In archives administration, acquisition refers to the process of obtaining archival materials from various sources. It encompasses the activities involved in identifying, selecting, and transferring records of enduring value to the archives for preservation and future use. Essentially, it's how an archive builds its collection, ensuring that historically significant materials are preserved and made accessible. Acquisition is not just about physically receiving documents; it involves careful evaluation and decision-making to determine what materials are worthy of permanent preservation.
Acquisition is a fundamental and indispensable function in archives administration, playing a critical role in the following ways:
Archives acquire materials through various methods, each with its own specific procedures and legal implications. These methods ensure a diverse and comprehensive collection.
Before acquiring archival materials, archives must carefully consider a range of factors to ensure that the acquisition aligns with their mission, resources, and ethical obligations. These considerations are vital for building a relevant and sustainable collection.
The acquisition of archival materials is carried out through a systematic process that involves several key steps.
The process begins with identifying potential sources of archival materials. This can involve outreach to individuals, organizations, and communities, as well as monitoring relevant publications and events. Once potential materials are identified, they are appraised to determine their significance and suitability for acquisition.
If the appraisal determines that the materials are worthy of acquisition, the archive negotiates with the owner or custodian of the records. This involves discussing the terms and conditions of the transfer, including ownership, access restrictions, and preservation responsibilities. A formal agreement, such as a deed of gift or purchase agreement, is then drafted and signed by both parties.
Once the agreement is finalized, the materials are transferred to the archive. This involves physically transporting the records to the archive's storage facility. Upon arrival, the materials are accessioned, which involves assigning a unique accession number and creating a basic inventory of the records.
After accessioning, the materials are processed and arranged. This involves organizing the records into logical series and subseries, creating a finding aid, and preparing the materials for storage. This step ensures that the records are easily accessible and usable for researchers.
The final step involves preserving and storing the materials in a controlled environment. This includes providing appropriate storage containers, maintaining stable temperature and humidity levels, and implementing conservation treatments as needed. Proper preservation and storage are essential for ensuring the long-term accessibility of the archival materials.
Two fundamental principles underpin the organization and management of archival materials: the principle of provenance and the principle of original order. These principles ensure the preservation of the context and integrity of archival records, making them reliable sources for research and accountability.
The principle of provenance dictates that archival records should be organized and maintained according to their creator or source. This means that records created by a particular individual, organization, or government agency should be kept together, regardless of their subject matter. This principle recognizes that the context in which records are created is essential for understanding their meaning and significance.
By adhering to the principle of provenance, archivists preserve the relationships between records and their creators, enabling researchers to trace the origins and development of ideas, policies, and actions. This principle helps to maintain the authenticity and reliability of archival records, ensuring that they are not manipulated or misrepresented. It is vital to keep the records of one person or organization entirely separate from the records of another. Mixing records from different sources would destroy the contextual information that makes them valuable.
The principle of original order states that archival records should be maintained in the order in which they were created or received by their creator. This means that records should be preserved in their original filing systems, organizational structures, or sequences. This principle recognizes that the arrangement of records can provide valuable insights into the creator's activities, thought processes, and decision-making.
By respecting the original order, archivists preserve the context and relationships between records, enabling researchers to understand how they were used and managed by their creator. This principle helps to maintain the integrity and authenticity of archival records, ensuring that they are not arbitrarily rearranged or reinterpreted. The order in which records were kept often reflects how they were used, and that information would be lost if the order was changed. This allows researchers to understand the records as they were used in the past.
Both of these principles work in tandem to maintain the integrity of archival collections. Provenance identifies who created the records, and original order identifies how they were used.
Archives build their collections by acquiring materials from a variety of sources, which can be broadly categorized as internal and external sources. These sources provide a diverse range of records that contribute to the archive's mission of preserving and making accessible historical and cultural information.
Internal sources refer to records generated within the organization or institution that the archive serves. For government archives, this includes records created by various government departments, agencies, and offices. For corporate archives, this includes records created by different departments, divisions, and employees of the company. Internal sources are crucial for documenting the history, activities, and functions of the parent organization.
Internal records often include official documents, reports, correspondence, minutes of meetings, and other administrative records. These records provide valuable insights into the organization's policies, decisions, and operations. By acquiring records from internal sources, archives ensure that the organization's institutional memory is preserved and that its activities are documented for accountability and transparency. Also, internal sources provide a complete record of the organizations activities, from the top down.
External sources encompass records acquired from individuals, families, organizations, and other institutions outside the archive's parent organization. These sources provide a broader perspective on the history and culture of the community or region served by the archive. External sources are vital for documenting diverse viewpoints and experiences.
External records can include personal papers, photographs, diaries, letters, business records, and organizational archives. These materials often provide unique and valuable information that complements the records acquired from internal sources. For example, a local history archive might acquire personal papers from residents, business records from local companies, and organizational archives from community groups. By acquiring records from external sources, archives enrich their collections and provide a more comprehensive understanding of the past. These sources also provide context to the internal records that are held.
