Margot Note's Blog

As archives increasingly move into the digital realm, ensuring online accessibility has become a fundamental responsibility. For users who are blind, have low vision, or experience cognitive or motor disabilities, screen readers serve as a vital gateway to digital content. These tools translate onscreen text and interface elements into synthesized speech or Braille, allowing users to navigate websites, databases, and catalogs without relying on visual cues. However, for screen readers to function effectively, digital environments must be designed with intentionality and care. In archival settings, this may be overlooked.

Screen readers rely on the structural integrity of web pages to convey meaning. If websites are not built with accessibility in mind, screen readers cannot provide accurate or helpful guidance to users. It can make even the most basic tasks—like searching for a collection, reading a finding aid, or understanding a page’s layout—difficult or entirely impossible.

Unfortunately, many archival platforms present significant barriers to screen reader users. Websites may use outdated systems, custom-built tools, or scanned documents without meaningful markup. Common issues include missing alternative text for images, unlabeled form fields in search interfaces, and navigation menus that cannot be accessed with a keyboard. Inconsistent or improper use of headings makes it challenging to understand the structure of a page, while PDFs and other digitized formats are often inaccessible if the text has not been optimized for optical character recognition (OCR). These technical oversights have real consequences for users, effectively excluding them from engaging with archival materials.

Improving screen reader accessibility requires a shift in how archives approach digital design. Instead of retrofitting accessibility features after a website has been built, archivists and developers must embed accessibility from the start by using semantic HTML to clearly define page elements and content hierarchy, which allows screen readers to interpret and relay structure to users. Interactive elements like search bars and dropdown menus must be appropriately labeled so users can understand and operate them. Alt text for images should describe what the image depicts and its function or purpose, particularly in cases where images convey information or provide context in digitized collections.

Navigation must also be made fully functional without a mouse. Users who rely on keyboards or alternative input devices should be able to move through menus, activate links, and interact with content efficiently. Additionally, OCR should be applied to scanned documents so that screen readers can interpret the text, and links should include meaningful, descriptive text rather than vague labels like “click here” or “read more.”

Technical compliance, however, is only part of the equation. True accessibility depends on input from the communities using these tools daily. Conducting usability testing with screen reader users can reveal obstacles that automated checkers and even well-meaning developers might miss. For example, navigation may appear logical to sighted users but prove confusing or inconsistent when experienced through a screen reader. Feedback from blind or low-vision users is invaluable in refining systems and ensuring that digital archives serve all users.

Incorporating this kind of user feedback reflects a broader ethical commitment to inclusive design. Accessibility affirms the dignity and agency of users. Archives are institutions of public memory and civic trust. If users cannot access digital content, the historical record becomes gated, available only to those who fit a narrow range of physical and cognitive norms. This approach undermines the foundational archival values of openness, transparency, and public service.

To truly live up to these values, screen reader accessibility must be understood as an essential part of digital stewardship. As technologies evolve and user expectations grow, accessibility practices must adapt. Maintenance, training, and evaluation are necessary to keep digital spaces usable and inclusive.

By centering screen reader accessibility in archival design, institutions make a powerful statement about who belongs in the archives. They acknowledge the range of human experience that deserves equal respect and accommodation. In doing so, archives expand their reach, uphold their ethical responsibilities, and ensure that the stories they preserve remain accessible to all in theory and in practice.

The blog was originally published on Lucidea's blog. 

Looking for archival advising, records management, and historical research services? Click below to speak with an expert consultant.

Archives embody the principles of access, stewardship, and service. However, for some users, physical and digital archives remain challenging to navigate, use, or even enter. Barriers to archival access are often unintentional, stemming from outdated facilities, inaccessible technologies, or limited awareness of diverse user needs.   

As archivists strive to uphold ethical commitments to inclusion, accessibility must move from a technical checklist to a central design principle, shaping everything from reading rooms to online catalogs. Addressing accessibility in archival design concerns compliance and a commitment to equity, dignity, and participation.  

