Transcript
INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION
FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION ADMINISTRATION
At the end of the chapter, students should be: • • • •
able to define the concept of records and archives administration able to explain the records life cycle and continuum of care concept able to differentiate relationship between records and archives able to identify the development of archives administration in various countries
FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION
WHAT IS AN ARCHIVES?
FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION
Topic 1.1: Terminologies RECORDS 1.Records – The important characteristic of records is that it provides evidence of some particular activity 2.Public Records 3.Private records 4.Records Management 5.Life-cycle concept
CURRENT RECORDS: records that frequently used for the c urrent business of an organization and usually kept in their place of origin
SEMI-CURRENT RECORDS: records that are infrequently used in the conduct of current business which they are usually be transferred from creating agencies to a records center pending their ultimate disposal
NON-CURRENT RECORDS: records that are no longer needed in the support of current business
Fig 1.1 : Archives materials
FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION
Topic 1.1: Terminologies ARCHIVES 1.Archives 2.Archives Administration 3.Archival repository 4.Archival institution 5.Continuum concept
Fig 1.1 : Archives materials
FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION
Topic 1.1: Terminologies
RECORDS MANAGEMENT
The management of records that emphasizing on the aspects of economy and efficiency which involves in the entire of records life cycle (creation or receive, use or send, file or store, retain or destroy and transfer for archival preservation) of the organization. Besides that, the managed records are used to support the operation of business organization.
FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION
Topic 1.1: Terminologies
RECORDS “A document regardless of form or medium created, received, maintained and used by an organisation (public or private) or an individual in pursuance of legal obligations or in the transaction of business, of which it provides evidence.”
(IRMT, 1999) “Materials in written or other form setting out facts or events or otherwise recording
information and includes papers, documents, registers, printed materials, books, maps, plan, drawings, photographs, microfilms, cinematograph films, sounds recordings, electronically produced records regardless of physical form or characteristics and any copy thereof.” (National Archives Act 2003)
FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION
Topic 1.1: Terminologies
ARCHIVES “Records, usually but not necessarily inactive records (non current records), of enduring value selected for permanent preservation. Archives will normally be preserved in an archival repository.” (IRMT,1999) “Those records that have been appraised and selected from the general body of records as being worthy of permanent retention. Those records are judged to have long term value for reference or research.
Records which are preserved for their permanent and enduring national or historical value or both.” (National Archives Act 2003)
FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION
Topic 1.1: Terminologies
ARCHIVES MANAGEMENT
Management of field that concerned in the maintenance and permanent preservation of archives. (Comprises of appraisal, accessioning, preservation, arrangement and description, access and uses and reference and staff services.)
FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION
Topic 1.2: Life Cycle Concept
LIFE CYCLE CONCEPT
Fig 1.2: Life cycle concept
FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION
Topic 1.3: The Relationship between Archivist and Records Mana ger
PRIMARY OBJECTIVES
Table 1: Primary objectives of Archivist and Records Manager
FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION
Topic 1.3: The Relationship between Archivist and Records Mana ger
MEDIA MANAGEMENT
Table 2: Media Management
FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION
Topic 1.3: The Relationship between Archivist and Records Mana ger
CONDITION AND VALUE OF RECORDS
Table 3: Condition and value of records
FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION
Topic 1.3: The Relationship between Archivist and Records Mana ger
INDEXING AND RETRIEVAL SYSTEM AND TECHNIQUES
Table 4: Indexing and retrieval systems and techniques
FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION Chapter 01 : [ INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION
Topic 1.4: Basic functions of a formal program for archives management
1. Appraisal
The process to determine the value of records and for the purpose of final disposition. It also will help to identify the status of records either for temporary or permanent storage.
Fig 1.4: Appraisal process
FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION Chapter 01 : [ INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION
Topic 1.4: Basic functions of a formal program for archives management
2. Accessioning
The process of transfer the legal and physical custody of archival records from creating agency into archives institution/ archival repository. Accessioning also will involve the task of documenting receipt and acceptance of records into archives custody.
Fig 1.5: Accessioning process
FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION Chapter 01 : [ INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION
Topic 1.4: Basic functions of a formal program for archives management
3. Preservation
The specific processes undertaken to maintain, repair, restore or conserve archival materials by using appropriates tools and in a suitable environment.
Fig 1.6: Preservation process
FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION Chapter 01 : [ INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION
Topic 1.4: Basic functions of a formal program for archives management
4. Arrangement and Description
Process to determine a suitable method in arranging archival materials and will be used for developing the appropriate finding aids that describe the archives for the purpose of retrieving and use.
