Archiving

Archiving is the practice of preserving and organizing records and materials that have enduring value for long-term access and use. It covers the selection, acquisition, description, storage, preservation, and eventual dissemination of documents, media, and digital records. Archives can be institutional, such as government agencies or corporations; cultural and historical collections in libraries and museums; or private in standalone collections. Materials may be physical, such as paper, photographs, and microforms, or digital, including emails, databases, and multimedia files.

The archiving process involves several stages. Appraisal and selection determine which items are worth keeping for their enduring value. Accessioning assigns control and creates a record within an archival system. Arrangement and description organize materials into logical units and provide finding aids, catalogs, and metadata. Preservation aims to extend the usable life of items through proper handling, environmental controls for physical items, and digital strategies such as format migration, redundancy, and integrity checks.

Digital archiving presents specific challenges and methods. Digital preservation focuses on maintaining bit-level integrity and accessibility over time, often through standardized metadata, regular checks, and strategies like format migration, emulation, and comprehensive backup regimes. Reference models such as the OAIS (Open Archival Information System) frame these activities, while metadata standards like ISAD(G), EAD, METS, and PREMIS support description and preservation processes.

Access and use are core goals of archiving. Archives provide finding aids, catalogs, and, increasingly, digital repositories to support research, accountability, and cultural heritage. Archivists and records managers work within ethical and legal parameters to balance public access with privacy, copyright, and security considerations.