An archive inventory does not have to be a complicated database from the start. For a modest archive, a thoughtfully structured spreadsheet may adequately convey what is in the archive, where it is located, and the connection of a particular file to the larger archive. The key is to decide which fields will assist in the identification and retrieval of records without forcing every record into an extended written narrative.
Start by selecting one box of paper records, one digital folder, or a similarly clearly defined set. Give each file unit a reference code, then note its folder name, date range, extent, and location. The extent could be as simple as one folder, 12 files, 3 volumes, and so on. The location needs to be clear to another individual, such as a box number or shelf position on a specific archive unit or a cabinet location, or, for digital records, a path in the directory.
The most common stumbling block in this stage is determining the title. It should be as brief as possible, but also as descriptive as necessary. Copy a folder title only if it is appropriate. Where the title is obscure, replace it with something that reflects the activity, subject, type of record, organization, or case, or other relevant factors. Use the same conventions for title elements when several records are related. This consistency is the first step in making a complex record accessible. It is also an excellent way of spotting files that may be filed in the wrong archival series.
Date is another important field that should be checked. Look more carefully than just at the first document in a folder when assigning date ranges. Identify both the earliest date and the latest date, and consider adding other undated items to the range where appropriate. Do not guess that specific dates are correct based on handwriting clues, context, or memory. Dates that are approximate should be noted as such, and, if needed, additional context can be provided in a short scope note.
Include one or two other fields that may be useful in the short term. A condition note may call out missing pages, broken fasteners, stains, soiled pages, and other matters that should be addressed before the records can be viewed. An access statement may note that the records are subject to review and that they are not yet available for unrestricted use, without necessarily citing a specific legal restriction. A brief scope note may also provide context for atypical files, disparate material types, or the relationship of one group of files to another in an archive. These fields should provide clarification, not repeat the title in a different way.
Try out your inventory now before adding any more records. Pick a record from your first entries, and using only the reference code, title, and location given, see if you can find the material. Is the date range correct? Does the extent seem reasonable? If others can use your spreadsheet to locate files without a briefing from you, it is becoming an inventory or finding aid rather than your private list of the archive’s contents.
You can add additional sets of files to your inventory now if everything seems stable. Reference codes have a consistent pattern. Titles follow the same format. Locations are formatted the same way. Uncertain details are flagged in some way. At this point, adding another box or another digital folder becomes a controlled process that builds on a structure, rather than an effort to figure out the contents of an archive anew.