There are over 300 museums in the State of Arizona, many of which hold archival materials in addition to materials artefacts in their collections. Museums are designed to identify, acquire, preserve, and exhibit unique, collectible, or representative objects, while archives are focused on identifying, appraising, preserving, and making available documentary materials of long-term value. Museums also hold archival collections often without the infrastructure and resources for trained archivists. The result of this lack of archivists is lack of access to vital historical records held in small organizations across the state.
In 2020 a survey was conducted by the Museum Association of Arizona to determine the state of archives held in Arizona museums. The study revealed that only 20% of the respondents had an in-house archivist. The respondents reported archival holdings that included institutional records (those created by museums staff in relation to museum operations), historical materials curated and collected from the members of the public around a specific subject or historic narrative, and other archival materials acquired over the years.
Most of these archival collections are not accessible to the public, to researchers, and in some cases are not discoverable for the volunteers and staff. This is due to archival collections being unprocessed, minimally described, and also due to lack of ability or awareness of local and regionally collective cataloging systems that can provide access to information about collections. A large part of the cultural record remains inaccessible due to these challenges.
In 2023 the Museum Archives Working Group conducted a survey intended to document the experience and outcomes for those who attended webinars created for practitioners working in small museums, historical societies and other institutions with archival materials but with no trained archivist on staff (volunteer or paid). The Museum Archives Working Group continues to share resources to support the preservation of museum archives and to develop a community of practice within museum staff including volunteers, paid and unpaid staff, board members and patrons.
All museums should maintain an active, professional archives to systematically collect, organize, preserve, and provide access to organizational records of enduring value as well as the papers of individuals, groups, and topics associated with the museum.
SAA Museum Archives Guidelines
The Museum Association of Arizona exists to build a vital museum community. We strengthen all of Arizona’s museums so they are recognized as essential to the fabric of their communities. We do this through professional development, advocacy, and the creation of networking opportunities across the state. Support MAA projects here.
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