HARC Archives Transition Toolkit

Guide for Congregations Archives

Table of Contents

Introduction

The Value of Women Religious Archives

Women religious archives serve as essential, primary sources for exploring American women’s and church history. They provide valuable insights into areas such as education, healthcare, social justice, and the daily experiences and challenges faced by religious women. These archives are crucial for preserving the legacy of Catholic sisters, documenting their societal contributions, and emphasizing their work in social justice movements.

These collections preserve stories of:

Archives in Transition

These irreplaceable collections need long-term stewardship plans to ensure their preservation and accessibility for future generations.

Congregational Responsibility: Religious organizations hold a duty to safeguard their cultural heritage, encompassing legal, ethical, and spiritual responsibilities. Archives function as a continuation of their mission, providing service to vulnerable populations and amplifying the voices represented within these collections.

The HARC Solution

The Heritage and Research Center at Saint Mary’s (HARC) provides a permanent, professional home for women religious archives.

Purpose-built by and for women religious, HARC offers:

This toolkit guides congregations through preparing their archives, planning the transition to HARC, and executing the move.

About HARC

Mission

HARC at Saint Mary’s preserves and shares their history through documents, artifacts, and materials. It supports research and educates the public on Catholic sisters’ contributions to society. Partnering with Saint Mary’s College, HARC also inspires future generations by showcasing the impact of sisters in education, health care, and social justice. Through exhibits and programs, it promotes understanding of their legacy and encourages ongoing work for marginalized communities.

Services

For Donor Congregations

For Researchers

Commitment to Your Legacy

HARC functions according to professional archival standards and is supported by skilled archival specialists. Collections are accessible to congregations and also serve wider scholarly and public interests. Your story and service legacy will be preserved and shared with future generations.

How to Use This Toolkit

Collaborative Approach

This toolkit requires partnership between the congregation leadership and the archivist. Neither can successfully navigate this transition alone. Regular dialogue, shared decision-making, and mutual trust are essential.

Three-Part Structure

Part I: Assessing Your Archive
Helps you constructively evaluate your current archival situation, what materials you have, their condition, and your congregation’s story.

Part II: Planning Your Transition
Guides the decision-making process regarding transferring your archives to HARC, including creating a timeline and reaching agreement terms.

Part III: Executing the Transition
Offers practical guidance on preparing collections, documenting, and physically relocating your archives to HARC.

Who Should Use This Toolkit

Flexibility
Every congregation is unique. Adapt this toolkit to your situation, timeline, and resources. Not every section will apply to every congregation.

The Transition Timeline Framework

Understanding the Timeline

The most crucial step is to establish priorities, allocate resources, and develop a plan.

Timeline Prioritization

Critical Focus: Essential tasks only. Eliminate non-critical projects.

  1. Finalize transition agreement with HARC
  2. Collect existing inventories (guides, finding aids)
  3. Collect essential policies and documentation
  4. Identify and address preservation emergencies
  5. Pack and move collection

Part I: Assessing Your Archive

Goals

By completing Part I, you will:

For Leadership

For Archivists

Step 1: Leadership Reflections

Purpose and Values

Future Concerns

Step 2: Archivist Reflections

Congregation Identity

  1. What is your congregation’s charism?
  2. What were the primary historical missions/ministries?
  3. List well-known sisters and their ministries. Will their records be in the archive?
  4. Does a summary narrative of your congregation’s history exist? If not, who could write one?
  5. What collections are most requested by:
  6. What concerns do you have about public access?
  7. What records should be confidential?

Step 3: Archives Evaluation

Use the Archives Evaluation Worksheet (see Resources section) to document:

Step 4: Object Evaluation

Use the Object Evaluation Worksheet to assess three-dimensional items:

Evaluation Criteria (assign points 1-5 for each):

Process:

  1. Evaluate each object using the criteria
  2. Objects with the highest scores have the most substantial ties to your story
  3. Prioritize these for transfer to HARC
  4. Lower-scoring objects may be deaccessioned or donated elsewhere

Note: HARC has limited capacity for three-dimensional objects. Focus on items integral to your congregational narrative.

Step 5: Discussion and Synthesis

After completing reflections and evaluations, schedule a meeting to discuss:

  1. Do leadership and archivists agree on the congregation’s core identity and most important stories?
  2. Does the archive adequately document these stories? What gaps exist?
  3. What materials have been identified as most significant? Does leadership concur?
  4. Are there disagreements about access restrictions? How will these be resolved?
  5. What preservation concerns require immediate attention?
  6. Based on this assessment, what is a realistic timeline for transition?
  7. What resources (staffing, funding, expertise) are needed to prepare for transition?

Document these discussions. They inform your transition planning in Part II.