In physical archival spaces, accessibility is often approached through a compliance lens. Buildings may meet basic legal requirements, such as providing wheelchair ramps or elevators, but still fall short of offering welcoming or functional experiences for users. Reading rooms with narrow aisles, high counters, dim lighting, or inflexible furniture can create barriers. Restrooms may be technically “accessible” but challenging to use, and signage may be sparse, confusing, or printed in fonts that are unreadable to those with low vision. 

True physical accessibility in archives begins with the understanding that people navigate the world in many ways. For example, adjustable height tables, magnifying tools, and chairs with armrests provide better usability for various bodies. Offering assistive technologies such as screen readers, alternative keyboards, or captioned instructional videos extends the archives’ reach beyond normative ability assumptions.  

Staff training is important, as frontline employees should assist users with disabilities respectfully and knowledgeably without making assumptions or drawing attention to differences. 

Archivists must also consider how their spaces can serve people with sensory disabilities. Quiet rooms, scent-free policies, and lighting that avoids harsh fluorescents can make archives more accessible for neurodivergent users or those with sensory sensitivities. Significantly, these features benefit all users and enhance usability for everyone. 

As archives expand their digital presence through websites, finding aids, digitized collections, and online exhibits, accessibility in the digital realm has become just as crucial as in the physical one. Unfortunately, many digital archival resources are created without this perspective in mind. Unlabeled images, complex navigation structures, poor color contrast, and inaccessible file formats may be familiar. These barriers can exclude users who rely on screen readers, keyboard navigation, or alternative input devices.  

To address this, digital accessibility must be embedded in the design process. Websites and discovery tools should follow recognized standards such as the Web Content Accessibility Guidelines (WCAG), which offer detailed guidance on making content perceivable, operable, understandable, and robust for all users. Alt text for images, logical heading structures, transcripts for audiovisual materials, and clearly labeled navigation elements are essential components of accessible design.  

However, beyond technical compliance, accessible digital archives must be intuitive and inclusive. That means reducing cognitive load by simplifying language and avoiding jargon. It means ensuring that search tools are compatible with assistive technologies and that digitized materials include OCR (optical character recognition) and descriptive metadata. It also means providing multiple pathways to access, allowing users to browse, search, or explore based on their needs and preferences.  

One of the most potent ways to improve accessibility in archives is to include disabled people in designing and evaluating archival spaces, tools, and services. Too often, accessibility decisions are made without consulting those most affected. By engaging users as collaborators, advisors, and stakeholders, archivists can gain valuable insight into what works, what does not, and what needs to change. 

This collaboration should be ongoing. Accessibility is a process that evolves with technology, user expectations, and institutional priorities. Building feedback mechanisms, conducting usability testing with disabled participants, and incorporating accessibility into strategic planning are all ways to make accessibility a structural commitment rather than a reactive fix. 

Accessibility is a legal, logistical, and ethical issue. Excluding users based on ability undermines the archival mission of serving the public good and preserving collective memory. It reinforces systemic inequalities and limits who engages with, interprets, and contributes to the historical record. 

When accessibility is prioritized, archives become inclusive, participatory spaces that reflect and embrace the diversity of the communities they serve. They acknowledge that disability is a part of human variation that institutions must accommodate. 

As the profession progresses, accessibility must be recognized as a core element of archival practice in physical planning, digital infrastructure, outreach strategies, and user services. Only then can archives fulfill their promise of access for all. 

The blog was originally published on Lucidea's blog. 

Looking for archival advising, records management, and historical research services? Click below to speak with an expert consultant.

Reference services play a pivotal role in the archival field, acting as a bridge between users and the wealth of information in archival collections. Effective reference services help improve user access to archival records by empowering them to: 

Navigate complex materials 

Engage with highly relevant content 

Utilize resources to their fullest potential 

Providing research support includes personalized reference consultations, developing guides and resources, and training staff in reference techniques.  

Reference services in archives are essential for facilitating user access to materials that might otherwise be daunting to navigate. 

Many users, whether researchers, students, or community members, often approach archives with limited knowledge of how to engage with archival materials. A well-structured reference service can demystify the research process by:  

Guiding users in finding relevant documents. 

Helping them understand complex systems. 

Revealing hidden gems within the collection. 

