Create an Archive Directory
An archival inventory makes it possible to locate the contents of a collection without having to catalog each document individually. To get started, just a few pieces of information—used consistently—are sufficient: call number, title, date range, content, and location.
WHAT A GOOD DIRECTORY DOES
Archival materials are organized into dossiers, or groups of documents. For example, “Military documents belonging to Mr. Muster from 1889.” Key components of the dossier are also listed so that they can be searched for—such as “service record.” This makes it possible to locate specific items, such as letters, photographs, contracts, or diaries, at a later time.
LIST: TWO VARIATIONS
A rough outline includes:
Reference number: a unique identifier, such as AS-FAM-01.
Title: Short and easy to understand.
Time period of origin: earliest and latest dates, or a plausible estimate.
Content and Format: List of key components of the dossier.
Storage location: shelf, cabinet, box, and, if applicable, digital storage location.
A detailed list includes:
Reference number: a unique identifier, such as AS-FAM-01.
Title: Short and easy to understand.
Time period of origin: earliest and latest dates, or a plausible estimate.
Content and Format: List of key components of the dossier.
Digital copy, if available.
Language/Writing System
Condition: Water stains or tears; acid-containing papers are noted here.
Location: Shelf, cabinet, box, and, if applicable, digital storage location.
HOW DETAILED SHOULD THE DESCRIPTION BE?
Not every document requires its own record. Files or thematic groups are cataloged together. Individual items are recorded separately only if they are particularly valuable, frequently sought after, or legally relevant.
EXCEL IS OFTEN ENOUGH TO GET STARTED
A simple spreadsheet is sufficient for many family archives. It is important to use consistent column headings, avoid changing abbreviations, and make regular backup copies. File names and reference numbers should correspond logically.
AVOIDING COMMON MISTAKES
Avoid using catch-all terms such as “Miscellaneous,” purely personal abbreviations, and retroactive renumbering without a record. Old filing systems should be documented before anything is reorganized.
WHEN IT MAKES SENSE TO SEEK PROFESSIONAL HELP
When dealing with large collections that have grown over generations, complex family trees, sensitive documents, or damaged items, a professional assessment can save a great deal of time. An initial consultation helps determine what level of cataloging is both practical and realistic.
Would you like to set up an archival catalog or have an existing system reviewed? Annette Schindler can assist with assessment, structuring, and practical implementation.
