Cheat Sheet

​Understanding Archives and Special Collections

Definition and Scope

  • Archives: Records preserved due to their historical, legal, or administrative value.
  • Special Collections: Library materials with unique, rare, or valuable characteristics.

​Acquisitions

Developing Collections

  • Identify potential donors or sources.
  • Establish a policy for accepting new materials, including legal and ethical considerations.
  • Assess the historical value, condition, and relevance to existing collections.

​Processing Collections

Organization and Description

  • Appraise and accession new materials.
  • Arrange collections in a logical order.
  • Describe materials using finding aids and metadata standards like EAD (Encoded Archival Description).

​Preservation and Conservation

Protecting Materials

  • Implement climate control and proper storage to prevent deterioration.
  • Undertake conservation treatments for damaged items.
  • Digitize materials for preservation and access.

​Access and Use

Facilitating Research

  • Create policies for accessing materials, considering privacy and preservation.
  • Offer reference services to guide researchers.
  • Provide reading rooms or digital platforms for review of materials.

​Outreach and Promotion

Increasing Visibility

  • Host exhibits and events to highlight collections.
  • Develop online showcases and virtual tours.
  • Collaborate with educators to incorporate materials into curricula.

​Legal and Ethical Considerations

Rights Management

  • Understand copyright laws and donor restrictions.
  • Establish guidelines for reproduction and use of materials.
  • Maintain confidentiality of sensitive information.

​Digital Archives

Technological Integration

  • Select appropriate software for digital asset management.
  • Ensure long-term accessibility of digital formats.
  • Engage in digital preservation initiatives and standards.

​Disaster Planning

Risk Mitigation

  • Develop an emergency preparedness plan.
  • Train staff in disaster response.
  • Secure insurance and funding for recovery efforts.

​Funding and Advocacy

Sustainability

  • Pursue grants and fundraising opportunities.
  • Advocate for the importance of archives and special collections.
  • Engage the community and stakeholders in support efforts.

​Professional Development

Staying Informed

  • Participate in archival organizations like the Association of Canadian Archivists (ACA).
  • Stay current with best practices and standards.
  • Attend workshops, webinars, and conferences for continuous learning.
​By integrating these key elements into the management of archives and special collections, librarians and archivists can ensure the preservation and accessibility of these invaluable resources for generations to come.