Archival records vary in scope, content, research value, and complexity,as do repository resources and priorities. Within the Harvard University libraries system alone the range of staffing is wide, from those with one staff member who rely mainly on students to those with as many as nine staff dedicated to archival processing. Common to all, however, is an abundance of special collections and archives materials in need of archival intervention and stewardship in order to be discovered and used by our user community. As a result, shared approaches and practices for efficient archival processing are essential if we are to make Harvard University’s unique and extensive archival holdings transparently accessible and open to research.
We know the following to be true:
- Archival description enables discovery, use, and good stewardship.
- For a sustainable model of discovery and use, efficient archival processing is necessary. Good enough processing is better than no processing.
- To best meet the demands of our users and adequately care for all of our holdings, we must always make informed decisions about levels of arrangement, description, and preservation.
In 2018, the Joint Processing Guidelines Working Group established a set of recommendations that continue to serve as guidelines for efficient archival processing in special collections and archives across Harvard University libraries. These guidelines provide detailed guidance on practices that support efficient archival processing of materials in all formats. These practices rest on a set of shared principles:
Principle 1
Strive to make all collections, even those that are unprocessed, open for research.
- Exceptions may be made for collections with institutional, legal, and donor-stipulated restrictions, or if physical condition prohibits use.
Principle 2
Strive to provide a publicly discoverable collection-level description for each collection within a repository.
- Repositories should prioritize gaining collection-level control over all holdings. Detailed description should wait until after all collections are discoverable at a baseline level.
Principle 3
Aim to provide the “golden minimum” in processing and description.
- Analyze and assess each collection in order to perform the appropriate amount of work necessary to make each collection usable.
- Further description should be justified by research value or other repository priorities.
Principle 4
Make assessment-based, data-driven decisions regarding processing priorities, policies, workflows, and staff and resource allocations. Assessment measures should reflect and support local needs and practices.
Principle 5
Clear and consistent communication across functions (technical services, research and public services, collections/curatorial) is necessary to support efficient archival processing.
Principle 6
Documentation of policies and practices provides continuity and promotes transparency, both of which strengthen our relationships with our users and other stakeholders.
Principle 7
Incorporating principles for conscious and inclusive description builds trust with donors, demonstrates respect for records creators, and is an essential part of the responsible and ethical stewardship of archival collections.