With limited resources, increasing demand, and rapid technological change, archives cannot afford to work in isolation. Building partnerships has become a strategic necessity. Collaboration expands the reach of archives, providing access to expertise, technology, and funding that may be beyond the reach of any single institution.
Partnerships also amplify visibility. When archives align with other departments, institutions, or community groups, they broaden their audience and enhance their impact. These collaborations can spark innovation and create efficiencies by sharing responsibilities and costs, leading to enhanced productivity. In a collaborative landscape, archives preserve the past and connect it to the present through shared efforts and initiatives.
In this post, we’ll outline practical ways to build internal allies, pursue external collaborations, and set archival partnerships up for long-term success.
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Cultivate Internal Allies
One of the most overlooked sources of partnership lies within the institution itself. Internal allies, such as IT departments, communications offices, and development teams, can be powerful advocates and collaborators in advancing archival goals.
Archives increasingly rely on robust digital infrastructure, making information technology a vital internal ally. Partnering with IT ensures reliable systems for storage, security, and digital preservation. IT staff bring expertise that helps evaluate new technologies, support digital access platforms, and address cybersecurity concerns, all of which are critical for long-term sustainability in archives.
Communications and marketing teams are equally valuable partners. Raising awareness about archival collections often requires compelling storytelling, and communications professionals have the tools to share those stories widely. Collaborating with them enables archives to reach a broader audience through social media, newsletters, and institutional websites. Coordinated campaigns can highlight collections, events, and milestones, enhancing visibility both internally and externally.
Development and advancement offices also play a pivotal role in supporting archives. Fundraising efforts are most effective when they align with institutional priorities, and development staff can help craft persuasive donor appeals, identify potential supporters, and integrate archival needs into larger fundraising strategies. Their networks and expertise provide archivists with access to opportunities that would otherwise be difficult to secure, strengthening both financial stability and long-term growth.
For example, when an archives partnered with the university’s IT department, the collaboration solved long-standing issues with digital preservation. The archives had struggled with outdated servers and an increasing risk of data loss. However, by working closely with the IT staff, they secured access to cloud storage solutions, implemented stronger cybersecurity protections, and gained expertise in evaluating digital preservation software.
At the same time, the archives collaborated with the communications office to launch a coordinated social media campaign highlighting digitized collections of student newspapers, which significantly increased online engagement. These partnerships not only improved the archives’ technical infrastructure and visibility but also demonstrated to administrators that the archives was embedded within the institution’s larger goals rather than operating on the margins.
Leveraging these in-house departments builds stronger cases for support and integrates archives into the broader institutional fabric, reducing the risk of being seen as a standalone or peripheral entity.
Seek Out External Collaborations
Beyond internal allies, external partnerships extend the influence of archives across communities, sectors, and even nations. Collaborating with other organizations creates opportunities that no single archives could achieve independently.
Museums, libraries, and historical societies share overlapping missions with archives. Joint exhibitions, shared programming, or collaborative grants can magnify impact and reach audiences who might otherwise be unaware of archival collections.
Universities and colleges bring research expertise, student engagement, and teaching opportunities. Archives can work with faculty to integrate materials into curricula or involve students in archival projects. These partnerships foster scholarship while cultivating the next generation of archival advocates.
Grassroots groups and nonprofits can help archives expand representation and build trust with under-documented communities. Collaborating on oral history projects, community archiving initiatives, or public events strengthens inclusivity and ensures that archives reflect diverse voices.
Joining regional or national networks enables archives to share resources, training, and advocacy efforts. Collective bargaining power can reduce costs for technology, while joint advocacy campaigns amplify the voice of the archival profession.
Keys to Successful Archival Partnerships
While partnerships hold promise, they also require careful management to succeed. The most effective collaborations share several elements, including:
- Defined Goals: Successful partnerships begin with clearly defined goals, ensuring that all parties understand what they hope to achieve and remain aligned in their efforts.
- Written Agreements: Establishing written agreements, whether formal contracts, memoranda of understanding, or informal guidelines, helps avoid misunderstandings by clarifying responsibilities and resource commitments.
- Open Communication: Communication, through updates, check-ins, and feedback loops, maintains momentum and ensures that all partners feel valued and informed.
- Willingness to Adapt: Successful partnerships foster flexibility, acknowledging that circumstances and priorities can change and that adaptation is crucial for maintaining resilience in the face of challenges.
By laying a strong foundation of trust, archives can cultivate sustainable collaborations that deliver lasting benefits.
Move From Pilot Projects to Big Wins
Many successful partnerships begin small. A single co-hosted workshop, a pilot digitization effort, or a joint exhibition can serve as a testing ground for larger collaborations. These modest beginnings allow partners to learn how to work together.
Over time, small initiatives can grow into transformative projects. A community oral history program might expand into a multi-year documentation project funded by national grants. A one-time joint exhibition with a museum could evolve into a shared collections portal or long-term research partnership. Starting small reduces risk while opening the door to larger-scale impact.
Celebrating early successes also matters. Highlighting the outcomes of pilot projects through reports, press coverage, or public events reinforces the value of the partnership and generates momentum for future initiatives. These visible wins demonstrate to stakeholders that collaboration produces results, making it easier to secure continued support.
Stronger Together
When collaboration is increasingly essential, archives that embrace partnerships position themselves for resilience and innovation. Stronger together, they can preserve the past while shaping a more connected future.
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