11. What Is Archival Studies?

Archival studies focus on building and curating archives that may house historical documents, photographs, diaries, rare manuscripts, analogue film, sound and video recordings, among other media. This archival process requires the authentication and appraisal of materials as well as the development of a system to organize, classify, record and access materials. Besides, archival studies consider the best ways to preserve and catalogue items. While different archival theories guide archivists in handling archival materials, all focus on the underlying question: What makes a document or object worthy of archiving?

Appraisal theories determine what to archive and for how long by examining a collection of items and assessing several factors. For example, archivists consider provenance or the origin of an item. They also consider the condition of items and the costs to maintain and preserve them. Archivists must verify the authenticity of materials and assess the completeness of records to determine their historical value.

Early appraisal theories at the end of the 19th century focused on archiving governmental records. Because mass duplication didn’t exist at the time, most governments kept all records. By the middle of the 20th century, this shifted as mass duplication forced archivists to revaluate the value of a record using deeper analysis and research. The criteria included the uniqueness of a record (Could it be found elsewhere?), the form of the information on the record (Could the information be easily accessed?), and the need for the record (Did the record hold more than sentimental value?). Current approaches to appraisal consider the functions within society that warrant documentation and what records hold the greatest potential value. 

The advent of new technologies continues to shape and reshape archival methodologies. Today, electronic record-keeping systems, the digitization of archival materials, and advanced techniques in preservation make it easier to track, maintain and access records. Technology offers tools and resources that enhance the archivist’s ability to catalogue records and improves the public’s ability to locate and use them. For example, Archives Space, a free downloadable management system, enables archivists to create detailed records of items that the system stores in its database. Users can, then, browse a huge collection of archives previously unavailable at their fingertips.

Alongside the management of an organization’s archives, archival work involves grant writing and public education. Growing and maintaining archives requires ongoing funding. Obtaining this funding often requires researching grant opportunities and writing proposals. Also, since archives house huge repositories of information, they can serve as excellent resources to educators and students. As such, archivists must collaborate with teachers and students to provide meaningful access to archival materials and facilitate their study.