7 Elements of a Strong Archival Acquisition Policy

Developing an acquisition policy is critical for archivists because it sets the foundation for how an institution acquires and manages its collections. A well-crafted acquisition policy ensures the archives remains focused, relevant, and aligned with the institution’s mission and strategic goals.  

This policy guides the selection and acquisition of archival records and addresses legal, ethical, and practical considerations.  

Understanding the Institutional Mission 

The first step in creating an acquisition policy is building an understanding of the institution’s mission and strategic goals. The policy must align with these core principles to ensure that the acquired records support the institution’s objectives for archival collection development. 

Archivists should review the mission statement, strategic plan, and relevant documents outlining the institution’s goals and priorities. This understanding will help define the collections’ scope and ensure that acquisitions contribute to the broader institutional framework. 

Defining the Scope of the Archives’ Collection 

Once the institutional mission is clear, archivists should define the scope and focus of the collection. This process involves determining the types of records that will be acquired, the periods covered, the geographic areas of interest, and the subjects or themes that align with the institution’s mission. 

For example, university archives may focus on records of the institution’s history, student organizations, faculty research, and community engagement. On the other hand, a corporate archive may prioritize records that document the company’s history, products, and impact on the industry. Defining the scope helps to ensure that acquisitions are purposeful and relevant. 

Establishing Criteria for Archival Acquisition 

With the scope defined, archivists must establish criteria for acquisition. These criteria should outline what records will be considered for inclusion in the archives. Standard criteria include the records’ historical significance, relevance to the institution’s mission, informational or research value, and physical condition. 

Archivists should also consider the availability of resources for processing, preserving, and providing access to the records. By establishing criteria, archivists can decide which records to acquire and which to decline. 

Addressing Legal and Ethical Considerations within your Acquisition Policy 

Legal and ethical considerations are paramount in the acquisition process. Archivists must ensure that the acquisition of records complies with all relevant laws and regulations, including copyright law, privacy law, and donor agreements.  

The acquisition policy should outline procedures for obtaining proper documentation, such as deeds of gift or transfer agreements, that legally transfer ownership of the records to the institution.  

Ethical considerations must be addressed, mainly when dealing with sensitive or controversial materials. The policy should guide handling records that may raise ethical concerns, such as those involving cultural property or records obtained under questionable circumstances. 

Planning for Resource Allocation over the Long-Term  

Developing an acquisition policy also requires careful planning for resource allocation. Acquiring records is only the first step; institutions must also have the resources to process, preserve, and provide access to these records.  

Archivists should consider the costs associated with acquisition, including staffing, storage, and conservation needs. The policy should include provisions for assessing the institution’s capacity to manage new acquisitions and prioritizing acquisitions based on available resources. This planning ensures that the institution can maintain the long-term care and accessibility of its collections. 

Involving Stakeholders in Acquisition Policy Development 

The development of an acquisition policy should be a collaborative effort involving key stakeholders. Archivists should consult with colleagues, administrators, donors, and other relevant parties to gather input and build consensus on the policy. This collaboration helps to ensure that the policy reflects the diverse needs and perspectives of the institution and its constituents. Stakeholder involvement also promotes transparency and accountability in the acquisition process. 

Review and Revision; Archival Acquisition Policy Evolves 

An acquisition policy is not static; it should be reviewed and revised to adapt to changing circumstances. Archivists should establish a schedule for reviewing the policy, considering changes in the institution’s mission, the evolving nature of its collections, and shifts in the broader archival landscape. Review ensures that the policy remains relevant. 

Seven Elements of a Well-Crafted Archival Acquisition Policy 

Developing an acquisition policy is a critical responsibility for archivists. A well-crafted policy aligns with the institution’s mission and strategic goals, defines the scope and focus of the collection, and establishes clear criteria for acquisition. It also addresses legal and ethical considerations, plans for resource allocation, involves stakeholders, and provides for revision and review. By following these steps, archivists can ensure that their acquisition policy supports the institution’s objectives and contributes to preserving its collections.