Classification Cataloguing of Archives the History...

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Restricted UN DP/MYA/78/005 Technical Report MYANMAR

Strengthening of National Archives

Classification and Cataloguing of Archives in the History Department, Yangon University

by Andrew Griffin

Serial No. FMWIPS/OPS/90/220 (UNDP)

United Nations Educational, Scientific and Cultural Organization

United Nations Development Programme

Paris, 1990

M Y A N M A R

Strengthening of National Archives

‘i CLASSIFICATION AND CATALOGUING OF ARCHIVES IN THE HISTORY DEPARTMENT, YANGON UNIVERSITY

by A. Griffin

United Nations Educational, Scientific and Cultural Organization

Report prepared for the Government of the Union of Myanmar by the United Nations Educational, Scientific and Cultural Organization (Unesco) acting as Executing Agency for the United Nations Development Programme (UNDP)

United Nations Development Programme

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UNDP/MYA/78/005 Technical Report (Grif f in> FMFt/IPS/OPS/90/220 (UNDP) 29 June 1990 @ Unesco 1990 Printed in France

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JwLe Abstract. ........................ ii

I. INTRODUCTION . . . . . . . . . . . . . . . . . . . . 1

11. MAIN FINDINGS AND CONCLUSIONS . . . . . . . . . . . 1

111. RECOMMENDATIONS . . . . . . . . . . . . . . . . . . 15

APPENDICES

A. Updated checklist of references provided for the BHC microfilms . . . . . . . . . . . . . . . . .

B. Specimen sheet of microfilm accessions register

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D. List of IOLR finding aids presented to HDR . . . Specimen sheet of photocopy accessions register

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. . E. Examples of catalogue divider cards and explanatory

notes ..................... F. Sample catalogue entry . . . . . . . . . . . . . G. Sample t'bibliographictl catalogue entry . . . . . H. Consultations, meetings and visits . . . . . . .

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ABSTRACT

Within the framework of the Unesco project MYA/78/005: llStrengthening of National Archivest1, the author undertook a consultant mission in the field of archives for the History Department of the Yangon University.

The classification scheme of research materials was suggested and detailed recommendations on accession registers were provided.

The need for the conservation training, the equipment for monitoring of atmospheric conditions in storage areas and fumigation were stressed along with the further need of external funding for the History Research Department.

MYA/78/005 - Strengthening of National Archives

I. DTRODUCTION

1. The mission described in the present report was carried out from 25 February - 31 March 1990, within the framework of the UNDP/Unesco project MYA/78/005 - Strengthening of National Archives

2. were :

The duties of the consultant as specified in the contract

a) to assist the staff of the National Archives Department in processing existing archival materials in harmony with the methodology established at the British Library, India Office Library and Records (IOLR);

b) to make available copies of all relevant lists, guides and catalogues of IOLR materials presently kept at the History Department of Yangon University:

c) to ascertain that all BHC (Burma Historical Commission) microfilms have current IOLR reference numbers:

d) to establish a general framework for a catalogue of the above-mentioned BHC microfilms;

e) to investigate the possibility of a union catalogue of all microfilms of IO= materials existing in Yangon.

3. These duties were further refined following discussions with the authorities in Yangon (see Appendix H for details of consultations).

11. FINDINGS AND CONCJJJSIONS . . ;

wterials-msLmmuencernent of accessions resisters

4. On 28 February, some three hours of discussions were held in the History Department with the archivist of the History Department Research (hereafter HDR), a specialist of the archives, and the person responsible for maintaining records of HDR's materials acquired from overseas. The focus of these discussions initially concerned the means by which tasks (d) and (e), as specified in the contract, could be achieved, namely:

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to establish a general framework of cataloguing microfilms (and other photocopied archives) in HDR; and to investigate the possibility of a union catalogue of IOLR materials held as microfilms in Yangon.

5. A fundamental requirement of a finding aid for archives is a means of identifying and referring to particular files, volumes or equivalent items within an archival holding: the simplest form of identifier is a unique reference number.

6. If a union catalogue were to be compiled of all IOLR materials in Yangon, it would be desirable for contributing institutions to provide a unique identifier or reference number for eachmicrofilm or separatelyheldphotocopy in their holdings to be included in the catalogue.

7. The BHC microfilms held by HDR would prsent no problem of identification since each reel has been given a number in the sequence BHC 1-609. POP the more recently acquired films and photocopies, however, no unique identifiers have been assigned; these materials bear only the original IOLR references .,, sometimes many to a film - or a note of content, supplied by the IOLR's photocopying staff.

a. With the preparation of catalogues in mind, but also to conform with accepted archival practice, the suggestion was made that HDR should introduce its own system of classification which would assign unique identifiers to its archival holdings, whether copies or originals; and that the opportunity now presented should be used to design a complete classification scheme to embrace all the materials held by HDR.

9. As the discussion proceeded it also became clear that if MBR were to assign unique references to its collections, it would need a control system or method of recording the references so assigned. Archive offices normally use accessions registers to enter details of each new addition to their holdings, The accessions register serves not only to record a basic description, date of acquisition and provenance details of each item acquired, but it may also be used as a location register or shelf list. Although HDR had hitherto maintained detailed and accurate records of its acquisitions, it had not systematically entered such details in a register. And although HDR staff generally had little difficulty in finding particular items in the storage areas, this would not be the case if HDR's holdings continued to expand as it acquired new materials, or if the present staff of the Department resigned or retired.

10, It was therefore recommended, and agreed by the Director of the HDR, that HDR should introduce a classification scheme for its holdings, that thenceforth accessions registers should be maintained for each of the main categories of materials held, and that each item acquired should be separately recorded in an accessions register. (An item may be loosely defined as a describeable unit, that is, one microfilm, a batch of photocopied extracts from one file/volume or group of related files/volumes,

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one palm leaf manuscript, one cassette tape or collection of tapes of an interview or series of interviews, a collection of private papers acquired together, one letter acquired separately as a single item, and so forth).

11. By adopting this practice, the accessions registers may also serve as shelf lists or location registers to record where each item is stored. For this reason, it was also recommended that the accessions registers in addition record the location of each item in HDR's storage areas.

12. HDR's accessions registers should be compiled retrospecti- vely (from the acquisition records and from the copies of IOLR and other lists and catalogues held by HDR) and they should include all materials currently held. Once they are completely up-to-date, the registers should be used to record details of all new acquisitions as soon as they are received.

13. These initial discussions went on to consider the different categories of materials held by HDR, excluding HDR's library, and how these materials might be classified in a form of reference; the foliowing codes were proposed by HDR staff as the basis of an alpha-numeric classification scheme:

I1 MA MF OD OH OHT PB PH PM SI x

Ink inscriptions (rubbings) Maps Microfilms Original documents Oral history cassette tapes Oral history cassette tapes (transcriptions) Parabaiks Photographs (including negatives, slides, etc.) Palm leaf manuscripts Stone inscriptions (epigraphy) Photocopies (including photostats, reader printer copies, electro-static copies, etc.)

