How We Developed an Archives Strategy for ALMA | LEWIS

Objects in The Black Archive. Courtesy of ALMA | LEWIS. Photography by Bright Archives.

Introduction

Client

ALMA LEWIS

Industry

Nonprofits and Arts

Services

Assessments, Strategic Planning, Digital Archives, Videography, Promotional Videos, Training

ALMA | LEWIS (A | L) is an experimental, contemporary art platform for critical thinking, constructive dialogue, and creative expression dedicated to Black culture.

A | L is known for their support of artists through their Artist Residency Program, their exhibitions showcasing the work of emerging and mid-career artists, and their influential By Any Means (BAM) speaker series. To learn more about ALMA | LEWIS and their work, visit https://almalewis.org/. 

ALMA | LEWIS contacted Bright Archives because they wanted to develop one of their newer programs, The Black Archive (TBA), which is a collection of books, catalogs, artwork, and archival materials centering Black arts, culture, and history. A | L wanted to maximize its potential, but were unsure of the exact steps they needed to take to organize the collection, store the multi-format materials, share a catalog of the collection online, and reach their vision of a dynamic and valuable resource.

Primary goal

ALMA | LEWIS wanted to develop a strategy for The Black Archive and explore ways to share the collection, with an eye toward making it available online in the future.

Our solution

Through our collection assessment process, we developed a strategic plan for The Black Archive, identified new ways to engage audiences, and helped ALMA | LEWIS build essential archival knowledge and infrastructure.

To help A | L achieve their goals, we created a custom package that met their specific needs and worked collaboratively with them during each stage of the project. We began with our collection and needs assessment, something we recommend for all developing archives. We reviewed the current condition of the materials and gathered crucial information about the organization’s goals, vision, resources, and culture. We then analyzed all the data to identify key recommendations across the main areas of archives management, producing a detailed report that outlines a comprehensive strategy for developing The Black Archive. This included suggestions for organization, facility improvements, staff roles, policies, workflows, and even disaster preparedness plans for emergencies like floods or fires.

Creative media elements are key to sharing the value and insights within archival collections.

We know that the full richness of archives isn’t always immediately obvious, which is why we use creative elements—like short films, interviews, walkthrough videos, exhibitions, and other multimedia—to bring these stories to life. By engaging audiences with dynamic content, we help deepen understanding of cultural resources and create stronger connections to the organization’s goals and impact.

After the assessment, we created a prototype for a digital collection to help build the resources and capacity needed for future online access. This involved digitizing sample items, generating metadata, and providing guidance on workflows and software—all tailored to meet their specific needs. ALMA | LEWIS will use this information to inform decisions about selecting collection management systems and other tools to support their future digital collection.

To help raise awareness and deepen understanding of the collection, we also produced a short film telling the story of The Black Archive through interviews with members of the organization and people who have engaged with the materials. We designed the film to be easily shared online and across social media platforms, making it accessible to a broader audience and encouraging more people to connect with the collection.

To wrap up the project, we hosted a training session for ALMA | LEWIS staff and affiliates, where we shared our findings, answered questions, and reviewed the strategic plan and other deliverables of the project. It was a great opportunity to bring everyone together, celebrate The Black Archive, and set shared goals for the future.

The results

As a result of this project, ALMA | LEWIS is well-equipped for future growth, with a clear roadmap to implement the strategies and infrastructure needed to develop their archival program and share their collection.

Through careful implementation of the archives and creative media elements of this project, we produced a plan for The Black Archive, while helping them build essential archival knowledge and creating new opportunities to showcase the collection online.

• Based on our collection and needs assessment, we developed a 31-page archival strategy with specific recommendations for key areas such as collection management, policies, disaster plans, and more.

• We produced a 9-page assessment form documenting the current state of the collection, including administrative details, provenance, rights, at-risk materials, and other condition information.

• To help them take steps toward online access, we created a digital collection prototype and focused on building requirements, digitization workflows, and digital assets to support future system testing and implementation.

• We produced a 3-minute short film telling the story of The Black Archive, so they can can raise awareness of their archival program and build support. The video is designed for social media and online streaming platforms such as YouTube.

• We hosted a 90-minute training session for staff, board members, and affiliates where we shared our findings, reviewed the deliverables, and set goals for continued development of the collection.

Conclusion

The key takeaway from this case is the importance of strategic planning and building a strong foundation for archives. By combining thoughtful planning, creative storytelling, and hands-on training, we helped ALMA | LEWIS acquire essential knowledge and resources needed to reach their long-term goal to develop their archival program and provide online access to their collection.

We’re grateful for the opportunity to work with them on this journey and we’re excited for them to start the next phase of work toward their vision for The Black Archive. It was a pleasure supporting their team throughout this process. We’re continuing to work with them to share the story of their organization and The Black Archive, helping them implement strategies and build the infrastructure needed to support their future plans.

Do you want to start your own archival journey?

Archives and historical records can be complex, but with the right planning and organization, they become valuable resources. We simplify the process and guide you through every step of building and managing them. We’re here to answer any questions and help you get started.

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