Archives Assistant Course

Lesson 1 • Core Archival Terminology

Introduces essential vocabulary including fonds, provenance, and original order. Precise terminology enables accurate communication throughout the course.

Lesson 2 • Types of Archival Materials

Surveys textual, photographic, audiovisual, cartographic, and born-digital record formats. Understanding format diversity prepares students for format-specific handling tasks.

Lesson 3 • The Records Lifecycle and Continuum

Explains the lifecycle model and the records continuum concept as frameworks for managing records from creation to permanent preservation.

Lesson 4 • What Archives Are and Do

Defines archives, distinguishes them from libraries and museums, and explains their societal value. Establishes the conceptual baseline for all subsequent archival study.

Lesson 1 • Principle of Provenance

Explains provenance as the foundational archival principle linking records to their creator. Correct application prevents mixing of unrelated fonds during arrangement.

Lesson 2 • Principle of Original Order

Defines original order and explains when to maintain, reconstruct, or impose order on a collection. Preserving original order retains evidential and contextual value.

Lesson 3 • Regulatory and Compliance Frameworks

Surveys records retention schedules, privacy regulations, and freedom-of-information obligations affecting archives. Compliance knowledge prevents legal and reputational risk.

Lesson 4 • Appraisal Theory and Criteria

Covers macro- and micro-appraisal approaches and the criteria used to determine permanent retention. Appraisal decisions directly shape what future researchers can access.

Lesson 1 • Accessioning Incoming Collections

Covers the steps for receiving, documenting, and temporarily housing new acquisitions. Proper accessioning creates the administrative record that supports all later processing.

Lesson 2 • Physical Arrangement Techniques

Demonstrates hands-on methods for sorting, grouping, and sequencing records within series and files. Physical arrangement directly supports intellectual control and retrieval.

Lesson 3 • Arrangement of Special Format Materials

Addresses arrangement considerations specific to photographs, maps, audiovisual items, and oversized materials. Format-specific handling prevents damage during arrangement.

Lesson 4 • Surveying and Analyzing a Collection

Teaches systematic survey techniques to understand a collection's scope, condition, and arrangement before processing begins. Survey data drives processing decisions and resource planning.

Lesson 1 • Controlled Vocabulary and Subject Access

Introduces authorized subject headings, name authority files, and genre terms for enhanced discovery. Controlled vocabulary connects collections to broader information networks.

Lesson 2 • Encoded Archival Description Basics

Introduces XML-based encoding for finding aids to enable online publication and interoperability. Encoding skills allow students to publish finding aids in digital repositories.

Lesson 3 • Writing Effective Descriptive Notes

Teaches clear, concise prose for scope, content, and arrangement notes that serve diverse researcher needs. Well-written notes reduce reference inquiries and improve discovery.

Lesson 4 • Quality Control and Finding Aid Review

Establishes review workflows for checking accuracy, completeness, and standards compliance in finding aids. Systematic quality control prevents errors from reaching researchers.

Lesson 1 • Preservation Assessment and Planning

Guides students through conducting a preservation survey and drafting a prioritized preservation plan. A written plan enables systematic, resource-aware preservation action.

Lesson 2 • Environmental Monitoring and Control

Covers target environmental parameters and tools for monitoring temperature, relative humidity, and light levels. Stable environments are the most cost-effective preservation measure.

Lesson 3 • Causes of Deterioration

Identifies intrinsic and extrinsic deterioration agents including light, humidity, pests, and inherent vice. Knowing causes enables targeted preventive action.

Lesson 4 • Archival Housing and Enclosures

Teaches selection and use of acid-free folders, boxes, sleeves, and enclosures for various record formats. Proper housing slows deterioration and protects materials during handling.

Lesson 1 • Digitization Workflows and Standards

Covers scanning resolution, file format selection, and quality control for digitization projects. Standardized digitization produces surrogates that meet access and preservation needs.

Lesson 2 • Born-Digital Records Management

Explains the unique challenges of acquiring, appraising, and processing born-digital records. Digital records require immediate action to prevent loss from format obsolescence.

Lesson 3 • Digital Storage and Redundancy

Explains storage media options, the 3-2-1 backup rule, and geographic redundancy for digital collections. Redundant storage prevents catastrophic loss from hardware failure or disaster.

Lesson 4 • Metadata for Digital Objects

Teaches descriptive, technical, and preservation metadata schemas for digital archival objects. Robust metadata enables discovery, management, and long-term authenticity verification.

Lesson 1 • Reading Room Operations

Covers reading room setup, researcher registration, supervision protocols, and materials retrieval procedures. Consistent operations protect collections and ensure equitable researcher access.

Lesson 2 • Access Policies and Restrictions

Explains how repositories establish and communicate access policies, including donor-imposed and legal restrictions. Clear policies protect both the repository and the researcher.

Lesson 3 • Reproduction and Duplication Services

Explains policies and workflows for providing photocopies, scans, and digital surrogates to researchers. Reproduction services balance access needs with preservation and rights obligations.

Lesson 4 • Remote and Online Reference Services

Addresses email, virtual, and online catalog-based reference for researchers who cannot visit in person. Remote services extend access while maintaining the same quality and policy standards.

Lesson 1 • Acquisitions and Donor Relations

Covers collection development policies, donor outreach, and negotiating deeds of gift. Strategic acquisitions align holdings with the repository's mandate and researcher needs.

Lesson 2 • Disaster Preparedness and Response

Guides students through writing a disaster plan, assembling a response kit, and executing salvage operations. Preparedness minimizes irreversible damage when emergencies occur.

Lesson 3 • Deaccessioning and Disposal

Explains criteria, procedures, and ethical considerations for removing materials from archival custody. Transparent deaccessioning protects institutional reputation and donor trust.

Lesson 4 • Collections Management Systems

Introduces archival management software for tracking accessions, locations, and finding aids. Integrated systems reduce administrative overhead and improve collection visibility.