The Council of Archives New Brunswick (CANB) is a bilingual organization dedicated to supporting and promoting the archival community in New Brunswick. It provides services such as the Archives Advisor program, grant funding, and training opportunities. CANB also acts as a representative for the provincial archival community at the national level.

What are the objectives of CANB?

CANB has several key objectives:

To establish a network for archival cooperation throughout New Brunswick.
To promote and coordinate projects of mutual interest.
To advocate for the preservation and conservation of New Brunswick's historical documentary sources.
To encourage record-creating bodies to establish archives and make historical records accessible to the public.
To communicate the needs of the archival community to funding agencies and governments.
To promote standards, procedures, and practices among archival repositories in the province.
To enhance public understanding and use of archives.
To provide a forum for member institutions to discuss archival issues and exchange ideas.

What can CANB do for me?

The Council of Archives New Brunswick (CANB) supports member institutions by offering advice and guidance on a wide range of archival practices. Whether you’re setting up an archive, training volunteers or staff, developing emergency plans, conducting global assessments, or working on projects to gain intellectual control over your holdings, CANB is here to help.

CANB provides the following services:

On-site consultations from the Archives Advisor.
Guidance on preserving archival collections and ensuring proper storage.
Assistance with moving or reorganizing archives.
Support in creating policies, emergency plans, and project planning.
Access to training and educational resources to strengthen archival practices.

Our Archives Advisor offers site visits free of charge to CANB members, helping to address specific needs and challenges.

Who can become a member of CANB?

Institutional memberships are open to organizations with archival holdings in New Brunswick. Membership provides access to CANB services, including site visits from the Archives Advisor, educational events, and participation in a province-wide network of archival cooperation. One membership covers all staff and volunteers in an institution.
Individual memberships are open to any individual interested or working in the archival field in New Brunswick.
See ABOUT - Become a Member | canb for more information.

How much does CANB membership cost?

The annual membership fee for CANB is $45.00, covering the fiscal year from April 1 to March 31. See ABOUT - Become a Member | canb for membership forms.

What services does CANB provide?

CANB offers several services to its members, including:

Access to the Archives Advisor for on-site consultations.
Training sessions and educational resources.
Advice on preservation practices.
Advocacy and representation on behalf of the provincial archival community.

Can I get involved with CANB?

CANB is always looking for new Executive Committee members. The average commitment is just over an hour a month, plus two full-day meetings (adjudication and the annual general meeting) a year. An Executive Committee member term is 3 years and begins following the annual general meeting. If you are interested, do not hesitate to contact the Archives Advisor at archives.advisor@gnb.ca.

What kind of material are considered archival?

Paper documents
Photographs
Unpublished audio material (cassette tapes, vinyl records, reel-to-reel, etc.)
Unpublished video material (VHS tapes, DVDs, etc.)
Electronic material (digital photographs, MS Office documents, MP3s, etc.)
Scrapbooks including published material (e.g. scrapbooks of newspaper clippings)

What kind of material are not usually considered to be archival?

Published material (books, published audio and video material, published electronic records)
Artefacts

There are some that fall into a grey area. Maps, pamphlets, newspapers, and some types of recordings may or may not be archival.

What should be done with collections of published material?

Institutions often take different approaches to managing collections of published material, depending on their context and relevance to the archives. Published ephemera (such as pamphlets, postcards, or brochures) may be treated as part of a special collection, particularly if they complement or are integral to the records of a person, family, or organization.

Books and other more traditional published materials may be cataloged and organized as library items rather than archival holdings. This ensures they are accessible while maintaining a clear distinction between library and archival collections. However, when such published materials directly relate to archival records or provide context for them, they may be managed alongside those records for research purposes.

Institutions are encouraged to develop policies that outline how published materials are appraised, stored, and accessed to ensure consistency and alignment with their mission and user needs.

What should I do with my collections of newspapers?

Start by exploring the New Brunswick Historical Newspaper Project through the University of New Brunswick, which serves as the main source for digitized historical newspapers from across the province. This project provides access to high-quality digital copies of many local newspapers, reducing the need to preserve physical copies.

