When Is a Record Really Historical? And What is Our Responsibility to Keep?

If you work with records long enough, you'll see it: boxes labeled "historical" sitting in a basement, or a colleague proudly handing you an old document saying, "This has to go to the archives!"

But old does not automatically mean important. And it absolutely does not automatically mean archival.

Quick caveat before we dive in: this post reflects lessons I've learned from working with archivists and records professionals. Most of my experience has been in Washington State, so there's definitely a WA lens here. Always check with your own archives or records authority to confirm how these ideas fit your organization, city, or state policies.

The Myth of "Historical = Old or Cool"

Here's a pattern you'll recognize: someone finds an old booklet, brochure, map, or ledger in good condition and instantly labels it "historical." It's interesting, maybe even beautiful — and the assumption is that someone, someday, will want to research it.

The key problem? If the record was not created by or for your organization, or it doesn't actually document your organization's work or community, your organization may not be the right long-term home for it. In many cases, the same or similar item is already held by libraries, archives, or even available commercially. (I once found an item we'd been carefully "preserving" listed for sale on eBay for $45!) If a record is widely available elsewhere, your state archives likely does not have an interest in taking on another copy.

Another important point: many institutions already have clear collection responsibilities. A state library may be responsible for collecting newspapers or government publications, while a state archive focuses on original government records. Unless the record is being used constantly, your organization does not need to duplicate what these institutions are already obligated (and funded) to collect and preserve.

Why "Follow the Logic" Beats "Follow Your Gut" Here

As a friend of mine once said, archival decisions can feel like "black magic" — especially when it comes to evaluating what's "historical." Retention schedules help, but they don't answer every question, and not everyone comes into this work with a library or archives background. Also, because so many of us really do like “cool old stuff” our guts cant always be trusted in these instances.

That's why I encourage records managers to follow the logic:

• Start with the retention schedule, not with how "cool" something looks.

• Ask what function the record serves for your organization.

• Separate "someone might like to see this" from "we actually need this to do our work or document our history."

Let's be honest: keeping records past their approved retention can create legal, financial, and operational risks. A single staff member who quietly keeps "interesting old stuff" can inadvertently trigger extra searches, inconsistent practices, and confusion about why some items were kept while others were destroyed.

And if you decide to keep something purely for display or nostalgia? You should be ready to explain why that item was kept and others were not — and remember that it is still subject to disclosure or discovery, just like any other record.

A Simple Framework for Deciding if a Record Is "Historical"

Here's a practical, logic-based set of questions you can adapt for your own organization. Work through them in order.

1. Has the record met its retention?

• Yes → Move to Question 2.

• No → It's not "archival" yet. Keep it until retention is met, then reassess.

2. What does the retention schedule say about its long-term value?

• Marked as archival, permanent, or "transfer to archives" → Follow the schedule and talk with your archivist.

• Marked as "appraise and select" → Consult your archivist on which subset should be kept.

• Not designated for long-term retention → Destroy at the end of the retention period. If you genuinely believe there is historical value, consider offering it to a local library, museum, or historical society.

3. Does the record document the history of your organization or community?

• Does it show how your organization was created, how it evolved, or how it made major decisions?

• Does it capture significant events, policies, programs, or changes affecting your community or customers?

• If yes → Move to Question 4.

• If no → Treat it as a routine or transitory record and destroy after retention (or offer it elsewhere if you believe it has value).

4. Is this record unique or rare?

• Is it an original, or one of very few copies?

• Can the same information easily be obtained from another source within your organization — for example, is it attached to a resolution, meeting minutes, or another of your holdings?

• If the information is readily available elsewhere → Your copy may not need to be kept permanently.

• If it is not available anywhere else → Move to Question 5.

5. Who is the right long-term steward?

• Does your state, regional, or corporate archives accept historical records of this type?

• If yes → Offer it to them following their intake/transfer procedures.

• If no → Decide whether your organization can and should keep it permanently, and document that decision.

This framework keeps you grounded in policy, function, and uniqueness — instead of treating "historical" as a feeling.

What the State Archives Usually Do Not Want (at least, in WA)

Every archives has its own collection policy, but many share some common boundaries. Often, they do not want:

• General publications that are widely available elsewhere

• Newspapers and magazines (those are often handled by libraries)

• Objects and artifacts (those usually belong in a museum, not a state archive facility — though there are definitely exceptions!)

• Personal or private donations that have no strong connection to the organization's mission or history

State archival facilities exist to preserve records that document the work and impact of specific government organizations — not to become a catch-all storage space for anything old or interesting. When in doubt, check the collection development or acquisition policy for the archives you work with. If you read it and think "this sounds like black magic," that's normal — but at least you'll know their scope.

A helpful test: ask whether this record helps someone understand what your organization did, why it did it, and how it affected people or places. If the answer is no, it's probably not archival material for your archives — even if it belongs somewhere else.

When Something Is Valuable, But Not "Yours"

You will absolutely encounter records that are fascinating and historically valuable, but not a good fit for your organization's archives. Examples might include:

• Photographs from private individuals that don't document your organization's work (or duplicates of ones that do)

• Community history materials that belong more to a neighborhood, cultural group, or local institution than to your agency

• Publications or memorabilia produced by outside organizations

If your organization does not need these records to conduct business or document its own history, but you still believe they have value, consider:

• Offering them (appropriately and legally) to a local historical society, museum, library, university archives, or community archives.

• Asking those institutions what kinds of materials they actively seek.

• (if you do transfer records) Documenting the transfer with a deed of gift or similar form, and keeping that documentation as part of your own files.

Just be sure you understand any legal restrictions in your jurisdiction about transferring public records or organizational records to other entities. If in doubt, consult legal counsel or your records authority first.

The Core Question: "Need" vs. "Nice to Have"

When you're standing in front of a box of "historical" records, start with these questions:

• Has the record met its retention, and what does the schedule say next?

• Does it document the history, decisions, or impact of your organization or community?

• Is it unique or rare, or widely available somewhere else?

• Is your archives actually interested in this type of material?

• Who truly needs this information: your organization, another institution, or no one?

If you can't make a solid case that future staff, residents, customers, or researchers will need the record — to understand decisions, ensure accountability, improve services, or preserve community memory — then keeping it "just in case" is usually not the best use of space, money, or staff time.

And always: don't rely solely on "because someone said so on the internet." Reach out to your archivist or records authority. They live and breathe this work and can help you navigate the "black magic" parts with a lot more confidence.

Your turn

What's the most "historical" item you've inherited that turned out to be… not? Drop a comment, send me a message, or just laugh quietly at your desk. Either way, I'd love to hear it.