4th Sem.-power Point

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Records:

Archives:

Management:

Preservation:

Records and Archives Management



Archives:

Archives as those records of any public or privateinstitution which are adjudged worthy of permanentpreservation for reference and research purposes andwhich have been deposited or have been selected for

deposit in an archivalinstitution.

Records and Archives Management



Definition of R. M.

Nature and Scope of R. M.

Importance of R.M.

R. M. Functions

Question Reference

Records Management



Record is to office what soul is to human body! Thestronger the soul; the more active the body; thebetter arranged the record, the more helpful it is inincreasing and maintaining office efficiency.

First, like body, which is the abode of soul, office is

the abode of record and its existence is essentiallydue to records; where there is no record, there is nooffice.

Records Management (Nature & Scope)



Secondly, better systems andprocedures of record keeping energiesthe office for productive activity andefficiency while the poor recordkeeping retards the activity as well asminimizes efficiency.

Records Management



Thirdly, the systems and procedures of recordkeeping must develop with the development oforganization and the changing times.

In office parlance, the term `record is used to imply

written materials, documents, correspondence etc.This come from two sources:

Records Management



1. Receipt: Those record that originate outside the officeor organization such as incoming letters, contracts,reports, statements, telegrams and the like: and

2. Creation: Those that originate within the organizationsuch as copies of outgoing letters, contracts, reports,

statements etc.

Records Management (Importance)



Categories: Records are divided into three categoriesby the way of their importance, namely:

1. Parmanent Records:Those that contain policydecisions or have legal implications, These are first in

importance and are termed as permanent records.These are used most of all other records inorganizations.

Records Management



2. Temporary Records:Those that are helpful inexecution of some particular or immediate objectives.These are placed second in importance and are to beusually retained until the objects desired are realized.But such records may be transferred or disposed of as

and when they become inactive.

Records Management



According to record administer responsibilitys point ofview, we can identify the following recordmanagement functions:

1. Needs and Requirements

2. Record Protection3. Publish and Maintain

4. Council, advice and assist

Record Management (Functions)



5. Supervision6. Provide advice and council7. Serves as Archivist8. Effectiveness in use9. Orientation of function

10. Proper use and application11. Participation in representation12. Company representative

Record Management Function



Concept

Elements

Question

Ref.

Elements of Record Management



The elements of records are:

1. Record creation

2. Record Maintenance3. Use retention

4. Protection

Elements of Record Management



1. Accurate and Complete

2. Recorded Information

3. Adequate Information4. Render

Objectives of R. M.



Concept

Categories

Question

Ref.

Record Appraisal



The categories for which records managers consider

value can be divided into :

primary values (usually designated as administrative,legal, fiscal and research or scientific values) and

Secondary values also known as evidentiary andinformational values.

Record Appraisal



Administrative value: The administrative value of arecord is its value in helping the organization do itsjob, in the short term and the long term. The shortterm is often called the operating value

Record Appraisal



Legal value: Records with legal value are those whichare evidence of the legal rights and obligations of anorganization.

Record Appraisal



Fiscal value: Fiscal value is attached to records whichreflect financial transactions, and, in fact, fiscal valueis closely related to legal value in that many fiscalrecords are retained for purposes of compliance withrequirements of the Internal Revenue Service or

Securities and Exchange Commission.

Record Appraisal



Research or Scientific value: Records have researchvalue (or scientific value) if they represent technicaldata, research results, test results, and so on.

Record Appraisal



Secondary value: Various sources, including the

National Archives and Records Administration,suggest there are additional secondary values'.

These include evidential values and informationalvalues. Evidentiary records are those relating tothe origin of the institution or to policy andprocedure. Informational records are created as aresult of institutional activities, and may beimportant for reference purposes

Record Appraisal



Meaning

Forms of inventory

Objectives

Records Inventory Form

Records Inventory



The records inventory is vital to an effective recordsmanagement program because it identifies andquantifies the records that are created and processedby an organization.

The inventory defines the records which, in turn, definethe organization.

