June 30, 1999

To:Administration Committee

From:City Clerk and Chief Administrative Officer

Subject:Acquisition Policy for City of Toronto Archives

Purpose:

The purpose of this report is to seek Council approval for a policy that will govern the disposition of departmental records that possess archival value, as well as the acquisition of non-government records that promote an understanding of the historical development of the City of Toronto. Appendix 1 provides appraisal criteria for the review of records to determine archival value, and Appendix 2 lists a glossary of archival terms used throughout this report.

Funding Sources, Financial Implications and Impact Statement:

Implementation of this policy may have an impact on the future budgets of the archives program. Any budget implications will be addressed as part of the multi-year business plan for the archives program and through the annual budget process.

Recommendations:

It is recommended that:

(1)the following mandate be adopted for the Archives program operated by the City Clerk's Division:

The City of Toronto Archives preserves and provides access to records of enduring value regardless of media or format, that provide evidence of the decisions, policies, and activities of the City of Toronto, its predecessor municipalities, and its agencies, boards, and commissions which do not have their own archival programs. The Archives also acquires, preserves, and provides access to non-government records that make a significant contribution to an understanding of the development of the City, its natural and built environment, and the people who lived, worked, or had an impact upon Toronto.

(2)records of the City of Toronto and its predecessor municipalities that possess archival value shall be transferred to the custody and control of the City Clerk's Division when the records have reached the end of their inactive period of retention according to schedules set out in municipal by-laws, or in the case of unscheduled records, when a review by staff of the City Clerk's Division has demonstrated that the records possess archival significance according to the appraisal criteria set out in Appendix 1 and the records are no longer required to support operational requirements of the City's departments;

(3)personal papers of former Members of Council that are deemed to possess archival value according to the appraisal criteria set out in Appendix 1 shall be acquired as a donation to the City, subject to approval by the Director, Corporate Records Systems & City Archivist, in accordance with the policies set out in this report, and to the terms of an agreement satisfactory to the City Clerk and City Solicitor;

(4)Members and former Members of Council shall be permitted to store in the City's Records Centre, at no cost, inactive records created as a Member of Council during the Members' terms of office plus three years from the date of leaving office, under the same policies and procedures applicable to departmental records;

(5)Members and former Members of Council storing inactive records in the City's Records Centre shall control access and use of such records;

(6)in the case of agencies, boards, and commissions and other special purpose bodies (that do not provide archival services), records that possess archival value according to retention schedules passed by Council or the appraisal criteria in Appendix 1, shall be transferred to the custody and control, for archival purposes, of the City of Toronto Archives, subject to legal limitations and to the terms of an agreement satisfactory to the City Clerk and City Solicitor;

(7)with respect to formal access requests pursuant to the Municipal Freedom of Information and Protection of Privacy Act for records of special purpose bodies managed by the City of Toronto Archives, responding to such requests shall be the responsibility of the special purpose body that is a separate institution for the purposes of this Act;

(8)non-government records and collections of documents that meet the terms of the Archives' mandate and are deemed to possess archival value according to the appraisal criteria set out in Appendix 1 shall be acquired as a donation to the City, subject to approval by the Director, Corporate Records Systems & City Archivist in accordance with the policies set out in this report, and to the terms of an agreement satisfactory to the City Clerk and City Solicitor;

(9)non-government records and collections of documents that meet the terms of the Archives' mandate and are deemed to possess archival value according to the appraisal criteria set out in Appendix 1, but are available for acquisition only through sale, may be purchased by the City Clerk's Division, subject to funds being designated and approved in the annual budget process;

(10)authority be granted to enter into agreements:

(a)with former Members of Council in accordance with the policy under Recommendation No. (3) above;

(b)with local boards and special purpose bodies of the City of Toronto in accordance with the policy under Recommendation No. (6) above; and

(c)with persons or corporations in accordance with the policy under Recommendation No. (8) above;

(11)non-government records and collections of documents may be loaned to the City by persons or organizations on a temporary basis for the purposes of copying or display, but material of this nature shall not be acquired as a permanent loan to the Archives, or placed on deposit with the Archives without the transfer of ownership to the City;

(12)the City Clerk shall submit to Council an annual report for the City of Toronto Archives which will describe the activities of the program, including a list of the acquisitions made under the terms of this policy;

(13)the City of Toronto Archives shall be located at 255 Spadina Road, which shall be the sole storage facility for the City's archival holdings unless, in the opinion of the Director, Corporate Records Systems & City Archivist, storage in other facilities is necessary in order to preserve the records;

