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Archives & Special Collections

Archival Process

Step-by-Step Process

To accession an item means that the materials are physically and officially transferred into the archival repository, wherein the intellectual and physical custody of materials is transferred under legal or policy authority. The term accession is interchangeable with acquisition, and acquisition is more often used. 

There are a number of definitions for the term 'appraisal': 

  • the process of identifying materials offered to an archives that have sufficient value to be accessioned
  • the process of determining the length of time records should be retained, based on legal requirements and on their current and potential usefulness
  • the process of determining the market value of an item; monetary appraisal

Most often the term 'appraisal' is used to describe the process of determining whether records and other materials have permanent archival value to the existing collection. 

Appraisal most often takes place prior to donation or physical transfer. This process is different from a monetary appraisal, which estimates market value. 

The archivist will need to consider a number of factors before accepting a new item/collection/ into the repository. 

  • Functional Characteristics: Who created it? What is it made of? Dimensions? 
  • Informational Relevancy: Is the information provided by the item significant? What is the quality?
  • Potential Use: How can this item be used? Are there limitations (physical, legal, intellectual) on the use of the item?
  • Relation to Repository: How does this item relate to other collections? Does is adhere to the existing mission of the repository? 
  • Cost of Preserving: The cost of preserving the record weighed against the benefit of retaining the information

Description is the process of creating a set of data representing an archival resource or component thereof. Description styles vary from institution to institution

Preservation the process of protecting materials by minimizing chemical and physical deterioration and damage to minimize the loss of information and to extend the life of the material.