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Archives and Special Collections Resources

This collection of resources on archives and special collections management was compiled by the CARLI Archives Task Force to provide guidance to member libraries. The resources listed below were submitted by CARLI member libraries and reviewed by the Archives Task Force.

Materials in this repository will aid CARLI member institutions in assessing, planning, and maintaining archival collections in ways that prioritize both care and access. The documents and educational materials provided will apply to all institutions, collection sizes, and collection types.The Resource Page includes PDF copies of forms, policies, procedures, and guidelines from CARLI member institutions as well as published resources.

This repository is for informational purposes only; inclusion of resources does not constitute an endorsement. Documents have been provided to the CARLI Archives Task Force as-is; the Task Force cannot guarantee document accessibility due to the fact that these materials belong to the originating organizations and have not been altered from their submitted format. It is the responsibility of the originating organization to send updated forms to CARLI. The originating organization can request that forms be removed at any time; however, a reasonable amount of time should be allowed for the request to be completed.

Send comments and corrections to the CARLI Office. Links to general resources will be checked by the CARLI Archives Task Force for accuracy annually. This page was last updated September 25, 2024.

Guidelines for CARLI Members to Submit Their Forms to the Archives & Special Collections Resource Page

  • The originating agency should submit their forms via e-mail attachment to CARLI Support at as Word or PDF documents. CARLI Archives Task Force members will rename the document to clearly identify the type of form and the donating institution, i.e., "Illinois State University - Photography Request." We will also change Word documents into PDF documents before loading to the Web Resource Repository.
  • The forms will be organized by type of form, not by repository.
  • Forms submission should be accompanied by an e-mail giving CARLI permission to place the forms online. This does not have to be formal, but the note about permission must be clearly stated in the e-mail.
  • It is the responsibility of the originating organization to send updated forms to CARLI.
  • Originating agency can request that forms be removed at any time; however, a reasonable amount of time should be allowed for the request to be completed.

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What are Archives?

What are Archives?

In under three minutes, learn more about different types of archives, what archivists do, who can use archives, what is missing from them, and why they are valuable. 

Administration

  • American Alliance of Museums. Developing a Collections Management Policy. (2012). Access fulltext.
  • Archival Fundamental Series III. Gottlieb, Peter and Carmichael, David. Leading and Managing Archives and Manuscripts Programs. Society of American Archivists 2019. Find in I-Share.
  • Arp, Charlie. Archival Basics: A Practical Manual for Working with Historical Collections (Nashville, TN: American Association for State and Local History, 2019). Find in I-Share.
  • Hunter, Gregory S. Developing and Maintaining Practical Archives: A How-to-Do-It Manual, 3rd ed. (Chicago: Neal-Schuman, 2020). Find in I-Share.
  • Purcell, Aaron D. (editor). Managing the Next Generation of College and University Archives, Records, and Special Collections (Chicago, IL; Neal-Schuman, 2012). Find in I-Share.
  • Society of American Archivists. Case Studies in Archival Ethics. Access fulltext.
  • Society of American Archivists. Dictionary of Archival Terminology. Access fulltext.
  • Society of American Archivists. Standards Portal. Access fulltext.
  • Yakel, Elizabeth. Starting An Archives. (Metuchen, NJ: Scarecrow Press, 1994). Find in I-Share.

Digital Archives

  • Barboza, C., Bayeck, R., Drayer, A., Frank, J., Galson, G., Hricko, M., Hu, R., Russell, B., Tang, L., & Guerra, W. (2023). Digital Library Accessibility Policy and Practice Guidelines: A Guide by the Digital Accessibility Working Group. Zenodo. Access fulltext.
  • Digital Preservation Coalition. Digital Preservation Handbook. Access fulltext.
  • Ng, Kwong Bor; Kucsma, Jason (editors). Digitization in the real world: Lessons learned from small and medium-sized digitization projects (New York, NY: Metropolitan New York Library Council,  2010). Find in I-Share.
  • Purcell , Aaron D. (editor). The Digital Archives Handbook: A Guide to Creation, Management and Preservation (New York, NY: Rowman & Littlefield, 2019). Find in I-Share.
  • Society of American Archivists. Case Studies - Appraisal and Acquisition Strategies for Digital Records. Access fulltext.
  • Society of American Archivists. Case Studies - Campus Case Studies (university archives). Access fulltext.
  • Society of American Archivists. Case Studies - Digital Preservation Essentials. Access fulltext.
  • Winn, Samantha (editor). Born-Digital Design Records: Modules 24-26 (Chicago, IL: Society of American Archivists, 2022).

