Archives/Archival Administration

Overview

Archival administration is the discipline concerned with the lifecycle management of records deemed to have enduring historical, administrative, legal, or research value. It ensures the preservation and accessibility of these materials for present and future generations.

Key Concepts

Core principles include:

• Appraisal: Determining which records have long-term value.
• Arrangement: Organizing records according to their provenance and original order.
• Description: Creating finding aids to facilitate access.
• Preservation: Protecting records from deterioration and damage.
• Access: Providing controlled means for users to consult records.

Deep Dive: The Archival Lifecycle

Records move through stages: creation, active use, semi-active use, and finally, disposition. Archival administration focuses on the disposition phase, where records are either destroyed or transferred to an archive for permanent preservation. This process requires careful policy development and adherence to standards.

Applications

Archival administration is crucial for:

• Government accountability and transparency
• Historical research and scholarship
• Organizational memory and continuity
• Cultural heritage preservation
• Legal and regulatory compliance

Challenges & Misconceptions

Common challenges include funding, space limitations, technological obsolescence, and the sheer volume of digital records. A misconception is that archives only hold old, dusty documents; archives manage a wide range of formats, including born-digital materials.

FAQs

What is the difference between a library and an archive?

Libraries primarily collect published materials, while archives focus on unique, unpublished records created by individuals or organizations.

How are archives preserved?

Preservation involves environmental controls (temperature, humidity), proper housing, digitization, and disaster preparedness.

Who uses archives?

Researchers, historians, genealogists, policymakers, journalists, and the general public use archives.