Hello!

Our museum has a few file cabinets that contain our archives. While they are organized using finding aids, the items in the file cabinets are a mix of (a) accessioned items that are catalogued in PastPerfect, (b) items that are not accessioned, and (c) reference materials (photocopies of articles or documents). 

One big issue is that, often the unaccessioned items should be accessioned. For example, high school graduation programs. Many of them are accessioned, but some are not. Yet all of them are original programs. Basically, there is an inconsistency in what has been accessioned and what has just been popped into the archive. When doing research on the high school, some programs show up in PastPerfect, while the others can only be located if you physically pull the archive folder.

The second issue is that we have reached maximum capacity (and beyond) and can no longer add more files to the drawers. So as I accept new donations or collect new reference materials, I cannot house them using the established finding aid system. 

We have a possible solution for both issues, and I would love some feedback to make sure we are not overlooking any possible issues.

The idea: 
To go through each archive folder and (1) Accession any unaccessioned materials that are unique, original items (like a graduation program or a flyer for an event). (2) Digitize any materials that are truly reference items, such as newspaper clippings or photocopies. Basically, anything that is there purely for the content and not because the item itself is worth preserving. (3) Dispose of the items we digitize.

This means that our reference archive would now be a purely digital archive (TIF files), and no longer physical. The only items we would physically maintain would be the accessioned items. It also means that now all of the items will be searchable in the database.

While this is not the traditional way to manage an archive, we are a small museum and accessioning each item is not unreasonable for us. Also, we regularly back-up the network so the risk of losing the digitized materials is minimal. Also, it means that researchers can access all of our materials through our network, without physically pulling documents from storage and risking damage.

Is this a horrible idea? What am I not taking into account?

You can reply through the list or directly to me at [log in to unmask]

Thank you,
Anna Rosenbluth
Collections Specialist
Campbell Museums

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