PRE-ACQUISITION COLLECTION SURVEY
Last updated
Last updated
Once contact has been made with a potential donor or seller, and research has been conducted to establish the context of the materials, it is recommended to conduct a survey.
Site visits are an exercise in collection development, donor relations, and risk assessment that can help archivists to better steward their institutions’ resources. While it may appear more cost-effective to accept a collection without a site visit, costs for transport, review, rehousing, and disposition and/or return of unwanted materials can be significant.
A site visit may not always be possible, particularly if the collection is not held near the archival repository. A remote site visit, such as one conducted via videoconferencing or a pre-recorded video, can be a compromise.
Make sure to ask for a view of every area where collections are stored, and a look into a sampling of boxes or cabinets.
Request a closer look at anything that looks like a potential issue.
Look for:
Preservation issues, either evident on the materials themselves or in their surroundings
Are there visible pests, droppings, or evidence of pest damage?
Is there standing water, water damage, or mold?
Does the space have any environmental controls such as heating, air conditioning, or dehumidifiers?
Are the materials stored in a smoking environment?
Objects that you do not have the capacity to store
Audiovisual or born digital materials that may require specialized equipment or additional information
Materials that appear obviously outside of your collecting scope
PII or confidentiality issues
Survey potential transport barriers:
Are the materials accessible only via stairs?
Is there available parking at the building’s entrance?
Gather information:
Extent
Organization and arrangement trends
Types (or lack thereof) of storage containers
Post-it notes
A preliminary idea of what you’re hoping is in the collection
Talking points about how the collection would be used or how it fits into your collecting scope
A colleague: A colleague can offer additional perspectives, help move heavy boxes, and engage in conversation with the donor so you can focus on reviewing materials. If you’re not already familiar with the donor, a colleague can also offer additional safety.
If you cannot find a colleague to accompany you and are not comfortable meeting alone with a donor at a non-public place, do not do so.
You might ask the donor to bring a sampling of the materials to your repository or help you conduct a remote survey instead.
If your colleague is not regularly involved with donor visits, talk with them ahead of time about what they can expect and what you expect of them.
Quantity, size, and format of oversized items that may require special packing
Brief descriptions of containers and whether file/box labels are descriptive and accurate
Type (make/model) and content of media carriers, as well as description labels added by creator/donor. Note if cords are included or missing.
Details on computer operating system, software, and other hardware such as cameras or intermediary storage devices