HARC Archival Series & ID Guide

1. Purpose

This 'draft' is a proposal concerning how HARC will describe, arrange, and identify archival materials received from multiple Women Religious Congregations. It is intended for archival staff responsible to the ingestion, processing, description, and data entry into ArchivesSpace and related systems.

Goal: To create a structural model that standardizes the description of every box, folder, and item within each congregation using a consistent series structure and identifier logic. This approach will enable us to merge collections into a single, sustainable repository while preserving the provenance of each collection.

2. Collection Registry (HARC Collection Numbers)

Each Congregation receives a permanent 3-digit collection number. This number is part of all identifiers for that Congregation. [organized based on founding date]

HARC ID	Congregation / Collection	Primary Location
001	Sisters of Charity of the Blessed Virgin Mary	Dubuque, Iowa
002	Sisters of the Holy Cross	Merrill, Wisconsin
003	Sisters of the Most Precious Blood	O’Fallon, Missouri
004	Sisters of Saint Agnes	Fond du Lac, Wisconsin
005	Sisters of Saint Francis of the Holy Cross	Green Bay, Wisconsin
006	Sisters of the Divine Savior Collection	Green Bay, Wisconsin
007	Sisters of St. Casimir	Chicago, Illinois
008	Ladysmith Servite Sisters (Sister Servants of Mary)	Ladysmith, Wisconsin
009	Sisters of Mercy of the Holy Cross Collection	Notre Dame, Indiana
010	Our Lady of Victory Missionary Sisters (Victory Noll)	Huntington, Indiana

3. Identifier Format (HARC IDs)

Every described component (series, subseries, box, folder, and when present, item) is assigned a structured HARC ID.

The HARC ID encodes the physical hierarchy of the record — collection → series → subseries → box → folder → item.

The ID functions as both a persistent identifier and a physical retrieval path. If a record is separated from context, or systems are offline, staff can still locate the correct box and folder.

Identifier Pattern

The HARC identifier encodes the physical hierarchy (collection, series, subseries, box, folder, item if needed). Use 0000 for items when you need to number individual items.

Pattern	Meaning
`HARC_CC_S<series>[_S<subseries>]_B<box>_F<folder>[_I<item>]`	`CC` = 3-digit Congregation code (e.g. `004`). `S<series>` = Series number (001–010 model). `S<subseries>` = Optional subseries number. `B<box>` = Box number within that series / subseries. `F<folder>` = Folder number within that box. `I<item>` = Optional item number within that folder (use `0000` if needed).
`HARC_004_S1_B3_F12`	Congregation 004 → Series 1 → Box 3 → Folder 12

4. Authority Control

Many Sisters share the same religious name, and one sister may be listed under multiple variations. Authority control guarantees that each person is represented by a single identity in our system. Review the Authority Control Guide.

Why Track Names

Without authority control, "Sister Mary Catherine," "Sr. M. C. Smith," and "Mary Catherine Smith, OSF" might look like three different people. Authority control gives each person one official identity and unique ID, preventing confusion and allowing researchers to follow a specific sister across years, boxes, and ministries.

Key Principles

We record one authorized name plus a unique internal ID (e.g., PERS-042)
All known name variants are attached to that ID
Researchers and staff can track that specific sister (or institution) consistently across the entire collection

Authorized Name Format (for Sisters)

            Surname, Given Name [Religious Name], Post-nominals
          

Example: Smith, Mary Catherine, OSF

This format uses the birth surname to distinguish between different people who share the same religious name.

How to Apply It While Processing

As you describe folders and encounter names:

Write down every sister or institution name exactly as it appears in the document ("Sister Mary Catherine," "Sr. M.C. Smith," etc.)
Record where you saw it in the Name Extraction Worksheet (collection, series, box, folder)
Assign a priority level based on frequency and importance:
High Priority Medium Priority Low Priority

High = leadership roles, appears frequently. Low = one-off correspondent or mention.
If an authority record already exists, use that authorized form + ID in your description (e.g., Smith, Mary Catherine, OSF [PERS-042])
If no record exists and it's High or Medium priority, flag it for later authority record creation. Don't stop processing to create it immediately.

The Priority System

We build full authority records first for High/Medium names (founders, leaders, frequently mentioned figures). Low priority names can be handled later, allowing you to maintain processing momentum.

