An archives can provide environmentally-secure storage for inactive records and thus free valuable space for current business. An archival repository can safeguard the records by monitoring their handling and use. More important, it can provide research access to the information in the records, both to members of your organization and to the public. Many of the records produced by an organization have long-term value. A repository is interested in the records that best illustrate the purpose, activities, and policies of your organization.
Archives are more interested in related groups of materials rather than individual items.
Before records are transferred to an archival repository, an archivist should survey your organization's papers to determine which materials have enduring historical value. Because the research value of records may be diminished if items are removed or rearranged, records should not be weeded, discarded, or rearranged before they are examined by an archivist. Pamphlets, brochures, fliers, etc. A repository may not accept everything that is offered to it because of staff and space constraints. An archivist can help you determine what documents or materials fall within the scope of the repository.