By offering personalized support, archivists can cater to the unique needs of each user. This individualized approach enhances user satisfaction and fosters a deeper connection to the archival materials, encouraging further exploration and research. 

One of the most effective ways to enhance user experience is through personalized reference consultations. These consultations can take various forms, such as one-on-one meetings, virtual sessions, or email exchanges. 

Understanding user needs is key, which is why it’s best practice to begin each consultation by asking about their research objectives and interests. This allows archivists to tailor their recommendations to the user’s specific goals—whether they’re seeking historical context, primary sources, or assistance with citation.  

During consultations, archivists should guide users to relevant collections, documents, and finding aids. Providing a curated list of resources can help users navigate the collection more and facilitate deeper research. Engaging users in discussions about the materials encourages critical thinking and empowers them to take ownership of their research, promoting analytical skills applicable to future inquiries. 

In addition to personalized consultations, developing guides and resources can significantly enhance the effectiveness of reference services. These tools can serve as valuable starting points for users and help them navigate the complexities of archival research.  

Creating comprehensive research guides tailored to specific topics, themes, or collections can give users an overview of relevant materials, tips for searching and accessing resources, and recommended secondary sources. Making these guides accessible online ensures that a broader audience can benefit from them. 

Producing short instructional videos demonstrating how to use the archives’ catalog, finding aids, and other resources can help users become more comfortable with the research process, providing step-by-step guidance.   

Additionally, hosting workshops on archival research methods, citation practices, and practical searching techniques empowers users to engage with archival materials confidently. These resources can foster a sense of community among users, encouraging collaboration and knowledge sharing. 

An essential component of effective reference services is ensuring that staff are well-trained in reference techniques. Proper training equips archivists and support staff with the skills to assist users effectively. Emphasizing the importance of empathetic communication when interacting with users is critical. Staff should be trained to listen to users’ needs and respond in an informative and supportive manner.

Additionally, staff should possess a solid understanding of research methodologies and techniques applicable to archival materials. This knowledge enables them to guide users in their inquiries and help them navigate challenges that may arise during the research process.  

Training staff in cultural competency can enhance their ability to connect with diverse user groups. Understanding different communities’ unique needs and perspectives fosters an inclusive environment and encourages broader engagement with archival collections.  

Effective reference services are essential for empowering users and enhancing their experience with archival collections. By implementing personalized reference consultations, developing user-friendly guides and resources, and training staff in effective reference techniques, archives professionals can foster a supportive and engaging environment for all users.   

By prioritizing these elements of reference services, archivists can ensure their collections are not only preserved but also actively used, appreciated, and explored by present and future generations. 

The blog was originally published on Lucidea's blog. 

Looking for archival advising, records management, and historical research services? Click below to speak with an expert consultant.

Ensuring user access to archival materials is essential for fostering research, education, and community engagement. By adopting inclusive practices and innovative strategies, archivists can significantly enhance access to their collections. Improving user access in archives involves creating user-friendly finding aids, digitization, and addressing physical barriers. 

Archival finding aids are crucial tools for helping users navigate collections. Creating user-friendly finding aids requires thoughtful organization and accessible language. Using plain language and avoiding jargon when describing collections is vital.

Archivists should aim to write finding aids that are understandable to a broad audience, including those unfamiliar with archival terminology. Providing context about the collection’s significance and the materials’ relevance to different user groups can enhance comprehension. 

Additionally, organizing finding aids with clear headings and subheadings can help users quickly locate information. A well-structured layout, combined with visual aids like charts or diagrams, can significantly improve the user experience. Moreover, including a table of contents allows users to navigate to relevant sections.   

In digital finding aids, incorporating search functionalities can also enhance accessibility. Users should be able to search for specific keywords or topics, allowing them to find relevant materials more efficiently. Utilizing metadata standards and controlled vocabularies can further improve searchability.  

The digitization of archival collections has transformed access, making materials available to a broader audience. To implement effective digitization, archivists should prioritize high-demand collections. Identifying frequently requested collections—or those that generate significant interest from specific user groups—ensures effective allotment of resources. Engaging with users through surveys or focus groups can help archivists understand which collections would benefit most from digitization. 