(14)the Director, Corporate Records Systems & City Archivist shall be authorized to provide temporary storage at the City of Toronto Archives for records that may meet the terms of the Archives' mandate but are at risk of loss or destruction, pending a review and determination of the final disposition of this material at the earliest possible opportunity;

(15)archival records and collections of documents transferred to the City of Toronto Archives shall not circulate beyond the building, unless removal of this material is required as evidence in litigation or to support pressing operational needs of the City, or in order to preserve, reproduce, or temporarily display the material in a secure facility that meets archival standards, subject to the approval of the Director, Corporate Records Systems & City Archivist; and

(16)the appropriate City officials be authorized and directed to give effect thereto including, the introduction into Council of any necessary bills to implement the policy under Recommendation No. (6) above and a bill under paragraph 24 of section 207 of the Municipal Act to implement the policy in Recommendation No. (8).

Council Reference/Background/History:

On September 12, 1960, Council of the former City of Toronto approved the appointment of an Archivist to head the municipality's records management program. Among other duties, the Archivist was responsible for maintaining "a records storage unit or archives" to keep all inactive records of civic departments, records that required permanent storage, and records of historical value. The report designated the archives as the repository for all departmental records with long-term significance, and this mandate was broadened over time as the archives acquired non-government records.

The Municipality of Metropolitan Toronto initiated its archival program in 1985 with the appointment of its Director of Records and Metropolitan Archivist. Collection development guidelines were adopted by Council at its meeting of October 9-10, 1991, and the report established acquisition priorities for the newly constructed Metropolitan Toronto Archives and Records Centre at 255 Spadina Road. This facility was designated as the sole repository for departmental records of the municipality. Inactive and archival records of local boards and special purpose bodies could be stored in the building at no cost to ensure efficient records management practices and the preservation of documentary heritage, subject to an agreement satisfactory to the Metropolitan Clerk and Metropolitan Solicitor. Records of former Members of Council, private individuals, and non-government organizations could be acquired if they were deemed by the Metropolitan Archivist to possess archival significance to the municipality and its citizens, and were subject to an agreement satisfactory to the Metropolitan Clerk and Metropolitan Solicitor. Donations of non-government records in excess of ten cubic feet required the approval of Council.

Other former municipalities have given less emphasis to the issue of archival records. York employed an Archivist during the mid-1970s, but did not develop a sustained program devoted to the care of archival records. East York and Etobicoke introduced some archival services to records centre operations during the 1980s on a very limited scale. Scarborough debated the formation of a city archives in the mid-1990s as part of its bicentennial celebrations, but the program did not take root. North York's Council approved the establishment of an archives on July 7, 1986, but the program was not funded until 1997, when it was slated to operate the newly renovated Dempsey Store on Beecroft Road. By the end of 1997, however, only the former Toronto and Metropolitan Toronto archival programs had acquisition policies approved by their respective Council.

Discussion:

Records are created by individuals and organizations as a natural part of their activities in order to capture information as evidence of transactions, issues, or events. Records are preserved by their creators because they serve a need to recall this information in the future to support personal or business-related uses. Records with significant long-term informational and evidential value are retained as archives, and they become the collective memory of our society.

In the case of the City of Toronto, this memory is shaped by the work of Archivists who review the records of the City, its special purpose bodies, and non-government sources in order to preserve and make accessible Toronto's documentary heritage. This activity must be guided by an acquisition policy that provides direction to the corporation in order to ensure the preservation of records required for legal, fiscal, evidential, and cultural reasons, as well as assists staff as they develop archival holdings in a planned, systematic, and efficient manner. The policy should address the following issues:

Mandate

This statement provides a formal identity for the program, and is used to bring attention to this municipal function through corporate publications and national directories of archives and libraries. It identifies the focus of the City's acquisition program for the benefit of staff, the public, and other archival programs in order to promote the identification and transfer of significant records to the Archives, and to alert potential researchers to the nature of information held by the Archives.

Records of the City of Toronto and Predecessor Municipalities

Only a small percentage of records created each year by municipalities possess long-term value. Before records can be destroyed, however, the Municipal Act requires that the City enact a by-law establishing retention periods based on a review of administrative, fiscal, legal, and archival criteria. In the case of the Archives, the review is carried out using appraisal criteria that are set out in Appendix 1 in order to identify those records of Council and its departments that possess significant informational and evidential value.

