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 & 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, .docx, .csv, .xlsx, scanned pages, or typed transcripts.

  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 via the linked folder or attach the 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.

Attach Your Profession Registry

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