HARC Archives Transition Toolkit

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 to HARC

• Guides the decision-making process regarding transferring your archives to HARC, including creating a timeline and reaching agreement terms.

Part III: Executing the Transition

By completing Part III, you will:

• Prepare "research-ready" collections
• Create essential documentation for HARC
• Pack collections safely
• Coordinate physical move

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 ( Quick link to interactive form )
2. Collect existing inventories (guides, finding aids)
3. Collect essential policies and documentation
4. Identify and address preservation emergencies using the Archives Evaluation form ( Quick link to interactive form )
5. Pack and move collection

Part I: Assessing Your Archive

Goals

By completing Part I, you will:

• Document the extent and condition of collections
• Identify preservation priorities
• Assess processing needs
• Evaluate what materials have long-term value

Step 1: Reflections

Purpose and Values

• What words describe your congregation's core values today?
  Consider: Compassion, justice, education, healing, service, prayer, community, advocacy, etc.
• What are the three most essential stories your archives tell?
  Think about: Founding narrative, signature ministries, contributions to social movements, service to marginalized communities, response to historical moments, etc.
• What individual items or collections are most significant?
  Examples: Founder's correspondence, photographs of key missions, ministry records documenting underserved communities, etc.

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:
   • Congregation members:
   • External researchers:
6. What concerns do you have about public access?
7. What records should be confidential?

Future Concerns

• What records should remain confidential?
  Examples: Personnel files (25 years after death), legal records (50 years), medical records (governed by HIPAA), financial records (varies), etc.

Step 2: Archives Evaluation

Use the Archives Evaluation Worksheet (see Resources section) to document: ( Quick link to interactive form )

• Square/linear/cubic footage of storage
• Percentage of processed collections
• Percentage with finding aids
• Material formats present (documents, photos, audiovisual, digital, etc.)
• Prevalence of each format (extensive, common, rare)
• Condition issues (mold, damage, fragility)

Step 3: Object Evaluation

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

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

• Connection to congregational story __ points
• Historical significance __ points
• Condition and preservation needs __ points
• Provenance/documentation __ points
• Research or display value __ points
• Uniqueness __ points

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.

Part II: Planning Your Transition to HARC

Goals

• Establish a transition timeline
• Finalize the transition to the HARC facility
• Prepare materials for HARC transfer

Step 1: Understanding HARC Partnership

What HARC Provides

Facilities:

• Purpose-built, climate-controlled repository
• Archival-standard storage meeting SAA guidelines
• Research room for congregation and public use
• Exhibition space for rotating displays

Services:

• Professional archival processing and preservation
• Creation/enhancement of finding aids
• Online discovery through the finding aid portal
• Reference services for researchers
• Reproduction services
• Ongoing consultation and support

Access:

• Finding aids (if existing)
• Policies (access, confidentiality, use)
• Digitized materials (with documentation)

Step 2: Developing Your Transition Plan

Critical Steps

• Finalize HARC agreement
• Create basic box-level inventory
• Identify preservation emergencies
• Secure packing supplies and moving arrangements

Step 3: Agreement Terms with HARC

Deposit Agreement ( Quick link to interactive form )

• Transfers custody of collections to HARC
• Provides long-term security and clarity
• Eliminates future decision-making burden
• HARC assumes preservation responsibilities

Essential Agreement Terms

Your agreement with HARC will address:

1. Description of Materials

• Inventory/box list
• Extent (linear/cubic feet)
• Formats included
• Condition assessment
• Excluded materials (if any)

2. Transfer of Title

• Date ownership transfers
• Intellectual property rights
• Copyright considerations

3. Access Restrictions

• Closed periods for specific series
• Confidentiality requirements (personnel, legal, etc.)
• Privacy protections (HIPAA, FERPA)
• Review and revision procedures

4. Use and Publications

• HARC's rights to use materials for exhibits, web, and education
• Reproduction fees and permissions
• Commercial use policies
• Credit line/attribution

5. Deaccession and Disposal

• HARC's authority regarding duplicates or non-archival materials
• Disposition procedures

Part III: Executing the Transition

By completing Part III, you will:

• Prepare "research-ready" collections
• Create essential documentation for HARC
• Pack collections safely
• Coordinate physical move

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:

• Language and terminology
• Customs and traditions
• Organizational structure
• Historical context
• Charism and spirituality

A congregational narrative preserves this knowledge.

