Written By: Mary Dudman, Soutron Global Training Services Manager, MLS
Do you ever wonder what to do with that collection of “things” sitting around? Have you ever needed to locate or review this collection and discovered that you can’t find anything? It may be that you have a collection that you can archive and you don’t even know it.
An archive is an accumulation of historical records or the physical place they are located. Archives are places that preserve unique historical records. Archives contain materials like letters, photographs, and reports. Records in archives can be traditional paper documents or digital files.
This article explains what an archive is, the types of materials and collections that can be archived, and how archives are organized and preserved. It is intended for anyone interested in understanding or managing archival collections, whether personal or institutional. Understanding archives is important for preserving history, supporting research, and ensuring access to valuable information.
We often think of an archive as just a bunch of disorganized boxes with dusty old papers that are stored in some back closet, room, basement, or drawer. We consult them on occasion and, after much digging around, we mutter “If they only were more accessible, they could be useful.”
In truth, the archival concept is actually something much broader than just a bunch of boxes of stuff.
An archive is “an accumulation of historical records or the physical place they are located… Archives can consist of records or items which have been selected for preservation on the grounds of their enduring cultural, historical, or evidentiary value” (Wikipedia). Archives are places that preserve unique historical records. Archives contain materials like letters, photographs, and reports. Records in archives can be traditional paper documents or digital files.
Paraphrasing from Wikipedia, archives preserve archival records with long term value, including records created in paper and digital form, and they support collective memory, rights, and accountability through a reliable record over time. Five major types of archives include academic, business, government, non-profit, and other archives.
Archives can be found in many different settings, each serving a unique purpose and audience. The main types include:
Academic Institutions – These institutions may maintain academic archives at a university, including university archives, to preserve institutional history and special collections for undergraduates, graduate students, faculty, and researchers who conduct research. These collections can include papers, furniture, banners, trophies, physical images, books, special publications, digital images and audio files, and so much more.
Businesses – Some businesses maintain corporate archives so an organization can preserve historical documents, memorabilia, and physical or digital materials pertinent to the company for brand control and evidence. This may also include financial records and letters that document business activity over time.
Government – Government repositories, including national archives and collections run by state governments, are generally open to the public for research and provide access to primary sources about past events. These records can also help persons wishing to trace legal, immigration, or naturalization documentation. For instance, The National Archives and Records Administration, the Library of Congress, and even the Smithsonian are archival in nature. Yet, there are plenty of other state and local collections which may be perfect for archiving. These include genealogical collections, collections of published records, museum collections of all types and sizes, and an assortment of other types of specialized collections of materials.
Church – Church archives may contain collections of historical materials of all types. These can include clothing, ceremonial pieces, unique materials such as sermons, texts and more.
Films – The film industry has many different collections to preserve and/or restore to assure the integrity and availability of materials. These important items include the history of the film genre, costumes, footage (physical or digital), film notes and photography and more.
Non-profit – These organizations may have papers, reports, ephemera, medical equipment of a current or historical nature, information, brochures, informational pamphlets, medical samples for historical preservation purposes, or one of the many other materials that might be of value to catalog. Materials preserved and archived by non-profit agencies may well be unique collections of materials which are unavailable in any other venue or resource. The preservation of these materials is essential to the retention of the history and development of these organizations.
Collections held by private individuals – These items may include photographs, papers, published materials, art, or other types of collectible items, including digital and physical materials.
Professional archivists manage these collections; most hold a baccalaureate degree or higher, often specializing in History. These professional archivists organize materials for access while protecting unique items from physical damage and theft.
Summary: An archive is a place that preserves unique historical records, including materials like letters, photographs, and reports, in both paper and digital formats.
Now that we’ve explored what archives are and the types of materials they contain, let’s look at how these collections can be organized and preserved.
The possibilities surrounding the types of archival collections which may exist are endless. Without some sort of organizational or archival management tool, these collections may remain hidden. To find these hidden archives items, researchers use a defined research process that often starts with search tools, using finding aids, metadata, using an archives collection management solution, that features page-level catalog discovery search for access. They become unavailable for research, consultation, or discovery. The collection may even disappear in time unless specific efforts are taken to maintain the information.
Products, like Soutron Global’s Digital Archive, can provide you with the tools you need to organize, preserve, and make any type of archival collection available, whether it is to the public or for your private use. These solutions can help you organize collections that include:
All while supporting long-term data retention rather than serving as a backup.
Archival materials can also include personal archives and personal items such as photographs and letters, which help preserve family histories.
Archives are no longer just that dusty old box of papers or books. Organizing and preserving your special collections using an Archival Management solution can bring your collections into the light of day. Whether you are showcasing your collections or organizing them for retrieval and preservation, being able to use your collections to their full potential is the key. Archivists and archival systems organize materials to provide access for researchers and other users, whether privately or publicly. Archives also safeguard unique, irreplaceable records for future generations in controlled environments that reduce mold, pests, deterioration, physical damage, and theft, with practices such as acid-free folders and boxes and stable temperature and humidity used by institutions like NARA. Archival description may also follow standards such as ISAD(G), supporting better digital discovery and online access.
Soutron Archives Management for Corporate and Special archives
MINISIS Archive Management for Cultural Heritage collections
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