Legal Issues

  • Society of American Archivists. Case Studies - Rights in the Digital Era. Access Fulltext.
  • Society of American Archivists. Copyright and Unpublished Material. Answers questions you may have about archives and manuscript collections that may be protected by copyright. Access Fulltext.
  • Society of American Archivists. A Guide to Deeds of Gift. Introduces the key document in the transfer of papers—the deed of gift—and discusses the rationale for it and the varied provisions it should contain. Access Fulltext.

Outreach and Advocacy

  • Bastian, Jeannette A. and Sniffin-Marinoff, Megan. Archives in Libraries : What Librarians and Archivists Need to Know to Work Together. ALA Editions 2018. Find in I-Share.
  • Marks, Alexis Braun; Boyst, Brooke; Murphy, Becca; and Schneider, Andrew. Reaching the Next Generation: Using Archival Outreach to Create New Professionals. (Archival Outlook, November/December 2023, pp. 3, 15). Access fulltext.
  • Roe, Kathleen and Peter Wosh. Advocacy and Awareness for Archivists. Archival Fundamental Series III. Society of American Archivists 2019. Find in I-Share.
  • Society of American Archivists. Case Studies - Engagement in the Digital Era. Access fulltext.
  • Weaver, Robert G. From the Archives: An Assessment of a Successful Social Media Program in an Academic Archives (The American Archivist, vol. 85, no. 1, Spring/Summer 2022, pp. 202-222). Access fulltext.

Preservation

Processing

  • Meisner, Dennis. Arranging and Describing Archives and Manuscripts. Archival Fundamental Series III. Society of American Archivists 2019. Find in I-Share.
  • Society of American Archivists. Case Studies - Archival Arrangement and Description. Access fulltext.
  • Society of American Archivists. Case Studies - Campus Case Studies (university archives). Access fulltext.
  • Society of American Archivists. Case Studies - Putting Descriptive Standards to Work. Access fulltext.

Reference

  • Oestreicher, Cheryl. Reference and Access for Archives and Manuscripts. Archival Fundamental Series III. Society of American Archivists 2022. Access fulltext.
  • Society of American Archivists. Access Policies for Native American Archival Materials. Access fulltext.

Training

CARLI Webinars

Developing an Archives: Embracing the Messiness of the Real World

Rebecca Fitzsimmons, Ashley Howdeshell, and Megan Ryan discuss how to assess and plan for the care and development of your archive. The conversation applies to all sizes of collections, from a small storage cupboard to the contents of a large storeroom.

Resources:

Forms

Copyright, Permission to Publish, and Reproduction

  • Augustana College - Special Collections - Permission to Publish Form. Access form.
  • Augustana College - Special Collections - Reproduction Request Form. Access form.

Deeds of Gift

  • Augustana College - Special Collections - Gift Agreement. Access form.
  • Harper College - Archives - Deed of Gift. Access Form.
  • Illinois Wesleyan University - Tate Archives & Special Collections - Deed of Gift. Access form.
  • University of Illinois Chicago - Deed of Gift. Access form.

Loan Agreements

  • Harper College - Archives - Borrowing Form. Access Form.
  • Illinois Wesleyan University - Tate Archives & Special Collections - Agreement for Loan. Access form.

Mission Statements and Collection Development Policies

  • Augustana College - Special Collections - Collection Development Policy. Access form.
  • Harper College - Archives - Mission Statement and Collection Policy. Access Form.
  • Illinois State University - Dr. Jo Ann Rayfield Archives - Mission and Collecting Policy. Access form.
  • Illinois State University - Special Collections - Mission and Collecting Policy. Access form.
  • Illinois Wesleyan University - University Archives - Mission Statement and Collection Development Policy. Access form.
  • Illinois Wesleyan University - Special Collections - Mission Statement and Collection Development Policy. Access form.
  • Prairie State College - Archives - Policy. Access form.
  • Southern Illinois University Edwardsville - University Archives and Unique Collections - Scope of Collections. Access form.
  • University of Illinois Chicago - Special Collections & University Archives - Collection Development Policy. Access form.

Processing

  • Southern Illinois University Carbondale - Special Collections Research Center - Deaccession Form. Access form.

Records Management

  • Illinois Wesleyan University - Records Management. Access form.

Research and Reading Room

  • University of Illinois Chicago - Special Collections & University Archives - Photocopy / Scan Request . Access form.
  • University of Illinois Chicago - Special Collections & University Archives - Reader Registration Form. Access Form.
  • University of Illinois Chicago - Special Collections & University Archives - Unprocessed Collections Access Guidelines. Access form.

Transfer Agreements

  • Augustana College - Special Collections - Transfer of Augustana College Records. Access form.
  • Harper College - Archives - Material Transfer Sheet. Access Form.