means to begin (or to sustain) an archival program; evaluate alternatives such as outsourcing or donation 
     1. Records retained permanently because of their legal, fiscal, informational, evidential, and historical value. 
     2. The physical site where records of permanent value are arranged, described, preserved, and made available. 
     3. The department within the organization responsible for administering the Archives.
    Define the mission of the Archives within the context of the organization and create the collecting policy; establish achievable goals 
  • Develop a realistic work plan for setting up an archival program: 
    • Define requirements for space and equipment
    • Prepare job descriptions for staff and assist in recruitment
    • Prepare budget and timetable 
  • Establish standards and procedures for describing archival materials 
  • Develop appropriate strategies (paper and electronic) for making the archival holdings known 
  • Plan necessary environment for the Archives: space planning, location, size, HVAC, lighting 
    • Work with architects, engineers, and contractors to see that requirements are met 
  • Prepare specifications or identify possible sources for equipment and supplies 
  • Identify specifications for such services as microfilming and imaging; prepare RFPs if required 
  • Establish initial conservation priorities; prepare plan for on-going preservation program 
  • Train and supervise staff to run archival operations effectively 
  • Provide benchmarks for on-going evaluation of archival operations

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