What to Include

I. Foundation and Early History

• Founding date and location
• Founder(s) biography and charism
• Original mission and ministries
• Early challenges and growth
• Relationship with other congregations or federations

II. Ministries and Apostolic Works

• Primary historical ministries (education, healthcare, social services, etc.)
• Geographic spread and expansion
• Signature ministries or notable institutions
• Ministry evolution over time
• Current ministries (as of transition)

III. Congregational Life

• Formation process and changes over time
• Prayer life and spirituality
• Community living arrangements
• Habit changes and religious garb evolution
• Significant customs or traditions

IV. Key Events and Figures

• Notable members and their contributions
• Response to historical moments (Vatican II, social movements, etc.)
• Challenges overcome (financial, membership, societal changes)
• Celebrations and milestones

V. Archives and Records

• History of the archival program
• Major series and their significance
• Known gaps in documentation
• Unique collections or treasures
• Digitization or preservation projects completed

Step 2: Preparing Research-Ready Collections

Processing Workflow

1. Survey the Collection

• Estimate extent (linear/cubic feet)
• Identify formats present
• Note condition issues
• Assess existing organization

2. Physical Processing

• Rehouse in archival boxes/folders (if resources allow)
• Remove damaging fasteners (rusty staples, paperclips)
• Separate oversized materials
• Flag preservation concerns
• Label boxes clearly

4. Description

• Create box-level inventory minimum
• Write series descriptions
• Note restrictions by series/box
• Identify high-value materials

5. Special Materials

Photographs:

• Organize by event, ministry, or individual
• Provide identification when possible
• Note dates and locations
• Create photo inventory

Audiovisual Materials:

• Keep in original cases
• Store upright
• Inventory by format (cassettes, VHS, CDs, etc.)
• Note content if known
• Flag for digitization if deteriorating

Digital Materials:

• Consolidate onto external hard drive
• Organize in folders (like a file cabinet)
• Include metadata/descriptions
• Note any passwords or restrictions

Objects:

• Photograph before packing
• Wrap carefully
• Note if accompanying collection or separate
• Limited capacity at HARC—prioritize

Step 3: Essential Documentation for HARC

Transfer Documentation Checklist

✅ Required:

✓ Signed Deed of Gift or Deposit Agreement

✓ Box list or inventory

✓ Congregational narrative history

✓ Access restrictions (by series/box)

✅ If Available:

✓ Existing policies (access, use, confidentiality)

✓ Digitized materials (with file documentation)

✓ Oral histories and transcripts

✓ Published histories or studies

✓ Previously created resources

Access and Restrictions Documentation

📝 Be Specific:

• Instead of: "Personnel files are confidential"
• Write: "Personnel files of congregation members (Series 3) shall remain closed for 25 years following the date of death of the member. Files include formation records, ministry assignments, health records, and correspondence. After 25 years, files are open with HIPAA restrictions applied to medical records."

Standard Restriction Categories

• Personnel Files: Typically 25-75 years after death
• Legal Records: 50-100 years from creation
• Financial Records: Varies; consult with counsel
• Medical Records: HIPAA governs; typically lifetime plus 50 years
• Student Records: FERPA governs; typically 75 years
• Correspondence: Varies based on content

Step 4: Physical Move Planning

Timeline and Coordination

📝 Three (3) Months Before

• Finalize move date with HARC
• Assess moving options (professional vs. self)
• Order packing supplies
• Begin packing processed collections
• Purchase insurance for transit
• Create detailed packing schedule

🏷️ One (1) Month Before

• Complete packing
• Conduct final inventory check
• Prepare staging area
• Confirm move details with HARC and movers

🏠 Move Week

• Final walkthrough
• Load collection
• Transit to HARC
• Unload and verify receipt
• Prayer service or blessing

Packing Standards

👉 General Principles:

• Maximum 30-35 lbs. per box
• Fill boxes adequately (use spacers for partial boxes)
• Label all sides of boxes
• Number sequentially (Box 1 of 50, etc.)
• Maintain collection order
• Separate fragile items

👉 Box Labels Should Include:

• Congregation name
• Box number and total count
• Contents description
• Date range
• Special handling notes (FRAGILE, OVERSIZED, etc.)

