Chapter 1 IMR 455

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INTRODUCTION TO RECORDS

AND ARCHIVESADMINISTRATION

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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

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WHAT IS AN ARCHIVES?



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RECORDS

1.RecordsThe 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

Fig 1.1 : Archives materials

Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION

Topic 1.1: Terminologies



CURRENT RECORDS: records that frequently used for the currentbusiness of an organization and usually kept in their place of origin

SEMI-CURRENT RECORDS: records that are infrequently used inthe conduct of current business which they are usually betransferred from creating agencies to a records center pendingtheir ultimate disposal

NON-CURRENT RECORDS: records that are no longer neededin the support of current business

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ARCHIVES

1.Archives

2.Archives Administration

3.Archival repository

4.Archival institution

5.Continuum concept

Fig 1.1 : Archives materials





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RECORDS MANAGEMENT

The management of records that emphasizing on theaspects of economy and efficiency which involves inthe entire of records life cycle (creation or receive,use or send, file or store, retain or destroy and transferfor archival preservation) of the organization. Besidesthat, the managed records are used to support the

operation of business organization.





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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)





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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)





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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.)





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LIFE CYCLE CONCEPT

Fig 1.2: Life cycle concept


Topic 1.2: Life Cycle Concept



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Topic 1.3: The Relationship between Archivist and Records Manager



Table 1: Primary objectives of Archivist and Records Manager

PRIMARY OBJECTIVES

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MEDIA MANAGEMENT

Table 2: Media Management

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CONDITION AND VALUE OF RECORDS

Table 3: Condition and value of records

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INDEXING AND RETRIEVAL SYSTEM AND TECHNIQUES

Table 4: Indexing and retrieval systems and techniques

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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

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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

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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

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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

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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


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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


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Topic 1.5: The Development of Archives Administration in Various Countries



AncientArchives

The Dark Ages

The MiddleAges Archives

Renaissance

The FrenchRevolution

Modern Archives


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Ancient Archives

provisions for keepingrecords in the temples

and in the courts oflocal rulers

created and maintainedrecords on property,offerings, taxes and

exchanges

document all aspectsof community life and

financial dealings

used archives formilitary purposes

valuable papyrusdocuments were keptin the temple of themother of the gods


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The Dark Ages

few recordswere createdbecause mostpeople did notknow how toread or write.

Governmentprocedures wereconducted orallyand rituals and

ceremonies served

as substitutes forwritten records

greater desire to

record informationin the Dark Ages,parchment was

scarce andexpensive

records that werecreated were

maintained by thechurches sincemost monarchsand princess didnot have fixed

residences

few existingarchives in theDark Ages were

used for thetraditional

administrativereasons as well asfor religious, legal

and historicalpurposes


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The Middle Ages Archives

A growth of ecclesiastical and secular archives as more records were created and preserved

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 foundunacceptable 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 anincreased consolidation of official archives.


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Renaissance

A period of eclecticacquisitiveness,resulting in the

creation of libraries,manuscript collections

and archivalrepositories.

In Europe, archivesbecame increasinglyviewed as a source of

history

created a demand formore exact

information, historicalas well as

geographical

European monarchsbegan to regard their

archives as symbols oftheir prestige and

power and plannedspecial treatment,including specialbuildings for them

Archival records werescattered in various

repositories. Archiveswere poorly organizedand rules of archivesadministration were

not developed.


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The FrenchRevolution

new age in

archivaladministration

Established anationwide

public

archives

France and otherEuropean statesrecognized their

responsibilities topreserve and carefor their citizens

records

Public access togovernmentrecords was

initiated and forthe first time

archives werelegally open to all

citizens

Decentralizedarchives in Europewere transformedinto central public

archives.


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ModernArchives

establishment ofnational archives in

the Soviet Union, theUnited States, the

Peoples Republic ofChina and many

developing countriesin Asia and Africa.

Other countries havedeveloped andexpanded existing

archival operations.

Archivist around theworld have begun tocommunicate with

each other about theirholdings, procedures

and problems.

National andinternationalprofessional

organizations havebeen established topromote cooperationand professionalism

among archivists.

the formation ofmodern governments

and the proliferation ofpaper -increased and

intensified themaintenance and useof archival materials.


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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.




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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 : InternationalRecords 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



Chapter 1 IMR 455

Documents

Transcript of Chapter 1 IMR 455