​Novice Guide

​Welcome to the fascinating world of archives and special collections! If you're new to the concept, this guide will help you understand what they are, why they're important, and how they're managed in libraries. Let’s dive into the essentials.

​What are Archives and Special Collections?

  • Archives: These are collections of historical records. Think of them as the ‘official memory’ of an organization, community, or individual. They include things like letters, minutes of meetings, reports, and photographs.
  • Special Collections: This term usually refers to rare and unique materials in a library. It can be anything from a centuries-old manuscript to vintage posters or a collection of local oral histories.

​Acquiring New Treasures

​When libraries add to their archives or special collections, they don't just take anything. They look for materials that have lasting value, are in decent shape, and fit within their collection's themes.
  • Identifying what's worth keeping: Not all old documents are valuable. Librarians need to judge what’s important and why. They consider the item's history, condition, and relevance to their current collection.
  • Setting rules: Libraries have policies that guide what they will or won't accept. These policies help them make decisions and also let donors know what's expected.
  • Choosing wisely: It's about quality, not quantity. Librarians assess what each item would add to their collection and whether they can afford to maintain it.

​Organizing the Collections

​Once an item becomes part of a collection, it needs to be organized so people can find and use it.
  • ​Appraisal: This is about figuring out if an item truly belongs in the collection and documenting its reception.
  • Arrangement: Keeping things in order, sometimes the way the original owner had them, is crucial. It helps to understand the context.
  • Describing the content: Creating detailed guides, known as finding aids, helps users know what’s in the collection and how to access it.

​Keeping It All Safe

​Preservation is all about making sure that these materials last as long as possible.
  • Control the environment: Keeping the temperature, humidity, and light just right can make a big difference in how long these items last.
  • Repair and protect: Sometimes items need a little TLC to keep them from falling apart.
  • Making digital copies: Digitizing items can help preserve them and make them easier for people to access.

​Making Collections Available

​It's not enough to just keep things safe; archives and special collections are meant to be used.
  • Set rules for use: To protect the items, there are rules for how people can use them. This can include handling guidelines or restrictions on copying materials.
  • Help people find what they need: Librarians are there to help users navigate the collections and make the most of the resources available.
  • Provide the right space: A comfortable and secure area for studying these materials is essential.

​Spreading the Word

​If nobody knows about these collections, they can't be appreciated.
  • Display and share: Exhibits and events can showcase the collections and get the community interested.
  • Online presence: A good digital strategy can bring the collections to a wider audience.
  • Collaborate with educators: By working with schools and universities, libraries can help bring these resources into classrooms.

​Playing by the Rules

​There are laws and ethical considerations when dealing with archives and special collections.
  • Copyright and privacy: Libraries need to respect copyright laws and personal privacy when managing their collections.
  • Copying and use: Rules are in place to ensure that making copies of materials doesn't harm the originals or violate any laws.

​Embracing Technology

​In the digital age, archives and special collections are also becoming digital.
  • Choosing the right systems: Libraries need software to manage digital collections effectively.
  • Digital preservation: Keeping digital items safe over time is a whole field of its own, requiring specific techniques and constant attention.

​Preparing for the Worst

​Disaster planning is crucial for protecting these valuable collections from the unexpected.
  • Have a plan: Know what to do in case of fire, flood, or other emergencies.
  • Train the team: Everyone involved should know their role in protecting the library's collections.
  • Get insured: Ensure you have the financial means to respond if disaster strikes.

​Funding and Friends

​Managing these collections isn't cheap, and making friends is key.
  • Grants and fundraising: Libraries often apply for grants and hold fundraising events to support their collections.
  • Advocacy: Sharing stories about the collections helps to build community support.

​Never Stop Learning

​The field of library science, especially around archives and special collections, is always evolving.
  • Stay connected: Joining professional groups helps librarians keep up with best practices.
  • Keep learning: Workshops and conferences are great for learning new things and staying up-to-date.
  • Networking: Sharing experiences with other professionals is invaluable.
​This guide provides a peek into the intricate world of archives and special collections. Remember, these materials are not just dusty documents but are alive with stories waiting to be discovered and preserved for future generations.