​Expanded Cheat Sheet

​Understanding Archives and Special Collections

Definition and Scope

Archives: Institutional or collected records that are kept permanently due to their enduring value. Typically includes correspondence, reports, minutes, drafts, and other documentation of organizational or personal activity.
Special Collections: Comprises a wide range of materials such as manuscripts, first editions, local histories, rare books, ephemera, and artwork. Each item often requires individual care and specialized cataloging.

​Acquisitions

Developing Collections

  • Identify and Evaluate: Reach out to potential donors with clear criteria in mind, focusing on the uniqueness, condition, and relevance to your collections' scope. Understand the provenance and context of the materials.
  • Policy Creation: Develop a written policy outlining the types of materials you will accept, taking into account space, preservation needs, and the focus of your institution. Address legal issues like copyright transfer and moral rights.
  • Assessment: Assess the potential research value versus the costs of processing, preserving, and storing the materials. Prioritize acquisitions that fill gaps or strengthen existing areas within the collection.

​Processing Collections

Organization and Description

  • Appraisal and Accessioning: Determine the enduring value of materials and formally accept them into your collection. Assign a unique identifier to each accession.
  • Arrangement: Organize materials in a way that preserves the context and relationships between records. Consider original order and provenance.
  • Description: Create finding aids using standards like EAD. Include information about the scope, content, organization, and any access restrictions.

​Preservation and Conservation

Protecting Materials

  • Environmental Controls: Maintain appropriate temperature, humidity, light, and pollution levels to slow deterioration.
  • Conservation Treatments: Address physical damage through repairs, deacidification, or other specialized treatments.
  • Digitization: Select materials for digitization based on usage, value, and fragility. Follow digital preservation standards for file formats and metadata.

​Access and Use

Facilitating Research

  • Access Policies: Develop policies that balance the need for access with the need to preserve materials. Include guidelines on handling materials and copying.
  • Reference Services: Train staff to assist researchers and provide tools like finding aids and databases.
  • Facilities: Provide appropriate spaces for using materials, including secure reading rooms and technology for accessing digital archives.

​Outreach and Promotion

Increasing Visibility

  • Exhibitions and Events: Plan public exhibitions and events to raise awareness of your collections. Use themes that resonate with your community.
  • Digital Presence: Use the web to showcase collections, including digital exhibits, blogs, and social media posts.
  • Educational Collaboration: Work with teachers and academics to incorporate primary sources into their programs.

​Legal and Ethical Considerations

Rights Management

  • Copyright and Restrictions: Apply copyright laws accurately and maintain records of agreements regarding donor restrictions and user rights.
  • Reproduction Guidelines: Set clear rules for how and when materials can be reproduced, taking into account the fragility of items and legal restrictions.
  • Privacy: Ensure that sensitive materials are identified and managed appropriately to protect privacy rights.

​Digital Archives

Technological Integration

  • System Selection: Choose a digital asset management system that meets your needs for organizing, preserving, and providing access to digital collections.
  • Preservation: Implement strategies for the long-term preservation of digital materials, including regular migration to current formats.
  • Standards: Follow community-accepted standards like OAIS (Open Archival Information System) for digital preservation practices.

​Disaster Planning

Risk Mitigation

  • Preparedness Plan: Develop a comprehensive plan that includes prevention, response, and recovery strategies for natural disasters, accidents, or other emergencies.
  • Staff Training: Regularly train staff in emergency procedures, including salvage techniques.
  • Insurance: Ensure that your collections are adequately insured and that you have access to emergency funds.

​Funding and Advocacy

Sustainability

  • Grant Writing: Identify and apply for grants to support archival projects, including preservation, digitization, and outreach efforts.
  • Advocacy: Communicate the value of archives and special collections to stakeholders and the public to garner support.
  • Community Engagement: Develop partnerships with community organizations and engage in fundraising activities.

​Professional Development

Staying Informed

  • Archival Associations: Participate in professional associations to stay informed about best practices, standards, and professional ethics.
  • Continuing Education: Take advantage of workshops, webinars, and conferences to update skills and knowledge.
  • Networking: Engage with professional communities to share experiences and learn from peers.
​This expanded cheat sheet serves as a detailed roadmap for managing and enhancing archives and special collections, ensuring that these cultural treasures are preserved, accessible, and connected to their communities.