📖 Complete Authority Control Guide: View full documentation and implementation system →

5. Standard Series Model

The Series Model will ensure incoming collections are arranged according to a shared hierarchical structure. This standardization supports consistent description and access across functions such as administration, membership, ministries, property, and communications, regardless of original series names or internal groupings used by the congregation. See the automapping example.

Series No.	Title	Content Focus / Sub-Series / Files	Typical Access Level
1	Governance & Administration	Constitutions, chapter records, leadership files, policies, province/region administration	Mixed
2	Congregation History & Identity	Founding, anniversaries, annals/chronicles, heritage documentation	Open
3	Membership & Sisters’ Records	Vocation, novitiate, professions, necrologies/obituaries, directories, personnel-related materials	Restricted
4	Ministry & Apostolic Works	Education, healthcare, social service, parish work, missions (domestic and international)	Mixed
5	Properties & Facilities	Motherhouses, convents, mission houses, property transactions, architectural plans	Mixed
6	Financial & Legal Records	Budgets, audits, investments, insurance, development/fundraising	Restricted
7	Communications & Publications	Newsletters, magazines, brochures, PR, press releases, websites, media output	Open
8	Digital Assets & Info Systems	Born-digital, digitized masters, access copies, metadata/exports, backups.	Mixed
9	Visual Materials & Artwork	Photos, albums/scrapbooks; works on paper; paintings; sculpture; exhibits.	Mixed
10	Reference & Research Files	Subject files, clippings, background research, and non-record publications kept for context	Open

Sub-series are more specific groupings within a series, such as an individual school, hospital, province, or region.

6. Arrangement Principles (By Series)

Each series follows specific arrangement principles based on the nature of the records and typical research use patterns.

Series 001 — Governance & Administration

Leadership, constitutions, chapter records, province/regional governance.

Arrange by leadership term/chapter year, then by record type.
Keep chapter proceedings together by chapter event.
Some governance records carry canonical or personnel restrictions.

Series 002 — Congregation History & Identity

Founding, anniversaries, commemorations, annals, heritage materials.

Arrange chronologically by era/event.
Then sort by record type (annals, historical write-ups, anniversary books).
Founders' material may predate formal establishment; keep it together.

Series 003 — Membership & Sisters' Records

Vocation, novitiate, vows, necrologies/obituaries, personnel-type information.

Arrange alphabetically by sister's surname OR by entrance year, depending on function.
Apply restrictions for privacy and canonical/health information.
Some subseries will remain closed or have mediated access only.

Series 004 — Ministry & Apostolic Works

Schools, hospitals, missions, social service work, and parish ministry.

Arrange by institution/ministry name first.
Within each institution, arrange chronologically.
If ministries are geographically scattered, geographic arrangement may replace institutional arrangement.

Series 005 — Properties & Facilities

Motherhouses, convents, mission houses, property files, and architectural drawings.

Arrange alphabetically by property or house name.
Within each property, arrange chronologically (construction, purchase, renovation, closure).
Keep plans/drawings with that property's file.

Series 006 — Financial & Legal Records

Audits, ledgers, legal counsel, insurance, development/fundraising.

Arrange by fiscal year, then by record type.
Follow retention requirements; some records may be destroyed after the retention period.
These records are typically restricted/confidential.

Series 007 — Communications & Publications

Newsletters, magazines, brochures, PR, press, website/social media capture.

Arrange alphabetically by publication/title, then chronologically by issue.
Maintain complete runs together whenever possible.
Most of this series is open for research.

Series 008 — Digital Assets & Info Systems

Born-digital, digitized masters, access copies, metadata/exports, backups.

Arrange topically by function.
Then arrange chronologically within each function.
Some email correspondence may require special handling.

Series 009 — Visual & Audio Materials

Photographs, slides, negatives, film, audio/video, born-digital media.

Arrange first by format (photographs vs. audio vs. video).
Then arrange chronologically or by subject, whichever is most stable and discoverable.
Note preservation/storage needs (cold storage, AV handling).

Series 010 — Reference & Research Files

Subject and background files; not always original congregation records.

Arrange alphabetically by subject or topic.
Within each subject, arrange chronologically.
Clearly distinguish between congregation-created records and collected reference material.

General Arrangement Principles

Maintain Original Order When Possible

If materials arrive in a meaningful order (chronological, alphabetical, or functional), maintain it rather than imposing a new arrangement.