Each of the former municipalities passed records retention by-laws, but these by-laws did not cover the full extent of records created by the municipalities prior to amalgamation in 1998. It is also apparent that a rigorous review to determine the archival value of records was not a regular part of retention scheduling in the former municipalities. As a result, procedures must be in place to ensure the preservation of both scheduled and unscheduled records that provide the best evidence of the decisions, policies, and transactions of the City and its predecessor municipalities.

Subsection 73(1) of the Municipal Act requires Council to appoint a Clerk who shall "keep the books, records and accounts of the council," and shall "preserve and file all accounts acted upon by the council." Subsection 74(1) also requires the Clerk to provide public access to the records, books, and documents under the Clerk's control during all reasonable hours, and to furnish copies within a reasonable period of time. These responsibilities apply not only to the records of the current Council, but also to the Councils and Committees of the predecessor municipalities.

The functions of preservation and access form the core of archival services, and in most Canadian municipalities, the Clerk has been given responsibility for the management of municipal archives in keeping with the role of maintaining an open and accountable government. The Clerk's responsibilities have also been expanded beyond the documents and accounts of Council to include the records of departments in order to provide a consistent corporate approach to record keeping practices. The recommended policy regarding the management of corporate records from predecessor municipalities is consistent with the approach taken during previous municipal amalgamations between 1883 and 1966, and is designed to make economical use of existing resources while providing efficient and effective reference services for Members of Council, staff, and the public.

Personal Papers of Members of Council

The personal papers created by Members of Council form an important complement to departmental records of the City. These records reflect individual concerns and priorities, and correspondence from constituents offer a unique perspective on local issues. The newsletters and submissions from community-based organizations that are kept in Members' files are often the only material from these organizations that eventually finds its way to a public archives.

While the personal papers of the Members may possess significant archival value, many of these records duplicate information already in the Archives. As a result, acquisition of these papers should be based on the procedure and criteria set out in Appendix 1, with final approval under the policies set out in this report resting with the Director, Corporate Records Systems & City Archivist. The appraisal review and possible negotiations regarding a donation agreement should take place only after a Member has left municipal office. Donation of personal papers to the Archives can result in financial benefit to the donor through the issue of a tax receipt by the Finance Department.

In order to promote the preservation of these papers and the efficient operation of the Members' offices, Members of Council should be permitted to store their inactive records in the City's records centres during their term of office, as well as for a period of three years after they leave office in order to make a decision regarding the disposition of their records. The Member or former Member will retain control or custody of these inactive records during this period. This makes it clear that by offering this storage service it is not the City's intent that these personal records are records of the City for purposes of the Municipal Freedom of Information and Protection of Privacy Act.

Records of Special Purpose Bodies

Several of Toronto's most important municipal functions, such as law enforcement and public transit, are carried out by agencies, boards, commissions and other special purpose bodies that receive most if not all of their funding from Council. The Municipal Act provides a measure of accountability in this arrangement by requiring local boards and commissions to submit retention schedules to Council and the City Auditor for approval, to ensure that records will survive to provide evidence of the decisions and activities of these special purpose bodies.

Some boards, such as the Toronto District Board of Education and the Board of Governors of Exhibition Place, have established archival programs to manage records that possess enduring value to these organizations. These programs provide an important and valued service to their boards and the public, and they should remain in place so long as these organizations can justify continuation of this function.

Most other agencies, boards, and commissions have either abandoned archival services in favour of transferring records to municipal archives, or have never put into place arrangements for the long-term care of archival records. The Toronto Transit Commission, for instance, transferred its historical photographs to the Metro Archives in 1992, and a large volume of written records were transferred during subsequent years. The records of the Toronto Police Service created between 1849 and 1961 were divided between the archives of the former City of Toronto and Metro, and will be brought together once again as a result of municipal amalgamation.

The services offered by the City Clerk's Division provide corporate efficiencies in the management of the archival records of special purpose bodies in terms of staff expertise, available technologies, and a purpose-built archival facility. This approach is in keeping with the draft legislation for a new Municipal Act, which will allow special purpose bodies that have ownership and control of their records to enter into an agreement for archival services with a local or regional archives, subject to approval by Council. Responsibility for responding to formal access request made under the Municipal Freedom of Information and Protection of Privacy Act, however, will remain with the special purpose body that initially created the records.