Newsprint is notoriously difficult to maintain due to its highly acidic and poor-quality paper, which deteriorates quickly. If your collection includes newspapers that are not part of the New Brunswick Historical Newspaper Project, and you choose to preserve the physical copies, consider the following steps:

Store them in a stable, climate-controlled environment to slow deterioration.
Use acid-free folders or boxes for storage to minimize further damage.
Avoid excessive handling to prevent tears and further degradation.

If you have New Brunswick-related newspapers that are not be found in the New Brunswick Historical Newspaper Project database, contact our Archives Advisor - this material could be integral to forming the most complete collection of New Brunswick newspapers.

Whenever possible, relying on digital versions from the New Brunswick Historical Newspaper Project is the most practical and sustainable approach. For more information and access to their digitized collections, visit the project’s website: New Brunswick Historical Newspapers Project | New Brunswick Historical Newspapers Project

What makes a record archival?

The archival value of a record is determined by its uniqueness and the informational, evidential, or intrinsic value it holds, rather than its format. A record can exist in paper, digital, or other forms and still be considered archival if it documents important aspects of history, operations, or cultural heritage.

However, not everything archival needs to be saved. Appraisal—determining which records have lasting value—is a critical aspect of archival work. Factors to consider include:

Informational value: Does the record provide unique or essential information?
Evidential value: Does it document an activity, decision, or process of significance?
Intrinsic value: Is the record valuable in its original format, such as an artifact or handwritten letter?
Legal or administrative value: Is the record needed for compliance, rights, or governance?

Appraisal helps institutions prioritize what should be preserved given their resources and mandates. Even large institutions with extensive capacity cannot save everything, and smaller institutions must be even more selective.

CANB plays an important role in helping members develop these skills. Through workshops, the Archives Advisor program, and networking opportunities, institutions can draw on the knowledge and experience of the broader archival community to make informed decisions about what to preserve. Additionally, CANB provides guidance on documenting appraisal decisions to ensure transparency and accountability in the archival process.

How old must items be to be considered archival?

There is no strict age requirement for an item to be considered archival. Archives encompass records from the beginning of recorded history right up to yesterday. What makes a record archival is not its age but its value—whether it provides unique informational, evidential, or intrinsic insights into history, culture, or organizational activity.

Modern archival practices recognize that even recent records can have significant value. For example:

Contemporary digital records, such as emails or social media content, can document events, decisions, or cultural trends that may be critical for future researchers.
Recent institutional or community records may hold evidential value for understanding decision-making processes, key projects, or societal change.
Oral histories or community-based documentation projects often focus on capturing recent events to ensure the voices of underrepresented groups are preserved.

It’s also important to note how quickly memories fade and how ephemeral modern formats (such as digital media) can be. Acting promptly to identify and preserve recent records ensures they are not lost to time.

Being part of an archival network like CANB allows institutions to stay updated on evolving best practices, including how to identify and preserve valuable recent records for long-term use.

Which software is best for storing archival descriptions?

Any database can work for storing archival descriptions as long as it allows you to set fields that align with recognized archival description standards, such as the Rules for Archival Description (RAD) in Canada. However, we strongly recommend avoiding the use of spreadsheets (e.g., Microsoft Excel) because they lack flexibility, scalability, and proper support for hierarchical relationships in archival collections.

For CANB members, the ArchivesCANB database provides an excellent solution for storing and sharing archival descriptions. Powered by AtoM (Access to Memory), an open-source and open-access platform, ArchivesCANB allows institutions to:

Upload and manage archival descriptions using RAD-compliant fields.
Ensure consistent and professional archival standards.
Make descriptions publicly accessible, improving discoverability of archival holdings.
Join a growing network of archives across Canada dedicated to enhancing public access to archival materials.

By participating in the ArchivesCANB database, member institutions benefit from being part of a collaborative platform that fosters greater visibility for New Brunswick’s archival holdings and connects their collections to a broader national audience.

For more information on ArchivesCANB and how to get started, contact CANB or visit the database at Welcome et Bienvenue! - ArchivesCANB.

What is a fonds?

A fonds refers to the entire body of records created, received, and accumulated by a single organization, individual, or legal entity (juridical person) during the course of their activities or daily business. It is the fundamental unit of arrangement in archival practice.

