Part IV: Resources &amp; Templates

Assessment Tools

Basic Information

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

Storage Space

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

Material Formats Inventory

☐ Documents (standard boxes)	E / C / R
☐ Photographs (prints)	E / C / R
☐ Audio recordings	E / C / R
☐ Digital files	E / C / R
☐ Artifacts / objects	E / C / R

Preservation Concerns

☐ Mold or mildew present
☐ Pest damage
☐ Water damage
☐ Brittleness/deterioration
☐ Inadequate climate control

Object Evaluation Worksheet

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

Object Description: ______________________________________

Connection to congregational story ___

Historical significance ___

Condition ___

Provenance/documentation ___

Research value ___

Display potential ___

Total Score: _____ / 35

Disposition Decision:

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

Planning Tools

Transition Planning Worksheet

Timeline: ______________________________________

Task	Responsible	Deadline	Status
Complete assessment
Finalize HARC agreement
Order packing supplies
Transfer to HARC

Resource Needs

Archivist hours/week: __________
Volunteer hours/week: __________
Archival boxes: __________
Estimated cost: $__________

Download Full Toolkit (PDF)

Agreement Templates

Sample Access Restrictions Language

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 (HIPAA), sensitive formation records, psychological evaluations (50 years after death).

Legal Files (Series 7)

Settlement agreements and related litigation records remain closed for 50 years from case closure.

Note: These templates are starting points — HARC will work with each congregation to customize language and terms.