Category: Archival Management

Accession

Also known as: Accessioning

Simply put

Accession is the process by which an archive or repository formally takes in a group of records or other materials, taking on responsibility for holding them and documenting that they have been received. It typically involves transferring both physical and legal custody of the materials, often permanent records, from the originating body to the receiving institution. The term refers to the act of receiving and recording, not to later steps such as arranging, describing, or providing access to the materials.

Formal definition

In archival practice, accession refers to the process of taking legal and physical custody of a defined group of records or materials and formally documenting their receipt into a repository. In the context of national archives, accessioning is often described as the transfer of physical and legal custody of records identified for permanent retention from an originating agency to the archival institution. Accession is a disposition outcome distinct from destruction: it marks the point at which records slated for permanent preservation pass into the custody of the receiving archive. It should be distinguished from subsequent archival functions such as arrangement, description, and access provision, and its precise scope, custody arrangements, and eligibility criteria depend on the institution, jurisdiction, and governing retention or transfer policy.

Why it matters

Accession marks the formal boundary at which a repository takes on accountability for a group of records. Until accession occurs, responsibility for the materials typically rests with the originating body; once it is complete, the receiving institution assumes both the custody and the documented obligation to hold the materials. Because accession commonly involves the transfer of legal as well as physical custody, it establishes a defensible point of record in the chain of responsibility, which supports later assertions about where materials came from and when they entered the repository's care.

Within the records lifecycle, accession is significant because it represents a disposition outcome distinct from destruction. Records identified for permanent retention do not simply cease to exist at the end of their active use in the originating body; instead, in many institutional settings they pass into the custody of an archive through accessioning. Treating accession as one possible disposition action, alongside destruction and transfer, helps organizations reason clearly about what should happen to records at the end of their retention period rather than conflating all end-of-lifecycle handling with disposal.

Accession also matters because it is often confused with the archival activities that follow it. Formally documenting the receipt of materials is not the same as arranging, describing, or providing access to them. Keeping these boundaries explicit helps repositories maintain accurate accounts of what they hold and when it was received, even before further processing has taken place. The precise custody arrangements and eligibility criteria that govern accession depend on the institution, jurisdiction, and applicable retention or transfer policy, so professionals should not assume that any single institution's practice applies universally.

Who it's relevant to

Archivists and repository staff

Those responsible for taking in materials rely on accessioning to establish and document custody at the point of receipt. For them, accession is the recorded starting point of the repository's responsibility, distinct from the later work of arranging, describing, and providing access to the materials.

Records managers overseeing disposition

Records managers coordinating the end of the records lifecycle need to treat accession as a disposition outcome that is separate from destruction. Where records are identified for permanent retention, accession into an archive may be the appropriate disposition action, and distinguishing it from destruction supports clearer, more defensible retention and transfer decisions.

Originating agencies and transferring bodies

Bodies transferring records, such as agencies moving permanent records to a national archive, are directly affected because accession typically transfers both physical and legal custody away from them. Understanding when accession occurs helps these organizations know when their custodial responsibility ends and the receiving institution's begins, subject to the applicable jurisdiction and transfer policy.

Information governance and compliance leads

Those accountable for information governance benefit from understanding accession as a documented custody transfer, since it supports a defensible chain of responsibility for records slated for permanent preservation. Because custody arrangements and eligibility criteria depend on institution, jurisdiction, and policy, these professionals should confirm how accession is defined and applied in their own context rather than assuming a single standard.

Inside Accession

Transfer of custody

Accession typically marks the point at which responsibility for records passes from a creating or transferring body to an archival repository, establishing the repository's formal control over the material.

Formal acceptance

The process usually involves a documented decision to take records into the custody of an archive, often following appraisal that has determined the records warrant continued retention or permanent preservation.

Accession record or register

Details of the accessioned material are commonly documented in an accession record, which may capture provenance, extent, date range, format, and the terms under which the records were received.