Providing high-quality scanning is essential for a meaningful user experience. Digitizing materials at high resolution preserves details, making it easier for users to analyze and interact with the content. Additionally, offering users various formats (such as PDF or JPEG) allows greater flexibility in engaging with the materials.

Once digitized, collections should be accessible online through user-friendly platforms. Utilizing an archival CMS that prioritizes user experience can enhance the discoverability of materials. Moreover, considering open access policies to allow unrestricted access to collections can promote wider engagement. 

Creating inclusive practices in archives is vital for catering to the diverse needs of users. One strategy is to adopt a user-centered design. Engaging users in the design and implementation of archival services is essential. Conducting user testing, surveys, or focus groups can provide valuable feedback on how to improve access. By understanding the needs of different user groups, archivists can create more relevant and user-friendly services.  

Developing outreach programs tailored to specific communities can enhance access and engagement. Collaborating with local schools, cultural organizations, and community groups can foster relationships that encourage diverse user participation. Workshops, presentations, and educational resources can empower users to utilize archival materials effectively.

Offering finding aids and other materials in multiple languages can also significantly improve access for non-native speakers. Collaborating with community members or professionals who speak different languages can ensure that translations are accurate and culturally appropriate. 

While digital access is vital, physical access to archives remains a crucial aspect of the user experience. Addressing barriers to physical access can ensure that all users can engage with archival materials. Conducting a thorough assessment of physical facilities is essential for identifying barriers to access. Consider factors such as wheelchair accessibility, signage, and the availability of seating or study areas. Ensuring that physical spaces are welcoming and accessible encourages users to visit and engage with the archives. 

Offering flexible hours to accommodate diverse schedules can improve access for users who may have difficulty visiting during traditional hours. Providing evening and weekend hours or scheduling appointments can help accommodate various needs. Additionally, addressing transportation barriers can also enhance access. Consideration of partnerships with local organizations to provide transportation assistance for users who may have difficulty reaching the archives is essential. Furthermore, offering remote services, such as virtual reference assistance or online consultations, can bridge the gap for users unable to visit in person. 

Improving user access in archives is a multifaceted challenge requiring innovative thinking and commitment to inclusivity. By implementing user-friendly finding aids, digitizing collections, and addressing physical and digital barriers, archivists can create a more accessible and welcoming environment for all users. Ultimately, enhancing access benefits individuals seeking knowledge and strengthens the role of archives as vital community resources that preserve and promote shared cultural heritage. 

The blog was originally published on Lucidea's blog. 

Looking for archival advising, records management, and historical research services? Click below to speak with an expert consultant.

This roundup explores research methods for working effectively with primary sources, with particular attention to materials held in archives. Drawing on archival practice, the posts examine how researchers locate, interpret, and contextualize unpublished records, photographs, audiovisual materials, and born-digital sources. Topics include understanding archival description and finding aids, tracing provenance and original order, navigating gaps and silences in the record, and integrating archival evidence responsibly into scholarly and creative work. Together, the posts aim to demystify archival research while equipping researchers with practical strategies for working critically and ethically with primary sources.

Looking for archival advising, records management, and historical research services? Click below to speak with an expert consultant.

I've written a lot about family archives over the years, but sometimes my readers miss a post or are new to my community. I've listed my posts related to how anyone can learn methods to save their personal and family history. 

Learn the preservation secrets used by libraries, archives, and museums to protect their priceless materials (that you can also use for your family heritage items) by ordering my book:

I've compiled some of my best post posts on archival management. I love being a consultant who can help organizations fund, set up, or expand their archives programs.

Looking for archival advising, records management, and historical research services? Click below to speak with an expert consultant.

A gift that celebrates memories is so much more than a present. Everything's better when you enjoy it together. 

Here's a list of distinctive presents for everyone on your nice list. They are suitable for people of any age. They are affordable as well; most gifts are $10-$20, with many under $10. When you purchase items through these links, I receive a small percentage of the cost through the Amazon Associates program. You can buy curated, high-quality items while supporting my work. The ties that bind these gifts together is that they cherish the past or create the future.

