Part II: Planning Your Transition to HARC

Establishing your partnership and preparing for the transition

Goals

By completing Part II, you will:

  • Establish a transition timeline
  • Finalize the transition to the HARC facility
  • Prepare materials for HARC transfer

Step 1: Understanding HARC Partnership

What HARC Provides

Facilities:

  • Purpose-built, climate-controlled repository
  • Archival-standard storage meeting SAA guidelines
  • Research room for congregation and public use
  • Exhibition space for rotating displays

Services:

  • Professional archival processing and preservation
  • Creation/enhancement of finding aids
  • Online discovery through the finding aid portal
  • Reference services for researchers
  • Reproduction services
  • Ongoing consultation and support

Recommended Documentation:

  • Finding aids (if existing)
  • Policies (access, confidentiality, use)
  • Digitized materials (with documentation)

Step 2: Developing Your Transition Plan

Critical Steps

  • Finalize HARC agreement
  • Create basic box-level inventory
  • Identify preservation emergencies
  • Secure packing supplies and moving arrangements

Step 3: Agreement Terms with HARC

Deposit Agreement

View Agreement Form → (coming soon)

  • Transfers custody of collections to HARC
  • Provides long-term security and clarity
  • Eliminates future decision-making burden
  • HARC assumes all preservation responsibilities

Essential Agreement Terms

Your agreement with HARC will address:

1. Description of Materials

  • Inventory/box list
  • Extent (linear/cubic feet)
  • Formats included
  • Condition assessment
  • Excluded materials (if any)

2. Transfer of Title

  • Date ownership transfers
  • Intellectual property rights
  • Copyright considerations

3. Access Restrictions

  • Closed periods for specific series
  • Confidentiality requirements (personnel, legal, etc.)
  • Privacy protections (HIPAA, FERPA)
  • Review and revision procedures

4. Use and Publications

  • HARC's rights to use materials for exhibits, web, and education
  • Reproduction fees and permissions
  • Commercial use policies
  • Credit line/attribution

5. Deaccession and Disposal

  • HARC's authority regarding duplicates or non-archival materials
  • Disposition procedures

Note: HARC staff will work with you to customize agreement terms based on your congregation's specific needs and concerns.