Once archival records are identified, the question of what to do with them soon becomes urgent. By their very definition, archival records are valuable. Even when they have no monetary worth they are valuable to the organization that created them as well as to scholars and other potential researchers.

Organizations must provide for protection and maintenance of their records. They need protection from inadvertent damage, destruction, or loss, and also from environmental damage caused by dust, light, humidity, and extremes of temperature. The question arises: should the organization administer its own archives, or place them in an archival repository that assumes responsibility for arranging, describing, preserving, and providing access to the records? There are advantages and disadvantages no matter which choice is made. Each organization evaluates its situation and arrives at a decision appropriate to its own needs.

Major considerations in deciding whether to maintain an in-house archives or to place the records with an archival repository include the following:

.Ownership and control

.Access

.Confidentiality

.Cost effectiveness, funding

.Preservation

.Security

.Continuity of care

Ownership and Control

.In-house archives:

An in-house archives guarantees the organization complete control and ownership of its archival records.

.Archives repository:

By donating records to a repository, an organization generally forfeits ownership. Some repositories accept records on deposit, meaning that the organization retains ownership and the repository merely provides storage for the records. This is an unusual arrangement, however, and most repositories are reluctant to accept records on deposit, unless there is the likelihood that the records will be donated. When records are accepted on deposit, the repository will generally not apply its full range of professional services to records which could be withdrawn from the repository at any time. To benefit fully from the archival services available at a repository, the records should be donated outright.

Archival institutions strive to maintain a positive ongoing relationship with donors. The archivist's code of ethics (see Appendix B) requires the repository to handle the records responsibly and uphold the trust of donors. Before any records change hands, it is in the best interest of both donor and recipient to negotiate issues of ownership and control to the satisfaction of both parties.

Access

An organization must consider who will need access to the records, how frequently and for what purpose, and then decide how those requirements for access are best met.

.In-house archives:

An on-site repository obviously allows for more immediate access by the organization. If the records are kept in the group's own office space, they are readily available for use whenever they are needed. However if the organization's archives is used by scholars, students, activists, or community people, an in-house archives must establish use guidelines to accommodate these clients. If this outside use becomes frequent and regular, demands on the organization becomes a burden.

.Archives repository:

.When organizations donate their archives, the repository assumes responsibility for providing access to the records. For most repositories, this means more than simply storing the records and throwing open the door to all interested users.

The following are the ways in which repositories promote access:

.Provide a search room and tables for use by researchers, and supply facilities for photocopying and/or photographic reproduction of records. Organize and arrange records in a manner consistent with archival practices and principles (see Appendix C).

.Produce written descriptions of the records sometimes called "guides" or "finding aids." Finding aids provide information about the organization that created the records, an explanation of how the records are arranged and filed, and guidance about using the records to research various subjects or topics. Creating these finding aids requires a major commitment of time and resources by the repository and benefits both outside researchers and users within the donor organization.

.Provide reference services. Archives personnel answer questions about the records and offer assistance to researchers. As a courtesy to donors, the repository's staff may search records in response to requests by the donor organization, as well as provide complimentary photocopies, free consultations on records management or related topics, and other services as needed.

Sometimes the services a repository offers to provide access to the records offsets for an organization the disadvantage of not having the records on-site.

Confidentiality

Confidentiality of records is an issue of concern. Some organizations decide that confidential material should not be part of the archives, even if the records in question have archival value. Others decide against donating their records to a repository because they fear exposing confidential information. Any public use of an organization's archives has the potential to expose confidential information. This is true whether the organization maintains its own archives or donates them to a repository.

.In-house archives:

An in-house archival operation allows the organization direct control of its own confidential records. However, unless the organization takes time to inspect all of its archival records in considerable detail, it may not be aware of sensitive material scattered throughout the records.

.Archives repository:

In the process of arranging, describing, and creating finding aids for records, the staff at a repository is likely to locate and identify confidential materials. Since some confidential records have significant research value, it is preferable not to remove them from the archives. Archival repositories are accustomed to managing and providing public access to confidential records. There are several ways researchers are allowed limited access to sensitive records without compromising the organization's need to safeguard confidentiality.

Repositories restrict access to confidential records using any or all of the following methods:

.Confidential records may be closed to researchers for a specified period of time, i.e., for ten years, twenty years, or even for the lifetime of individuals named in the records if appropriate.

