Goals

By completing Part III, you will:

  • Prepare research-ready collections
  • Create essential documentation for HARC
  • Pack collections safely
  • Coordinate the physical move
Step 1: Building Contextual History

Purpose

A congregational narrative preserves the language, customs, organizational context, charism, and history that make your records meaningful to future researchers.

What to Include

I. Foundation & Early History
  • Founding date & location; founder biography & charism
  • Original mission, early challenges, relationships
II. Ministries & Apostolic Works
  • Primary ministries, geographic scope, signature institutions
III. Congregational Life & IV. Key Events
  • Formation, prayer life, community living, notable members, major events (e.g., Vatican II responses)
V. Archives & Records
  • Program history, major series, known gaps, digitization projects
Step 2: Preparing Research-Ready Collections

Processing Workflow

1. Survey the Collection

  • Estimate extent (linear/cubic footage)
  • Identify formats and condition issues
  • Assess existing organization and priorities

2. Physical Processing

  • Rehouse in archival boxes/folders, remove damaging fasteners, separate oversized items
  • Label boxes clearly and keep within weight limits

3. Description

  • Create box-level inventory minimum, write series descriptions, note restrictions

Special Materials

Photographs, AV, Digital, Objects, Oversized — Key guidance
  • Photographs: identify, date, inventory, keep upright
  • Audiovisual: keep in original cases, label clearly
  • Digital: consolidate, include metadata, note passwords
  • Objects: photograph before packing; float in cushioning
  • Oversized: flat storage, interleave with tissue
Step 3: Essential Documentation for HARC

Complete and attach the Transfer Documentation Checklist to your submission.

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, digitized materials with documentation, oral histories, published histories
Be specific:

Rather than “Personnel files are confidential,” provide series-level details and durations (example language available in the checklist).

Step 4: Physical Move Planning

Timeline & Coordination

Three (3) Months Before

  • Finalize move date, assess movers, order supplies, begin packing processed collections

One (1) Month Before

  • Complete packing, final inventory check, confirm move details

Move Week

  • Final walkthrough, load, transit, unload, verify receipt

Packing Standards

  • Max 30–35 lbs per box; label all sides; number sequentially; maintain order
  • Include packing lists and photos for objects

Insurance

  • Determine transit coverage, photograph collections, document values; HARC insures collections after receipt
Step 5: Disposition & Commemoration

Disposition of Objects

  • Accept to HARC: items integral to story, documented provenance, reasonable size
  • Discard: damaged beyond use, duplicates, unsafe materials
  • Consecrated objects: follow diocesan guidance — never discard casually

Commemoration & Ongoing Relationship

  • Prayer service, documentation (photos/videos), invite community to final blessing, share updates and acknowledgements
Note: This transition is a transformation—ensuring your congregation’s legacy continues to inspire future generations.
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