Basic Functions of Archival Administration

1. Process to determine a suitable method in arranging archival materials and will be used for developing the appropriate finding aids that describe the archives for the purpose of retrieving and use.

2. Archives are preserved for use by present and future generations. An access service links archives to the public; it provides information for users about the institution and its holdings; it influences whether the public will trust the custodians of archives and the services they provide.

3. Arrangement and Description

4. Access and Use

5. Reference and Staff Services

5.1. Staff who provide reference services in an archives can include archivists themselves as well as reference clerks, archives assistants, or reception staff. Reference also involves technical specialists who digitize analogue records or convert electronic records into special access copies.

6. Accessioning refers to the process of transferring records to the custody of an archival repository. Once potential donors have made a decision to place materials in a repository, the archivists must complete the legal and physical transfer of the records.

7. Appraisal

7.1. In an archival context, appraisal is the process of determining whether records and other materials have permanent (archival) value. Appraisal may be done at the collection, creator, series, file, or item level.

8. Accessioning

9. Preservation

9.1. Preservation encompasses all activities which prolong the usable life of archival records. These activities are designed to minimise the physical and chemical deterioration of records and to prevent the loss of informational content.