Part IV: Resources and Templates

Practical worksheets and tools for your transition

Assessment Tools

Archives Evaluation Worksheet

Basic Information:

  • Congregation Name: ______________________
  • Archivist Name: ______________________
  • Date Completed: ______________________
  • Projected Transition Timeline: ______________________

Storage Space:

  • Square footage: ______________________
  • Linear footage of shelving: ______________________
  • Cubic footage: ______________________

Collection Status:

  • Percentage processed: __________%
  • Percentage with finding aids: __________%
  • Percentage accessible: __________%

Material Formats Inventory

Check all present and note prevalence: Extensive (E) / Common (C) / Rare (R)

☐ Documents (standard boxes) E / C / R
☐ Documents (oversized) E / C / R
☐ Photographs (prints) E / C / R
☐ Photographs (negatives) E / C / R
☐ Photographs (slides) E / C / R
☐ Photo albums E / C / R
☐ Scrapbooks E / C / R
☐ Audio recordings E / C / R
☐ Video recordings E / C / R
☐ Film (8mm, 16mm) E / C / R
☐ Digital files E / C / R
☐ Microfilm/fiche E / C / R
☐ Books/publications E / C / R
☐ Architectural drawings E / C / R
☐ Maps E / C / R
☐ Artifacts/objects E / C / R
☐ Religious items E / C / R
☐ Artwork E / C / R

Preservation Concerns:

  • ☐ Mold or mildew present
  • ☐ Pest damage
  • ☐ Water damage
  • ☐ Brittleness/deterioration
  • ☐ Improper storage
  • ☐ Inadequate climate control
  • ☐ Overcrowding
  • ☐ Other: ______________________

Existing Documentation:

  • ☐ Box lists
  • ☐ Finding aids
  • ☐ Inventories
  • ☐ Policies
  • ☐ Accession records

Object Evaluation Worksheet

For each significant object, assign points (1–5) for each criterion:

Object Description: ______________________________________

Connection to congregational story (1=weak, 5=essential): ___

Historical significance (1=minimal, 5=major): ___

Condition (1=poor, 5=excellent): ___

Provenance/documentation (1=none, 5=complete): ___

Research value (1=minimal, 5=high): ___

Display potential (1=low, 5=high): ___

Uniqueness (1=common, 5=one-of-kind): ___

Total Score: _____ / 35

Disposition Decision:

  • ☐ Priority for HARC
  • ☐ Alternative repository
  • ☐ Sale/donation
  • ☐ Respectful disposal

Planning Tools

Transition Planning Worksheet

Timeline: ______________________________________

Critical Tasks (by date):

Task Responsible Deadline Status
Complete assessment      
Finalize HARC agreement      
Create congregational narrative      
Process priority collections      
Develop finding aids      
Order packing supplies      
Hire movers      
Pack collections      
Transfer to HARC      
Commemoration event      

Resource Needs

Staffing:

  • Archivist hours/week: __________
  • Volunteer hours/week: __________
  • Consultant needed: ☐ Yes ☐ No
  • Project scope: ______________________

Supplies:

  • Archival boxes: __________
  • Folders: __________
  • Labels: __________
  • Packing materials: __________
  • Estimated cost: $__________

Budget Summary:

  • Total estimated cost: $__________
  • Funding sources: ______________________
  • Budget approved: ☐ Yes ☐ No

Processing Priority Matrix

Rate collections by importance (1–5) and condition (1–5):

Collection Importance Condition Priority Score Notes
         
         
         

Priority Rankings:

  • High priority (8–10): Process immediately
  • Medium priority (5–7): Process if time allows
  • Low priority (2–4): Basic inventory only

Agreement Templates

Sample Access Restrictions Language

"The following materials shall be restricted from public access:"

Personnel Files (Series 3):

Files of congregation members shall remain closed for 25 years following the member's date of death. After this period, files are open with the following exceptions:

  • Medical records remain restricted by HIPAA regulations
  • Psychological evaluations remain closed for 50 years after death
  • Formation records deemed sensitive by the HARC archivist may be redacted

Legal Files (Series 7):

Settlement agreements and related litigation records remain closed for 50 years from the date of settlement or case closure.

Financial Records (Series 8):

Donor records containing personal financial information remain closed for 75 years from the date of the gift.

Correspondence (Various):

Correspondence marked "confidential" by the sender remains closed for 25 years from the date of the letter.

Restriction Review:

HARC will review these restrictions every 10 years in consultation with [Congregation Name] and may recommend modifications based on legal changes or evolving archival standards."

Sample Congregation Access Language

"Members of [Congregation Name] shall have priority access to the collection under the following terms:"

Scheduling:

Members may schedule research appointments with 48 hours' advance notice during HARC's regular business hours.

Facilities:

HARC will provide research space, basic copying equipment, and reference assistance at no charge to congregation members.

Restricted Materials:

Congregation members have access to restricted materials with authorization from [designated congregation authority].

Borrowing:

With advance arrangement, members may borrow specific items for congregation events or meetings for up to 30 days. Borrowed materials must be insured and securely stored.

Reproduction:

Members may copy materials for congregation use without fees, provided proper attribution is maintained. Commercial use requires separate permission.

Ongoing Consultation:

HARC will consult with the designated congregation liaison regarding major research projects, publication requests, or exhibition loans from the collection."

Note: These templates provide starting points for your discussions with HARC. Each agreement will be customized to meet your congregation's specific needs and circumstances.