Organizing Your Family Archives: The 7-Step Plan
Knowledge › Organizing the Family Archive
Start with an overview rather than individual sheets: number the containers, take photos of their condition, and note their origin. Only then should you group them roughly by origin or context—the context in which they were found should be preserved whenever possible.
1 · Take inventory of the family archives and create a reliable overview
Number all containers at all storage locations and record the contents, condition, volume, time period, and any special features for each box. Take photos of the current condition. Do not dispose of anything at this stage—get a clear overview before making any decisions.
2 · Preserve the origin and context of the documents
Document where a collection comes from, which individuals and series can be identified, and what the original order was. Keep related items together: The established order contains information that is lost as soon as the items are rearranged.
3 · Prioritize At-Risk Documents and Immediate Risks
Moisture, suspected mold, signs of insects, and unstable materials take priority. Dry out the affected area; do not wipe it down—and seek professional help in the event of a major infestation. Safety comes before a systematic approach.
4 · Develop a clear, high-level structure for the collection
Organize your items into a few large groups based on origin, person, activity, or inventory. Chronological order is one possible approach, but rarely the only one—the key is to choose whatever makes it easiest to find items later.
5 · Evaluating what should be preserved—without losing context
Check for duplicates, the value of the documentation, and its personal and legal significance. Record your decisions briefly. If you’re unsure, mark the item instead of discarding it—for example, with a strip of paper. Post-it notes and anything containing glue are only useful if they’re used for a short time and then removed.
6 · Create an archive directory with helpful information
Consistency trumps depth of detail: signature, title, time period, description of contents, and location are sufficient for a general inventory.
Example: Call number FA-03.2; Title: Letters from E. Schindler to his family; Date range: 1902–1917; Description: Contains letters to his parents and to N. Stockar-Escher; Location: Living room cabinet, Box 3.
7 · Pack and store items in a manner suitable for archiving, and hand over responsibility for their care
Acid-free sleeves and boxes, a climate-controlled location, clear labeling—and clearly defined responsibilities, including backup copies of the catalog. An archive thrives on ongoing maintenance.
If, after your initial inventory, you need a professional organizational system and a detailed catalog, see “Organizing and Cataloging Archives” to learn how Annette Schindler structures the collection. Answers to questions about storage, costs, and more can be found in the FAQ section. The “Projects” section offers insights into completed work.
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