There can be a lot of archival jargon flying around, so here is a breakdown of the most common that you might encounter when entering an archive.

Documents and Collections

Each invidual item in an archive is a document, with its own unique reference code to identify, catalogue, and locate it. When more than one is on the same subject or was given by the same person, it usually forms a collection.

Repository

The place where the documents of the archive are found, either in physical form or digitally. These rooms are generally temperature controlled and have specialist shelving.

Donation/Deposit

When someone wants to add an item or a collection to an archive, they can do so either by giving it to them as a donation, or they can provide it on a long-term indefinite basis as a deposit, whereby they still still retain ownership.

Catalogue

To keep track of everything they have and to help researchers, archives will keep a catalogue. This will provide a unique document reference code and a description of the item. An archive’s catlaogue is usually availble online as well as in people, so make sure to check their website!

Archives are held by public and private institutions and individuals all around the world. Businesses, governments, councils, schools and universities all have archives.

In many cases, museums and libraries also preserve special collections linked to their objects.

So they do come in various shapes and sizes. Below are just a few of those who have got involved with our Discover blogs and Spotlight exhibitions.

Every archive, no matter where or for what purpose, has these key features:

Research Room

When visiting an archive, this is the main and most important place for a researcher. This is where you will be able to look at documents, browse catalogues, and work from desk spaces or on computers.

Repository

This is where the documents are stored. Usually, it consists of a series of aisles, on which there are many shelves, which hold multiple boxes. Each document has its own location. The space has to be kept at the right conditions

Conservation Studio

The responsible management includes maintaining them through conservation. This can be from a quick clean to extensive repair work. This takes place in a conservation studio which is kitted out with specialist equipment, so is the domain of a conservator.

Digitisation Station

Some documents are too fragile to be handled repeatedly, so digital copies are made which can then be consulted whilst keeping the original safe. Increasingly, there is demand from remote archive users for access as well as the desire to share content on social media, which all require accurate capturing technology. This is carried out a dedicated station or even a suite.

Anyone can!

All are welcome, as they are intended to be inclusive and accessible places for everyone to consult documents and use the archive’s services. Generally though, these are the typical type of people who you may spot in an archive:

Researchers

Independent researchers make up the bulk of archive visitors. From families tracing their history, students preparing for their essays, or someone simply browsing old newspapers, there are many visitors who visit with their personal research aims.

Groups and Organisations

Archives tend to have strong ties with local history and community groups, who may hold research sessions in the reading room. Meanwhile, the respoitory will often contain business and company records that may be of use in the present.

Commercial Visitors

Archives hold many stories that are waiting to be told by television companies, authors, and podcasts. They will often send their researchers and crew in preparation for their projects.

There are many different types of archives so each one will need different strategies in order to make the most of your time there.

But, every archive follows the same guidelines and so to begin with you should consult our First things first user guide.

Many more user guides for different types of archives can be found on our Learn page.

This next section will give an idea of the inner workings of the archive: who works there, what their roles are, and how every document and collection is cared for.

Archivists are information professionals who assesses, collect, organise, preserve, maintains control over, and provides access to records and archives determined to have long-term value.

Records managers are responsible for effectively managing current information. These records can be in both physical or digital formats. Once these records are no longer in active use, but have been identified as having historical value, they are transferred to an archive.

Conservators are required throughout the process of archiving to carry out a range of record repairs. Extensive training means that fixing tears, re binding books and restoring paintings are just some of the specialist skills conservators have.

Search Room Assistants are the most visible staff, and usually the most relevant and helpful, to a researcher. They are on-hand to retrieve documents out of the repository for you to view and are always on-hand to answer questions.

Librarians are trained professionals who (when present in an archive) will manage the acquisition and organisation of the books in the archive’s library or special collections.

Outreach & Marketing Officers are crucial if the archive wishes to attract new audiences and so will employ or delegate staff who are responsible for planning, producing, and delivering engaging content. Most will get involved in our Social Media campaigns.

Volunteers find archives a great place to work in order to gain experience in the archive and heritage sector, whilst others simply possess a passion for local history. If the archive is running a special project, they will often invite volunteers to contribute.

To ensure records last as long as possible, archives do not just have a responsibility to store items but also to actively look after them. This is where the role of the Conservator is crucial.

There are basic ways in which all archive staff can help preserve their collections.

Click on the button to find out more!

As well as physical items, archives also collect and process digital records. Some are even solely devoted to this task.

But why is this important, and how is it done? Click on the button to find out more!

Records management is an essential part of any organisation, not just an archive. The evidence of the organisation’s activities need to be retained unless no longer considered of value.

Click on the button below to find out more about records management and the lifecycle of documents.