In view of past practices that have been efficient and economical, as well as the current direction of provincial policy making, the City of Toronto Archives should become the sole repository for the archival records of special purpose bodies that do not operate their own archival program. This arrangement should be subject to an agreement with the City that ensures that the transfer of records will be accompanied by funds or access to staff resources that will prevent this additional responsibility from becoming an onerous burden upon the City Clerk's Division.

Non-Government Records

The former City of Toronto has acquired the records of persons and organizations since the 1960s, and this practice was more recently adopted by Metro and North York. The approach is known as "total archives," and it has been adopted by most municipal and provincial archives, as well as by the National Archives of Canada. Government and non-government records are acquired by these archival programs in order to provide a balanced and comprehensive account of the subjects featured in the mandates of these programs. Non-government records often become the most frequently used holdings in these archives, particularly in terms of photographs, maps, fire insurance plans, and the papers of prominent individuals or corporations.

The decision to acquire non-government records must be based on a thorough review of their archival value to ensure that corporate resources are expended only on significant material where the costs of processing, preservation, and access will be justified by the anticipated use of the records. Archivists develop considerable expertise in appraising records based on their knowledge of research trends, and their recommendations are closely reviewed by the Manager, Archival Services. Final approval under the policies set out in this report should rest with the Director, Corporate Records Systems & City Archivist, who will be responsible for maintaining a balance in the allocation of resources between corporate and non-government records. Accountability for activities in this area will come through the submission to Council of an annual report for the City of Toronto Archives, which will give an account of acquisitions made during the year.

Acquisition Process

While corporate records are transferred to the Archives through the City's standard operating procedures, the acquisition of records from former Members of Council, special purpose bodies, and non-government sources must be governed by donation agreements that clearly establish the City's title to these records, as well as the rights and obligations of donors and the City in terms of preservation, access, use, and copyright.

Acquisition of documents on the basis of a loan from a person or organization should not be permitted, except in situations where the material is borrowed for the purpose of copying, or for use in a temporary exhibit at the Archives or another secure facility. "Permanent" loans or the long-term deposit of material by lenders without formal transfer of title to the City has been used in the past to expand archival holdings, but this approach can leave the Archives in a vulnerable position. Despite the City's expectation of the permanency of the loan, lenders of archival material have changed their minds in the past, particularly when ownership of the material changes hands due to a death in the family, or when a lender wishes to capitalize on the market value of the material. Return of the material to the lender can result in the loss of a significant investment by the City in terms of staff time and supplies. If the material had been previously used to support research in the past, its withdrawal would make it unavailable for future consultation and would seriously jeopardize the reputation of the Archives and the City among the research community.

Documents have been purchased by the City in previous years, and this practice should continue within the limits of the City Clerk's annual budget in order to fill significant gaps in the archival holdings, subject to a review of the material using the appraisal criteria set out in Appendix 1.

Preservation and Access

Archival records are unique and irreplaceable, and they must be stored in an environment that promotes their long-term preservation. Paper-based and magnetic media are extremely vulnerable to fluctuations of temperature and relative humidity, and the Canadian Conservation Institute has set out rigorous standards for the storage of archival records. Many of the City's acquisitions of non-government records have been certified as nationally significant by the Canadian Cultural Property Export Review Board, which requires compliance with national standards for long-term storage in order to maintain the City's Category A designation. Public access also requires a secure environment, where constant monitoring and strict adherence to procedures will help to prevent the disappearance of important corporate assets.

In order to meet these demanding standards, the City's archival records will be stored at 255 Spadina Road. This building, which was opened to the public in January 1992 as the Metropolitan Toronto Archives and Records Centre, contains sophisticated environmental systems that cleanse pollutants from the air, and maintain an extremely stable temperature and relative humidity. These features slow the deterioration of paper-based records, and inhibit the growth of mould and mildew that can damage the integrity of paper fibres and pose health problems for staff and researchers. The building is among the finest facilities for the preservation of archival records in Canada, and it would be extremely expensive to replicate this storage environment in other municipal buildings.

Consolidation of archival records at this location should also provide more effective reference service, as the records of several former municipalities are linked by function and overlapping areas of responsibility. Researchers will be able to visit a single location to identify and access records that are relevant to their inquiries, instead of being directed to several facilities throughout the City. The building's Research Hall is a bright and well appointed room that conveys a sense of openness in government, and it helps to make use of archival records a very positive experience that reflects well on the City.