14. It is recommended that each item within these categories be indicated by a number in sequence, separated from the letter code by a backslash - for example, MF/1, MF/2 ... MF/999. 15. It is further recommended that when a document or microfilm or any other HDR item is cited, for example in a publica- tion, the practice, when indicating that the item is held by HDR, should be to precede the reference with "HDR:". Thus, "HDR: MF/726" would indicate the 726th microfilm acquired by the History Department Research. The elements of a complete HDR citation are therefore:

(HDR)(fullcolon)(space)(category code)(forwardslash)(accession number)

16. The possibility would reference numbers to indicate within an accessioned unit. document 1 in accession 25 of Documents1' .

be left open of sub-dividing individual documents or ltpieceslg For example, OD/25/1 would be

material classified as "Original

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17. With this form of classification in place, HDR would be in a position to cite items in its holdings using its own system of referencing, both in research publications and in union catalogues. The general question of a union catalogue for copies of IOLR materials held in Yangon is dealt with in a separate section of this report.

18. The accessions registers are intended to provide summary descriptions only of each item acquired by HDR. In many cases, a few lines of text are sufficient for an accurate identification of, for example, a monograph, a run of government departmental annual reports, an ink inscription. However, certain types of materials require a more detailed description than can be accommodated in a few lines. The accessions registers are not the place for lengthy descriptions and it is important that they do not become overloaded with the kind of detailed entries that more properly belong in a descriptive catalogue. (Paras. 34- 111 below deal with the kind of catalogues the HDR should also prepare, especially for the IOLFl materials whish require more detailed treatment if they are to be made accessible).

19. Consideration was given first to a format for an accessions register in which would be recorded all microfilms acquired by HDR. It was decided that the microfilm accessions register, and registers for all other materials held by HDR, would need to be loose leaf rather than bound to allow fob the easy removal and amendment of pages, and for the insertion of new sheets.

20, Following an analysis of the information to be recorded, register headings and column widths were agreed and a mock-up sheet typed. Sheets were then completed using sample data to test whether the headings tlcapturedtl all the necessary details. Once satisfied with the design, and having obtained the Direc- tor's concurrence, the major task of accessioning the BHC microfilms was begun: this involved extracting summary infoma- tion from the existing BHC microfilm list, checking all item or series titles against I O U catalogues and completing acquisition details.

21. It was agreed that the 609 BHC microfilms, as the earliest films acquired, would constitute the first 609 entries in the microfilm accessions register (see Appendix A). Entries for the microfilms of IOLR, Public Record Office and other materials subsequently acquired would then'be ahcessioned in the order in which they were received.

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22. It is necessary to stress that the accessions registers must record items in their order of receipt by HDR: no attempt should be made to arrange microfilms acquired at different times in a logical or archival order; to do so would require the constant rearrangement of items on the shelves and retyping of the accessions registers. As will be explained, supplementary finding aids will need to be prepared to improve accessibility <

to HDR's holdings of foreign archives.

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. 23 By accessioning the BHC microfilms in their present order, the current arrangement of the films in HDR's storage cupboards and their numerical sequence can be retained. Thus, BHC 1 now becomes MF/1, BHC 2 becomes MF/2 and so on. A specimen sheet of the microfilm accessions register is included as Appendix B of this report. In the course of the consultancy a total of 312 entries, corresponding to BHC microfilm 1-312, were prepared and checked.

24. During the last week of the consultancy a design for a photocopy accessions register was considered. HDR holds a variety of "eye legiblegt copies including negative photostats, electro-static ( tfxeroxtg ) type reproductions and reader-printer copies made from microfilms. Having similar formats and storage requirements, eye legible copies made from all these processes can be recorded in one register.

25 Using the microfilm accessions register as a model, entries were completed for sample photocopy accessions and a sheet design agreed (see Appendix C). It was found that the most convenient and practicable method of accessioning photocopies was to group them into physically manageable units: either all extracts from the same volume (for example, IOR: L/P&S/3) or extracts from several volumes in the same sub-series (for example, IOR: L/MIL/3) depending on the quantity of photocopies. A unit which included extracts copied from a number of sub-series or series would not be recommended since this would make summary description of their content difficult. Before accessioning can begin of a batch of photocopied material, it is clearly necessary to study the contents before deciding on the best unit of accession. (See paras 27 and 28 for an example).

26. It was established that HDR held negative photostats of items in the series IOR: L/P&S/3 (India Office Political and Secret Home Correspondence) which were acquired by the Burma Historical Commission in the 1950s at the same time as the BHC microfilms. These photostats, as the earliest materials acquired, would need to be accessioned first.

27. The photostats were kept in the original envelopes in which they were despatched from London, and were stored in a cupboard in the records office. (Recommendations are made elsewhere about the proper storage of these items, see para 120. They were not arranged in any particular order and, indeed, extracts from the same volume were to be found in more than one envelope. Before a decision could be made about the unit of accession for each entry in the register, it was necessary to sort the photostats into their correct IOR volume and page sequences. This proved to be a difficult task as page numbers were not always present on the photostat copies.

28. Once sorting was complete, it could be seen that the best unit of accession was a single L/P&S/3 volume. The number of

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extracts from each volume varied, the largest quantity being about 30 sheets, some of which were large size: this quantity (30) would appear to be the maximum manageable in terms of storage as a separate item; were more than this number of photostats from the same volume acquired, they would need to be split into two units of accession.

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29. To prevent the photostats from becoming misplaced in future , each photostat sheet was l1securityV* numbered in sequence and marked with an HDR accession number before being tied as a bundle. Accessioning of these bundles then commenced.

30. The practice of numbering individual sheets for security is recommended for other loose leaf or unbound materials.

31. As accessioning proceeded, each photostat extract was catalogued in detail according to the pattern already established for the complementary material on microfilm (see paras 34-60).

32. In the course of accessioning it was found that HDR held second copies of certain items (for example L/P&S/7/323 and 343) which had been copied from duplicate series at the IOLR. These second sets will need to be accessioned according to their date of receipt.

33. During the consultancy, all the BHC negative photostats were sorted, security numbered, tied as bundles representing 38 units, and accessioned in the photocopy accessions register with the reference numbers X/1 to X/38.

Dlementarv findina aids and de tailed ca taloaues of IO=

34. It is essential for users of HDR's archival resources to be able to locate the materials relevant %e their research in the absence of adequate catalogues this can only be achieved, if' at all, by a disproportionate amount sf time and effort spent in searching through the actual microfilms, photocopies and other items in HDR's holdings in the hope of coming across this historical evidence.

35. HDR has already acquired a significant proportion of foreign archives relating to particular periods in Myanmar's history. As its holdings are added to, so the difficulties of access increase unless adequate finding aids are available to users.

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36. As already stated, the accessions registers provide summary information only: the registers are administrative tools, recording vital details about acquisitions and also providing a means of stock control; but, by definition, they are arranged in the order in which materials are received, not necessarily in an order which reflets any archival arrangement. To provide a means of access to their contents, many materials required more detailed description in a logical or archival order. The column in the registers headed "Detailed catalogue" is theref ore

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. intended to indicate whether a more detailed description exists or is to be prepared.