For Family Archivists

I would be remiss for not mentioning my book, Creating Family Archives: A Step-by-Step Guide for Saving Your Memories for Future Generations, as a thoughtful gift. It's an easy, quick, and affordable guide to protecting your treasures. I've also selected a collection of my favorite Gaylord Archival items for beginners, including family history kits, enclosures, and folders, that I advise my clients to use and that I use myself. I've also created the ultimate archival supply shopping list that goes into more detail about what beginning archivists need to get started.  

Lea Redmond's Letters to... series provides prompts for letters to loved ones. Letters to My Friend: Write Now. Read Later. Treasure Forever. offers 12 letters to celebrate a cherished friendship. 

A gift of a recipe box with 100 recipe cards (and a potential to hold twice as much) allows family members to record their favorite recipes. I like this box because of its clean, modern design; a groove on the top of the box allows you to view your recipe easily. 

The Memories line of Homesick candles are the best. The Books scent smells like an older leatherbound book mixed with a woody desk character of cedar and sandalwood. Hints of balsamic and vanilla finish the complex scent. Doesn't that sound wonderful? This hand-poured soy wax candle burns for 60 to 80 hours. 

Drop a note to friends and family with letterpress printed cards. My favorite is a set individually printed on a 1930's letterpress with a vintage typewriter motif with "just a note" in black on the front. They're blank inside. The cards measure 3.5" x 5" and come neatly packaged with a variety color of envelopes. If these aren't your style, I suggest seeking another set of letterpress stationery; they have a luxe, handmade touch that stands out among slick and impersonal commercial cards. 

An archival-quality photo album kit includes everything you need to safely present precious family photos in an elegant black album. The kit includes a buckram cover, mounting pages, protectors, photo corners, and envelopes that are acid-free to safely store photos, negatives, newspaper clippings, and other memorabilia. I've written a post about purchasing and using the album to recreate a damaged magnetic album. 

In Home, artist Carson Ellis makes her solo picture-book debut with a whimsical tribute to the many possibilities of home. I spotted this book at The Strand and was immediately drawn to it. The book has a beautiful tone that invites many return visits. It also introduces the important concept of how the places we live shape our lives.

These forest friends bookplates are so cute. The 80 bookplates were illustrated by Quill & Fox. They feature colorful owls, worms, squirrels, foxes, beavers, ladybugs, rabbits, and hedgehogs. It makes a fun gift for the little bookworm in your life.

Let's Make Some Great Art is such an inspiring book; it’s full of activities and lessons on artists, and is a great tool to get kids’ creative juices flowing.

Nothing beats the ease of taking photos on your cellphone, but there’s something retro about the Instagram-like wallet-sized photos produced from a Fuji Instax. All kids should experience the tangible aspects of photography, especially instant photography. Archivists and conservators are unsure about how long digital images will last. Physical images (when preserved properly) will survive hundreds of years. 

The classic My Book About Me, By ME, Myself encourages children to write and draw their own biographies. It's an ideal gift for elementary school children and one that will become a cherished keepsake. (I loved filling in my copy as a child!)

Paper Love: Searching for the Girl My Grandfather Left Behind by Sarah Wildman documents her journey to find the lost love her grandfather left behind when he fled pre-World War II Europe. The book begins when she finds a cache of letters in his old files, then ends in an exploration into family identity, myth, and memory.

In Sidonia's Thread: The Secrets of a Mother and Daughter Sewing a New Life in America, Hanna Perlstein Marcus writes about her journey with her mother, Sidonia, who came to Massachusetts from a displaced persons camp after World War II. Sidonia supports herself as a talented seamstress, yet hides many secrets. As an adult, Hanna searches through her mother's old letters and photographs to find clues about her heritage. 

The House in Prague: How a Stolen House Helped an Immigrant Girl Find Her Way Home follows Anna Nessy Perlberg's life from witnessing the Nazis invade Prague in 1939 to after the Velvet Revolution in 1989. The book is illustrated with pictures from the author’s family archives. 