Records Inventory



The records inventory is essentially the gathering ofinformation created and processed by theorganization.

Information may be recorded on many different typesof media, such as microfilm, microfiche, cartridges,

punched cards, disks, drums or magnetic tape inaddition to paper.

Records Inventory



There are two forms of inventory:

1. The physical Method

2. The questionnaire Method

Forms of R.I.



1. Identify

2. Location

3. Categorize

4. Reference Activity

5. Methods

Objectives of R.I.



Recodes Inventory Form



Archives comes from Archeion meaning that whichbelong to an office.It, again,has its origin in the wordarch which meansbeginning,origin,sovereighty,magistrasy andoffice.From the Greeck word derived the latin

Archivium and the English takes Archivesin theconnective sense.

Archives



All the before classe

R.M. Assignment (Topics)



Any institution

Public

Private

Preserved

value

Records



Archival and library materials (same places),( other were

not distinction ) regarding sources of information) > 15th century (while development of printing) > Administrative technique has changed > Different places has build up > Till French revolution (has not developed) > After French revolution, there are three major

contributions to the the development of Archives >1.System of archival administration .2.proclamation of principle of public

access.3.Recognition.>

Origin of Archives



Responsibility>Valuable cultural resources>

Last two century every country has made Archives.

Origin of Archives



�A document which may be said to belong to the class

course of and administrative and executive transaction

and subsequently preserved in their own custody for thfor that transaction and their legitimate successors.



Definition of O. E.D.:

1.It means archives and in sometime a document or aplace.

2.Its double meaning and double role.

3.If archive is something, than obviously it cant be a

document and a place at the sametime.4.O.E.D. definition is a VERY OLD DEFINITION.

5.Its not a standard one.

Definition of Archives (Analysis)



Dutch Definition:A. as "The whole of the written documents,

drawings and printed matter,officially received or produced by an administrative body or one of its officials,is so far as these documents were intended to remain inthe custody of that body or of that officials."

1.the whole of the written documents, drawings and printed

matters.2.Officially received3.Officially produced4.In the custody of the office




This definition is too wide because all printed

materials are including in this definition. It meansthere is no distinction between library and archives.




Archives are one of the most important sources of

information. Importance of archives is increasingday by day with the progress of moderncivilization.

1.Maintainence of sovereignty of the country2.Intrigrity

3.Raw-materials4.Research5.Political Progress6.Reference

Importance of Archives



7.Foreign relationship

8.Personal interest and name

9.Efficient administration

10.Economic progress

Importance of Archives



The following difference between library and archival

institution under the two broad catagories are:

(a) Difference in holdings.

(b) Difference in methods.

Archives and Library



(a) Difference in holdings:

1.Characteristics.2.Contents.

3.Collection

4.Appraisal

5.Use6.Power of acceptance

7.Procurement

8.Access

9.Importance




(b) Difference in methods:

1.Archivist is concerned with smaller units whilelibrarian is concerned with discreet andindividual units

2.Arranges-Classifies3.Archivist describes his materials while librarian

catalogs his materials.

4.Accession-Acquisition

-




Despite of the above basic differences,librarians and archivists also have much incommon similarities. The similarities betweenlibrary and archives are as follows:

1.Culture.2.Development of education.

3.understanding a particular problem and solvethe problem.

4.Provide source materials of a thin .




Excluding above similarities, there are anumber of similarities between the twoprofession. These are:

1.Both librarians and archivist contribute equallyto the development of method for their development.

2.They share some common preservationproblems.

3.The share some views on rofessional




Historical Background

Ordinance

Objectives

Functions

Divisions

Collections

Services

The National Archives of

Bangladesh



In 1891, Imperial Record Department was established

at Calcutta.

Later it was transferred to Delhi and to be named National Archives of India

In 1951,The National Archives of Pakistan was

established in Korachi under the Directorate ofArchives and Libraries.

History



In 1973,The govt. of Peoples Republic of Bangladesh

established National Archives of Bangladesh inDhaka under the Directorate of Archives andLibraries.

