Archiving hardcopy collection information

Once an organisation’s collection information has been digitised, what should be done with the ‘old’ analogue information? This may be a bound book or register, receipt books, a card file catalogue or an old digitised database on the computer.

This information is still important, and should be archived and retained in case it is needed for future reference.

  • Clearly mark old data (analogue or digital) as ARCHIVAL so that it doesn’t get confused with current information.
  • Create a new folder on the organisations computer and mark it as ARCHIVAL. Also, restrict access to that information so that it isn’t accidentally deleted by someone who isn’t familiar with the collection.
  • Copies can also be made onto digital storage devices and keep one off site, for safe keeping.
  • Old analogue paper based collection information can be stored in boxes, clearly marked ARCHIVAL – NOT FOR REMOVAL. It is also a good idea to mark the box with the name and contact details of the person responsible for the collection information, so that anyone who comes across it, knows who to contact.