HARC Processing Guide

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.

Review the Create an 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.

Review the 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.

Review the HARC 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 — format or function based

Function-Based

Governance And Administration
Congregation History And Identity
Membership And Sisters' Records
Ministry And Apostolic Works
Properties And Facilities
Financial And Development Record
Communications And Publications
Digital Assets and Info System
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

ℹ️ Rule: Keep records created by the same person/organization together — don't mix creators.

⟹ Don't mix one congregation's photos with another's - provenance matters.

Original Order

ℹ️ Rule: 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

ℹ️ Rule: 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

ℹ️ Rule: 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 ⟸

✅ Have reviewed the Full HARC Processing Manual found on SharePoint.

✅ Confirmed deed/deposit paperwork and access restrictions are in the appropriate collection folder.

✅ Gather Supplies: acid-free folders (letter/legal), boxes, pencils, gloves for photos/AV, rolling carts.

✅ Notes: sensitive content to has been flagged (FERPA, medical, IDs, SSNs)

Step-by-Step Workflow Checklist

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

Processing Progress — completes as you check items

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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

Action Plan

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

Do This

Move item to oversize box (e.g., OS1)
Insert note: "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

❓ FAQ

Can I change original folder titles?

Yes - To clarify, add context in brackets-never erase creator info - always create a note!

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 to you.

How many duplicates do we keep?

Yes - 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?

Yes - 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: ___________________________