Sometimes the archives field feels like it was designed to cause maximum alphabetical amusement. There are so many A-words, you almost need an archaeologist (or an archivist) to dig you out. So, let's take on the challenge with a cheeky wink, wandering through the wonderful world of archival A-words: access copy, accessible, accession, acquisition, appraisal, archive, archival, arrangement, authenticity, and authority.
Access/Accessible
In archival practice, access refers to the ability to locate, retrieve, and use materials. This can mean physical access to boxes in a reading room, or intellectual access through finding aids, catalog records, or digital databases. Access is about ensuring researchers and community members can make meaningful use of collections, balanced with preservation and privacy considerations.
Accessible expands this idea further. A collection may be accessible in theory, but archivists are increasingly mindful of accessibility in practice. This means designing spaces, systems, and resources that are usable by people with a wide range of abilities and needs. Accessibility considerations range from barrier-free physical spaces to screen-reader compatible digital catalogs.
Access is both a goal and a responsibility; collections are preserved so that they can be used. But accessible reminds us that “use” isn’t one-size-fits-all; it requires ongoing attention to inclusivity.
Access Copy
An access copy is essentially the “working copy” of a record, something researchers can handle, view, or listen to without putting the original at risk. These might be photocopies of fragile documents, digital surrogates of photographs, or transcriptions of handwritten letters. By using an access copy, the originals stay safe in storage, yet the information remains available.
This concept ties directly to access and being accessible: it’s not enough to keep records preserved if they can’t be used. Access copies ensure that collections are both usable and sustainable, offering researchers a practical way to engage with the materials while maintaining preservation for the long term.
Accession
An accession is the formal act of bringing materials into the archives and making the relationship official. It’s more than just receiving boxes at the door; it involves documenting who provided the materials, when they arrived, and a basic description of what’s inside. This record of transfer establishes both custody and responsibility, marking the moment the archives commits to stewarding those materials for the long term. Think of it as the welcome ceremony, when the archives say, “You belong here now.”
Acquisition
Acquisition is how materials come to the archives in the first place, through donation, transfer, or sometimes purchase. It’s the step before accession, when archivists identify and secure materials that align with the collecting scope. Not everything acquired will ultimately be accessioned, but each acquisition begins the conversation about stewardship and long-term value.
Aggregate
An aggregate is a group of related records managed together, like a series, collection, or record group. Archives preserve not just individual items but the larger context that gives them meaning. Sometimes the whole really is greater than the sum of its parts.
Appraisal
Not everything that arrives at the archives is meant to stay forever. Appraisal is the process of deciding which materials have long-term value and deserve permanent preservation. Archivists weigh a mix of factors: the evidential or informational value of the records, their condition, how they fit within the institution’s mission, and their potential for research use.
Appraisal is both practical and philosophical; it ensures collections remain sustainable, while also shaping the historical record for future generations.
Archive
The word archive wears many hats. It can describe the records themselves, the institution that preserves them, or even the building where those records live. While it may sound simple, understanding the context is key; an “archive” can mean a personal collection of letters or an entire national repository. Archive is both noun and verb, both place and idea; it’s the Swiss Army knife of archival language.
Archival
The adjective archival is used to describe anything connected to the world of archives: archival boxes, archival science, archival value. In preservation, the word often carries an extra layer, signaling that something is suitable for long-term storage (think acid-free folders or polyester sleeves). We took a closer look at this concept in the first post of this series, DHPS Tips: What Does “Archival Quality” Really Mean?
Archival Description
Archival description is how archivists explain what’s in a collection and why it matters. Finding aids, catalog entries, and metadata all fall under this umbrella. Good description provides context and makes materials discoverable. Description is the roadmap that keeps researchers from getting lost in the boxes!
Arrangement
Once records enter the archives, they need order. Arrangement is the process of organizing them so that they make sense and reflect their original context. Archivists respect the principle of provenance (keeping records from the same creator together) and original order (preserving the creator’s sequence when it reveals relationships). Arrangement is like tidying up a room, except the mess tells a story, and moving too much around can erase important clues.
Authenticity
Authenticity is about trust. A record is considered authentic if it’s genuine, reliable, and free from unauthorized alteration. For digital materials, authenticity can be especially challenging; archivists rely on metadata and checksums to demonstrate that files haven’t been tampered with. Authenticity is the guarantee that what you’re looking at is the real thing, not a forged signature or a Photoshopped file.
Authority
In archives, authority usually means consistency and control. On one hand, it refers to authority records, standardized forms of names, subjects, or organizations that help researchers find what they need even when terms vary. On the other hand, authority can also mean who has the right to access, use, or manage certain records. Both aspects ensure that collections remain discoverable and responsibly managed. Authority isn’t about being bossy; it’s about keeping everyone on the same page.
Wrapping Up the As
Even with all the terms we’ve covered here, we’ve only scratched the surface. A glance at the Society of American Archivists’ Dictionary of Archives Terminology or the Conservation Center for Art & Historic Artifact’s Preservation Glossary shows that the “A” section alone could keep a new archivist busy for days — administrative control, agent, analog, authority record, archival bond, and on. The list is long, and it reflects just how many foundational concepts in the field happen to begin with this one letter.
So why so many A’s? Maybe it’s coincidence, maybe it’s that archivists naturally like to start at the beginning. Either way, each term plays a role in shaping how we acquire, preserve, and provide access to cultural memory.
The takeaway is that while archival language can feel like alphabet soup, these A-words aren’t just jargon. They’re tools. They help us describe the work, uphold professional standards, and connect communities with their histories. Master a handful of these terms, and you’ll not only decode archival conversations, you’ll also appreciate the delightful complexity (and occasional confusion) that makes this field so distinctive.
Do you have a preservation topic, question, or creative solution you would like us to cover in this series? Reach us by email at info@DHPSNY.org, or connect with us on the DHPSNY Facebook page or DHPSNY Community Facebook Group.