Fig 1.8: Arrangement and Description
FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION Chapter 01 : [ INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION
Topic 1.4: Basic functions of a formal program for archives management
5. Access and Use
All archives that have been appraised will be evaluated and selected for the public access and use. Some of archives have their own period of time to be kept before open for the public. Principally policies and procedures will be developed by the archives institution to ensure the integrity and authentic of archives materials are persist.
Fig 1.9: Access and Use
FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION
Topic 1.4: Basic functions of a formal program for archives management
6. Reference and Staff Services
Archives officer should have a proper training in administrating archives in order to facilitate researchers in the use of archival materials. It is very important for every archives institution to provide outreach program that may help to seek attention of public awareness on archives services.
Fig 1.10: Reference and Staff services
FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION Chapter 01 : [ INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION
Topic 1.5: The Development of Archives Administration in Various Countries
Ancient Archives The Dark Ages The Middle Ages Archives Renaissance The French Revolution
Modern Archives
FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION Chapter 01 : [ INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION
Topic 1.5: The Development of Archives Administration in Various Countries
provisions for keeping records in the temples and in the courts of local rulers
valuable papyrus documents were kept in the temple of the mother of the gods
created and maintained records on property, offerings, taxes and exchanges
Ancient Archives
used archives for military purposes
document all aspects of community life and financial dealings
FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION Chapter 01 : [ INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION
Topic 1.5: The Development of Archives Administration in Various Countries
few records were created because most people did not know how to read or write.
few existing archives in the Dark Ages were used for the traditional administrative reasons as well as for religious, legal and historical purposes
Government procedures were conducted orally and rituals and ceremonies served as substitutes for written records
The Dark Ages
records that were created were maintained by the churches since most monarchs and princess did not have fixed residences
greater desire to record information in the Dark Ages, parchment was scarce and expensive
FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION Chapter 01 : [ INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION
Topic 1.5: The Development of Archives Administration in Various Countries
The Middle Ages Archives
A growth of ecclesiastical and secular archives as more records were created and p reserved Oral ceremonies and oral transactions gave way to written documentation Written laws which had almost disappeared during Roman times, again prevailed Laws were codified, decisions were recorded
the end of the 13th century, evidence unsupported by written documents was increasingly found unacceptable by courts Churches and abbeys continued to keep records, housing them in “monument rooms” built with thick walls, small windows and heavy doors. kings and princes without permanent residences turned their records over to the church for safekeeping
By the end of the Middle Ages, the fact that monarchs had fixed and permanent residences resulted in an increased consolidation of official archives.
FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION Chapter 01 : [ INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION
Topic 1.5: The Development of Archives Administration in Various Countries
A period of eclectic acquisitiveness, resulting in the creation of libraries, manuscript collections and archival repositories.
Archival records were scattered in various repositories. Archives were poorly organized and rules of archives administration were not developed.
In Europe, archives became increasingly viewed as a source of history
Renaissance
European monarchs began to regard their archives as symbols of their prestige and power and planned special treatment, including special buildings for them
created a demand for more exact information, historical as well as geographical
FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION Chapter 01 : [ INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION
Topic 1.5: The Development of Archives Administration in Various Countries
Decentralized archives in Europe were transformed into central public archives.
Established a nationwide public archives
new age in archival administration
The French Revolution
Public access to government records was initiated and for the first time archives were legally open to all citizens
France and other European states recognized their responsibilities to preserve and care for their citizens’ records
FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION Chapter 01 : [ INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION
Topic 1.5: The Development of Archives Administration in Various Countries
establishment of national archives in the Soviet Union, the United States, the People’s Republic of China and many developing countries in Asia and Africa.
the formation of modern governments and the proliferation of paper -increased and intensified the maintenance and use of archival materials.
National and international professional organizations have been established to promote cooperation and professionalism among archivists.
Other countries have developed and expanded existing archival operations.
Modern Archives
Archivist around the world have begun to communicate with each other about their holdings, procedures and problems.
FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION
Chapter 1 has introduced the concept of records and archives administration which covered the following terms: •
• • • • • • • • • •
Records Public Records Private records Records Management Current records Semi-current records Non-current records Archives Archives Administration Archival repository Archival institution
The lesson also has explained the concept of records life cycle and continuum of care. This lesson also has described the relationship between records and archives and concluded with the development of archives administration in various countries.
FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION
References Bradsher, J. G. (1989). Managing archives and archival institutions. Chicago: University of Chicago Press. IRMT (1999). Managing archives. London : International Records Management Trust. IRMT (1999). Managing archives : A procedures manual. London : International Records Management Trust. Schellenberg 1903-. (1965). The management of archives. New York: Columbia University Press. What is an archive? (n.d.). Retrieved March 03, 2016, from https://www.youtube.com/watch?v=URhWOKyve-I