Group by Function, Then Chronology

Most series benefit from functional grouping first (by institution, property, or record type), followed by chronological arrangement within each group.

Keep Related Materials Together

Chapter proceedings, annual reports, and complete publication runs should remain intact even if they span multiple boxes.

7. Access & Restrictions

Access levels protect sensitive information while making appropriate materials available to researchers. Apply restrictions at the folder or item level in ArchivesSpace.

🟢 Access Level: Open

Generally available to researchers without restrictions.

Examples:

Series 002 — Congregation History & Identity
Series 007 — Communications & Publications
Series 010 — Reference & Research Files

Typical Content: Public-facing publications, anniversary materials, newsletters, historical documentation, published works.

🟠 Restricted – Privacy

Protects living individuals and sensitive personal data.

Examples:

Series 003 — Membership & Sisters' Records
Series 009 — Visual & Audio Materials (when identifiable individuals present)

Apply closures to: Personnel files, medical records, spiritual direction materials, formation evaluations, personal correspondence, identifiable photographs of living persons.

🔴 Restricted – Confidential / Legal / Financial

Protects financial, legal, or governance-sensitive information.

Examples:

Series 006 — Financial & Legal Records
Series 001 — Portions of Governance & Administration

Note: Some records are permanently closed or require case-by-case approval from leadership. Document specific closure periods and authorization requirements.

🟣 Restricted – Canonical

Protects materials under canon law or internal Congregation discipline.

Covers:

Spiritual direction records
Formation evaluations
Canonical investigations
Internal disciplinary matters

Treatment: These materials are closed or strictly mediated. Record restrictions in "Conditions Governing Access" / "Conditions Governing Use" notes at the component level. Do not expose confidential details in public finding aid notes.

Implementation Guidelines

In ArchivesSpace:

First, review the ArchivesSpace guide
Apply restrictions at the folder or item level (component level)
Use "Conditions Governing Access" note for access restrictions
Use "Conditions Governing Use" note for copyright/usage restrictions
Include specific closure dates when applicable (e.g., "Restricted until 2050")

8. Implementation Workflow

Follow this step-by-step process to implement the HARC system for incoming collections.

Step 1. Inventory Collections

Review collection materials and create a detailed inventory using the Assessment Tools: Evaluation Worksheet, Box-Level Inventory, and the Item-Level Inventory.

Document the current order exactly as received.
Flag material that is obviously restricted (personnel, canonical seal, health).
Note formats requiring special handling (AV, fragile, oversized, born-digital).

Step 2. Map to Standard Series

Crosswalk each legacy series into the 001–010 model, using the Series/Subseries Worksheet as a guide. See the Example Templates.

Create a simple crosswalk: "Original Series Title → HARC Series # / Title."
Assign subseries numbers for institutions, provinces, or ministries.
Note any boxes that span multiple functional areas (plan to split at folder level later, not during first pass).

Step 3. Assign HARC IDs

Assign identifiers at the folder level (and item level if describing individual items).

Record box and folder numbers in container fields (Top Container / Subcontainer in ArchivesSpace).
Ensure each folder receives a unique HARC ID following the pattern: HARC_CC_S<series>_B<box>_F<folder>

Step 4. Create/Update Finding Aid

Build the resource record and component hierarchy and add to the collection finding aid worksheet.

Write scope/arrangement notes at the series and subseries level.
Apply access notes and restriction statements (see Section 7).
Confirm that each described folder has a unique HARC ID.

Step 5. Phase In for Additional Collection Materials

Newly transferred or newly processed boxes follow this model immediately.

Legacy collections can be brought into conformance in phases to avoid disrupting researcher access.
Do not re-number boxes in-use unless staff sign-off is documented.
Prioritize high-use collections for conversion to the HARC system.

📋 Quick Reference Timeline

Step 1: 1-2 hours per collection (initial inventory)

Step 2: 30-60 minutes (series mapping)

Step 3: Ongoing during processing

Step 4: 2-4 hours per collection (finding aid creation)

Step 5: Varies by collection size

Implementation Best Practices

📝 Document Everything

Keep detailed notes about decisions made during processing, especially when materials don't fit neatly into the series model.

🔄 Maintain Flexibility

The series model is a framework, not a straitjacket. Adapt as needed while maintaining core principles.

👥 Consult Stakeholders

Work with congregation leadership on sensitive materials and access decisions.