37. HDR now has copies of all IOLR finding aids which are relevant forthe materials relating to Myanmar (for more details, see Appendix D of this report and Appendix D of the consultant's 1989 assignment report*), and most of the relevant lists for Public Record Office materials. In addition to these, HDR has begun to maintain separate 5 by 3 inch card catalogues of copy materials received from the IOLR, the IOLR's European Manuscript Collections, and the Public Record Office. The card catalogues are generally arranged by archival reference number (i.e. the reference assigned by the IOLR and PRO) and are based on the IOLR's and PRO'S own finding aids supplied to HDR; these finding aids provide the fullest cataloguing details available. There is no reason why HDR shoud not continue the card catalogues since they provide the necessary means of access.

38. HDR has also begun to prepare on cards its own "home- grown" catalogues of those microf ilmed sections of the India Office Records (for example, Political and Secret Department correspondence, L/P&S/3 and 7) which have not yet been catalogued in any detail by the IOLR. (These two series are only listed by volume and date at the IOLR, not by subject content; it is unlikely that the L/P&S/3 series, which contains some 64,000 groups of papers, will ever be catalogued by IOLR staff and a full descriptive catalogue of L/P&S/7 is not currently envisa-

39. This detailed cataloguing by HDR of uncatalogued sections of the India Office Records is perfectly adequate and there is no need to repeat the work. However, where necessary, the cards so far completed should be edited to conform with the standard cataloguing method recommended during the consultancy.

ged)

40. It is strongly recommended that these lthome-grownll catalogues of Myanmar materials should be continued systematically so that a comprehensive means of access by archival series, date and subject is ultimately provided.

41. The tthome-growntf catalogues should be arranged in archival order (i.e. according to the IOLR OF PRO references); where the catalogues provide descriptions at a lower level (for example, documents or groups of papers within a volume), the catalogue entries should be arranged according to the original register or letter or page number of the documents described.

42. The catalogues should include all types of copies, whether microfilm, photostat or other process. It is purely incidental

(*) A. Griffin, Strengthening of the National Archives: Unesco Technical Report, Serial No. FMR/IPS/OPS/89/223 (UNDP); Paris, 1989

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that some items have been filmed whereas others have been photocopied - the IOLR uses different copying methods depending on the number of pages to be reproduced, the size of the original, technical considerations and other factors. HDR's practice of maintaining separate catalogues of the same archival series, divided into microfilms and photocopies, is not recommended since it results in the separation of like materials and a multiplicity of finding aids. (It was explained that this system enabled accession statistics to be compiled: it is suggested, however, that such statistics be gathered by other means, for example, by using the accessions registers which record date of receipt, quantity, etc.).

43. In fact, HDR's holdings of microfilms and photocopies fit together to form a near comprehensive coverage of Myanmar materials in certain IOLR archival series: for instance, HDR has microfilm extracts taken from L/PCS/3 (Political and Secret Home Correspondence) up to 1894 and negative photostats of items in the same series from 1898. A different example of Itdovetailingtt is to be found in the extracts taken from L/P&S/7 (Political and Secret Correspondence with India): HBR has microfilms of Government of India Foreign Department letters to London fromthe 1870s, and Xerox copies, more recently acquired, of the India Office's Political and Secret despatches to India which reply to the letters received from the Government of India. Taking L/P&S/3 and 7 together, HDR has a more or less complete set of the India Office's Political and Secret correspondence about Myanmar passing between London and India during the latter part of the nineteenth century. It makes sense, therefore, that all these materials should be included in one catalogue so that researchers need only to look in one place to find the information they are seeking in this correspondence.

44. It is recommended that detailed catalogues should be prepared initially on cards, separated by divider cards to indicate the beginning of each new section or sub-series or series. Divider cards should display a title common to all the cards which follow. However, divider cards should also be hierarchical: for example, a first card placed at the front of the catalogue will provide the overall title of the archival group represented on all the cards which follow; a number of secondary divider cards will be placed at the appropriate point within the card catalogue to indicate a series title common to each card in the series; within series, a third level of divider cards will indicate sub-series.

45. It is suggested that differently coloured divider cards should be used to indicate in the catalogue whether the division marks the beginninig of a new series, or sub-series, or section.

46, Where necessary, notes should also be provided at the beginning of each section of the catalogue: these should include, for example, explanations of the original arrangement of the records and the original numbering system used by the India Office or Government of India/Burma if such numbers are to be included in the catalogue entries. This kind of information

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is vital to users, not only for a proper understanding of the material but also so that accurate and consistent citations can be made of particular documents.

47. in Appendix E.

Examples of divider cards and explanatory notes are given

48. The catalogue already begun by HDR of the microfilms of Political and Secret Department records has been typed on 8 by 5 inch cards; it would now be impracticable to retype these on smaller cards. it is recommended, however that a single size card (5 by 3 inch) should in future be used for all catalogues.

49. Certain BHC microfilms have been found to contain printed or published items, mainly emanating from the Governments of India and Burma but also including some commercial publications. Because of their number, they cannot be listed bibliographically in the accessions register; and, because of their miscellaneous nature, neither can they be described in a summary form to indicate their general content.

50. It was decided therefore to accord these items special treatment by compiling a separate card catalogue to include all non-archival, non-serial, printed or published items held on microfilm or as a photocopy. More details of this catalogue are given in paras 69-72.

51. HDR has on microfilm extracts from, and whole volumes of, the IOLR archival group called the Proceedings - the basic records of the Governments of India, Bengal, Burma and other provincial governments, copies to London for the information of the East India Company and the India Office. Consideration was given as to whether these microfilms required more detailed listing: no descriptive catalogues exist of these records at the IOLR though there are original indexes for the post-1860 Proceedings which are printed, and indexes or lists of contents for the handwritten pre-1860 Proceedings.

52. A distinction should be made between two categories of Proceedings held by HDR:

a) extracts concerning Burma, taken from Government of Bengal and, later, Government of India Proceedings, mainly of the Secret and Political Departments, and

b) complete copies of the Departmental Proceedings of British administrations in Burma, called after 1897 Government of Burma Proceedings.

53. In the case of b), detailed tables of contents or indexes form part of the Proceedings and are generally to be found on the microfilms. Though these indexes, which are usually monthly, can be cumbersome to use, they provide an adequate means of subject access to the records; additional finding aids are therefore unnecessary.

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54. In the case of a) (i.e. extracts taken from Bengal and India Proceedings) the indexes generally exist as separate volumes and - except for a small number of volumes concerning Myanmar exclusively and dating from the period immediately following the annexation of Upper Burma - cover the totality of business conducted by these GOVerRmentS, only 8 small proportion of which relates to Myanmar. The majority of this category are of the earlier handwritten type of Proceedings; their indexes are less useful as finding aids, being structured under very broad subject headings. It is not recommended, therefore, that these indexes be filmed by HDR. Instead, when resources permit, the extracts of Bengal and India Proceedings should be catalogues in a format compatible with that established for the India Office Political and Secret Department materials. As a general rule, the catalogue unit should be the Proceedings number and date.

