Part I: Assessing Your Archive

A comprehensive guide to evaluating and documenting your congregation's collections

Goals

By completing Part I, you will:

  • Document the extent and condition of collections
  • Identify preservation priorities
  • Assess processing needs
  • Evaluate what materials have long-term value

Step 1: Reflections

Purpose and Values

What words describe your congregation's core values today?

Consider: Compassion, justice, education, healing, service, prayer, community, advocacy

What are the three most essential stories your archives tell?

Think about: Founding narrative, signature ministries, contributions to social movements, service to marginalized communities, response to historical moments

What individual items or collections are most significant?

Examples: Founder's correspondence, photographs of key missions, ministry records documenting underserved communities

Congregation Identity

  1. What is your congregation's charism?
  2. What were the primary historical missions/ministries?
  3. List well-known sisters and their ministries. Will their records be in the archive?
  4. Does a summary narrative of your congregation's history exist? If not, who could write one?
  5. What collections are most requested by:
    • Congregation members:
    • External researchers:
  6. What concerns do you have about public access?
  7. What records should be confidential?

Future Concerns

What records should remain confidential?

Examples: Personnel files (25 years after death), legal records (50 years), medical records (governed by HIPAA), financial records (varies)

Step 2: Archives Evaluation

Use the Archives Evaluation Worksheet (see Resources section) to document:

Access Interactive Form →

  • Square/linear/cubic footage of storage
  • Percentage of processed collections
  • Percentage with finding aids
  • Material formats present (documents, photos, audiovisual, digital, etc.)
  • Prevalence of each format (extensive, common, rare)
  • Condition issues (mold, damage, fragility)

Step 3: Object Evaluation

Use the Object Evaluation Worksheet to assess three-dimensional items:

Evaluation Criteria

Assign points from 1–5 for each criterion:

Connection to congregational story ___ pts
Historical significance ___ pts
Condition and preservation needs ___ pts
Provenance/documentation ___ pts
Research or display value ___ pts
Uniqueness ___ pts

Process

  1. Evaluate each object using the criteria above
  2. Objects with the highest scores have the most substantial ties to your story
  3. Prioritize these for transfer to HARC
  4. Lower-scoring objects may be deaccessioned or donated elsewhere

Note: HARC has limited capacity for three-dimensional objects. Focus on items integral to your congregational narrative.

Part 4: Profession Registry

Every congregation maintains some record of professions—whether as a formal registry, a handwritten log, a typed list, or a digital file. These documents are essential for preserving congregational history, tracking vows, and documenting individual sisters’ lives and ministries. HARC requests a copy of your Profession Registry in any format.

What is a Profession Registry?

A Profession Registry is a record of women who professed vows in your congregation.

It may include information such as:

  • Name at entrance
  • Name in religion (if applicable)
  • Date of entrance / reception / first profession / final profession
  • Hometown or birthplace
  • Ministries or assignments
  • Date of death (if applicable)

Accepted Formats

Your registry may be submitted in any format, including:

  • .pdf; .doc or .docx; .csv; .xlsx or .xls
  • Scanned or photographed pages
  • Typed transcripts of older handwritten books

Important Note: If your Profession Registry contains sensitive information (e.g., personal reflections, medical notes, personnel details), please notify HARC staff. These elements can be restricted or redacted before transfer.

How to Submit Your Profession Registry

  1. Locate your existing Profession Registry in any format.
  2. If the registry is handwritten, a scanned copy or high-quality photo is acceptable.
  3. Upload by dragging the file into the linked folder below or attach your file to the HARC Assessment Form, or email it directly to HARC staff.
  4. If multiple versions exist (e.g., older books + a newer spreadsheet), please include them all.