Some records may require off-site storage due to media-specific requirements. A good example is cellulose-based negative photographic and moving image film stock, which is susceptible to a condition known as "vinegar syndrome" that can result in the entire loss of image. This condition can be arrested only through storage at temperatures less than 0 degrees Celsius, which is also required for the long-term storage of colour transparencies and negatives that are prone to information loss as the organic dyes break down over time. In these cases, arrangements will be made to store the records with public or private-sector service providers equipped with the machinery needed to create the appropriate environment.

Unlike inactive corporate records, which may be retrieved from storage at the request of the department responsible for creating or accumulating the records, archival records do not circulate among operating departments in order to promote the preservation of the records, to ensure the integrity of file contents by avoiding the rearrangement or removal of individual documents, and to provide ready access for other staff or the public who expect to find the records at the Archives. Archival records should not be removed from the building unless they are required in matters of litigation, require conservation treatments or copying, or if requested for use in short-term exhibits by the City or other heritage organizations which can demonstrate the ability to display the material in an environment that is stable and secure.

Conclusions:

This report provides recommendations for a policy that will govern the development of Toronto's collective memory through the acquisition of records possessing archival value from City departments and special purpose bodies, predecessor municipalities, former Members of Council, and individuals and corporations who have played a role in the City's development. It proposes a policy to govern the process of acquiring records for the City of Toronto Archives. The report recommends the consolidation of the City's archival holdings at 255 Spadina Road due to its excellent storage and research facilities, except in cases where specialized storage is needed to ensure the preservation of certain records. The report seeks authority from Council to implement this policy, and to enter into donation agreements for the acquisition of non-government records and the records of special purpose bodies. It concludes with appendices that set out appraisal criteria to determine the archival value of records, and a glossary of terms use throughout the report.

Contact Name:

Michael Moir

Director, Corporate Records Systems & City Archivist

tel 392-9673

fax 392-9685

e-mail: mmoir@metrodesk.metrotor.on.ca

Novina WongMichael R. Garrett

City ClerkChief Administrative Officer

Appendix 1

Appraisal Criteria for the Determination of Archival Value

The decision-making process that leads to selection of government and non-government records for acquisition by the City of Toronto Archives involves a physical review of the records by an Archivist, followed by a report with recommendations for the consideration and approval of the Manager, Archival Services, and the City Archivist. The report provides information on the extent, scope, and content of the records, as well as the functions and activities that led to creation of the records. A recommendation to acquire or not to acquire records is based on an assessment using the following appraisal criteria. Sample questions are provided to illustrate the application of these criteria:

(A)Potential to support Research (Evidential and Informational Value)

• Does the information contained in the records promote an understanding of issues that are unique to an organization, an event, a community, or to the city as a whole?
• Do the records provide evidence of the key functions and transactions of their creators, and is this evidence reliable in terms of the integrity of record keeping practices?
• Do the records contain material that reflect the views and activities of individuals who have played a significant role in the development of Toronto, or who are representative of groups that have participated in the city's cultural, economic, or political life?
• Do the records reflect changes in attitudes, policies, or programs over time?
• Can the information in the records be found elsewhere in a more synthesized format?
• Has the individual or organization become identified with a particular concern (such as equity issues, housing, policing, or transit) in the minds of the public? Is this role well reflected in the records?
• Do the records possess aesthetic qualities that may support the study of art, or show the development of technology?

(B)Relationship of Records to the Acquisition Policy of the City of Toronto Archives

• Do the records meet the requirements of the mandate and other terms of the acquisition policy as approved by Council?

(C)Related Records at the City of Toronto Archives

• To what extent is the information found in the records duplicated by the content of other archival holdings previously acquired by the City of Toronto?
• Do the records provide a unique perspective on municipal issues? Do they supplement or fill gaps in corporate records?

(D)Associated Records held by Other Archives

• Is there another archival program that acquires records of this nature, can provide public access, and can ensure preservation of the records?
• Are other records created by a particular individual or organization held by another archival repository?
• Does this other repository have a greater or more compelling interest in these records?

(E)Public Access to the Records

• In the case of government records, which are governed by the Municipal Freedom of Information and Protection of Privacy Act, to what extent are their contents exempt from public access?
• Is access to the records limited by other legislation, such as the Vital Statistics Act?
• Do non-government records contain information from individuals and organizations that was provided with an expectation of confidentiality? Do the records contain personal identifiers, or information associated with third parties, solicitor-client privilege, other issues that could limit the public's access to these records due to ethical concerns?
• Does the period of closure required to protect privacy warrant the acquisition of these records?

