Archives: An Introduction
- Kendall John
- Oct 11, 2024
- 2 min read
We know archives involve old papers... but what else is there to it? Let's look at some definitions and why we do all this!
To start, let's define archives:
Documentary materials created, received, used, and kept by a person, family, organization, government, or other public or private entity in the conduct of their daily work and life and preserved because they contain enduring value as evidence of and information about activities and events.
The agency or institution responsible for acquiring and preserving archival materials and making those items available for use.
The building or other repository housing archival collections.
As part of the City of Charleston, we are a municipal archive that preserves records created by our local municipal government such as meeting minutes, departmental records, reports, surveys, permits, correspondence, speeches, and more. These items are important to preserve not only for research but also so that the community can have access to its history and governmental decisions. It is also important that governments are transparent about their actions and are held accountable for them.
Now, what do archivists do? Our days consist of:
Processing collections- the physical organization of archives for storage and use; includes tasks like sorting, packing, labeling, and shelving.
Preservation- the passive protection of archival material; the total sum of processes and tasks performed to protect records against damage or deterioration by placing them in acid-free folders and boxes in a temperature and humidity-controlled room and establishing an emergency preservation plan to reduce damage in the case of extreme weather or other disasters. This is different from conservation, which is the active protection of archives and is where physical and chemical treatment is performed to prevent further damage.
Description- intellectually organizing the collection by describing its contents, context, structure, and importance, usually presented as a finding aid. This helps us know what we have, what it is, and where it is so we can access it quickly and efficiently.
Digitization- transforming analog items, such as paper and photographs, into electronic form through scanning, uploading, and adding metadata. This helps aid in the item's preservation and allows wider access. The City is working to become paper-free and has been transitioning into creating born-digital records. However, these still need to be backed up, organized, and reviewed.
More of our responsibilities include managing databases of our collections, responding to Freedom of Information Act (FOIA) requests, answering questions from the public, hosting researchers, and now, writing a blog!
How does one become an archivist?
Nowadays, members of this field are expected to earn a master's degree in Library Science, Archival Science, Information Management, History, or other related fields. Prospective archivists and librarians often gain experience working, volunteering, or interning at a repository before pursuing an advanced degree.
Learn more about archivists and archives:
Source:
Laura A. Millar, Archives: Principles and Practices (New York: Neal-Schuman Publishers, Inc., 2010).