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Collection Development Policy McKay Archives Center Florida Southern College The McKay Archives Center serves as a repository where documents and collections of enduring administrative or historical

How to fill out archives collection development policy

How to fill out an archives collection development policy:

1. Start by defining the purpose of your archives collection development policy. This can include goals such as preserving historical materials, acquiring relevant documents, and promoting access to the archive's holdings.
2. Determine the scope of your archival collection. Consider what types of materials you want to include, such as photographs, manuscripts, audiovisual recordings, or digital files. Also, decide on any specific themes or subjects that are relevant to your organization or community.
3. Identify the acquisition methods for building your archives collection. This may involve purchasing materials, soliciting donations, or partnering with other organizations to acquire relevant records.
4. Establish guidelines for assessing the value and significance of potential acquisitions. This can include criteria such as historical importance, research potential, relevance to the archive's mission, and potential for public interest.
5. Develop procedures for appraising and selecting materials for inclusion in the archives collection. This may involve creating a collection development committee or involving subject matter experts to assist in the decision-making process.
6. Consider the physical storage and preservation needs for the acquired materials. Determine the appropriate storage conditions, handling procedures, and preservation measures to ensure the long-term viability of the collection.
7. Address ethical considerations, such as copyright, intellectual property rights, privacy concerns, and sensitivity to cultural or community sensitivities. Develop policies that outline how the archive will handle these issues and ensure compliance with legal requirements.
8. Define access and use policies for researchers, the public, and other stakeholders. Determine any restrictions on access, reproduction, or use of the archival materials and clearly communicate these policies to users.
9. Establish guidelines for deaccessioning and disposal of materials that no longer fit within the scope or purpose of the archives collection. This should involve a thoughtful and ethical process, ensuring that materials are transferred to appropriate repositories if needed.
10. Regularly review and update the archives collection development policy to keep it aligned with your organization's changing needs, advancements in technology, and evolving best practices in the archival field.

Who needs archives collection development policy:

1. Organizations or institutions that have archival collections, such as museums, libraries, historical societies, universities, or government agencies, need an archives collection development policy to provide a framework for acquiring, preserving, and providing access to their materials.
2. Archivists and collection managers who are responsible for overseeing and managing archival holdings can benefit from a collection development policy to guide their decision-making processes and ensure consistency in acquisitions.
3. Researchers, scholars, and the public who use archival materials as primary sources for research, education, or personal interest can benefit from a collection development policy that defines the scope, access, and use of the archives' holdings.

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What is archives collection development policy?

Archives collection development policy outlines the guidelines and procedures for selecting, acquiring, and maintaining materials within an archives collection.

Who is required to file archives collection development policy?

Archives institutions or organizations responsible for managing archives collections are required to file a collection development policy.

How to fill out archives collection development policy?

To fill out an archives collection development policy, one must carefully review and outline the selection criteria, acquisition process, deaccessioning procedures, and collection maintenance guidelines.

What is the purpose of archives collection development policy?

The purpose of archives collection development policy is to provide a framework for making decisions about what materials to include in the archive, ensuring transparency, consistency, and accountability.

What information must be reported on archives collection development policy?

An archives collection development policy must include information on the selection criteria, acquisition methods, deaccessioning procedures, collection maintenance guidelines, and responsibilities of staff.