97 Orchard: An Edible History of Five Immigrant Families in One New York Tenement by Jane Ziegelman investigates the culinary habits of five ethnic families living at the turn of the twentieth century in one tenement on the Lower East Side of Manhattan. It includes 40 recipes.

In search of a place to call home, thousands of Hmong families made the journey from the war-torn jungles of Laos to the overcrowded refugee camps of Thailand and onward to America. Lacking a written language of their own, the Hmong experience has been primarily recorded by others. Driven to tell her family’s story after her grandmother’s death, The Latehomecomer is Kao Kalia Yang’s tribute to the remarkable woman whose spirit held them all together.

The Blackwing pencil was introduced in the 1930's by Eberhard Faber and was the pencil of choice for Oscar, Grammy, and Pulitzer Prize winners throughout the 20th century. Pencil aficionados from John Steinbeck to Thomas Wolfe to E.B. White have sung the praises of the Palomino Blackwing pencil. After it was discontinued in the 1990's, fans began paying as much as $40 per pencil to seize unused stock. These are perfect for writing in your journal, scribbling down notes as you interview family members, or crafting letters to loved ones. 

The Fisher space pen is one of the most popular pens of the twentieth century. The original Fisher Space Pen was used on the Apollo 7 space mission in 1968 after two years of testing by NASA and has been used on all manned space flights since then. The design and construction of the pen hasn't changed; it's exactly the same as the one taken to the moon. The pen writes at any angle, even in Zero Gravity, and in extreme temperatures. 

Writers can jot ideas down quickly with a set of three Moleskine Cahiers. These flexible, singer-bound journals have indigo blue covers and visible stitching on the spine. The ruled pages are acid-free, so they are easy to preserve. 

For a more substantial notebook, choose Leuchtturm. These notebooks helps you get organized with numbered pages, a blank table of contents, and a set of stickers for the cover and spine that allow for clear labeling and archiving. I've chosen a notebook with plain paper; you can also choose lined or dots (for bullet journals). 

The Miracle Time Cube is perfect for overcoming procrastination. You can set it to 5, 15, 30 and 60 minutes and research, write, or edit until it beeps. 

What gifts are you looking forward to giving and receiving? 

To learn the preservation secrets used by libraries, archives, and museums to protect their priceless materials (that you can also use for your family heritage items), read my book, Creating Family Archives: A Step-by-Step Guide for Saving Your Memories for Future Generations.

Disasters can strike unexpectedly, causing significant damage to archival collections and facilities. Whether it is a flood, fire, or another catastrophic event, the aftermath of a disaster requires a strategic response to assess the damage and initiate recovery efforts.  

While emergency preparedness plans are vital for mitigating risk, effective post-disaster assessment and recovery are crucial for stabilizing collections and ensuring long-term preservation.  

Post-disaster assessment and recovery includes evaluating damage, stabilizing materials, determining salvage priorities, and collaborating with external conservators. Additionally, this will guide revising and strengthening disaster plans based on lessons learned during recovery. 

The priority after a disaster is ensuring the site is safe for entry. Before conducting a damage assessment, consult with emergency responders or facility managers to verify that all hazards, such as structural damage, electrical issues, or water contamination, have been addressed.  

Once the area is secure, begin the damage assessment process by documenting the condition of the affected areas and collections. Use a systematic approach, working from one section of the facility to another, to avoid overlooking damaged materials. 

Assess and record the type and extent of damage for each collection item, noting whether the damage is minor (e.g., slight water exposure) or severe (e.g., charred or mold-infested materials). Photograph and document the damage in detail, creating a visual and written record that can be used for insurance claims, reporting to stakeholders, and planning recovery efforts.

Remember that damage, such as mold growth or structural instability in bound volumes, may not be immediately apparent during the assessment. In these cases, conservators or preservation specialists should be involved early to provide expert guidance. 

Once the extent of the damage is determined, stabilize affected materials to prevent further deterioration. Stabilization efforts should focus on controlling the environment to minimize potential threats, such as humidity fluctuations, mold growth, or warping.  

If water damage is present, prioritize removing excess water and reducing humidity to prevent mold formation. Dehumidifiers, fans, and climate control systems effectively manage the post-disaster environment. 

