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.
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.
| 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>]
|
|
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.
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)
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.
| 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 | External Relations & Affiliations | Dioceses, Vatican, consortia, partner organizations, lay associates | Mixed |
| 9 | Visual & Audio Materials | Artwork, photographs, slides, negatives, films, audio/video recordings | 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. Implementation Workflow
- 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).
- 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).
- Record box and folder numbers in container fields (Top Container / Subcontainer in ArchivesSpace).
- Write scope/arrangement notes at the series and subseries level.
- Apply access notes and restriction statements (see Section 8).
- Confirm that each described folder has a unique HARC ID.
- 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.
7. Arrangement Principles (By Series)
- 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.
- 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.
- 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 mediated access only.
- Arrange by institution/ministry name first.
- Within each institution, arrange chronologically.
- If ministries are geographically scattered, geographic arrangement may replace institutional arrangement.
- Arrange alphabetically by property or house name.
- Within each property, arrange chronologically (construction, purchase, renovation, closure).
- Keep plans/drawings with that property’s file.
- Arrange by fiscal year, then by record type.
- Follow retention requirements; some records may be destroyed after retention period.
- These records are typically restricted/confidential.
- Arrange alphabetically by publication/title, then chronologically by issue.
- Maintain complete runs together whenever possible.
- Most of this series is open for research.
- Arrange alphabetically by organization or entity name.
- Then arrange chronologically within each organization’s file.
- Some Vatican or diocesan correspondence may require special handling.
- 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).
- Arrange alphabetically by subject or topic.
- Within each subject, arrange chronologically.
- Clearly distinguish between congregation-created records and collected reference material.
8. Access & Restrictions
- Examples: Series 002 (Congregation History & Identity), Series 007 (Communications & Publications), Series 010 (Reference & Research Files).
- Most public-facing publications, anniversary material, newsletters, etc. fall here.
- Examples: Series 003 (Membership & Sisters’ Records), Series 009 (Visual & Audio Materials when identifiable individuals are present).
- Apply closures on personnel-type content, medical/spiritual direction material, canonical files, and similar records.
- Examples: Series 006 (Financial & Legal Records); portions of Series 001 (Governance & Administration).
- Some of these records are permanently closed or require case-by-case approval.
- Covers spiritual direction, formation evaluations, canonical investigations, etc.
- Treat these as closed or strictly mediated; document the restriction in ArchivesSpace.
- Record restrictions in “Conditions Governing Access” / “Conditions Governing Use” notes at the component level. Do not expose confidential detail in public notes.