55. Once a basic catalogue of an India Office Records group or series is completed on cards, and whew HDR is certain that no further substantial additions to the catalogue will be made, it may be considered desirable to retype the cards as a co~tinuous list, arranged by IOLR reference slumber in accordance with the general format used by the IQLR. The list should be loose leaf in a simple binder so that sheets can easily be removed for amendment, or for photocopying and distribution.

56. If, on the other hand, HDR acquired word processing facilities in the meantime, there would be no reason why the card catalogues should not be retyped as lists immediately since insertions of new entries or amendments to existing text would not require the retyping of whole sections.

57. During the consultancy the advantages of word-processing were recommended to the staff. HDR's typists have manual skills of the highest standard: they could easily be retrained to use word processors. An investment in a persomal computer and training in its use for word processing would bring about a great improvement in the quality and efficiency of cataloguing.

58. Word processing would also familiarize staff with the use and potential of computers and would help to develop "computer literacy" and prepare the way far the eventual automation of cataloguing.

59. Because it is likely that related items from the IOLR (and also replacement copies of damaged BMC microfilms - see Appendix B of 1989 assignment report referred to in para. 37) will continue to be acquired by HDR for some years to come, it would perhaps be preferable in any case to print lists in an incomplete state so that they can be reproduced for use by researchers.

60. On the more general. question of ease of access via the ' catalogues, it is recommended that catalogues be indexed: one unified subject index could be maintained for all foreign archival materials held by HDR. This recommendation, however, is low priority and depends on the completion of basic catalogues, and on future staff resources.

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Catalocrue of India Office Politi cal an d Secret DeD artment records

61. From 1 March, the third day of the consultancy, work commenced on the preparation of detailed catalogues of IOR materials held on microfilm in HDR.

62. As already noted, detailed cataloguing had already been begun by HDR. It was established that a catalogue had been prepared of BHC microfilms of India Office Political and Secret Home Correspondence (L/P&S/3) with the exception of one film which had been omitted (BHC 497), but that no cataloguing of the complementary series of Political and Secret Correspondence with India (L/P&S/7) had yet been attempted.

63. After some initial instruction in the general principles of cataloguing archives, IOLR practices and an explanation of the material to be catalogued, staff began cataloguing items in the L/P&S/7 series and also the omitted film of L/P&S/3. This work continued for the whole of the consultancy, the consultant being on hand to give guidance where necessary. Such matters as style of language, catalogue format, form of dates, consistency in layout and spacing, and use of abbreviations, capitals and square brackets were frequently discussed. Three copies of the IOLR's I'House style manualtt, written by the consultant, were made by HDR for retention.

64. Once catalogue cards had been prepared for the whole contents of a microfilm, the cards were checked against the film by the consultant in the presence of one or two staff members; when edited and typed, cards were filed in the order of IOR reference, date and letter/register number. Having been informed that the Director of HDR may be selected to attend an overseas archives course (see recommenation in para. 78), the consultant concentrated his training efforts on her, sitting with her as she catalogued or when cards were being checked against microfilms.

65. Details provided on each L/P&S catalogue card should generally include reference, letter number and/or register number and date, brief description of subject content, HDR reference number (i.e. that recorded in the accessions register) and, in the case of BHC microfilms, former BHC reference. A sample catalogue entry is shown in Appendix F.

66. During the consultancy 15 microfilms and 38 bundles of photostats were catalogued. (The statistics which follow include only 13 of the 15 microfilms, figures being unavailable for two films, BHC 366 and 407). Cataloguing produced 748 cards of which 103 represented photostat items; of the total, 509 cards were checked, typed and filed; the remainder were in the process of being checked or typed at the end of the consultancy.

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67. To relate these statistics to the actual material: HDR holds India Office Political and Secret Home Correspondence (L/PtS/3) relating to Myanmar on microfilm up to 1894, for which cataloguing is now complete; it also holds L/P&S/3 items from 1898 onwards as negative photostats, the catalogue of which was completed but awaiting typing at the end of the consultancy; the majority of microfilms of Political and Secret Correspondence with India (L/P&S/7) were also catalogued.

68. As already noted, HDR has a more or less complete copy of all India Office Political and Secret correspondence about Myanmar during the latter part of the nineteenth century. These records - prior to and immediately following the annexation to British India 06 the Kingdom of Ava - deal not only with British relations with independent Burma and the establishment of British control, but also with Burma's relations with other countries - France, Italy, China, Thailand, etc. The Political and Secret Department records are a vital source of Myanmar's history which will become readily accessible once cataloguing is completed. However, it is worth stating that the extracts held by HDR also include a large number of items dealing with foreign consular appointments in Myanmar: this material has negligible research value and should not have been copied. There are other more important sources at the IOU, a5 yet untapped by HDR - the records of the India Office Public and Judicial Department and Economic Department are two examples - on which funds for copying could have been spent. It is recommended that HDR should investigate these sources.

Catalouue of m i s c e w e o US , pr inted and Published items

69. As already explained in paras 49 & 50, it was decided to compile a separate "bibliographic" card catalogue of all non- serial printed or published items held on microfilm by HDR. This catalogue would include, for examplep Government of India/Buma monographs, commercial publications, pamphlets, off-prints of articles, privately printed items and odd issues of newspapers and serials; it would not include items which belong in archival series such as annual reports, settlement reportsl gazetteers, etc., which should be listed in reference number order,

70. Consideration was given to the arrangement of this catalogue: should it be arranged by authorititle; or by original reference where it is known; or by HDR microfilm accession number and the order of items on the film? The conclusion was that a catalogue of items in accession number order, and order on the film, was the first essential: this would act as a supplement to the accessions register, providing details which would not be present in the register itself.

71. Of secondary importance would be the preparation of a , duplicate set of cards arranged by authorp or, in the absence of an author, by title. Official publications without authors could be filed according to the Government or body which issued them. More thought would need to be given to this second catalogue if and when the resources are available to prepare it.

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72. and published items was begun. Appendix G.

Duringthe consultancy a catalogue of miscellaneous printed A sample entry is reproduced in

Cataloa _uinu skills and traininq

73. It is perhaps pertinent to comment in this report on the ability of HDR staff, whose Englishlanguage skills are improving but do not yet approach complete fluency, to catalogue nineteenth century and early twentieth century British archives.

74. The staff with whom the consultant worked demonstrated repeatedly that they were able to read without difficulty handwritten documents in English, often poorly reproduced on negative microfilm.

75. The most exacting task for staff was to produce a two to three line summary description of the subject matter of each item or group of papers, when there was no obvious title and no clear statement of the subject included in the first few lines of text.

76. Fluency in English is a prerequisite for the comprehension and cataloguing of archives: catalogues must provide concise and unambiguous descriptions of subject which can be read quickly and understood immediately by users. Even for trained archivists whose first language is English, cataloguing of the kind of materials now held by HDR can prove to be a taxing exercise. For the staff of HDR, working mainly with microfilms of foreign language archives, without benefit of the continuous supervision of an experienced archivist with a specialist knowledge of these materials, cataloguing is bound to be difficult; the possibility of inaccuracies and misinterpretations must be expected in the end product.