If paper-based collections are wet, lay items flat on clean, absorbent surfaces, such as blotting paper or unprinted newsprint, to air-dry. For bound volumes, stand books upright with pages fanned open, allowing for air circulation.  

For severely wet or damaged materials, temporarily freeze items to halt mold growth and buy time for a more thorough conservation strategy. Freeze-drying techniques can later restore such items when professional conservators are available. Use gloves and caution to avoid causing additional damage when handling fragile or compromised items. 

With collections stabilized, prioritize salvageable items first. The items’ value, significance, condition, and role within the collection guide salvage decisions. Establish a triage system that categorizes items into high, medium, and low-priority groups.  

High-priority items that are unique or irreplaceable should be salvaged and treated first to prevent irreversible loss. 

Medium-priority items might consist of duplicated or less historically significant materials that, while still valuable, are not as critical to the collection’s core mission.  

Low-priority items, such as secondary reference materials or non-archival resources, can be addressed later or considered for disposal if the salvage cost outweighs their value. 

Documenting the rationale behind these decisions is essential for transparency and accountability, especially when communicating with stakeholders and donors.

In many post-disaster scenarios, collaborating with external conservators and emergency response professionals is necessary to achieve optimal recovery outcomes. These experts bring specialized skills and equipment that may not be available in-house, such as vacuum freeze-drying for water-damaged materials or chemical treatments for smoke-damaged items. Establish relationships with local conservators and emergency response professionals as part of the plan to know whom to contact after a disaster. 

When working with external partners, provide detailed documentation from the damage assessment and ensure they understand the institution’s priorities and goals. Clear communication and coordination help ensure the recovery process is efficient, effective, and respectful of the archival collection’s historical and cultural significance.  

Every disaster presents an opportunity to learn and improve. After the recovery process is complete, review the effectiveness of the disaster response and recovery plan. Gather feedback from all involved staff members and external partners to identify what worked well and what could be improved.

Were there any unexpected challenges or gaps in the plan to address? Did the communication channels function as intended, or were there delays or misunderstandings? Use these insights to revise the disaster response and recovery plan, strengthening it for future emergencies. 

Consider conducting a post-disaster debriefing session, where staff members can share their experiences and observations in a constructive environment. Based on this feedback, document the lessons learned and implement changes to emergency procedures, training programs, storage materials, and communication strategies. The disaster response kit should also be refreshed with supplies depleted during recovery. 

Recovering from a disaster is a complex and challenging process, but with a structured approach, archival institutions can restore their collections and emerge more robust and resilient. Practical post-disaster assessment and recovery require planning, clear priorities, and collaboration with professional conservators and emergency responders.  

By documenting damage, stabilizing materials, collaborating with experts, and continuously improving disaster plans, archives can enhance their ability to respond to emergencies and ensure the long-term preservation of their invaluable collections. 

The blog was originally published on Lucidea's blog. 

Looking for archival advising, records management, and historical research services? Click below to speak with an expert consultant.

The inherent fragility of archival materials makes them especially vulnerable to damage during disasters. To ensure the safety and preservation of these collections, archives must develop a comprehensive disaster response and recovery plan tailored to their unique needs. A well-crafted plan mitigates risks, safeguards materials, and guides staff in responding to emergencies. 

Archives safeguard our collective memory, but unexpected events like floods, fires, earthquakes, or system failures can strike at any time. Preparing in advance with a structured response and recovery strategy is essential to minimizing loss and ensuring the long-term preservation of archival holdings. 

A disaster response and recovery plan typically includes conducting a thorough risk assessment, assembling a trained disaster response team, establishing clear emergency procedures, and preparing a disaster response kit. Each plays a critical role in protecting archival collections and supporting an effective response to emergencies. 

Prepare for unexpected events by conducting a thorough risk assessment. This process identifies potential natural and manufactured hazards that could affect an archival storage facility and the collections housed within. 

Begin by evaluating the geographic location of the archive and determining the likelihood of natural disasters such as floods, earthquakes, hurricanes, or tornadoes. For example, a facility near a river or coastal area might be more susceptible to water damage, while archives in seismically active zones should prioritize earthquake preparedness. 

