What is accessioning?

Accessioning refers to the formal process of transferring public records into the custody of an archives or records management system. This process is crucial because it marks the point where the records are officially accepted and become part of the archival collection. The significance of accessioning lies in its role in ensuring that records are preserved for future reference and that their authenticity and integrity are maintained.

This process typically involves documenting the details of the records being transferred, such as their titles, descriptions, and the date of transfer, as well as any pertinent information regarding their provenance and the conditions of access. Accessioning serves as a critical step in managing public records, making sure that materials are not only archived properly but also easily accessible for research or public inquiries.

While digitizing records, reviewing them for retention, and destroying obsolete records are all important aspects of records management, they address different functions. Digitizing relates specifically to converting physical records into digital formats, review for retention deals with assessing which records should be kept or disposed of, and the destruction of obsolete records pertains to records that are no longer of value. Accessioning, on the other hand, is centered on the formal acquisition and management of records into an archival setting.