The key characteristics of a fonds include:

Provenance: All records in a fonds originate from the same creator, ensuring they remain connected to their source.
Original Order: Whenever possible, records within a fonds are kept in the order in which they were originally organized to preserve the context and relationships between the documents.
Comprehensiveness: A fonds includes all types of records created or received by the creator, regardless of format (e.g., paper documents, photographs, digital files, maps).

Archival records are typically organized and described at the fonds level first, and then subdivided into smaller groupings such as series, files, and items for detailed arrangement and description.

Fonds provide critical context for understanding the activities, decisions, and relationships of their creator, making them an essential tool for researchers and archivists alike.

For more guidance on describing and managing fonds, CANB members can refer to resources available through the ArchivesCANB database or consult with the CANB Archives Advisor.

FUNDING

What funding is available through CANB?

The Council of Archives New Brunswick (CANB) administers a funding program to support the archival community in New Brunswick each spring. This opportunity is designed to assist member institutions in developing, preserving, and increasing access to their archival holdings.

Current Funding Streams:

Arrangement and Description: Eligible projects under this funding stream include the arrangement and description of unprocessed archival holdings, producing a RAD-compliant fonds/collection-level description and finding aid, with data entry into ArchivesCANB required as part of the project. Digitization must be applied for under a separate funding stream, and item-level description is only funded for specific formats like photographs, audiovisual materials, maps, and graphic material, excluding letters, ledgers, or published works.
Digitization, Reformatting, and Migration: Eligible projects must include RAD-compliant fonds/collection descriptions entered in ArchivesCANB, along with the institution’s digitization policy, procedures, standards, public access plan, and digital storage practices. Projects with a strong preservation component are prioritized, but CANB will not fund digitization of published material, content solely for social media, or editing of digitized materials. Institutions must cover any costs exceeding the grant amount.
Redescription of non-RAD Compliant Fonds: Projects in this funding stream involve converting non-RAD-compliant finding aids into RAD-compliant ones, with the updated finding aids entered into ArchivesCANB; applicants must include copies of the existing finding aids with their application.
Training and Professional Development: This funding stream supports staff or volunteer training, either by attending external opportunities or hosting sessions at their institution, with funding available for registration fees (up to $2,500) or instructor fees. Applications must detail the training, its value, and include a post-training report for inclusion in the CANB online newsletter. Training led by the Archives Advisor is covered by CANB membership and does not require grant funding.

To apply for funding, institutions must be CANB members in good standing. For updates on application deadlines and eligibility criteria, visit the CANB website or contact CANB directly at archives.advisor@gnb.ca.

Can I get help writing my grant application?

Yes. The CANB Archives Advisor can provide support with application or grant-writing assistance, as well as answering questions related to archival projects. This includes guidance on archival best practices and project planning. CANB may also offer training sessions to help build the skills needed to develop successful project applications.

Why was my application rejected?

Reasons for rejecting an application are always provided to applicants. Funding programs are highly competitive, with requests often exceeding the available budget. Applications are evaluated and ranked based on merit, and funding is awarded to the highest-scoring projects. Your application may not have scored as highly due to stronger submissions or better alignment with the criteria from other applicants.

You are encouraged to re-submit your proposal in the next cycle. To improve your chances, consider reaching out to the Archives Advisor for feedback on your application, advice on addressing gaps, and guidance on steps to strengthen your archives and future applications before the next deadline.

What should I do if I can’t finish my project on time?

If you anticipate any delays in completing your project, contact CANB as soon as possible. Extensions may be granted in certain circumstances, but this must be discussed and approved in advance. If the project cannot be completed by the revised deadline, any unused funds must be returned. Failure to complete the project, submit a final report, or return unused funds may result in your institution becoming ineligible for future funding opportunities. Clear communication with CANB is essential to address any challenges and maintain eligibility.

How can I contact CANB?

You can contact CANB through the following:

Mailing Address:
Council of Archives New Brunswick
P.O. Box 1204, Station "A"
Fredericton, NB
E3B 5C8
Phone: 506-453-4327
Email: archives.advisor@gnb.ca
Civic Address:
23 Dineen Drive, UNB
Fredericton, NB

Where can I find more information about CANB activities and events?

Visit CANB’s website at canbarchives.ca for detailed information about events, training opportunities, and resources. CANB also shares updates on its social media platforms:

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