Its significance can be illustrated through several key aspects:
An acquisition policy clearly defines the parameters of the archive's collection, specifying the types of materials it seeks to acquire, the time periods it covers, and the subject areas it focuses on. This provides a framework for decision-making, ensuring that acquisitions align with the archive's mission and avoid haphazard growth. Without a defined scope, an archive risks accumulating irrelevant or unmanageable materials.
By establishing clear criteria for acquisition, the policy promotes consistency in the archive's collecting practices. This prevents ad-hoc acquisitions based on personal preferences or fleeting opportunities, ensuring that the collection develops in a coherent and purposeful manner. It allows for the archive to target specific collections that will enhance the archives holdings.
The acquisition policy provides a basis for appraising and selecting archival materials. It outlines the factors to be considered when evaluating potential acquisitions, such as historical significance, evidential value, and research potential. This ensures that the archive acquires materials that are worthy of long-term preservation and that contribute to its research goals.
A publicly available acquisition policy promotes transparency in the archive's collecting practices. It informs donors, researchers, and the community about the archive's priorities and procedures. This fosters trust and accountability, demonstrating that the archive is responsible and ethical in its acquisition activities.
Acquiring and processing archival materials requires significant resources, including staff time, storage space, and funding. An acquisition policy helps to manage these resources effectively by prioritizing acquisitions and avoiding the accumulation of unnecessary or redundant materials. This ensures that the archive's resources are used efficiently to build a high-quality collection.
The policy provides clear guidelines for accepting donations and bequests, ensuring that donor expectations are met and that legal and ethical considerations are addressed. This fosters positive donor relations, encouraging individuals and organizations to entrust their valuable records to the archive.
By focusing on materials that align with the archive's mission and resources, the acquisition policy supports long-term preservation efforts. It ensures that the archive acquires materials that it can adequately care for, reducing the risk of deterioration and loss.
Having a well defined policy helps protect the archive legally. It can help prove that the archive acted correctly in acquisition of materials, and that all legal requirements were met.
An archives acquisition policy is a foundational document that guides the institution's collecting activities. It provides a clear framework for decision-making, ensuring that acquisitions align with the archive's mission, resources, and ethical obligations. A comprehensive acquisition policy typically includes several essential components.
The policy should begin with a clear introduction that outlines the purpose and scope of the document. It should also include the archive's mission statement, which articulates its overall goals and objectives. This section sets the context for the policy and demonstrates how it supports the archive's broader mission. The mission statement explains to the public, and staff, what the archive is trying to achieve. It also grounds the policy in the archives core values.
This section defines the specific types of materials the archive seeks to acquire. It should detail the subject areas, time periods, geographic regions, and formats of records that are within the archive's collecting mandate. For example, a local history archive might focus on acquiring records related to the history of its specific town or county, while a corporate archive might focus on records related to the company's operations and products. This section provides clarity and focus, preventing the archive from acquiring materials that are outside its scope. This section is the core of the policy, and is used to make decisions on what to acquire.
The policy should outline the criteria used to evaluate potential acquisitions. These criteria should address factors such as historical significance, evidential value, research potential, physical condition, and legal and ethical considerations. For example, the policy might state that the archive prioritizes records that document significant events, individuals, or organizations, or that it avoids acquiring materials that are heavily damaged or that infringe on copyright. This section provides a framework for appraising and selecting archival materials, ensuring that acquisitions are consistent and well-reasoned.
This section describes the various methods the archive uses to acquire materials, such as donations, bequests, purchases, and legal deposits. It should outline the procedures for each method, including the necessary documentation and legal requirements. For example, the policy might specify the terms and conditions for accepting donations, or the procedures for conducting due diligence before purchasing materials. This section ensures that acquisitions are conducted in a transparent and legally compliant manner.
The policy should address the archive's approach to donor relations, including the procedures for acknowledging donations, discussing donor conditions, and ensuring that donor wishes are respected. It should also outline the archive's policy on access restrictions, copyright, and other legal and ethical considerations related to donated materials. This section fosters positive donor relations and ensures that donations are handled in a responsible and ethical manner.
While focused on acquisition, a good policy will also contain information on deaccessioning. This is the process of removing materials from the collection. The policy should outline the criteria and procedures for deaccessioning materials, ensuring that it is done in a responsible and transparent manner. This section ensures that the archive maintains a focused and relevant collection, and that resources are not wasted on materials that are no longer appropriate.
This section addresses the legal and ethical obligations of the archive, including copyright, privacy, and cultural property rights. It should outline the archive's policies on handling sensitive information, obtaining permissions for use, and complying with relevant laws and regulations. This section ensures that acquisitions are conducted in a legal and ethical manner, protecting the rights of individuals and organizations.
The policy should include a statement on how often it will be reviewed and revised. This ensures that the policy remains current and relevant, reflecting changes in the archive's mission, resources, and best practices. Regular review and revision ensures that the policy remains a useful tool for guiding the archive's collecting activities.
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