Part III: Executing the Transition

Preparing, documenting, and moving your collections to HARC

Goals

By completing Part III, you will:

  • Prepare "research-ready" collections
  • Create essential documentation for HARC
  • Pack collections safely
  • Coordinate physical move

Step 1: Building Contextual History

Purpose

When archives transition to HARC, institutional knowledge transfers with them. Future archivists and researchers will not understand your congregation's unique:

  • Language and terminology
  • Customs and traditions
  • Organizational structure
  • Historical context
  • Charism and spirituality

A congregational narrative preserves this knowledge.

What to Include

I. Foundation and Early History

  • Founding date and location
  • Founder(s) biography and charism
  • Original mission and ministries
  • Early challenges and growth
  • Relationship with other congregations or federations

II. Ministries and Apostolic Works

  • Primary historical ministries (education, healthcare, social services, etc.)
  • Geographic spread and expansion
  • Signature ministries or notable institutions
  • Ministry evolution over time
  • Current ministries (as of transition)

III. Congregational Life

  • Formation process and changes over time
  • Prayer life and spirituality
  • Community living arrangements
  • Habit changes and religious garb evolution
  • Significant customs or traditions

IV. Key Events and Figures

  • Notable members and their contributions
  • Response to historical moments (Vatican II, social movements, etc.)
  • Challenges overcome (financial, membership, societal changes)
  • Celebrations and milestones

V. Archives and Records

  • History of the archival program
  • Major series and their significance
  • Known gaps in documentation
  • Unique collections or treasures
  • Digitization or preservation projects completed

Step 2: Preparing Research-Ready Collections

Processing Workflow

1. Survey the Collection

  • Estimate extent (linear/cubic feet)
  • Identify formats present
  • Note condition issues
  • Assess existing organization

2. Physical Processing

  • Rehouse in archival boxes/folders (if resources allow)
  • Remove damaging fasteners (rusty staples, paperclips)
  • Separate oversized materials
  • Flag preservation concerns
  • Label boxes clearly

3. Description

  • Create box-level inventory minimum
  • Write series descriptions
  • Note restrictions by series/box
  • Identify high-value materials

Special Materials

Photographs:

  • Organize by event, ministry, or individual
  • Provide identification when possible
  • Note dates and locations
  • Create photo inventory

Audiovisual Materials:

  • Keep in original cases
  • Store upright
  • Inventory by format (cassettes, VHS, CDs, etc.)
  • Note content if known
  • Flag for digitization if deteriorating

Digital Materials:

  • Consolidate onto external hard drive
  • Organize in folders (like a file cabinet)
  • Include metadata/descriptions
  • Note any passwords or restrictions

Objects:

  • Photograph before packing
  • Wrap carefully
  • Note if accompanying collection or separate
  • Limited capacity at HARC—prioritize

Step 3: Essential Documentation for HARC

Transfer Documentation Checklist →

✅ Required:

  • Signed Deed of Gift or Deposit Agreement
  • Box list or inventory
  • Congregational narrative history
  • Access restrictions (by series/box)

✅ If Available:

  • Existing policies (access, use, confidentiality)
  • Digitized materials (with file documentation)
  • Oral histories and transcripts
  • Published histories or studies
  • Previously created resources

Access and Restrictions Documentation

📝 Be Specific:

Instead of: "Personnel files are confidential"

Write: "Personnel files of congregation members (Series 3) shall remain closed for 25 years following the date of death of the member. Files include formation records, ministry assignments, health records, and correspondence. After 25 years, files are open with HIPAA restrictions applied to medical records."

