Local History and Archives Policy

Policy Purpose

The purpose of this policy is to outline the mandate, scope and objectives of the Hamilton Public Library’s Local History and Archives collections and archival activities and the authority under which the department operates. 

This policy articulates the key objectives with respect to the acquisition, preservation and access to materials in the Local History and Archives collections which will reflect the Mission Statement and Strategic Priorities of the Hamilton Public Library. The policy outlines process and expectation to assure transparency, accountability and preservation of trust. 

Accession is the formal acceptance into custody and recording of an acquisition. 

Acquisition is an addition to the holdings of a repository. 

Archival Processing is the physical and intellectual control work done by archives employees to fully prepare archival materials for use, access and long-term preservation. 

Deaccession is the removal of material from the holdings of a repository. 

Digital Preservation is the management and protection of digital information to ensure authenticity, integrity, reliability, and long-term accessibility of digitized and born-digital information. 

Digitization is the process of transforming analog information into digital form. 

Preservation encompasses actions taken to extend the useable life of material and records by minimizing physical and chemical deterioration, preventing loss of information and ensuring continual access and use over time. 

Reappraisal is the process of identifying material that no longer merits inclusion in a repository.