Part II: Planning Your Transition to HARC

Goals

By completing Part II, you will:

For Leadership

For Archivists

Step 1: Understanding HARC Partnership

What HARC Provides

Facilities:

Services:

Access:

What Congregations Provide

Essential Documentation:

Recommended Documentation:

Step 2: Developing Your Transition Plan

Critical Steps

Essential Steps

Step 3: Agreement Terms with HARC

Deposit Agreement

Essential Agreement Terms

Your agreement with HARC will address:

1. Description of Materials

2. Transfer of Title

3. Access Restrictions

4. Congregation Access

5. Future Accruals

6. Use and Publications

7. Deaccession and Disposal

Sample Agreement Terms

HARC will provide template agreements customized to your situation. Key provisions include:

Access Restrictions Example:

“Personnel files of congregation members shall remain closed for 25 years following the date of death of the individual. Medical records shall be restricted in accordance with HIPAA regulations. All other materials shall be open for research unless otherwise specified.”

Congregation Access Example:

“Members of [Congregation Name] shall have priority access to the collection upon request with 48 hours’ advance notice. HARC will provide on-site research facilities during regular business hours at no charge to congregation members.”

Step 5: Communication

Discussion Questions:

  1. Can we realistically prepare our collection within our timeline?
  2. Do we have the resources (financial, staff) needed for transition preparation?
  3. Have we addressed all concerns about confidentiality, access, and control?
  4. Are there any remaining questions or reservations?

If you answer “yes” to these questions, proceed to Part III to execute your transition.

If concerns remain, contact HARC to discuss:
Email: [email protected]

Part III: Executing the Transition

Goals

By completing Part III, you will:

For Leadership

For Archivists

Step 1: Building Contextual History

Purpose

When archives transition to HARC, institutional knowledge transfers with them. Future archivists and researchers will not understand your congregation’s unique:

A congregational narrative preserves this knowledge.

What to Include

I. Foundation and Early History

II. Organizational Structure

III. Ministries and Apostolic Works

IV. Congregational Life

V. Key Events and Figures

VI. Archives and Records

Length and Format

Aim for 5-15 pages, depending on the congregation’s history and complexity.

Format: Narrative prose, organized by sections above. Include:

Tone: Informative and honest.

Getting Help

If writing seems daunting:

Step 2: Preparing Research-Ready Collections

What “Research-Ready” Means

Collections arriving at HARC should be:

  1. Inventoried: Box-level list documenting contents
  2. Organized: Logical arrangement (provenance and original order respected)
  3. Described: Finding aids or collection guides available
  4. Accessible: Physically sound and safe to handle
  5. Documented: Restrictions, policies, and context provided

Basic Processing Standards

Minimum Requirements

Enhanced (if time allows)

Processing Workflow

1. Survey the Collection

2. Establish Intellectual Control

3. Physical Processing

4. Description

5. Special Materials

Photographs:

Audiovisual Materials:

Digital Materials:

Objects:

Step 3: Essential Documentation for HARC

Transfer Documentation Checklist

Required:

Strongly Recommended:

If Available:

Access and Restrictions Documentation

Be Specific:

Standard Restriction Categories

Review Triggers:

Step 4: Physical Move Planning

Timeline and Coordination

Three (3) Months Before

One (1) Month Before

Move Week

After Move

Packing Standards

General Principles:

Box Labels Should Include:

Paper Documents:

Photographs:

Audiovisual:

Artifacts:

Oversized Materials:

Insurance Considerations

In Transit Coverage:

HARC Coverage:

Step 5: Disposition of Objects and Non-Archival Materials

Objects for HARC

Objects to Discard

Consecrated Objects

Items Requiring Special Disposal:

Proper Disposal Methods:

Consultation:

Records Retention vs. Archives

Not Everything is Archival

Retain Permanently:

Temporary Retention (then destroy):

Weeding Guidelines:

Step 6: Commemoration and Ongoing Relationship

Commemorating the Transition

Moving your congregation’s history is significant.

Prayer Service

Documentation

Community Involvement

Public Recognition

Establishing Ongoing Connection with HARC

Liaison Role:

Regular Communication:

Continued Engagement:

Future Accruals:

Part IV: Resources and Templates

Assessment Tools

Archives Evaluation Worksheet

Basic Information:

Storage Space:

Collection Status:

Material Formats (check all present and note prevalence: Extensive/Common/Rare):

Format Present Prevalence Condition Notes
Documents (standard boxes) ☐
Documents (oversized) ☐
Photographs (prints) ☐
Photographs (negatives) ☐
Photographs (slides) ☐
Photo albums ☐
Scrapbooks ☐
Audio recordings ☐
Video recordings ☐
Film (8mm, 16mm) ☐
Digital files ☐
Microfilm/fiche ☐
Books/publications ☐
Architectural drawings ☐
Maps ☐
Artifacts/objects ☐
Religious items ☐
Artwork ☐

Preservation Concerns:

Existing Documentation:

Object Evaluation Worksheet

For each significant object, assign points (1-5) for each criterion:

Object Description: ___________________________

Criteria:

  1. Connection to congregational story (1=weak, 5=essential): _____
  2. Historical significance (1=minimal, 5=major): _____
  3. Condition (1=poor, 5=excellent): _____
  4. Provenance/documentation (1=none, 5=complete): _____
  5. Research value (1=minimal, 5=high): _____
  6. Display potential (1=low, 5=high): _____
  7. Uniqueness (1=common, 5=one-of-kind): _____

Total Score: _____ / 35

Disposition Decision:

Planning Tools

Transition Planning Worksheet

Timeline: ___________________________

Critical Tasks (by date):

Task Responsible Deadline Status
Complete assessment
Finalize HARC agreement
Create congregational narrative
Process priority collections
Develop finding aids
Order packing supplies
Hire movers
Pack collections
Transfer to HARC
Commemoration event

Resource Needs:

Staffing:

Supplies:

Services:

Budget Summary:

Processing Priority Matrix

Rate collections by importance (1-5) and condition (1-5):

Collection Importance Condition Priority Score Notes

Priority Rankings:

Agreement Templates

Sample Access Restrictions Language

Standard Restrictions:

"The following materials shall be restricted from public access:

Personnel Files (Series 3):

Legal Files (Series 7):

Financial Records (Series 8):

Correspondence (Various):

Restriction Review:

Sample Congregation Access Language

"Members of [Congregation Name] shall have priority access to the collection under the following terms:

Part V: Packing and Moving Resources

Box Label Template

[CONGREGATION NAME] ARCHIVES

Box _______ of _______

☐ Standard  ☐ Oversized  ☐ Fragile

Dates: _________________

☐ Inventory Included  ☐ Born-Digital Media

Contents: _________________________________________________

Special Instructions: _____________________________________

Moving Day Checklist

One Week Before:

Moving Day

At HARC

After Move

Conclusion

Your Archives Matter

The records you preserve tell essential stories of:

HARC’s Commitment

By partnering with HARC, you ensure your congregation’s legacy will:

Next Steps

Contact HARC

Schedule an initial visit

Email:

Phone: (574) 678-6155

Complete Part I Assessment and share results with HARC

Visit HARC to see the facility and meet staff

Develop Your Timeline using the framework in this toolkit

Create Your Transition Plan in collaboration with HARC

Questions?

HARC staff are available to:

We are here to help you preserve your precious legacy.

Professional Resources

Archival Standards Organizations

Society of American Archivists (SAA)

Archivists for Congregations of Women Religious (ACWR)

Association of Catholic Diocesan Archivists (ACDA)

American Theological Library Association (ATLA)

Recommended Reading

Processing and Description:

Greene, Mark A., and Dennis Meissner. 2005. “More Product, Less Process: Revamping Traditional Archival Processing.” American Archivist 68, no. 2: 208-263. https://doi.org/10.17723/aarc.68.2.c741823776k65863.

Society of American Archivists. 2019. Describing Archives: A Content Standard (DACS). 3rd ed. Chicago: Society of American Archivists.

Roe, Kathleen D. 2005. Arranging and Describing Archives and Manuscripts. Chicago: Society of American Archivists.

Religious Archives:

Ray, Robert C. 2009. “No One Has Ever Seen God: The Use of Religious Archives for Nonreligious Purposes.” Journal of Religious & Theological Information 7 (3-4): 149-60. https://doi.org/10.1080/10477840902783010.

Perrone, Fernanda. 2003. “Vanished Worlds: Searching for the Records of Closed Catholic Women’s Colleges.” Archival Issues 27, no. 2: 107-121.

Perrone, Fernanda. 2018. “From Annals to Heritage Centers: The Archives of Women’s Religious Communities.” In Perspectives on Women’s Archives, edited by Tanya Zanish-Belcher and Anke Voss, 177-213. Chicago: Society of American Archivists.

Wittberg, Patricia. 2019. “Preserving Our Story.” American Catholic Studies Newsletter 46, no. 1: 18-24.

O’Toole, James M. 1984. “What’s Different about Religious Archives?” Midwestern Archivist 9, no. 2: 91-101.

Digital Preservation:

Digital Preservation Coalition. 2023. “Standards and Best Practice.” Digital Preservation Handbook. https://www.dpconline.org/handbook/institutional-strategies/standards-and-best-practice.

Levels of Digital Preservation Working Group. 2019. “Levels of Digital Preservation Matrix, Version 2.0.” National Digital Stewardship Alliance. October. https://osf.io/2mkwx/.

National Archives and Records Administration. n.d. “Digital Preservation - Home.” Accessed October 11, 2025. https://www.archives.gov/preservation/digital-preservation.

Acknowledgments

This toolkit was developed by the Heritage and Research Center at Saint Mary’s (HARC) with gratitude to:

Special thanks to the sisters who dedicated their lives to prayer and service. Your history deserves to be saved.

Notes

Document prepared by the Heritage and Research Center at Saint Mary’s (HARC)
For questions or assistance, contact: [email protected] | (574) 678-6155