Establishment of intellectual and physical control

Accession generally initiates baseline control over the material, providing enough information to account for what has been received before more detailed arrangement and description take place.

Terms and conditions of deposit

Where records are transferred, accession often records any access restrictions, rights, or handling conditions that apply, which may depend on jurisdiction, sector, and the agreement between parties.

Common questions

Answers to the questions practitioners most commonly ask about Accession.

Is accession the same as acquisition?

Not quite. In many recordkeeping and archival contexts, acquisition refers to the broader act of obtaining records or materials, while accession refers more specifically to the formal process of taking records into custody and recording that transfer of responsibility. Acquisition may precede accession, and the terms are sometimes used loosely, but professionals typically treat accession as the controlled, documented step that establishes custodial responsibility rather than the mere fact of obtaining materials.

Does accessioning mean the records are being preserved permanently?

Not necessarily. Accession is the process of bringing records under custodial control and documenting them; it does not by itself determine their ultimate disposition. Depending on organizational policy and the terms of transfer, accessioned records may later be scheduled for permanent preservation, further retention, or eventual destruction. Accession should therefore not be conflated with permanent archiving, which is one possible outcome rather than an inherent consequence of accessioning.

What information is typically captured when accessioning records?

Accession records commonly capture details that establish provenance and support later management, which may include the source or transferring party, the date of transfer, the extent or volume of material, a description of the content, and any conditions attached to the transfer. The specific fields captured depend on organizational policy and any applicable standards or archival practice.

How does accession relate to establishing an unbroken chain of custody?

Accession is often the point at which custodial responsibility is formally transferred and documented, which contributes to a defensible chain of custody. Recording who transferred the records, when, and under what conditions helps support later assessments of authenticity and integrity, though maintaining that chain typically depends on continued controlled handling after accession.

Should records be appraised before or as part of accession?

Practice varies by organization and jurisdiction. In many settings appraisal decisions inform what is accepted for accession, so appraisal may precede or accompany accessioning. In other cases, materials are accessioned first and appraised subsequently. The approach typically depends on organizational policy, the nature of the transfer, and applicable archival or recordkeeping practice.

What conditions of transfer might affect how accessioned records are handled?

Depending on the arrangement, transfers may carry conditions such as access restrictions, agreed retention or disposition terms, privacy or confidentiality obligations, or requirements around ownership and rights. Capturing these conditions at accession helps ensure the records are subsequently managed in line with the terms under which they were received, and the specifics will depend on jurisdiction, sector, and organizational policy.

Common misconceptions

Accession is the same as disposition or is simply another word for archiving records.

Accession is one possible outcome within the disposition phase, referring specifically to taking records into archival custody. Disposition is broader and may also include transfer, destruction, or other outcomes, so the terms should not be treated as interchangeable.

Accessioning means the records have been fully arranged, described, and made available for use.

Accession typically establishes baseline custody and control and does not, by itself, imply that detailed arrangement, description, or cataloguing has been completed. Those activities usually follow accession as separate processes.

Anything received by an archive is automatically accessioned as an authoritative record.

Accession commonly follows appraisal, and not all material offered will be accepted. In addition, accession concerns bringing material into custody rather than establishing that each item is an authoritative record as opposed to a copy, draft, or transitory item.

Best practices

Document each accession promptly in an accession record or register, capturing provenance, extent, date range, format, and the transferring body to preserve accountability from the point of receipt.

Ensure appraisal decisions are made and recorded before accession, so that only material warranting continued retention or permanent preservation is taken into custody.

Record the terms and conditions of transfer, including any access restrictions, rights, or handling requirements, recognizing that these may vary by jurisdiction, sector, and agreement.

Establish baseline physical and intellectual control at accession sufficient to account for what has been received, while treating detailed arrangement and description as subsequent steps.

Confirm and document the transfer of custody clearly, distinguishing accession from related disposition outcomes such as transfer elsewhere or destruction.

Verify that the material received matches what was agreed for transfer, noting any discrepancies in the accession record to support the authenticity and integrity of the holdings.