The Daughters of Charity Provincial Archives, housing their historic collection and library, is located at the site where the community’s founder St. Elizabeth Ann Seton lived and served in Emmitsburg, Maryland.
In 2011, the Daughters of Charity established The Province of St. Louise, bringing together the West Central, East Central, Southeast, and Northeast Provinces of the United States. Coming together has allowed these communities to collaborate more easily and address important issues collectively for greater impact. One of these collaborations is the Provincial Archives, managed by Archivist Scott Keefer. Per the Daughters of Charity Constitution, the Archives of the Province of St. Louise preserves records of enduring value, memorializes the life and work of the founders, promotes the community’s works, past and present, and makes their collections available for research.
The consolidation of the Provinces was the catalyst for a new collections management system (CMS). Per Mr. Keefer, “We needed a centralized CMS, with a public front end. And because our collections increasingly include born-digital materials, we wanted a certain level of backup for high profile digital content that would also make it searchable. We looked at a number of systems and vendors, and Lucidea stood out because of their great customer service; everyone was always willing to work with us and be flexible. ArchivEra itself gives us flexibility—it incorporates guidelines and principles, but gives us room to innovate; for example, we can design a hierarchy that fits our unique needs.”
We sat down with Mr. Keefer, for a rich conversation about the community’s history and tradition of service, and the implementation of ArchivEra to document and support their mission. We invite you to read their full success story here.
Records guidelines provide recommended standards for records retention; implementation is based on usefulness or on risks of maintenance/destruction.
Archivists and records managers make sure that offline records aren’t forgotten, regular retentions are applied, and records remain useable.
To effectively create and capture records, archivists need to decide on several issues at the organizational or business process level.
A preservation program requires policies, procedures, processes, and the right technologies. A mixed strategy based on organizational needs is best