77. The skills required to catalogue these materials cannot be taught on a course; they must be acquired through experience and on-the-job training. For this reason, one of the principal recommendations of this report is that an English archivist, preferably from the IOLR or British Library, be assigned to HDR for a minimum period of three months, so that on-the-job training in cataloguing can be given to selected staff.

78. That is not to say that professional archival qualifica- tions should not be sought. Indeed, it is also strongly recommended that at least one member of HDR's staff (the Director has been provisionally selected) should be sent overseas to attend a recognized archives course. A one year full-time MA or certificate course in records management and archives administra- tion, run by University College London, is specially designed for students from overseas, particularly those from countries with historical and administrative connections with Britain. If an HDR staff member were to attend this course, short practical attachments could be arranged at the IOLR.

...... -1-

. . . . . . . . . . . . . . . . ,

: . . ..........

. . . .

. . . .

. . . . . . . . . . . . ~. . . . .

_ I .

),:'l..:,:, . .

. . -. .

14

Unl 'on c a taloau e of microfilms o f o ' f reiun a r a ves

79. One of the terms of the consultant's contract was to investigate the possibility of a union catalogue of all IOLR materials held as microfilms in Yangon.

80. Assuming that the resources are available to compile it, there is no reason why a union catalogue should not also include other foreign archival materials so that researchers and institutions would be informed of the full range of non-Burmese historical sources accessible in Yangon. It would make sense to begin with the IOLR materials, followed by microfilms from the Public Record Office, since these are the most extensive and are also, generally, the best documented. Details of copies obtained from other UK archives and from institutions in other countries - China,-India, France, Italy, USA, Japan, Thailand, etc. - could be incorporated in years to come.

81. A further consideration is whether the catalogue should include photocopies as well as microfilms: the recommendation is that it should because of the complementary nature of copies held in both forms; indeed, certain series are held partly on microfilm and partly as "eye legible" photocopies (see para 43 for examples).

82. An early decision will be required on the arrangement of entries in the catalogue - whether by title or description, or subject, or by the classification assigned by the institutions in which the originals are held.

83. A subject arrangement would require a large investment in time and intellectual effort to index all the microfilms under their main subject content; this approach is therefore rejected on the grounds of practicability.

84. An arrangement by title or description would also require some extra work since many microfilms lack adequate titles when they are received in Yangon. However, the main objection to this approach would be the arbitrary nature of organizing a catalogue by title. Assuming that the order of entries was alphabetical, the catalogue would be arranged according to the first significant word of the title, which in many cases would not be an indication of the subject.

85. It is likely that many researchers would wish to use a union catalogue to find out whether a particular item or series is available on microfilm in Yangon, having already acquired some knowledge (from previous research or from a study of the available catalogues) of the classes of archives held in foreign institutions. The most convenient means of access for these researchers would be the reference numbers assigned to the archives by the institution in which the originals are held.

86. A foreign institution's classification also provides a precise and unambiguous system of arrangement. All microfilms of the IOLR's holdings should therefore be arranged in the union

-..., . .,:

. . . . . . . . . .

, , . . . . . . ' . .. ; .

'. I . . .._ .. . I :

.. , .. .., . . . . . .

. . . ,. . . . . .

' . ,:-.-

,~ . , .. . -

. I . . . .

, . .., , . I . .. . e - . ,

. .

. .

. .

15

catalogue precisely in the order that they are arranged at the IOLR, that is by the IOLR's reference numbers. Because HDR has already begun a card catalogue of IOLR materials using this arrangement, it has gone some way to preparing information for a union catalogue. As explained in paras 4-18 however, it should also assign its own reference numbers to its holdings so that locations of copies can be given.

87. The compilation of a union catalogue will obviously require a degree of co-operation between the contributing institutions in Yangon - History Department Research of Yangon University, the National Archives Department, the Universities' Central Library and the Defence Services Historical Institute. One institution should be identified to maintain the union catalogue and be responsible for editing. It is recommended that HDR should have this responsibility.

88. The Universities' Central Library has a large and well- arranged collection of microfilms of British archives, mainly IOLR materials but also copies of some British Library and Public Records Office items. These are catalogued on cards in a form which could easily be incorporated in a union catalogue. The UCL also keeps good accessions registers of its holdings. However, it lacks the necessary lists and catalogues produced by overseas archives which would greatly simplify the task of describing the contents of its microfilms and would help cataloguers place the microfilms in their proper archival context. Many of these lists are available in HDR. Could they be copied locally for the UCL?

89. A union catalogue would be invaluable in identifying complementary holdings, omissions and duplicates, and in helping institutions to plan for future acquisitions. An example of complementary holdings would be the IfBurma Secretariat" files of the 1940s, some of which were sent to the UK at the time of independence. The UCL has microfilms of some of these files, now classified as FO 643 at the Public Record Office; HDR has Xerox copies of files from the same class; and the National Archives Department has microfilms of a smaller collection of similar Secretariat files now held by the IOLR and classified as IOR: R/8. These holdings are together complemented by a large quantity of original files, recently come to light in Yangon, originating in the Prime Minister of Burma's Private Office and the Burma Foreign Office.

111. BECOMMEKQA3IONS

Summarv of ' recomm endat ions

90. The History Department Research (HDR) should introduce a classification scheme for its archival holdings (5/10).

91. An alpha-numeric classification scheme, consisting of letter codes to indicate the category of material, followed by a piece number to indicate the item, is proposed to cover all materials held by HDR, excluding HDR's library (13-141.

..... . P . .

. . . . . , . . . . . . '

. . . . . , - ._,.'..:. .

.. .. : .

.- . . .. .

. . . . .

. . . . , . .

... , . . .

. . .. . .

16

92. In citations, HDR references may be preceded by 'lHDR:I1 to indicate that the item is held by HDR (15). The elements if a complete HDR reference are therefore:

(HDR)(full colon)(space)(categorycode)(forwa~dslash)(accession number )

Example, HDR: MF/726

93. Accessions registers should be maintained for each of the main categories of materials held by HDR; they should be used to record all items in their order of receipt (10; 22; 36).

94. By recording the location of each item in HDR's storage areas, the accessions registers would in addition serve as shelf lists or location registers for HDR's holding (11).

95. The accessions registers should be compiled retrospecti- vely. Once completely up-to-date they should be used to record details of all new acquisitions as soon as they are received (12).

96. Before accessioning items in the ltphotocopieslf category, a decision is required about the unit of accessions (25).

97. During accessioning, each photocopy sheet should be llsecurityll numbered; this also applies to loose leaf or unbound materials (29-30).

98. The accessions registers provide summary information only. For many materials, more detailed description in a logical or archival arrangement is required to provide a means of access for users (36).

99. HDR should continue their lthome-grownlt card catalogues already begun. Where necessary, cards should be edited to conform with the standard cataloguing method recommended during the consultancy (37-39).

100. Detailed catalogues of archival materials should be arranged according to the IOLR or PRO classification scheme; where the catalogues provide descriptions at a lower level (for example, documents or groups of papers within a volume) entries should be arranged according to the original register or letter or page number of the documents described (41).

