Why is it important to archive documentation?
- It’s the law: State agencies are required to submit copies of their publications to the state library.
- Maintain up-to-date content: Archiving and unpublishing old documents prevents people from coming across them either on Mass.gov or in Google searches
- Make it easier to manage your content: Archiving content reduces the number of documents your organization has to manage
The State Library recommends you archive documents when you upload them. That way, you don't have to deal with archiving when you're ready to take a document down.
What content should state organizations archive?
You can archive:
- Out-of-date documents and forms, especially if they refer to services you no longer offer
- Meeting minutes and agendas
- Past publications of newsletters, brochures, and flyers
- Old audits and reports
- Internal documentation
- Records that no longer have administrative use
Different archives accept different kinds of documentation. If you’re not sure if your document(s) should be archived, contact the Archive directly.
Where can I archive my documents and content?
Massachusetts State Archives
The State Archives, under the Secretary of the Commonwealth, ensures that government administrative records are preserved and accessible after they’re no longer in use. They only take permanent records (meaning it has to be preserved indefinitely).
What type of documents does the State Archives take?
Permanent records that are
- No longer in administrative use. (However, they may accept physical documents or copies that are still in use, as long as your organization still has digital copies it can use.)
- "Of particular historic importance." If you're unsure if your documents meet this standard, email the State Archives and ask.
The archive can accept and store both physical and digital files.
How to archive your documents with the State Archives
Contact them by email archives@sec.state.ma.us or phone (617-727-2816). After you reach out to them, they will:
- Verify that your records are permanent
- Work with you to figure out how to organize them
They accept digital and physical files. Learn more on the State Archives website.
State Library of Massachusetts
The State Library keeps a record of state publications that are intended for the public. If you aren’t sure whether this describes your document(s), contact them and ask.
Learn more about the difference between the State Library and the State Archives.
What type of documents does the State Library take?
The State Library mostly archives constituent-facing publications. These include:
- Advisories
- Bulletins
- Reports
- Newsletters
- Meeting minutes
- Task force findings
Examples of what the State Library won't archive include:
- Agendas
- Applications
- Requests for proposals
- Posters
- Hearing transcripts
- Documents that are only for internal use
This guide offers a more exhaustive list of what to submit to the State Library.
The State Library accepts all types of file formats, however they must meet the accessibility requirements provided by the Massachusetts Office on Disability.
State law requires that all state agencies submit a PDF or, if originally published in hardcopy, a copy.
How to archive your documents with the State Library
- For electronic publications, email a copy of your publication(s) to Electronic.Documents@mass.gov
- You can also submit documents online. (You'll also find a link to this form in the "add document" interface. This means you can add something to Mass.gov and archive it at the same time.)
- For print publications, you can drop off or mail one copy of your publication(s) to:
State Library of Massachusetts
24 Beacon Street
State House, Room 341
Boston, MA 02133
Contact the State Library if you’re unsure if you should submit. You can reach them by email (Electronic.Documents@mass.gov) or phone (617-727-2590).
The Wayback Machine
Your Mass.gov content is also archived on the Wayback Machine through their subscription product, Archive-It. Archive-It is a tool that scans websites and captures snapshots of them. You can find archived snapshots of any page under the Revisions tab in the Mass.gov CMS.
The Wayback Machine can be a helpful way to see how your pages have changed over time. However, it's not an official archive, and it won't capture all your changes. It’s also not a great way to track documents. To archive documents, submit them to the State Library or State Archives.
Guidance for archiving municipal documents
State Library
State law requires that town municipal officials send Annual Town reports to the State Library. City reports are not covered under this statute. However, the Library maintains a collection of reports from many cities in Massachusetts.
Towns put a variety of information into the annual reports, such as:
- Vital statistics, including birth, marriage and death statistics
- Town budget
- Departmental reports of various offices in the town such as the town clerk
- Information from recent town meetings
Reports can be emailed to electronic.documents@mass.gov or submitted via online form.
State Archives
Municipal and county records don't usually qualify for the Massachusetts Archives. Some counties whose governments have been taken over by state agencies may be able to have their records transferred to the Archives.
Municipalities should follow the Secretary of State's requirements for how long to maintain records. However, in most cases, municipalities can decide for themselves how to store and organize records. Some municipalities hire archivists, some work with the town clerk, and some store records with whatever agency created them.
Municipalities with questions can email the Records Management department or the State Historical Records Advisory Board.
Contact
Online
Phone
Open M-F 9 a.m.–5 p.m.
Open M-W 9 a.m.–5 p.m. Closed Th-F *Advance appointments highly recommended