Create an administrative file for each collection at the point of accessioning it. The administrative file is the primary location for essential documents such as the deed of gift, donor correspondence, and / or purchase records for the materials. Administrative files may be kept digitally or in hard copy, but it is best to have essential documents (such as deeds of gift) in both formats in case of emergency. Documentation kept in administrative files can include:

• Deeds of gift
• Donor-supplied inventories
• Packing lists
• Donor e-mails/letters
• Information about rights issues (access, copyright, privacy, etc.)
• Vendor's descriptions
• Obituaries and family/organizational histories
• Internal library communications on the collection's acquisition
• Monetary appraisal reports (such as for tax deductions for gifts)
• Archival accession reports
• Archival appraisal reports
• Archival disposition reports
• Archival preservation issue reports