101. HDR's practice of maintaining separate catalogues of the same archival series, divided into microfilms and photocopies, is not recommended since it results in the separation of like materials and a multiplicity of finding aids (42).

102. The IOLRmaterials classified as L/P&S/3 and E/P&S/7 should be included in one catalogue (43).

. . . . . . . .

17

103. Detailed catalogues should be prepared initially on 5 by 3 inch cards, separated by colour-coded divider cards to indicate the beginning of each new section or sub-series or series (44- 47).

104. Microfilms of the Departmental Proceedings of British administrations in Burma do not need to be separately catalogued by HDR since detailed tables of contents or indexes form part of the Proceedings and are generally to be found on the films (53).

105. Microfilmed extracts of Bengal and India Proceedings should be catalogued (54).

106. Once a basic catalogue of a main IOLR group or series is completed, the cards should be retyped as a continuous list, arranged by IOLR reference number in accordance with the general format used by the IOLR (55).

107. Investment in a personal computer and training in its use for word processing would bring about a great improvement in the quality and efficiency of cataloguing; it would also help to develop "computer literacy" and prepare the way for the eventual automation of cataloguing (57-58).

108. Catalogues should be indexed: one unified subject index could be maintained for all foreign archival materials held by HDR. This recommendation, however, is low priority (60).

109. HDR should investigate two important sources at the IOLR - the records of the India Office Public and Judicial Department and the Economic Department.

110. A separate catalogue should be prepared of all non-serial printed or published items held on microfilm by HDR. The catalogue should2be arranged in HDR accession number order, and order of items on each film (69-70).

111. An English archivist, preferably from the IOLR or British Library, should be assigned to HDR for a minimum period of three months, so that on-the-job training in cataloguing can be given to selected staff (73-77).

112. A member of HDR's staff should be sent overseas to attend a recognized archives course. A one year full-time MA or certificate course in records management and archives administra- tion is recommended. Short practical attachments could be arranged at the IOLR (78).

113. A union catalogue should be compiled of copies of all foreign archival materials held in Yangon, whether on microfilm or as photocopies, so that researchers and institutions would be informed of the full range of non-Burmese historical sources accessible in Yangon. Work should begin with the IOLR materials. The catalogue should be arranged according to the reference numbers assigned by the institutions which hold the originals (80-81; 85).

-

. . ..... . ._:. . . .

114. union

115.

18

HDR should be responsible for editing and maintaining the catalogue (87).

Recommen dations not CO vered els ewhere in the reDort

The History Department Research (HDR) would greatly benefit by having a microfilm camera and processing equipment. The Department has important holdings of newspapers published in the 1950s and OS, many of which may be unique. They are printed on poor quality paper and have already suffered from attack by mould and insects; they should be filmed now before they deteriorate beyond use. Preservaton filming should also be carried out for other original materials held by HDR - parabaiks, palm leaf manuscripts, rubbings of stone inscription, private papers, etc. In the longer term, production of microfilm copies may be seen as a source of revenue as well as an aid to historical research in Myanmar. Some of the funds remaining from project MYA/78/005, "Strengthening the National Archivesvf, could perhaps be applied for this purpose.

116. Funds allocated for the purchase of microfilming equipment should include a sum for the future supply of unexposed film and processing supplies, and for maintenance costs. it is relevant to note that under this project the National Archives Department has to date received equipment to the value of US$ 500,000. By comparison, HDR has received little. However, HDR has taken the lead in historical research in Myanmar and has steadily built up an important research resource.

117. EQUIPMENT FOR SUPPLYING COPIES FROM MICROFILMS. HDR has been supplied from Unesco funds, via the National Archive Department, with a Canon NP 3225 copier. This produces copies from positive microfilms only, but most of the microfilms held by HDR are negatives, To obtain a copy from a negative microfilm, HDR must first obtain a positive copy (which is done at the moment by the Universities' Central Library). Clearly, HDR requires additional equipment to make copies direct from its own microfilms.

118. STORAGE OF MICROFILMS. Microfilm reels are currently stored in an air-conditioned room in microfilm boxes shelved in steel cupboards. While very secure, this form of storage is wasteful since the cupboard shelves are widely spaced. And as the collection of microfilms expands, so the storage of reels in

preferred form of storage would be custom built microfilm shelves, of steel or wood, which would allow reels to be stored compactly in one sequence.

119. REPLACEMENT OF DAMAGED FILMS. It is possible that the Universities' Central Library may hold duplicates of BHC microfilms, inherited by MDW from the Burma Historical Commis- sion, which have been damaged and are now lost. It is recommended that this should be investigated.

numerous cupboards will begin to cause inconvenience. A

4

...... .,:

19

120. PRESERVATION OF PAPER MATERIALS. It is strongly recommended that HDR obtain archival standard folders for the storage of paper and photocopied materials. Folders should be of sufficient size to accommodate the largest photostats without more than one fold. At present HDR does not have the funds to purchase basis preservation or storage supplies. Some of the funds remaining from project MYA/78/005, ttStrengthening of the National Archi- ves", could perhaps,be applied for this purpose.

121. MONITORING OF ATMOSPHERIC CONDITIONS IN STORAGE AREAS. it is recommended that HDR purchase a thermohygrograph for the continuous monitoring of atmospheric conditions in the storage areas.

122. FUMIGATION. While the general fumigation of HDR's storage areas has been carried out in the past by an outside agency, and large accessions are fumigated after receipt, HDR does not have a fumigation cupboard where items affected by mould or insect attack can be treated individually. (HDR places lfmothballsgf in storage cupboards but the chemical composition of these is not known). It is recommended, therefore, that HDR acquires a fumigation cupboard. This could be constructed locally from inexpensive materials, though the chemical fumigants may need to be imported. If advice on the cupboard's construction and operation is not available in Yangon, the IOLR could provide assistance.

123. CONSERVATION TRAINING. On the general question of preserving its collections, HDR needs a member of staff with basic conservation training. A suitable three.month course is run by Camberwell School of Arts and Crafts, London, in associa- tion with the British Library, British Council and Public ?Record Office.

124. EXTERNAL FUNDING OF HISTORY DEPARTMENT RESEARCH. HDR cannot maintain its acquisitions programme, and its position as one of Myanmar's principal research resourcesp unless it secures external funding. The question of funding was discussed with UNDP officials at a meeting in the History Department on 22 March (see Appendix H); a number of possibilities were suggested, the most encouraging of which was a UNDP proposal for a tlcultural/- research" fund in Myanmar that could be drawn upon to support a large number of separate, small-scale projects: technical and specialist training for HDR staff or overseas collection trips might be considered to fall within the terms of the fund.

125. The consultant, however, fully endorses the HDR's efforts to seek overseas funding from the widest range of sources: international organizations, foreign government aid programmes, charitable trusts and institutional funds should all be considered.

. . . . . . . . . . . . . . ... . . . . . . . . . . . . . . . . . . .. .~ . . . . .... .. . . . . . . . . . . . .

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. .

. . :. .

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. . . . - . .

. .

. _ . . . . .

. . . .

