Introduction

This section outlines the preferred procedures for arranging archival material. Find additional learning resources in the archival arrangement reading list.

Introduction to archival arrangement

TBD

Establish a provisional arrangement plan

1. Analyze the archival unit for evidence of original order. The guiding principles for archival arrangement outlines several possible types of evidence of the creator’s record keeping practices.
   
   

2. Examine the contents of the archival unit to determine whether there are files or items arranged systematically or maintained as a unit (i.e., series) because they relate to a particular function or subject, result from the same activity, have a particular form, or because of some other relationship arising out of their creation or out of their receipt and use. Consider the following:
   
   

   1. Functions that led to the creation of records (e.g., budget management, project management, human resources)

   2. Labels assigned to file folders

   3. Numerical or chronological or alphabetical system of labelling file folders and/or items within file folders

   4. Similarity of contents

   5. Physical similarity (e.g., colour of file folders, type of labels, files of the same type or size)

   6. Format (e.g., photographs, videocassettes, architectural drawings)
      
      

3. Examine the contents of the series to determine whether there are blocks of files or items distinguishable from the series (i.e., sub-series) and related to each other in terms of provenance, original order, type, form, content, or medium.
   
   

4. Develop a provisional arrangement plan that identifies levels of arrangement within the archival unit.
   
   

5. Examine the provisional arrangement plan to ensure it complies with the guiding principles for archival arrangement.
   
   

6. Examine the provisional arrangement plan to ensure that each level of arrangement consists of a minimum of two equal parts (i.e., there cannot be a single sub-series in a series).
   
   

7. Declare and document the provisional arrangement plan as part of the archival processing plan.

Implement the arrangement plan

1. Review the archival appraisal report and archival processing plan.
   
   

2. Review the physical arrangement and recommended intellectual arrangement of the material and determine an appropriate course of action.
   
   

3. Consult with supervisor or project manager before implementing the arrangement plan. Modify the plan if necessary.
   
   

4. Physically arrange the records as outlined in the archival processing plan. This could involve tasks such as:
   
   

   1. Collating correspondence

   2. Sorting files within a series or sub-series into chronological or alphabetical order

   3. Rehousing material.
      
      

5. Describe intellectual arrangement as outlined in the archival processing plan (i.e., create a draft top-level description and preliminary series and sub-series level descriptions in the Archives Catalogue).