History



In 1983, The government has promulgated a National

Archives Ordinance in order to provide for establishment of National Archives and for thecollection, preservation, maintenance andadministration of permanent records and Archives of

the govt.

Ordinance



The main objectives of National Archives are:

1. Official custody and physical safety.

2. Legal depository.

3.Knowledge.4.Efficiency.

Objectives



The principal functions of the National Archives are:

1.Acquisition and preservation.

2. Research facilities.

3.Technical and scientific advice.

4.Advice.5.Promotion.

6.Inspection,examination and appraisal.

7.National repository.

8.Co-ordination and maintenance.

Function



The Main division of Archival Institution of BD are:

1.Archives administration.

2.Records Management.

3.Preservation and conservation

4.Microfilming /Reprography5.Repositories

6.Public Relation

7.Exibitions

8.General Administration

Main division of Archival

Institution



Preservation of document is one of theimportant aspects of librarianship. The termpreservation has been used in libraryliterature until the last few years.

Preservation is about making libraries useful:preserving materials for as long as they arewanted.

According to John Feather, Preservation is

indeed a central issue in modern librarianship,

Preservation



Preservation includes all of the managerial and

financial considerations including storage andaccommodation provisions, staffing levels, policies,techniques and methods involved in preserving libraryand archive materials and the information contained

them.

Preservation



1.Dusting and cleaning.

2.Environmental control

3.Fumigation

4.Air conditioning

5.Human touch

6.Weeding

7.Repairing and Reconditioning

Methods of Preservation



8.Repair of bound volumes

9.Repair with tissue paper

10.Chiffoing

11.Shelving books

12.Light

13.Accommodation

14.Arrangement of records

Methods of Preservation



Digital preservation is concerned with ensuring that

records which are created electronically using todayscomputer systems and applications, will remainavailable, usable and authentic in ten to hundredyears time. Digital preservation consists of preserving

more than just the records bit stream.

Digital Preservation



There are three types of digital preservation:

1.The preservation of the storage medium

2.The preservation of access to control

3.The preservation of fixed-media materials throughdigital technologies

Types of D. P.



These are:

1.Cost savings

2.Longevity

3.Searchable repositories

4.Protection for investment5.Loss prevention

6.Access

7.Improved search ability

8.Quality

Benefits of D.P.



1.Science data

2.Library initiatives

3.Initiatives by archival institutions

4.Harvesting the web.

Approaches for D. P.



Basically, there are three ways in which digitalmaterials can become in accessible:

1.Degradation:Degradation of the media on

which theories are stored2.Obsolescence: Obsolescence of software

making it impossible to read digital files

3.Computer: Introduction of new computer

s stems and eri herals that can not handle

Access to D. P.:



Meaning

Methods

References

Questions

Disposition of Records or

Archives



Disposition of records involves allocation of space.

The appraisal of non-current records and other documents necessitates in action called disposition ofrecords. It means the first end of a record.

Record disposition is that portion of a total records

management program which deals with semi-currentand non-current records.

Disposition



A record disposition program has two main objectives:

1.The designation of permanent records.

2.The timely and systematic removal of records deemed

temporary of creating office, the organization andauthorizing officials.

Objectives of Record Disposition:



1.To dispose promptly of records without thevalue of retention.

2.To commit the records having research andreference value to an archival institution.

3.To remove the records having no currentbusiness but deserve to be temporarilyretained.

4.To keep the old records to find the currentones speedily.

.To et rid of filin e ui ment for storin

Objectives of Record Disposition:



There are two methods of disposition. They are

as

1.Disposition of document

2.Disposition of action

1. Disposition of document:

Extreme care and precaution and proper steps

must be taken to keep a particular document

Methods of Disposition



Disposition of action:

1.Transfer of records centre

2.Microform (microfilm and microfiche)

3.Store in optical disk.

4.Transfer to archival institution

5.Destruction

Methods



Meaning

Methods

Ref.

