Archival Basics

A Practical Manual for Working with Historical Collections

Charlie Arp

Archival Basics for Historic Record Collections is an introduction to the concepts, policies, infrastructure and tasks needed to collect, preserve and make archival collections available to researchers. The book is based on content presented in workshops by the Council of State Archivists and presented in an on-line course by the American Association of State and Local History since 2003. Arp focuses on the discreet tasks necessary to manage archival collections. This is a practical, how-to book on managing archival collections designed for those who have responsibility for such collections but lack formal archival training.

The book begins by defining historic records, archival collections and the differences between archives, libraries and museums while identifying the steps needed to manage archival collections. It then looks at collecting archival items including creating a collections policy, documenting the acquisition of archival items and the steps needed to bring those items into an archives. It discusses arranging, preserving and describing archival collections so researchers can find the information they seek. Next, it goes over what is needed to store, protect, and make archival collections available to researchers. The last chapters contemplates the policies, skills and infrastructure needed to successfully manage digital records and looks at creating digital copies of analog records to promote their use.

The book provides templates, questionnaires and examples to enable the reader to create customized archival policies and procedures that accommodate the particular circumstances they find themselves in. The book also contains exercises and quizzes designed to reinforce the retention and understanding of critical concepts. In addition to examples it has lists of additional resources so those who want more detailed information on particular topics can find it. This book is not the only reference book needed by those doing archival work, but it should be the first book they need.

Rowman & Littlefield Publishers / AASLH

Pages: 354 • Trim: 8¾ x 11½

978-1-5381-0454-5 • Hardback • May 2019 • $117.00 • (£90.00)

978-1-5381-0455-2 • Paperback • May 2019 • $53.00 • (£41.00)

Series: American Association for State and Local History

Subjects: Language Arts & Disciplines / Library & Information Science / Archives & Special Libraries

Archival Basics

A Practical Manual for Working with Historical Collections

Hardback

Paperback

Summary

Archival Basics for Historic Record Collections is an introduction to the concepts, policies, infrastructure and tasks needed to collect, preserve and make archival collections available to researchers. The book is based on content presented in workshops by the Council of State Archivists and presented in an on-line course by the American Association of State and Local History since 2003. Arp focuses on the discreet tasks necessary to manage archival collections. This is a practical, how-to book on managing archival collections designed for those who have responsibility for such collections but lack formal archival training.

The book begins by defining historic records, archival collections and the differences between archives, libraries and museums while identifying the steps needed to manage archival collections. It then looks at collecting archival items including creating a collections policy, documenting the acquisition of archival items and the steps needed to bring those items into an archives. It discusses arranging, preserving and describing archival collections so researchers can find the information they seek. Next, it goes over what is needed to store, protect, and make archival collections available to researchers. The last chapters contemplates the policies, skills and infrastructure needed to successfully manage digital records and looks at creating digital copies of analog records to promote their use.

The book provides templates, questionnaires and examples to enable the reader to create customized archival policies and procedures that accommodate the particular circumstances they find themselves in. The book also contains exercises and quizzes designed to reinforce the retention and understanding of critical concepts. In addition to examples it has lists of additional resources so those who want more detailed information on particular topics can find it. This book is not the only reference book needed by those doing archival work, but it should be the first book they need.

Details

Rowman & Littlefield Publishers / AASLH

Pages: 354 • Trim: 8¾ x 11½

978-1-5381-0454-5 • Hardback • May 2019 • $117.00 • (£90.00)

978-1-5381-0455-2 • Paperback • May 2019 • $53.00 • (£41.00)

Series: American Association for State and Local History

Subjects: Language Arts & Disciplines / Library & Information Science / Archives & Special Libraries

Author

Charlie Arp has a BA and MA in history from Ohio University where he specialized in archival studies. From 1991 to 2003 he worked at the Ohio History Society where he held a variety of positions including Head of Reference, Assistant State Archivist and State Archivist. In 2003 Charlie was hired by the Battelle Memorial Institute as Enterprise Content Manager. In 2015 he tested and validated the use of an electronic management program to enable Battelle to use electronic records as part of submissions to the FDA. In early 2016 Charlie started an archival and records management consulting firm.

Table of Contents

Chapter 1 - Introduction to Archives and Archivists
Records
More About Historical Records
Historical Record Collections
What is an Archives?
What is an Archivist?
Chapter Summary, Exercise and Exam

Chapter 2 - Collections Policy
What is a Collections Policy?
Assessing Your Capabilities and Resources
Elements of a Collections Policy
Summary and Exercise

Chapter 3 - Appraisal
Defining Appraisal
Making Appraisal Decisions
Other Factors to Consider
Summary and Exercise

Chapter 4 - Accessioning
Transferring Legal Ownership of the Records
Gaining Physical and Intellectual Control of Your Records
Documenting your accessions
Chapter Summary

Chapter 5 Arrangement
Terms
Arranging Records
Chapter Summary

Chapter 6 - Preservation
Preservation of What?
Handling archival materials during processing
Preservation as part of processing
Summary

Chapter 7 Description
Description in detail
Finding Aids
Practice with Finding Aids
Processing Case Study
Summary

Chapter 8 Storing collections
The Building
Within the Building
Summary

Chapter 9 Security planning and disasters
Physical Security
Collection and Researcher Management
Disaster Planning
Summary

Chapter 10 Reference
Reference Services
Providing Reference Services
Copyright
Summary

Chapter 11 Outreach
Outreach
Exhibits and Loans
Fundraising and Grant Writing
Chapter Summary

Chapter 12 Digital records
Introduction to Digital Records
Theory
Revising your collections policy
Digital appraisal
What must you do to archive digital records?
What resources do you need to archive digital records?
Summary

Chapter 13 Digitzation
Terms
Project Planning
Hardware and Software
Digitization procedures and workflow
Summary

Reviews

Archival Basics is a must-read for those entering or new to archival institutions. This book provides a common-sense approach that clearly explains collecting, preserving, and making archival records, including digital collections, available to researchers. Access to 13 digital files allows the reader to customize fundamental policies and forms necessary for archival operations.
— Barbara Teague, Executive Director, Council of State Archivists

This book serves as a highly experienced and knowledgeable guide to core principles and best practices that are essential to providing appropriate care for the archives and historical records that are the foundation for understanding ourselves, our society, and our country. Read this book, then “just do it.”
— Kathleen D. Roe, New York State Archives (retired), Director of Archives and Records Management

Charlie Arp’s manual is an excellent addition to the existing literature aimed at those working with archives without formal education or training. The Practical Manual sets out the professional best practice for managing all aspects of archives but it allows for situations which are less than ideal, recognizing that doing better can be good enough for the moment to ensure that archives are preserved and accessible now and in the future. It offers clear guidance and advice, providing an excellent introduction to the functions and activities that make up managing archives.

— Archives and Records: The Journal of the Archives and Records Association