👉 Paper Documents:

• Keep in folders
• Store upright in boxes
• Remove rusty fasteners
• Do not overfill boxes
• Use spacers if partially filled

👉 Photographs:

• Keep upright, never flat
• Leave in albums if present
• Use archival sleeves if possible
• Never use rubber bands or paperclips
• Separate formats (prints, negatives, slides)

👉 Audiovisual:

• Keep in original cases
• Store upright
• Pack tightly to prevent shifting
• Label contents on case
• Note format clearly

👉 Artifacts:

• Photograph first
• Wrap individually
• Float in packing peanuts
• Label as FRAGILE
• Include packing list with photos

👉 Oversized Materials:

• Store flat, never rolled
• Interweave with tissue
• Use flat boxes or portfolios
• Mark "DO NOT BEND"
• Limit stack height

Insurance Considerations

In Transit Coverage:

• Determine who carries insurance (congregation or mover)
• Verify coverage amounts
• Understand exclusions
• Document collection value
• Photograph collections

HARC Coverage:

• Once at HARC, collection is insured by HARC
• Review coverage with HARC staff
• Understand limitations

Step 5: Disposition of Objects and Non-Archival Materials

Objects for HARC

• Items integral to congregational story
• Well-documented provenance
• Good condition
• Reasonable size/storage needs
• Discussed and approved by HARC

Objects to Discard

• Damaged beyond use
• No historical value
• Duplicates
• Unsafe materials

Consecrated Objects

Items Requiring Special Disposal:

• Blessed objects (statues, crucifixes)
• Altar linens and vestments
• Sacred vessels (chalices, ciboria)
• Worn religious medals and rosaries

Proper Disposal Methods:

• Burial in blessed ground
• Burning and burying ashes
• Return to elements (water for certain items)
• Consult diocesan guidelines
• Never discard in regular trash

Consultation:

• Contact your diocese for guidance
• Collaborate with chaplain or spiritual director
• Document respectful disposal
• Consider blessing or prayer service

Step 6: Commemoration and Ongoing Relationship

Commemorating the Transition

Moving your congregation's history is significant.

Prayer Service

• Blessing of archives before move
• Prayer for those whose stories are preserved
• Gratitude for archivists and donors
• Hope for future researchers

Documentation

• Photograph archives in current space
• Document packing and moving process
• Record oral histories about archives
• Create video or written reflection

Community Involvement

• Inform congregation about transition
• Share updates during process
• Invite sisters to final blessing
• Celebrate completion

Public Recognition

• Newsletter articles
• Website updates
• Thank donors and volunteers
• Acknowledge HARC partnership

Part IV: Resources and Templates

Assessment Tools

Archives Evaluation Worksheet

Basic Information:

• Congregation Name: ___
• Archivist Name: ___
• Date Completed: ___
• Projected Transition Timeline: ___

Storage Space:

• Square footage: ___
• Linear footage of shelving: ___
• Cubic footage: ___

Collection Status:

• Percentage processed: ___%
• Percentage with finding aids: ___%
• Percentage accessible: ___%

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

Preservation Concerns:

• ☐ Mold or mildew present
• ☐ Pest damage
• ☐ Water damage
• ☐ Brittleness/deterioration
• ☐ Improper storage
• ☐ Inadequate climate control
• ☐ Overcrowding
• ☐ Other: ___

Existing Documentation:

• ☐ Box lists
• ☐ Finding aids
• ☐ Inventories
• ☐ Policies
• ☐ Accession records

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:

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

Planning Tools

Transition Planning Worksheet

Timeline: ___

Critical Tasks (by date):

Resource Needs:

Staffing:

• Archivist hours/week: _
• Volunteer hours/week: _
• Consultant needed: ☐ Yes ☐ No
• Project scope: ___

Supplies:

• Archival boxes: _
• Folders: _
• Labels: _
• Packing materials: _
• Estimated cost: $_

