Physical Processing — Quick Guide

A step-by-step workflow for handling archival material

Terms of Importance

Key vocabulary—knowing these makes the hands-on work easier and faster.

Accessioning

Formally accepting and documenting the receipt of materials into the archives. See Accession Guide

Acid-Free

Paper that yields a neutral or basic pH (7 or greater) when infused in water. Free of lignin and sulfur, helping preserve documents long-term.

Appraisal

Evaluating materials to determine their permanent archival value and whether they should be retained.

ArchivesSpace

Open-source archives management system used to record collection and digital object metadata. See ArchivesSpace Guide

Arrangement

The organization of materials by provenance/original order so researchers can understand context.

Authority Terms

Standardized names and subjects (e.g., “Smith, John, 1940–”) used for consistency across records.

Conservation

Professional treatment to stabilize damaged items for long-term preservation.

Description

Creating catalogs and finding aids that explain what a collection contains and how it’s organized.

Dublin Core

Common metadata elements (title, creator, date) used across digital repositories for discovery.

Finding Aid

The primary guide to a collection, detailing its contents, context, and organization for researchers.

Intellectual Control

Providing descriptive information and access points so researchers can discover and understand materials.

Physical Control

Managing the physical location, housing, and arrangement of archival materials.

Preservation

Actions and housing that prolong the life of materials (acid-free folders, stable environment).

Processing

The overall work of arranging, describing, and preserving a collection to make it accessible. See Processing Manual

Re-housing

Moving items into archival-quality folders/boxes to prevent deterioration and allow safe handling.

Scope & Content Note

A finding aid section that describes what’s in the collection and how it is arranged.

Series / Subseries

Logical groupings within a collection based on function, format, or creator (e.g., Correspondence, Photos).

Types of Series

Common series groupings—organized by function or format.

Function-Based
  • Governance and Administration
  • Congregation History and Identity
  • Membership and Sisters’ Records
  • Ministry and Apostolic Works
  • Properties and Facilities
  • Financial and Development Records
  • Communications and Publications
  • Digital Assets and Info Systems
  • Visual Materials and Artwork
Format-Based
  • Document / Text
  • Publications
  • Photographs
  • Maps
  • Audio Media
  • Video / Film Media
Tip: Collections can mix both types—follow creator logic first.

Core Principles

Key rules to guide every decision you make while processing.

Respect des fonds

Keep records created by the same person or organization together—don’t mix creators.

Don’t mix one congregation’s photos with another’s—provenance matters.
Original Order

Preserve the creator’s filing sequence when possible; it preserves meaning.

Leave a creator’s order intact unless it obstructs access. Always document the original box/folder/ID#.
Provenance

Records should be kept together based on the individual, family, or organization that created them, reflecting their source.

A collection’s origin story matters—who created it tells us how to interpret it.
Authenticity & Integrity

Ensure records are what they claim to be and haven’t been altered or tampered with.

Preserve the chain of custody—researchers need to trust what they’re seeing is genuine.

Before You Start — Prep & Supplies

Check the following before beginning any processing work:

Step-by-Step Workflow Checklist

Check each step as you complete it. The progress bar updates automatically.

Processing Progress
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Folder Titles & Date Formats

Date Expression Guide
  • Single year: 1965
  • Single day: January 13, 1965
  • Range: 1965–1971
  • Bulk dates: 1965–1971 (bulk 1960–1970)
  • Estimated: circa 1965–1971
Title Examples
  • Speeches—Education bill remarks, 1965
  • Travel—Eastern Europe, January 13, 1965
  • Correspondence—Outgoing, 1965–1971

Oversized Materials

Move oversized items to the designated oversize housing, and leave a clear note in the original folder and in ArchivesSpace referencing the oversize box number. See the ArchivesSpace Guide for details.

Action Plan
  • Move item to oversize box (e.g., OS1)
  • Insert note in original folder: “Oversized materials removed to Box OS1.”
  • Label the oversize folder to match the source title

Keep / Flag / Ask

Set Aside for Review
  • Duplicates beyond two identical copies
  • Publications (unless annotated)
  • Heavily damaged items needing conservation
Flag Immediately
  • Medical records, IDs (passports/licenses)
  • Credit/financial statements
  • Student records (FERPA), SSNs, or similar

Frequently Asked Questions

Can I change original folder titles?

Yes—to clarify, add context in brackets. Never erase creator info. Always create a note documenting the change.

Can I reorder items inside a folder?

Yes—maintain original order whenever possible. If the order is clearly accidental and hinders research use, consult before making minimal interventions. Respect the creator’s system, even if it seems random.

How many duplicates do we keep?

Keep one preservation copy; a second access copy is acceptable. Set aside additional identical copies for supervisor review. Rule of thumb: two copies = OK, three+ copies = ask supervisor.

Box only three-quarters full—ok?

Yes—use spacers to keep folders upright. Aim for gentle pressure; not overstuffed and not loose. Ask the archivist for assistance.

Can I remove staples/paperclips?

Yes—follow HARC’s policy. Generally, remove rusty or damaging fasteners. For stable fasteners on fragile documents, consult your supervisor before removal.

Do I need gloves for photographs?

Use clean, dry hands unless otherwise instructed. Gloves are required for certain media per supervisor guidance. Your supervisor will tell you when gloves are needed for specific materials.

Where do oversize items go, and how do I record them?

Oversized materials will be placed into oversized containers. The archivist will guide you in this process.

Box Label Template

[CONGREGATION NAME] ARCHIVES

Box ____ of ____

☐ Standard    ☐ Oversized    ☐ Fragile

Dates: ____________________________

☐ Inventory Included    ☐ Born-Digital Media

Contents: ______________________________________

Special Instructions: ___________________________

Continue the Workflow

Once physical processing is complete, move on to creating and updating records in ArchivesSpace.

Next: ArchivesSpace Guide → Accession Records Resource Records
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