Questions

Control of Archives



Thousands of archives or records are increasing by

the govt., non-govt. and other institution in everyday,every country expeditiously. Archives are thedocuments that are increasing day by day, likepopulation explosion. The diffusion of documents hasappeared as a great problem. So, control of such

document is an integral part of archive management.

Meaning



Archive control is the general term used to describe

the archivists of the officers of an office. It is definedas the task of co-coordinating, manufacturingactivities in accordance with manufacturing plans sothat preconceived schedules can be attitude withoptimum economy and efficiency. :

Meaning



There are three methods or techniques for the control

of archives. These are:

1.Simplification of functioning

2.Simplification of procedures

3.Simplification of record procedures.

Methods of control of archives



Define

Types

Protection program

Methods

Vital Record Protection



The essential records which are not piceable and

which reproduction do not have the same value asthe originals, which give direct evidence obligation-known as vital records.

Define



Vital records may be two types:

1.Active records

2.Inactive records

Types



The following factors are essential bto a vital records

protection program:1.Assignment of program responsibility.

2.Analysis and classification of vital records.

3.Selection of protection methods.

4.Establishment of operating procedures.

5.Maintenance of communication.

Protection program



To protect vital records, there are three types of

methods are exist. These are:1.Duplication

2.Onsite storage and

3.Remote storage.

Protection Methods



1.Definition

2.Reason of R.A.

3.Process of R.A.

Record Appraisal



The process which are applied for selection of

documents for permanent preservation in the archivaldepository is called appraisal.

Definition



Four reasons are exist for the necessity of appraisal.

These are:

1.Identity

2.Cost

3.Easy Use

4.Value

Reason of R.A.



The processes are:

1.Predictable pattern of creation

2.Maintenance and use

3.Disposition of record within an institution

4.Acquisition policy

5.Institutional resources

Process of R.A.



6.Appraisers responsibility

7.Levels of activity

8.Significance of function

9.Uniqueness of Information

Process of R.A.



Preservation and conservation are the part of the

Library Management. Preservation deals with themaintenance aspect and Conservation deals withremedial treatment.

Preservation and Conservation ofLibrary Resources



The causes are:

1.External Causes:

The inherent chemical stability of the material

The external actions which affects the

materialBesides, there are three broad

categories:

a) Natural aging

Causes of Deterioration



Physical Deterioration: Physical deterioration

is a slow but gradual process. Thedeteriorating factors are:

1.Temperature and relative humidity

2.Aging 3.Heat

4.Light

5.Darkness




Chemical Deterioration: These are:

1.Acid

2.Atmospheric pollution

3.Dust and Dirt

4.Smoke




These are:

Physical agent

Chemical agent

Biological agent

Enemies of Library Materials



Major remedies are:

1.To keep the biological pests away2.DDt ,Gammexane powder etc.

3.Nepthalene , Camphor, Para dichlorobnzene etc.

4.Indigenous methods of keeping the pests away are

the use of Neem leaves5.The stack room should be air conditioned so that

temperature and humidity should be controlled

Remedies from Deterioration



These are:

1.Environmental Control

2.Use of Chemicals

3.Fumigation

4.Cleaning and stain removal

Modern Preservation Techniques



D t th t t i t d



These are as follows:

1.Military documents2.Foreign affairs documents

3.Personal documents of national leaders or importantpersons

4.Economic affairs documents5.Documents connected with law and order situation.

Documents that are restricted or Denied to the public use:

Preservation of non book



Physical environment:

1.Temperature2.Relative humidity3.Dust and other atmospheric pollutions4.Light

5.Magnetic fields: Many materials , such as#Audio tapes#Sound tracks of various media#Video tapes etc.

Preservation of non-book

materials




Security: Circulation policy: Here, the fundamental consideration

should be:1.Whether or not a particular item should be permitted toleave the library.

2.Proper facilities3.The number of hours the collection is open for

consultation.4.Has the library adequate staff5.Has particular users


materials




Maintain and Upkeep of equipments: For

example, for magnetic tapes-1.Tapes players have to be used.2.The heads of which are to be cleaned and

checked regularly to prevent accumulation ofdirt.

