Carmelite Sisters of the Most Sacred Heart of Los Angeles: Archival Needs Assessment
In late 2023, Backlog conducted an archival needs assessment for the Carmelite Sisters of the Most Sacred Heart of Los Angeles. The Sisters had done impressive work organizing their archive and assigning a dedicated Sister to oversee it. Housed in the basement near laundry facilities, the archives had a secure, designated space and a clear structure, but also faced environmental risks and preservation challenges. The needs assessment focused on practical solutions the Sisters could implement with minimal disruption and long-term value.
The first priority was improving storage. Most materials were housed in filing cabinets using hanging folders. These folders are not archival, and over time they can cause creasing and structural damage to paper. We provided guidance for calculating linear footage and estimating how many Hollinger boxes or record cartons would be needed to rehouse the collection. This information gave the Sisters the tools to plan their supply orders and future shelving needs.
Many materials in the Carmelite archives were stored in office-grade hanging folders
Because of the archive’s proximity to moisture sources, we outlined steps to monitor humidity and prevent mold. We recommended digital hygrometers for each storage space, aluminum desiccant canisters for drawers, and regular environmental checks. We also addressed light exposure. The space used fluorescent lighting, so we suggested installing UV filters on existing bulbs and keeping the area dark when not in use.
Beyond preservation, the report walked through archival principles that could be applied to the Carmelite collection. These included provenance, original order, and the difference between physical and intellectual organization. For example, large items like architectural drawings could be stored in flat boxes but described together with paper files in the same record series. The goal was to keep materials in context, not simply grouped by format. The addendum provided a sample box and folder list to illustrate this approach, showing how intellectual arrangement can remain consistent even when physical storage varies.
We also provided recommendations for labeling, out cards, and accession practices, as well as a plan to begin digitizing high-value materials like correspondence and photographs. Our advice covered digitization hardware, file formats, and how to structure metadata using Dublin Core in a spreadsheet. These recommendations gave the Sisters a clear starting point for building out internal access to digitized materials over time.
While our work with the Carmelite Sisters was centered on the assessment, we also held four follow-up Zoom sessions to help the archivist execute specific steps. We used those meetings to review supply lists, answer questions about shelving and housing, and check in on early digitization work. This extra support helped the Sisters build momentum and clarified next steps.
This project shows what an assessment can accomplish on its own. A thoughtful and detailed report can serve as both a strategic roadmap and a practical toolkit, especially when there is someone on staff ready to take action. With guidance tailored to their specific needs, the Carmelite Sisters were able to start transforming their archive right away.
A copy of the Positio Super Virtutibus for Mother Maria Luisa Josefa of the Most Blessed Sacrament, foundress of the Carmelite Sisters of the Most Sacred Heart of Los Angeles. This document was submitted to the Vatican in support of her cause for canonization.