Services:

• Project archivist: ___
• Other consultants: ___
• Estimated cost: $_

Budget Summary:

• Total estimated cost: $_
• Funding sources: ___
• Budget approved: ☐ Yes ☐ No

Processing Priority Matrix

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

Priority Rankings:

• High priority (8-10): Process immediately
• Medium priority (5-7): Process if time allows
• Low priority (2-4): Basic inventory only

Agreement Templates

Sample Access Restrictions Language

Standard Restrictions:

"The following materials shall be restricted from public access:

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 remain restricted by HIPAA regulations
  • Psychological evaluations remain closed for 50 years after death
  • Formation records deemed sensitive by the HARC archivist may be redacted

Legal Files (Series 7):

• Settlement agreements and related litigation records remain closed for 50 years from the date of settlement or case closure.

Financial Records (Series 8):

• Donor records containing personal financial information remain closed for 75 years from the date of the gift.

Correspondence (Various):

• Correspondence marked 'confidential' by the sender remains closed for 25 years from the date of the letter.

Restriction Review:

• HARC will review these restrictions every 10 years in consultation with [Congregation Name] and may recommend modifications based on legal changes or evolving archival standards."

Sample Congregation Access Language

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

• Scheduling: Members may schedule research appointments with 48 hours' advance notice during HARC's regular business hours.
• Facilities: HARC will provide research space, basic copying equipment, and reference assistance at no charge to congregation members.
• Restricted Materials: Congregation members have access to restricted materials with authorization from [designated congregation authority].
• Borrowing: With advance arrangement, members may borrow specific items for congregation events or meetings for up to 30 days. Borrowed materials must be insured and securely stored.
• Reproduction: Members may copy materials for congregation use without fees, provided proper attribution is maintained. Commercial use requires separate permission.
• Ongoing Consultation: HARC will consult with the designated congregation liaison regarding major research projects, publication requests, or exhibition loans from the collection."

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:

• ☐ Confirm date/time with movers
• ☐ Confirm receipt date with HARC
• ☐ Final inventory count

Moving Day

• ☐ Final walk-through
• ☐ Document with photos
• ☐ Verify box count with movers

At HARC

• ☐ Verify box count on arrival
• ☐ Check for damage
• ☐ Sign transfer receipt

Conclusion

Your Archives Matter

The records you preserve tell essential stories of:

• Faith lived in community
• Service to marginalized populations
• Women's leadership in church and society
• Catholic contributions to American history
• Resilience, adaptation, and prophetic witness

HARC's Commitment

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

• Be preserved according to professional standards
• Remain accessible to your members
• Serve researchers and scholars
• Educate future generations
• Honor your charism and mission

Questions?

HARC staff are available to:

• Answer questions about the transition process
• Guide assessment and planning
• Review draft agreements
• Offer technical assistance
• Connect with other congregations that have transitioned
• Visit your archives to assist with evaluation

Contact HARC

✅ Email:

• Barbara Gordon, Executive Director: bgordon@harcsm.org
• JÁ Pryse, Lead Archivist: japryse@harcsm.org

✅ Phone: (574) 678-6155

We are here to help you preserve your precious legacy.

Professional Resources

Archival Standards Organizations

Society of American Archivists (SAA)

• Website: https://www2.archivists.org/
• Standards, best practices, consultant directory
• Publications on religious archives

Archivists for Congregations of Women Religious (ACWR)

• Website: https://archivistsacwr.org/
• Consultant directory
• Women religious archives resources
• Networking and support

Association of Catholic Diocesan Archivists (ACDA)

• Website: https://diocesanarchivists.org/
• Catholic archives resources and guidance

American Theological Library Association (ATLA)

• Website: https://www.atla.com/
• Religious archives resources
• Digital collections initiatives

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:

• Archivists for Congregations of Women Religious (ACWR): for the original Religious Archives in Transition Toolkit
• The congregations that have partnered with HARC and shared their wisdom
• Women religious archivists whose expertise and dedication preserve these irreplaceable collections
• The Society of American Archivists for professional standards and resources
• Congregation leadership that recognizes archives as a ministry

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