20

APPENDIX A

1

2 3 4 5 6 7 8

9 10

11 12

U 14 15 16

17 la 19 a3

21 22

23 24 25 26 27 28 29 30 3 32 33

Updated checklist of references provided for the BHC microfilms

21

67

68 69 70 71 72 73 74 75

76 77

7a 79 83

81 82 83

84

85 86

87 88 89 90 91

92 93

94

95 % 97 98 99 100

101

la2

103 104 105

106

w, IOLR to supplynewdf Reference supplied

Referme supplied Refemce supplied

Refiererkx2 arpplied

Refereme supplld

Reference supplied

Refereme arpplleed Reference supplied

~anaged, IOIR m supfly rw df

Referme supplied

Referenoe appuerI

Refer- slppUei

kazed, IOIR m supply new df w, I U t o supplynewdf buagezi, IOIR to supplynevdf

Refer- supplied

Referare slpplid

Referewe supplied

Refereme supplied

... . . . . . . . . . .

- . .:.. . . . . . . . . . . . . . . . . . . . . . . .

. . . .

. . . . . .

. . . . . . . . . . . . - ,

. < . . ,

. . . . . . _ . .: . . . .

.-

. :L::

. .

. .

22

147 149 149

150 I51 E 2

153

154 I55 736 E7 158 U9 160 161 162 163 164

16.5 16 6 l67 168 169 170

1Yl 172

173 174

175 176

177 178

U9 180 181

182

183

184 185 186 Referemesupplied

,

...

23

227 228

229 233 231 232

233 234 235 236 237

pa 239 240

241 242

243 244 245 246 247 248

249 250 251 252 253 254

255 256

257 258 259

260 261 262

263 264 265 266

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. . ~~ I

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. ' .:. ' 1 . - . .

. -

24

3l3 Referercempplied

314 Rekence supplied 315 Thrraayf, IaX m supply newdf 3% Referencearpplied

3L8 Refierencempplfed

319 Ikegeri, &k ref, supply new d f

320 u e d , check ref, slpply new df 321 Refererceslpplid 322 Refemcearpplfed

317 Refer- mrpplled

323 ReferercesupplLd 324 copy f h t pgz, Z r d m xm 325 Copy e t pge, sed to xm 326 Referenoesqplied

3D Copy first pg, sed b, X C U 328 copy first pg=, ~erd m XOIR 329 Referencesupplled

330 RefererK!esJpplied

331 Refererreserpplld

332 Referem?suppu€d 333 Referaresupplid

334 R=€ecencesuppli€d 335 Refererre supplied

3% ~ r e m a r p p l i € d 337 Feferercesupplled

338 Mezencesuppliei 339 Referercesqpliei 340 Referemsupplied 341 Refererre supplied

342 Refereesupplid

344 Refierenceslppu€d 345 Refererresupplfei 346 Rekercesupplid

343 Refer-suppUei

. .

. . . . . . . . . . . . . . . . . . . . . .... . . . . . . . . . . . . . . . . ...... ...

. .

. . . . . _ . ' :

. . . . . .

L . . . . . - . - . .

25

3 7 Referaresupplied

388 Refererresupplied

389 Referencesupplied

390 Referemesupplied

391 Refereneesuppliel

392 ReferercesqqEed

393 R e f e r e m e w l i d

394 ReferenoesrrppUd

395 RefereMleSupplled 396 Referefieslpplied

397 Refaenceslpplied

399 RefeKeInY2supplid

401 Refereneesupplied

4U2 Feferencesupplled

403 Refefemsrppliel

406 Referaresupplied

405 RefeKenearpPliei 406 ihagei, I m m slpplynevdf 407 Referencesupplied


409 Referenceapplied

398 Referare SuPpLled

400 Referecrcesrrppllpl

410 Refereme supplied

411 Referemisupplied

412 Cow €f.rst pge, aed tn IOIR 413 ffrst p&?, srd m IaLR 414 &py Krst pge, sed tu ICIR 4l5 copy flmt pg!, sed tD ICBR 416 @yfLrst page, sed m Io[R 417 Copy first w, s d t~ IOIR 418 Re€erareslrppUed

419 RefereaoearppUd

421 RefiereMearpplied

423 Referarealpplied

425 RefurerpeappUed

426 Referarcewrppid

42D IIeferaEeeupgUed

422 ReferapeazppUed . .

424 Referem= sllppued

627

428 429 430

431 432

433 434

435 43 437 438

439 wa 441 442 443 444 445 446 4 47

443 449 450 451 452

453 454 455 456 457

453 459 460 461

162 463 464 465 466

. . . . . . . . . . . . . . . . .: . ,, . . . .... . . . . . . . . . . . . . . . , . I . <

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. . . . . . . . . : .

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. . , . . .

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26

467 ReferaresupPled

468 Referelpeslpplied

469 Refemroearpplied

470 Referenx supplied


472 Peferemzsupplied

473 Rf2hrenceslpplfed

475 RefgeroesJpplied


479 Refi2renoesrpplFed


481 Refkerrt?qplied 482 RefertznzsqpIied


485 Refer€.lE=slpplid

487 Referarceslpplled

474 Referee supplied

476 Referercesupplid

478 Refer- supplied

484 ReferercesuppUd

486 Refermsupplial


489 Referemzsupplied

490 Referefiesupplied

491 RefererKe S l p p m

493 Refererrnsuppued

4% Referacesupplied

495 Ref€s%rrt?suppEied

497 Referenmarpplied

498 -t e, to UBX 499 Referare supplied

m E!e€ere?AaEarpplied

KJL ReferarrmppEed

502 -suppffed

504 Refereaaearpplied

492 Referenz suppllai

496 Merare supplied

503 R e f e ~ a r p p l l d

505 Referearesupplied

506 Refererrr?arpplled

... "

. . . . . .. . , . . . . _ ' . . .

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. . . . , . . . ' : . ..

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-

10 x f E

28

n

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w

m L.: c

z

kl P

b

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f

Y f

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E o

c

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0

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30

APPENDIX D

List of IOLR finding aids presented to HDR

INDIA OFFICE RECORDS GUIDES. LISTS AHD CATALCWES SUPPLIED M THE HISMRY DEPARTMENT RESEAILCH, YANGON UHIVERSITY, )[ARCH 1990

[Note: For catalogues already supplied, see Appendix D of Consultant's 1989 assignment report1

Generel works

Martin Mofr, A neneral !wide to the India Office Records <London: Britfah Library, 1988)

William Foster, A R uide to the India Offic e Records. 1600-1858 (Londan, 1919, HMSO repri 1966) ,

Hain classes of India Office Records

F Board of Control General Records. 1784-1858

F/4 Board Collections,- 1796-1858 (update)

G Factorv Records. c159 5-1858

Contents list G/19 Fort St George (Madras) Factory Records, 1655-1758 GI33 Siam, 1679-83.