(F)Physical Condition

• Are the records clean, dry, and well maintained, or have they been stored in locations where they were susceptible to mould, mildew, and insect infestations?
• Are the records in a format that will be accessible in the future? Can the information on the records be converted to another storage format more suitable for preservation and access? These questions become particularly important when appraising electronic files, as well as video and audio cassettes.

(G)Availability of Creator-Generated Finding Aids

• Is there a logical and consistent file plan or index that can be used to expedite processing or assist in providing public access to the records?
• Are the records clearly labelled, with titles and dates that accurately reflect their contents?

(H)Future Donations

• Can the City of Toronto Archives anticipate accruals to the initial donation?

(I)Cost Considerations for Archival Processing

• How much will it cost to preserve and provide access to the records?
• Does the records' potential to support research justify the expenditures associated with the costs of archival processing, physical preservation, and provision of public access (including the production of reference copies if necessary to safeguard original records)?
• Has the donor requested any services, such as copies of the records or special access privileges, that may influence the cost of managing these records?

Appendix 2

Glossary of Archival Terms

Note: Words appearing in upper case characters are defined in the Glossary.

Acquisition1.An addition to the HOLDINGS of an ARCHIVES (2).

2.The activity of transferring physical custody and legal ownership of DOCUMENTS to an ARCHIVES (2) by means of donation or purchase of non-government records, or transfer of inactive records from municipal departments or agencies, boards, and commissions of the municipality.

AppraisalThe process of determining the value and thus the disposition of RECORDS based upon a consideration of their administrative, legal, fiscal and archival value.

Archival ValueThe EVIDENTIAL VALUE and INFORMATIONAL VALUE of RECORDS which are determined during appraisal, and justify their preservation as ARCHIVES (1).

Archives(1)The RECORDS created, accumulated, and used by a person or organization in the course of the conduct of affairs, and preserved because of their continuing ARCHIVAL VALUE.

(2)The program responsible for selecting, acquiring, preserving, and making available RECORDS possessing ARCHIVAL VALUE.

(3)The building or part of a building where HOLDINGS are stored; also referred to as an archival repository.

ArchivistA person trained, experienced, and engaged in the administration of ARCHIVES (2), including the following activities: APPRAISAL, ACQUISITION, arrangement, processing, description, reference services, and outreach.

CollectionAn artificial accumulation of DOCUMENTS of any PROVENANCE brought together on the basis of some common characteristic, such as way of acquisition, subject, language, medium, type of document, or name of collector, which may be managed and described as a unit under a common title.

ConservationThe component of PRESERVATION that deals with the physical or chemical treatment of records.

CopyrightThe right vested by law in the author of a DOCUMENT and the author's heirs or assignees to publish or reproduce the document or to authorize publication or reproduction thereof.

DispositionThe actions taken with regard to INACTIVE RECORDS as determined by their APPRAISAL pursuant to legislation, regulation, or administrative procedure. Actions include destruction, or designation as ARCHIVES (1) or as PERMANENT RECORDS.

DocumentA unit of recorded information regardless of form or media.

Evidential valueThe importance of RECORDS for providing evidence of the origins, structure, functions, policies, and operations of the creator of the records.

HoldingsThe whole of the DOCUMENTS held by an ARCHIVES (2).

Inactive recordsRECORDS that are no longer required to conduct the current business of their creator, but must remain the responsibility of their creator due to administrative, fiscal, or legal requirements.

Informational valueThe usefulness of DOCUMENTS for research based on the information the documents contain. This information often has uses not envisaged or intended by the creators of the documents.

PreservationAll processes and operations involved in the stabilization and protection of DOCUMENTS against damage or deterioration and in the treatment of damaged or deteriorated records to ensure their long-term use. Preservation may also include the transfer of information to another medium to maintain access to the contents of documents.

ProcessingThe activity of properly storing ARCHIVES (1) to enhance the PRESERVATION of the DOCUMENTS.

ProvenanceThe person(s) or office(s) of origin of the RECORDS; the person(s), family (families), or corporate body (bodies) that created and/or accumulated and used records in the conduct of personal or business life.

RecordA DOCUMENT made or received in the course of the conduct of the affairs of a person or organization, and preserved by that person or organization for the purposes of future reference.

SourcesBellardo, Lewis J. and Lynn Lady Bellardo. A Glossary for Archivists, Manuscript Curators, and Records Managers (Chicago, 1992).

Pederson, Ann, ed. Keeping Archives (Sydney, 1987).

Rules for Archival Description (Ottawa, 1990).

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