The Western Cape Archives and Records Service has released a new, free resource aimed at helping community organisations better manage their archival materials.

Whether you belong to a religious group, school, NGO, or sporting body, your documents, photographs, newspaper clippings and other materials collected over the years form the memory of your organisation and serve as a cornerstone for good governance.

Staff and volunteers want to care for the material entrusted to them but may not know where to start, in terms of organisation and preservation.  This guide offers practical steps to help you start organising your community archive effectively.

Why archive?

• Documenting past activities of a community organisation engenders pride in the organisation’s accomplishments over the years.
• The information contained in the archive can be useful – in publications, applications for funding, exhibitions, presentations.
• Documents and information that can be quickly retrieved, aids transparency, audit compliance and organisational accountability.

Archives are increasingly being recognised as part of an organisation’s assets. To be of benefit, information needs to be found quickly and easily.  This requires an organised archive. 

Key Topics Covered in the Guide

1. How to organise an archive

• The guide helps you make informed decisions about what materials to accept and keep.
• Learn how to systematically arrange and list materials so that your archive is accessible to all who need it.   

2. Preservation

• Get insights into managing your storage environment, pests and other threats to your material.
• The guide covers the basics of disaster preparedness and planning.  

3. Accessibility

• Managing handling and usage of material to ensure preservation.   

4. The Basics of Records Management

•  How to manage “active” records before they arrive at the archive. 

5. Additional Resources

• There is glossary of key terms, and suggestions for where to seek further information.

How to Access the Guide

You can download the Guide from the Department of Cultural Affairs and Sport website:

Download Guide

This resource is an invaluable tool for any community organisation looking to safeguard their historical and operational records, ensuring that their legacy is preserved for future generations.

For more information, email Helen Joannides: This email address is being protected from spambots. You need JavaScript enabled to view it..