L / P U Public an d Tudlclal DeDer tment Records. 1795-1950

L/QBJ/9 Reforms papers, 1918-40

L/P&S Political and Secret Department Records. 1796-cl950

L/P&S/20 (neu sections) L/PLS/20 Index

v OffiCfQl PUbIk8 tims. ~1760-1957

VI9 Proceedings of Legislative Bodies (Burma section) V/11 Government Gazette (Burma, 1875-1947) VI14 Statistical Serials, 1848-1957 V/15 Census Reports, 1853-1944 V/19 Survey of India Serials, 1870-1957 V/20 Geological Survey of India Serials, 1856-1956

31

V/21 Archaeological Survey of India Serials, 1871-1956 VI23 Selections from the Records, 1849-1937, (Burma extracts) V/27 Monographs, 1774-1950 (to follow)

Buroriean M u s criots (Pri vate Pavers)

Select list of or1 vate collections in the Euroaean Manuscrivts (Britfeh Library, 1985)

MSS ELK E 290 Sladen collection

. . . , . . . . . '. ~ . .. I , . . .- . .

. .

.. . - . .. . . . . . . . . .

. .

. .

. - . .

. .

32

APPENDIX E

?

Examples of catalogue divider cards and explanatory notes

Ih'DIA OFFICE POLITICAL AND SECRET

DEPARTMENT RECORDS IOR: L/P&S '

-,-

POLITICAL AND SECRET CORRESPONDENCE WITH INDIA

POLITICAL AND SECRET LETTERS AND.

ENCLOSURES RECEIVED FROM INDIA,

1875-1911

L/PkS/7/1-253

n

Y

Notes - -

33

1. 'L/PhS/7/123.. .- refers to the IOU volume in which the group of papers described on the card is located.

2. "No.123 Politicdl", "No.456 Secret", etc., refers to the unique number assigned to each letter by the Govt. of India Foreign Dept. at Fort Wfluam (Calcutta) or SLmla.

r 3. From 1887 [vals L/~&s/7/49- ] letters

are also "registered" when received in the India Office Political and Secret Dept. in London, and given a second unique number. (Any additional papers, eg, India Office minutes relating to the letter received, are given the same number. "Register No.l23..." in the card catalogue refers to this India Office number given to each group of p a p rs .

I

4. Register numbers are sometimes written in the f o m 123191, ie, number 123 of 1891. Later, as the India Office file sys tern evolves, register numbers are usually preceded by a letter or letters indicating the Department In which the papers are registered, eg, P1234/06 (Poll tical Dept .) .

.. .

34

5. Before 1890, register numbers are written on the bottan right hand corner of the first page of India Office minuting about the letter, thus :

From 1890, register numbers are usually written at the top of the first page, thus:

Later, register numbers are written inside an official stamp, thus :

35

APPENDIX F

Sample catalogue entry

L/P&S/7/25 No. 135 Secret 15 June 1880

Rebellion in Upser Burma under the

leadership of the Nyoung Oke Prince

MF/409 BHC 409

... . . . . . .

36 1

APPENDIX G

Sample "bibliographic" catalogue entry

Report on the Kachin Hills north-east

of Bhamo. By Cpt G H H Couchan, Intelligence Officer, Bhamo District

1891-92

Rangoon: Govt of Burma, 1892

( IOE: W 892 )

MF/19

37

APPEN DIX a

CONSULTATI ONS, M EETINGS AND VISITS

A. PRELIMIN ARY C ONSUToTATIONS

1. Flight TG 919 of 25 February from London Heathrow to Bangkok was delayed by seven hours and as a result the connecting flight to Yangon, UB 222 at 10.40 am on the following day, was missed. Fortunately, a seat was obtained on the next flight to Yangon, TG 305, and the consultant arrived at Mingaladon Airport at approximately 4.00 pm on 26 February. He was met by U Tin Htut of UNDP General Services who conducted him through immigra- tion and customs formalities. At the consultant's request he was taken to Inya Lake Hotel and checked in at 5.30 pm.

2. On Tuesday, 27 February, he was driven to the UNDP offices for a preliminary discussion at 9.15 am with U Hla Myint Hpu, who was to be his Programme Officer, and Mr. Michel Gautier, Deputy Resident Representative (the Resident Representative, Mr. Kitatani, being unavailable). At 10.30 am the consultant was taken to the National Archives Department to meet U San Thein, acting Director-General and Project Officer for MYA/78/005, and Daw Khin Mar Mar, Director; in the presence of U Hla Myint Hpu and U Hla Myint, the consultant's liaison officer from Yangon University, the terms of the consultancy were discussed; it was established that the consultant would work primarily at the University's History Department (Research Section) under its Director, Daw Ni Ni Myint, and that the duty specified in (a) in para. 2 of the report would be treated as low priority.

3. At 1.30 pm on the same day, the consultant met Daw Ni Ni Myint at Yangon University and discussed with her the current work of her section, now renamed History Department Research, the progress of the section's major projects, namely, constitutional histories of the periods 1945-47, 1948-58 and 1958-62, and plans for future acquisitions of foreign archives relating to Myanmar. Later he was taken on a tour of the department and met the staff. The History Department Research now has a complement of 21 research officers compared with seven staff in post with this grade in mid-1989. Discussions were also held with Daw Tin Phone Nwe, HDR's archivist, and U Hla Myint, the liaison officer.

4. The conclusion reached as a result of the discussions held on the first working day, subsequently confirmed by more detailed talks the next day (see paras 4-18 of the report), was that the work of the consultancy should be concentrated on two tasks in HDR which were essential to meet the terms of the contract. These tasks were:

a) establishing archival and cataloguing procedures for microfilms and photocopies of foreign archives, and

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b) giving guidance and instruction tothe staff responsible for maintaining and cataloguing these materials.

This work is described in paras 4-72 of the report.

5. In view of the amount of work to be done, the consultant was asked by Daw Ni Ni Myint, Director of HDR, if his assignment could be extended by a minimum of two weeks. Once approval for an extension had been obtained from the British Library in London, the necessary arrangements were immediately put in train.

B.

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6. A courtesy call was made on the Director-General for Higher Education, U Win Maung, and the Rector of Yangon University, U Tin 00 Hlaing, at the Department of Higher Education on 9 March at 10.00 am. The occasion was used to discuss funding of HDR's acquisition and research programme by external sources.

7. The question of further funding by Unesco/UNDP was explored at a meeting held in the History Department at 10.00 am on 22 March, and attended by Profesor Tun Aung Chain, Daw Ni Ni Myint, Mr. Michel Gautier, U Win Maung, U Tin 00 Hlaing, U Hla Myint Hpu, Daw Tin Phone Nwe and the consultant.

8. The consultant spent the afternoon of 14 March at the Universities' Central Library when matters of common interest were discussed with U Thaw Kaung, the Librarian, and his senior staff, Daw Kyawt Kyawt, U Aung Gyi, U Myat Soe and U Maung Maung Thein. A number of informal talks were held with U Thaw Kaung at other times.

A call was made on the Cultural Attach6 at the British Embasy on 20 March at 10.30 am and again on 29 March at 9-30 am.

10. The National Archives Department was visited for a second time on 28 March at 2.00 pm when the consultant gave a brief address on cataloguing procedures in the India Office Library and Records to a gathering of the staff, and answered questions about the IOLR's plans to automate cataloguing of the archives and create a database for the India Office Records. The talk was followed by a tour of the Natioal Archives.

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