.Researchers may be required to describe their research in a formal written request to use confidential records. Access is then granted on a case-by-case basis, as the repository and/or donor determine access is justified.

.Researchers may be permitted to use confidential records after signing an agreement not to take notes about or reveal to anyone any personal information contained in the records. A staff member then examines the notes to enforce compliance.

It is part of the archivist's job to balance the researcher's need for access with the need for confidentiality. The repository and the donor organization, in consultation, determine which restrictive measures provide the best protection for the organization while still permitting access to these records.

Cost Effectiveness/Funding

.In-house archives:

Although it is not prohibitively costly to operate an in-house archives, there are some expenses. Proper maintenance of an archives requires ample space to store the records, personnel to manage them, and materials to house and protect them. Some of these may be available at little or no cost, but it is unlikely that an archives program could be properly maintained without any expenditure of funds.

.Archives repository:

Donating records to a repository is usually cheaper than setting up and operating an in-house archives. An archival repository provides the personnel for arranging and describing the records, and purchases any special archival-quality storage materials--for example folders, boxes, etc.--that are needed for the storage of records.

Preservation

Archival records require protection from a variety of potential perils. Light, moisture, dust, vermin, and extremes of temperature can harm paper records as well as other media, including computer disks, audio and video tapes, and photographs.

Any potential long-term home for archival records should be evaluated in terms of its ability to provide protection from these elements.

.In-house archives:

Organization operating an in-house archives can purchase archival storage containers, available from a number of mail-order companies (see Appendix D).

These containers provide protection from light, dust, and vermin. Even if temperature and humidity controls are not available in an in-house archives, central heating and air-conditioning provide an environment that protects records from exposure to wide fluctuations or extremes of temperature.

Preservation also entails protecting records from damage during use. Archival records must be handled carefully during administrative or research use to prolong their life and delay deterioration. An in-house archives should also establish

guidelines for handling its records. To protect the records from damage, the guidelines must be enforced whether the user is a member of the organization itself or an outside client. Improper handling usually occurs as a result of ignorance rather than malice, and all users should be monitored. Repositories employ personnel trained to supervise the use of records and to instruct users in proper record handling techniques.

.Archives repository:

Furthermore, many but not all, archival repositories have storage areas with temperature and humidity controls and it is standard practice in repositories to house records in archival storage containers.

Security

Adequate security protects records from theft by authorized and unauthorized users from within and outside the organization. Security is an issue for all archives, whether or not their records have any monetary value. The motivation for archival theft may be a desire to own or control the information contained in the records or a desire to bypass regulations or restrictions on their use. Theft occurs at the hands of an organization insider, for example, a staffer who takes archival records home, as well as by outsiders, as in the case of a scholarly researcher who filches documents to avoid photocopy fees, or to prevent others from gaining access to the records.

.In-house archives:

Providing security for an in-house archives involves storing the records behind locked doors. A responsible person should supervises all archives users.

.Archives repository

A repository stores archival records in locked storage areas accessible only to the archives staff, and provides continuous staff surveillance of the search room. Most repositories take security seriously by having a rigorous security program in place, including:

.A requirement that researchers show identification

.A requirement that researchers read and sign a list of the repository's rules and regulations

.Lockers to store researchers' personal belongings

.A strict limit on the amount of archival material researchers can have at their desks at any one time

.Searches of researchers' belongings before they leave

.Security devices such as video cameras, surveillance mirrors, and alarms

Continuity of Care

A successful archives, whether in-house or at an archives repository, requires continuity. If staffing, funding, or operation of the archives is intermittent and unreliable, the basis foundation of the archives program is jeopardized.

.In-house archives:

Any proposed in-house archives must meet the test for continuity of care: Does the archives have the support of the organization as a whole? Can the organization guarantee continuity of personnel, financial backing, and storage space? What will happen to the archives in the future if the organization faces a financial crisis, a reorganization, a merger, or even a period of dormancy? Contingency plans for the archives should be in effect in case of organizational upheaval.

.Archives repository:

An established archival repository is likely to provide excellent continuity of care. Even if faced with personnel changes or financial cutbacks, an archival repository is unlikely to relax its professional standards. Its entire existence is devoted to preserving archives. A reputable archival repository guarantees continuity of care regardless of circumstances.