How do we want to manage archival records? What foundational ideas–the theory and principles of archival science—support archivists’ work?

With regard to digital records in archives, there is a three-tiered approach to thinking about what needs to be preserved. Each of these three levels of usability represents a valid preservation goal, depending on why keeping organizational records is necessary.

Digital preservation requires two activities: digitizing and preserving digital objects.

Digitization is a complicated task involving the coordination of several different types of activities. As a result, projects may need to focus on these functions to varying degrees at phases of their life cycle as they move out of a start-up phase and into creation and ongoing maintenance.

The primary responsibility of an archival repository is to gain control of its holdings to enable discovery.

Collections with legal restrictions, fragile or damaged materials, materials with high theft potential, or collections with ethical or culturally sensitive considerations require interventions by archivists and may not be accessible for users.

Archival records contain important historical information. As primary sources, they allow users to get as close to the past as possible. Often they contain information that legally or ethically should remain private.

Subjects are often unaware of their representation in archival collections, which leaves archivists in the difficult position of allowing access while protecting individuals’ rights. Archivists attempt to resolve this conflict so that the interests of the repository, records creators, and researchers are supported. The balancing act is further complicated with the digital world as archivists determine the subjects’ expectations regarding online access.

Legal history depends on primary sources related to litigation. Rich with research value, case files typically fall into three categories: open public documents; working files—which fall under work product privilege—and client correspondence, which cannot be shared.

Disaster recovery means the readiness to recover records after the disaster has struck. The planning for such an eventuality is part of disaster mitigation, but carrying it out is part of disaster recovery.

Traditionally, vital records were the least interesting or desirable collection to steward in archives and records management. Vital records predated the digital era and their preservation began when information professionals microformed vital materials and stored them at a safe remote location.

In my last blog post, I discussed case files—often voluminous records that contain sensitive, personal information about individuals. Archivists have several appraisal options to consider when reviewing case files:

• Retain all records permanently.

• Retain only key documents from the files.

• Take a sample or selection of the records.

• Take an example of the records.

• Refuse to accept the records.

• Destroy all records.

A case file is a collection of documents relating to a particular investigation or supporting some administrative action.