7 Practical Steps for Starting an Archives

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.

How to Start an Archives: 7 Practical Steps

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.

1. Evaluate Space and Environmental Conditions

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.

2. Find the Perfect Archives Location

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.

3. Invest in High-Quality Equipment and Supplies

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.

4. Establish Collection, Access, and Preservation Policies

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.

5. Begin Processing Collections

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.

6. Recruit and Train Your Team

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.

7. Promote the Archives to Build Awareness

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.

Ensure Your Archives Is Built to Last

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.