Standard Restriction Categories

  • Personnel Files: Typically 25–75 years after death
  • Legal Records: 50–100 years from creation
  • Financial Records: Varies; consult with counsel
  • Medical Records: HIPAA governs; typically lifetime plus 50 years
  • Student Records: FERPA governs; typically 75 years
  • Correspondence: Varies based on content

Step 4: Physical Move Planning

Timeline and Coordination

📝 Three (3) Months Before

  • Finalize move date with HARC
  • Assess moving options (professional vs. self)
  • Order packing supplies
  • Begin packing processed collections
  • Purchase insurance for transit
  • Create detailed packing schedule

🏷️ One (1) Month Before

  • Complete packing
  • Conduct final inventory check
  • Prepare staging area
  • Confirm move details with HARC and movers

🏠 Move Week

  • Final walkthrough
  • Load collection
  • Transit to HARC
  • Unload and verify receipt
  • Prayer service or blessing

Packing Standards

General Principles:

  • Maximum 30–35 lbs. per box
  • Fill boxes adequately (use spacers for partial boxes)
  • Label all sides of boxes
  • Number sequentially (Box 1 of 50, etc.)
  • Maintain collection order
  • Separate fragile items

Box Labels Should Include:

  • Congregation name
  • Box number and total count
  • Contents description
  • Date range
  • Special handling notes (FRAGILE, OVERSIZED, etc.)

Paper Documents:

  • Keep in folders
  • Store upright in boxes
  • Remove rusty fasteners
  • Do not overfill boxes
  • Use spacers if partially filled

Photographs:

  • Keep upright, never flat
  • Leave in albums if present
  • Use archival sleeves if possible
  • Never use rubber bands or paperclips
  • Separate formats (prints, negatives, slides)

Audiovisual:

  • Keep in original cases
  • Store upright
  • Pack tightly to prevent shifting
  • Label contents on case
  • Note format clearly

Artifacts:

  • Photograph first
  • Wrap individually
  • Float in cushioning (peanuts, foam, etc.)
  • Label as FRAGILE
  • Include packing list with photos

Oversized Materials:

  • Store flat, never rolled
  • Interleave with tissue
  • Use flat boxes or portfolios
  • Mark "DO NOT BEND"
  • Limit stack height

Insurance Considerations

In Transit Coverage:

  • Determine who carries insurance (congregation or mover)
  • Verify coverage amounts
  • Understand exclusions
  • Document collection value
  • Photograph collections

HARC Coverage:

  • Once at HARC, collection is insured by HARC
  • Review coverage with HARC staff
  • Understand limitations

Step 5: Disposition of Objects and Non-Archival Materials

Objects for HARC

  • Items integral to congregational story
  • Well-documented provenance
  • Good condition
  • Reasonable size/storage needs
  • Discussed and approved by HARC

Objects to Discard

  • Damaged beyond use
  • No historical value
  • Duplicates
  • Unsafe materials

Consecrated Objects

Items Requiring Special Disposal:

  • Blessed objects (statues, crucifixes)
  • Altar linens and vestments
  • Sacred vessels (chalices, ciboria)
  • Worn religious medals and rosaries

Proper Disposal Methods:

  • Burial in blessed ground
  • Burning and burying ashes
  • Return to elements (water for certain items)
  • Consult diocesan guidelines
  • Never discard in regular trash

Consultation:

  • Contact your diocese for guidance
  • Collaborate with chaplain or spiritual director
  • Document respectful disposal
  • Consider blessing or prayer service

Step 6: Commemoration and Ongoing Relationship

Commemorating the Transition

Moving your congregation's history is significant.

Prayer Service

  • Blessing of archives before move
  • Prayer for those whose stories are preserved
  • Gratitude for archivists and donors
  • Hope for future researchers

Documentation

  • Photograph archives in current space
  • Document packing and moving process
  • Record oral histories about archives
  • Create video or written reflection

Community Involvement

  • Inform congregation about transition
  • Share updates during process
  • Invite sisters to final blessing
  • Celebrate completion

Public Recognition

  • Newsletter articles
  • Website updates
  • Thank donors and volunteers
  • Acknowledge HARC partnership

Note: This transition marks not an ending, but a transformation—ensuring your congregation's legacy continues to inspire and inform future generations.