“Simplify, simplify.” — Henry David Thoreau, Walden.

Most of us comb through a lifelong collection of personal papers and photos either when we have plenty of free time (typically in retirement) or when we have to deal with the belongings of a deceased loved one. All too often the job seems so daunting and overwhelming that our natural response is to get discouraged and say, “I don’t know where to begin” or “It’s too much; I’ll do it some other time” or worse, “I’ll just get rid of it all.”

At the Library of Congress, archivists process every type of collection imaginable. They often acquire — along with scholarly and historical works — personal papers and mementos, things that had special meaning to the owner, not only letters and photos but also locks of hair, newspaper clippings and beverage-stained documents. One recent collection contained a piece of bark. Some collections arrive neatly organized and others arrive heaped into makeshift containers. How do professional archivists create order from clutter? Where do they start? And what we can we learn from their work and apply to our own personal archiving projects?

For this story, I spoke with Laura Kells and Meg McAleer, two senior archivists from the Library of Congress’s Manuscript Division. Both exude the good-natured patience and relaxed humor that comes from years of dealing with a constant inflow of often-disorganized paper and digital files. [Watch their presentation, titled “The Truth about Original Order, or What to Do When Your Collection Arrives in Trash Cans.”]

I found it striking that, throughout our interview, they rarely dictated how something must be done. Instead they offered well-seasoned advice about archiving but they left the decisions up to the individual. In the end, their main message was this: if you want to get through the project and not make yourself crazy and despondent over it, start simply, separate items broadly at first and, in the end, accept your final sorting decisions as “good enough.”

Start Simply

First, approach your collection as a single unit of stuff. Don’t dwell on individual photos or letters yet. Think about the entire collection as a mass of related things. Kells said, “You’ll scare yourself if you think, ‘I have two hundred things.’ The project will seem bigger.” It is one collection.

Clumps

Consider devoting a rainy weekend to pulling out your collection. At this point you will be surveying its broad landscape. Begin by sorting items from your collection into what McAleer and Kells expertly call “clumps.” This is your first pass, so just group things into general categories such as letters and photos. You decide on your categories. Be consistent but accept that there might be overlap between categories. If you want to categorize clumps by year, fine. Or phases of a person’s life. Or holidays. Or type of materials (letters, photos).

“What you try to do is identify the clumps that already exist,” McAleer said. “And hopefully clumping naturally occurs. For instance, you could have gotten all of your grandmother’s papers after her death. That’s a clump. Trips? That’s a clump. Christmas stuff, that’s a clump. Photographs, that’s a clump.”

WARNING: Don’t get sidetracked. Resist the temptation to savor any one thing right now. “If you begin engaging with individual items at this point, then you’re sunk,” McAleer said. “You can paralyze yourself by over scrutinizing.” Whatever it is, no matter how wonderful it is, put it in its rightful clump and come back to it later.

Be Realistic About Work Space and Time

There are two important things you should address early on: space and time. Your collection will take up space in your house as you sift through it, so plan your work space realistically. Set aside a temporary work space if you can – a room or a corner of a room — or plan to unpack and re-pack your collection for each sorting session. “In most people’s homes they don’t have a great deal of space to have things sitting out for a long time,” McAleer said. “At some point you will really need that dining room table for dinner.”

Don’t eat or drink in the work area. Kells said, “Just step away. When you’ve got big piles and you reach your drink and you knock it over, you’ll be real sorry if you spill your coffee all over your documents or your photographs.” McAleer said, “It happens in an instant. None of us anticipate it. It can be tragic.”

As for time, McAleer said, “Do not start out with a commitment that every single item within this collection is going to be organized perfectly.” Kells said, “That could make you feel a sense of defeat. Just start out by saying, ‘I want to improve the organization.’ ”

Nothing is Perfect

After sorting the collection into clumps, you could put everything into envelopes or other containers and be happy about your progress. “You can feel good because you’ve done something,” Kells said. “As long as there is some order. It’s probably chaotic within those clumps but just by identifying and labeling and boxing those clumps, you have some intellectual control over it that you didn’t have before.”

You could leave the project at that or you could continue on, from a rough sort to a refined sort. “If you have the energy, you just work in layers and keep improving it,” Kells said. “Then you can gauge how much time you have and how much space you have to do this. Anything new is gravy.”

For example, you could sort letters by date or by topic or sort photos by location or by who is in each photo. “It is a matter of constant refinement, where you’re going to be getting more and more information about the content over time,” McAleer said. “It’s like building a house. You start out building the structure of a house and then you add furniture into each room.”

It’s a good time to throw things away too. Decide if you really want to save paid bills, cancelled checks or grocery lists. McAleer said, “In the long run, just save the things that you’re going to value over time. It is up to you how far down you drill in terms of arranging the material. At some point you have to say to yourself, ‘This is so much better than it was. I know what I have. This may be as good as it gets. I have put some organization on it and that is going to make it more accessible.’ ”

Scanning

Scanning is a terrific way to preserve and share digital versions of papers and photographs. The Library of Congress explains the basics of scanning in a blog post and an instructional video. You can also add descriptions into your digital photos, in much the same way as you would write on the back of a paper photo.

Scan newspaper clippings too. Newspaper ages poorly, when folded it can rip at the creases and it can crumble when being handled. Print a scanned copy if you want a hard copy. Computer paper ages better than newspaper does.

Another reason to scan photos is to rescue them. Photos may fade due to their chemical composition or because they may have been in direct sunlight for a long time. (Institutions rotate their collections regularly to avoid the damage from light and environmental exposure.) “Resist the idea of framing things,” McAleer said. “They really should not be exposed to light for too long. You can make a copy and frame that but keep the original out of the light.”

If you have hundreds of photos, think about if you really want to scan them all. That may add pressure on you. Again, be realistic with your time. Consider being selective and only scanning the special photos or documents that you value the highest. Most institutions don’t have the resources to scan everything so they digitize their collections selectively; maybe you should too.

Disks and Digital Storage Media

If the collection includes computer disks, scan the disks for viruses before you open the contents. Don’t put everything else on your computer at risk. Before opening a file, make a duplicate of it and open the duplicate to avoid any accidental modifications. That way you’ll still have the original if you mess something up.

If the disks contain files in an old format that you can’t access, but you believe those files might contain something of interest or value, archive those files with your other digital stuff. You can either find a professional service to open them or someday you might find a resource that will enable you to open them.

Digital Preservation

Save your digital files properly. Organize the scanned files on your computer and back them up on a separate drive. If you acquire disorganized computer files, organize the clutter as best you can within a file system. To help you find specific files again, you can rename those files, without affecting their contents.

Archiving a Life Story

Organizing personal collections can be a way to tell a story about your life or the life of a loved one. “I don’t think people should be afraid to curate these collections,” McAleer said. “Zooming in and narrowing in on one particular story or one particular item can actually have a little bit more impact.”

Kells said, “Old letters give you a sense of the people, even if there’s not much to the letters and cards. It shows you what they valued. What they did, what they ate, what holidays they celebrated.” McAleer said, “Letters provide a voice and by grouping them together you release a kind of narrative.”

What was in her wallet or purse? What did she keep near to her? “There are probably certain things in a drawer somewhere that tell a story,” Kells said. “You could create a time capsule about a loved one.

“Not everyone values this stuff but if you archive it, it will be there for somebody in a later generation. There may be one person who really cares about their family history and will be glad to have it.”

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