Family Archives and Archival Consulting: Frequently Asked Questions
25 practical questions, organized by topic—each answer starts with the most important point.
Family and Private Archives: Getting Started and Priorities
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A family archive is the collection of a family's history that has grown over a long period of time. It may include letters, photographs, diaries, documents, business records, films, audio recordings, and digital files.
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These terms overlap. A personal archive usually refers to a single person, a family archive to several generations, and a private archive generally to non-governmental records.
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Seeking professional help is worthwhile when the volume of material, disorganization, risk of damage, illegible handwriting, or a goal of publication exceed your own capabilities. Even a quick assessment of the condition of the materials can help you set priorities.
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Documents worth preserving are those that document people, relationships, activities, possessions, everyday life, or special events. These include not only representative items but often also seemingly insignificant supporting information.
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Start with an overview, not by sorting individual sheets. Temporarily number the containers, take photos of their condition, and note their origin, approximate time period, contents, and any identifiable risks.
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The focus is on family, private, and personal archives in Switzerland. Depending on the objective, scope, and capacity, related collections—such as archives of artists, organizations, or companies—may also be appropriate.
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First come the immediate risks: moisture, suspected mold, water, direct sunlight, unstable data storage media, or documents in severely damaged packaging. Next come one-of-a-kind and particularly significant items.
Organizing, cataloging, and inventorying archives
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Cataloging means organizing a collection in a structured manner, describing it, and making it searchable. The result can range from a simple inventory list to a detailed archival catalog.
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Organizing creates a clear structure. Taking inventory or making a list describes items in a list; cataloging is more commonly used for individual objects or publications.
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For me, a structure organized by generations and individuals has proven effective. Within a person’s records, I categorize items into written documents, photographs, and publications. Real estate and overarching categories also have their own folders.
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The original filing system shows how records were created and used. It can reveal connections that are not apparent from individual documents.
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At a minimum, the following information is helpful: signature, title, date range, description of contents, and location. In addition, it may be useful to note the type of archival material, language and script, retention periods, condition, or a link to the digitized version.
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The appropriate level of detail depends on the use, scope, time, and significance. Often, a description at the dossier level is sufficient; specific individual items can be recorded separately.
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Yes. For manageable personal collections, a well-organized spreadsheet can be a practical solution. The key is to have unique fields, consistent values, backup copies, and clear instructions.
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Use short, clear labels that match the contents of the folder. Labels should always be written in pencil, and never directly on the documents themselves, but rather on the sleeves.
Preserving, storing, and protecting archival materials in an emergency
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Store documents in a cool, dry, clean place, protected from light, and under stable conditions. Damp basements, hot attics, walls with condensation, and direct sunlight are not suitable.
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Age-resistant, glue- and acid-free sleeves and boxes of the appropriate size are suitable for paper documents. They should support the material without crushing it. Clear sleeves for photographs must not contain any harmful plasticizers or release adhesives onto the documents.
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Paper clips rust relatively quickly, rubber bands become brittle, and the adhesive from tape, envelopes, and similar items can cause damage. Remove them carefully and only if it is possible to do so without losing any information.
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No. Laminating is generally not reversible for historical originals and can damage the material and the writing over time. It also makes subsequent conservation treatments more difficult.
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Stop any further damage, separate the affected documents from the rest of the collection, and determine the cause of the moisture. Professional assistance is necessary in cases of extensive damage or health risks.
Digitizing Archival Documents: Effort and Collaboration
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It is not mandatory. Start by digitizing documents that are used frequently, are particularly at risk, or are important for a project. The originals must still be organized and stored properly.
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For images, uncompressed TIFF files are suitable as master files, and JPEGs are suitable for use. PDF/A is the standard format for documents. Consistent filenames, metadata, and backup copies are essential.
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Costs and duration depend on the scope, condition, desired level of detail, and the extent of your own contribution. After an initial consultation and assessment, you will receive a realistic proposal outlining the phases, priorities, and transparent cost breakdown.
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Confidentiality is a given and essential for archival processing. I can also assist you in defining access policies and any applicable retention periods. Sensitive content will be processed only within the agreed-upon parameters.
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Yes. You can carry out clearly defined tasks on your own, following the instructions. Depending on the assignment, you will receive a classification system, an archive directory template, packaging, digitized materials, transcriptions, recommendations for action, or a combination of these.
What would you like to preserve or rediscover?
In a brief, free initial consultation, we'll assess the current situation, set goals, and determine the best next steps.