Consider internal risks to archival materials that could lead to emergencies. Electrical malfunctions, HVAC failures, water leaks, and fire hazards are common threats in archival settings. Review the physical infrastructure of the building, paying attention to vulnerable areas such as storage rooms, basements, and attics.  

Consult a professional risk assessor or local emergency management experts to gain an external perspective on potential vulnerabilities if possible. The findings from this assessment will inform the development of targeted strategies to prevent, respond to, and recover from disasters. 

Once risks have been identified, the next step is to develop emergency procedures that outline how staff should respond to different types of disasters. Emergency procedures should be clearly defined and accessible to all personnel.  

Create step-by-step instructions detailing the necessary actions to protect human life and the collections for each identified risk. Procedures should cover the initial response to emergencies (such as evacuation or shelter-in-place orders) and the steps to stabilize collections in the immediate aftermath.  

Assign specific roles and responsibilities to staff members to ensure that everyone understands their duties during an emergency. For example, one person might be designated to shut down electrical systems during a fire, while another might be responsible for coordinating with emergency responders.   

Conduct regular training sessions and drills to ensure staff are familiar with these procedures and can perform their roles under pressure. Keeping a copy of the emergency procedures in easily accessible locations, such as the front desk, staff offices, and online intranet platforms, ensures that everyone can reference the plan quickly during an emergency. 

A well-prepared disaster response team is critical to the success of an emergency plan. This team should include staff members from various departments within the archive, such as archivists, conservators, facility managers, and security personnel. The team should be led by a designated disaster response coordinator responsible for overseeing the implementation of the emergency plan and serving as the main point of contact during a crisis. 

Team members should be trained in first aid, emergency response techniques, and handling damaged archival materials properly. Crosstrain personnel so that they can support one another’s roles if needed. Establish communication channels within the team and practice using them regularly. Consider partnering with external resources for complex or large-scale emergencies, such as local emergency management agencies, neighboring cultural institutions, or disaster recovery firms.  

A disaster response kit contains essential supplies for emergencies. Tailor the kit to the risks identified during the assessment and include items such as plastic sheeting, gloves, absorbent materials, fans, dehumidifiers for water damage, fire extinguishers, and smoke detectors for fire prevention. Emergency lighting, first aid supplies, and tools (e.g., screwdrivers and hammers) should also be part of the kit to assist with immediate stabilization efforts. 

Store the kit in a secure, central location easily accessible to the disaster response team. Review the contents regularly and restock as needed. In addition to physical supplies, maintain a list of emergency contacts, including staff members, local emergency services, insurance providers, and disaster recovery specialists. 

Securing offsite backups for archives with digital collections is critical to any disaster response plan. Regularly back up all digital records and store these backups in a separate, secure location that is not susceptible to the same risks as the primary facility. Cloud-based storage solutions or partnerships with remote data centers are viable options for safeguarding digital information. 

Implement additional digital security measures, such as data encryption and password protection, to prevent unauthorized access during and after a disaster. Establish procedures for how to access and restore digital records in the event of damage to the primary systems. 

During a disaster, communication is essential for ensuring the safety of personnel and the protection of collections. Establish internal communication channels to disseminate information quickly, such as email lists, phone trees, or messaging apps. Designate a spokesperson responsible for communicating with external parties, such as emergency responders, the media, and the public. 

Create templates for emergency notifications that can be quickly adapted to specific situations, ensuring that all communications are consistent and accurate. Update contact lists and keep them accessible to all relevant personnel. 

While immediate response actions are crucial, it is equally important to plan for long-term recovery. Establish a process for assessing and documenting damage, prioritizing collections for treatment, and coordinating with conservation professionals for restoration efforts.  

Regularly review and update the disaster response and recovery plan to reflect changes in staffing, facility infrastructure, and emerging risks. By preparing for the unexpected and maintaining an initiative-taking approach to disaster management, archival institutions can protect their invaluable collections and serve as stewards of cultural heritage.

The blog was originally published on Lucidea's blog. 

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