Storing: It means all of the non-book materialsshould be stored in a vertical position

Handling:Handling involves both the user andthe librarian. The user must know the correct

handling procedure imparted to him by the


materials



The term fug. Has comes from the verb fumigate

which means to create fume. Generally it means todestroy germs, insects etc. by using fume.

But field of archive preservation, it implies theprocess of exposing paper and other materials to a

poisonous vapour in vacuum or other airtightcontainer to destroy insects.

Fumigation



1. Vacuum Fumigation

2. Thymol Fug.3. Para-dicholorobenzene Fug.

4. Formalin Fug.

5. Carbon disulphide Fug.

6. Methyl fug.

7. Hydrogen Fug.

Various Fumigation



1. Vacuum fug.- Merits: Simple, not costly, operated

by any person, no side effect, popular process, anyplace. Demerits: eggs of insects are not damaged,time consuming process, colour and writing etc.

2. Thymol fug.- Merits: More effective than Vac. Fug.,eggs damaged, short time etc. Merits: costly,

operated by technician, can not any place etc.

Merits and Demerits



Definition:

* File means bound of some documents whichare covered by a file cover or folder.

* Filing is truly the house keeping part of anoffice.

* Filing includes the handling of all importantrecords, such as orders, invoices, cheques,vouchers, blueprints, applications, clippings,reports, statistics, lists forms, cards, tables

and catalog.

Filing of Records



Reasons for filing records:

Records provides the facts necessary for successfulmanagement of an individuals affairs, a govt.

agency, a profession, an institution or abusiness.

Records need to be indexed and filed unlessthey are essential for management. They must

Filing of Records



F iling System:

There are only two methods or arrangements for indexing andfiling i.e

1.Alphabetic arrangement:

A.A. are applied to files of either card or paper records indexed by:

*Surname and first name of individuals*Organization names.*Location names*Names of months or days

*Names of topics and things

Filing System



2.Numeric arrangement:

Numerical arrangements have unlimited variationsand combinations, such as:

*Consecutive numeric

*Duplex numeric*Decimal numeric*Code numeric*Skip numeric*Terminal numeric etc

Filing of Records



T echniques of F iling :

Because of numeric types of records filing becomesvery complex. The followings guides illustrate howcertain records are usually filed and indicates thecomplexity of indexing and filing-

Filing Techniques



Filing Techniques Some F iling T echniques:

Some types of records Filed by




*Correspondence Name,location or subject

Information Subject

Printed or typed literature Name or subject

Journals Date andthen by subject

Orders (sales or purchase) Name or

number

Filing Techniques




Sales records Territoriesand then byname of customer

Purchase records Commodity Quotations Commodity

Catalog-indexes Commodityand name

Filing of Records



Characteristics of a good filing:

1.Simple2.Logical3.Consistent4.Direct

5.Useable6.Specific sub-topic7.Expansible or contractible8.Transferable

Characteristics of Filling



Definition:

*Record inventory is the process of identifyingand

quantifying the records that are created and

processed by an organization.*The inventory defines the records which in

turn define the organization.

*The record inventory is essentially the

Record Inventory



Objectives of R.I.:

*To identify all of the organizations records by categoryor records series.

To determine the physical location of all of theorganizations records.

*To categorize the types and quantities of equipment

and supplies the organizations records. *To identify the degree of reference activity for each

records series.

*To determine methods currently in use for disposal

of obsolete records.

Record Inventory



T ypes of Record Inventory:

There are two forms of inventory. Such as-1.The Physical method:It includes the following

preparatory steps:

*Commitment from top management

*Appointment of a committee*Define of objectives

Record Inventory



*Communication to staff and management

*Description of file location*Specification of data to be collected

*Preparation of an inventory form

*Establishment of a work schedule

*Selection of personnel to conduct the survey

Record Inventory



2.The Questionnaire method

Record Inventory

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