Archives often find themselves competing for limited resources within larger institutions. Universities prioritize teaching and research, nonprofits focus on programs and services, and corporations channel funds toward revenue-generating initiatives.
In this competitive landscape, people sometimes view archives as auxiliary rather than essential.
To overcome this hurdle, archivists must adopt an advocacy mindset by positioning archives as critical assets that contribute to institutional missions, community identity, and sustainability.
What Archival Advocacy Looks Like in Practice
Advocacy is not the same as self-promotion. It is a practical way to connect archival work to institutional priorities and decision-maker expectations. Done well, archival advocacy allows archivists to shift funding conversations from “nice to have” to “need to sustain.”
The advocacy strategies below will help you support your funding goals.
For a comprehensive guide to strategic planning, advocacy, and budgeting in archives, we invite you to download your free copy of Margot’s new book, Funding Your Archives’ Future: How to Secure Support and Budget for Success.
Use Storytelling to Showcase Your Archives’ Value
At the heart of advocacy lies the art of storytelling. Archives preserve history, document identity, and provide evidence for accountability, but archivists must convey this value in ways that resonate with decision-makers. A compelling narrative transforms archives from abstract repositories into living resources that serve the needs of people.
Different audiences require different approaches. For administrators, the narrative might emphasize how archives support teaching, research, or public engagement. For donors, it may highlight stories of unique collections, their cultural significance, and opportunities for legacy building. For the public, the emphasis may be on accessibility and the ways archives connect past and present.
Successful advocates tailor their message, making the case that investing in archives is about preserving the past and empowering the future. By grounding archival advocacy in stories that evoke emotion and relevance, archivists can bridge the gap between professional values and broader institutional priorities.
Example: University Archives Wins Funding for Digital Repository
For example, when a university archives sought funding for a new digital repository, the archivist combined storytelling with hard data to make the case. She began by sharing the story of a student who utilized rare campus photographs to produce an award-winning thesis, which brought alumni pride and media attention to the institution.
To reinforce the impact, she presented statistics showing a 45% increase in researcher visits over the past three years, along with projections that a digital repository would double online engagement. By also inviting faculty members who relied heavily on archival sources to speak at a budget meeting, she turned stakeholders into advocates.
This blend of narrative, metrics, and relationship-building convinced administrators that the archives was not an auxiliary service but a vital contributor to the university’s mission, resulting in approval of dedicated funds for the repository.
Use the Power of Proof to Support Funding Requests
While stories spark interest, data provides credibility. Effective advocacy combines narrative with proof, weaving together quantitative and qualitative evidence. Metrics such as researcher visits, digitization outputs, website analytics, or the number of instructional sessions delivered show how archives generate measurable outcomes.
Qualitative evidence strengthens the case further. Testimonials from faculty about how archives supported groundbreaking research, or from community members who rediscovered the past through archival programs, provide human dimensions that numbers alone cannot capture. Together, data and stories create a holistic picture of impact.
Projections are equally powerful. Demonstrating how an additional staff position could increase processing output by 30 percent, or how investment in digital infrastructure could double public engagement, ties funding requests to anticipated results. These projections shift advocacy from abstract aspiration to concrete return on investment, offering decision-makers a rationale grounded in evidence.
Engage Stakeholders to Amplify the Message
Advocacy thrives on relationships. Engaging stakeholders as partners creates allies who can amplify the message and sustain long-term support. Archivists should identify champions within their institutions, such as faculty who rely heavily on archival materials or board members with personal ties to collections.
Keep your champions informed and invested. Building these relationships requires ongoing communication and collaboration to maintain and nurture them. Inviting stakeholders to exhibit openings, showcasing their contributions in newsletters, or involving them in advisory groups fosters a sense of shared ownership. When stakeholders feel invested, they are more likely to advocate on behalf of the archives in boardrooms, budget meetings, and donor conversations.
Reach out to local organizations. Partnerships can also extend beyond the institution. Collaborations with local historical societies, community groups, or professional networks increase visibility and credibility. These alliances not only broaden the base of support but also strengthen the argument that archives are integral to cultural preservation and civic engagement.
Collaborate and Persist
Securing funding is the result of a consistent and strategic effort. Timing plays a critical role. Advocacy aligned with budget cycles, strategic planning periods, or fundraising campaigns is more likely to resonate. By anticipating these windows of opportunity, archivists can position their case when decision-makers are most receptive to it.
Collaboration enhances advocacy’s effectiveness. When archivists collaborate with colleagues in libraries, museums, or academic departments, they demonstrate how archives intersect with other institutional priorities. Joint initiatives, such as exhibitions, curriculum development, or community programs, highlight the broad value of archives and create shared incentives for investment in these resources.
Persistence is the final ingredient. Advocacy often encounters setbacks, such as denied funding requests, delayed projects, or redirected priorities. However, consistent messaging, relationship-building, and evidence-gathering ensure that archives remain visible. Over time, persistence builds credibility, making it more difficult for decision-makers to overlook the archives’ contributions.
Advocacy positions archives as resilient institutions. When archivists champion their value with clarity and confidence, they not only secure support but also strengthen the role of archives in preserving memory and inspiring the future.
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