Practical Strategies for Arranging Mixed-Media Archives

Mixed-media archives, which contain physical and digital records, present unique challenges for archival arrangement. These collections require archivists to develop strategies that address the different needs of physical and digital materials while maintaining the collection’s coherence and accessibility.

Implementing Metadata and Descriptive Standards

Applying consistent metadata and descriptive standards is crucial for managing mixed-media archives. Metadata provides essential information about the materials, including their provenance, content, and format, and helps ensure that physical and digital records are described and accessible.

Archivists should establish a standardized metadata schema that accommodates the different types of materials in the collection. For physical records, this might involve detailed descriptions in finding aids, while digital records might require metadata embedded within files or associated with digital catalogs.

By adopting a unified approach to metadata, archivists can enhance discoverability across formats and maintain a coherent, integrated view of the collection. This approach not only aids researchers in locating relevant materials but also supports long-term management and preservation efforts by providing comprehensive context for all records.

Using an advanced archival CMS like ArchivEra, archivists can apply uniform metadata standards, improve search capabilities, and ensure seamless access across physical and digital holdings. This unified approach enhances research efficiency and long-term preservation efforts.

Structuring Mixed-Media Archives: Unified vs. Distinct Approaches

One of the first challenges in arranging mixed-media archives is establishing a structure accommodating physical and digital materials. Archivists must decide whether to arrange the collection according to a single organizational scheme that applies to all materials or develop separate schemes for physical and digital records.

A unified organizational structure presents a coherent view of the entire collection, making it easier for researchers to navigate the materials. However, it can be challenging to implement, especially if the physical and digital records have different arrangement and preservation needs. For example, physical records might be arranged chronologically by folder, while digital records might be more logically arranged by file type or software.

One approach to establishing a unified structure is to create a hierarchical arrangement that reflects the overall organization of the collection while allowing for different organizational schemes at lower levels. For example, the top level of the arrangement might be organized by creator or series, with physical and digital records arranged separately within each series according to their specific needs.

Creating Cross-References via Finding Aids & Digital Tools

Another key strategy for arranging mixed-media archives is creating cross-references between physical and digital materials. This ensures that researchers can easily locate related materials, regardless of format. Archivists can achieve this by:

• Adding descriptive notes in finding aids that link physical and digital records.
• Embedding hyperlinks within digital catalogs to reference corresponding physical materials.
• Using archival software to facilitate automated cross-referencing between formats.

For example, suppose a collection contains a physical diary and a digital transcript. In that case, the finding aid might include a note linking the two materials and information about accessing the digital file. Similarly, if a collection contains a physical photograph and a related digital video file, the finding aid might include a note directing researchers to both materials.

Managing Preservation and Access Needs in Mixed-Media Archives

Mixed-media archives also require archivists to balance physical and digital materials’ different preservation and access needs. Physical records may need to be stored in a controlled environment to prevent deterioration, while digital records may require regular maintenance to ensure long-term accessibility.

Archivists must develop strategies for preserving both materials while ensuring they remain accessible to researchers. Many institutions use digitization as a preservation strategy, creating digital surrogates of fragile materials while retaining the originals. Additionally, archivists must consider how to provide access to mixed-media collections, whether through on-site access, online access, or a combination of both.

Enhancing Archival Arrangement with Technology

Arranging mixed-media archives requires archivists to develop strategies addressing the unique challenges of managing physical and digital records. By establishing a unified organizational structure, creating cross-references between materials, and balancing preservation and access needs, archivists can create arrangements that facilitate research and preserve the integrity of the collection.