Accession

What is Accession?

Accession is the formal process through which records or archival materials are received and accepted into the custody of an archival repository. It establishes initial control over the materials and creates documentation about their transfer, origin, quantity, condition and other relevant information.

During accession, an archival repository may assign an accession identifier and record information needed to establish control and support subsequent arrangement, description and preservation activities. Accession can apply to physical or digital archival materials and provides an important link between the transfer of records and their ongoing archival management.

Key Features

• Formal Receipt: Documents the official acceptance of records into archival custody.

• Accession Identification: Assigns a unique identifier to help track the incoming materials.

• Transfer Documentation: Records information about the source, transfer and circumstances of acquisition.

• Initial Control: Establishes basic intellectual and physical control over received materials.

• Condition Recording: Documents relevant information about the condition or characteristics of materials.

• Provenance Information: Captures information about the records' creator, source and origin.

Benefits

• Controlled Intake: Provides a structured process for receiving archival materials.

• Improved Traceability: Creates documentation connecting records to their source and transfer.

• Preserved Provenance: Helps maintain information about the origin and history of records.

• Better Archival Control: Establishes a foundation for subsequent arrangement and description.

• Improved Accountability: Documents the acceptance and transfer of archival materials.

• Stronger Preservation Planning: Provides information that can support subsequent preservation activities.

Conclusion

Accession establishes formal control when records or archival materials are received into an archival repository. By documenting their source, transfer and characteristics, it creates a foundation for responsible archival custody, arrangement, description and long-term preservation.