INTRODUCTION TO RECORDSAND ARCHIVES ADMINISTRATION FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION At the end of the chapter, students should be: • • • • able to define the concept of records and archives administration able to explain the records life cycle and continuum of care concept able to differentiate relationship between records and archives able to identify the development of archives administration in various countries FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION WHAT IS AN ARCHIVES? . Life-cycle concept CURRENT RECORDS: records that frequently used for the current business of an organization and usually kept in their place of origin SEMI-CURRENT RECORDS: records that are infrequently used in the conduct of current business which they are usually be transferred from creating agencies to a records center pending their ultimate disposal NON-CURRENT RECORDS: records that are no longer needed in the support of current business Fig 1.1 : Archives materials .Records Management 5.Private records 4.1: Terminologies RECORDS 1.Records – The important characteristic of records is that it provides evidence of some particular activity 2.FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION Topic 1.Public Records 3. 1: Terminologies ARCHIVES 1.Archives 2.Archival repository 4.Archival institution 5.Continuum concept Fig 1.Archives Administration 3.1 : Archives materials .FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION Topic 1. use or send. . file or store.1: Terminologies RECORDS MANAGEMENT The management of records that emphasizing on the aspects of economy and efficiency which involves in the entire of records life cycle (creation or receive. Besides that. retain or destroy and transfer for archival preservation) of the organization. the managed records are used to support the operation of business organization.FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION Topic 1. ” (National Archives Act 2003) . electronically produced records regardless of physical form or characteristics and any copy thereof. drawings. received. maps. printed materials. documents. microfilms. registers. 1999) “Materials in written or other form setting out facts or events or otherwise recording information and includes papers.” (IRMT. 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. plan. cinematograph films. books.1: Terminologies RECORDS “A document regardless of form or medium created.FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION Topic 1. photographs. sounds recordings. usually but not necessarily inactive records (non current records).” (IRMT. Those records are judged to have long term value for reference or research.” (National Archives Act 2003) .FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION Topic 1.1999) “Those records that have been appraised and selected from the general body of records as being worthy of permanent retention. Archives will normally be preserved in an archival repository. of enduring value selected for permanent preservation. Records which are preserved for their permanent and enduring national or historical value or both.1: Terminologies ARCHIVES “Records. arrangement and description.) . preservation. (Comprises of appraisal. accessioning.1: Terminologies ARCHIVES MANAGEMENT Management of field that concerned in the maintenance and permanent preservation of archives.FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION Topic 1. access and uses and reference and staff services. 2: Life cycle concept .FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION Topic 1.2: Life Cycle Concept LIFE CYCLE CONCEPT Fig 1. FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION Topic 1.3: The Relationship between Archivist and Records Manager PRIMARY OBJECTIVES Table 1: Primary objectives of Archivist and Records Manager . 3: The Relationship between Archivist and Records Manager MEDIA MANAGEMENT Table 2: Media Management .FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION Topic 1. 3: The Relationship between Archivist and Records Manager CONDITION AND VALUE OF RECORDS Table 3: Condition and value of records .FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION Topic 1. 3: The Relationship between Archivist and Records Manager INDEXING AND RETRIEVAL SYSTEM AND TECHNIQUES Table 4: Indexing and retrieval systems and techniques .FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION Topic 1. Fig 1. Appraisal The process to determine the value of records and for the purpose of final disposition.4: Appraisal process .FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION Topic 1.4: Basic functions of a formal program for archives management 1. It also will help to identify the status of records either for temporary or permanent storage. 5: Accessioning process . Accessioning The process of transfer the legal and physical custody of archival records from creating agency into archives institution/ archival repository.4: Basic functions of a formal program for archives management 2. Accessioning also will involve the task of documenting receipt and acceptance of records into archives custody. Fig 1.FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION Topic 1. 6: Preservation process . Fig 1. repair. restore or conserve archival materials by using appropriates tools and in a suitable environment. Preservation The specific processes undertaken to maintain.FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION Topic 1.4: Basic functions of a formal program for archives management 3. 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.8: Arrangement and Description .4: Basic functions of a formal program for archives management 4.FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION Topic 1. Fig 1. FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION Topic 1. Access and Use All archives that have been appraised will be evaluated and selected for the public access and use. Principally policies and procedures will be developed by the archives institution to ensure the integrity and authentic of archives materials are persist.4: Basic functions of a formal program for archives management 5.9: Access and Use . Some of archives have their own period of time to be kept before open for the public. Fig 1. FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION Topic 1. 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.10: Reference and Staff services . Fig 1. It is very important for every archives institution to provide outreach program that may help to seek attention of public awareness on archives services.4: Basic functions of a formal program for archives management 6. FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION Topic 1.5: The Development of Archives Administration in Various Countries Ancient Archives The Dark Ages The Middle Ages Archives Renaissance The French Revolution Modern Archives . FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION Topic 1. offerings.5: The Development of Archives Administration in Various Countries provisions for keeping records in the temples and in the courts of local rulers valuable papyrus documents were kept in the temple of the mother of the gods created and maintained records on property. taxes and exchanges Ancient Archives used archives for military purposes document all aspects of community life and financial dealings . FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION Topic 1. few existing archives in the Dark Ages were used for the traditional administrative reasons as well as for religious.5: The Development of Archives Administration in Various Countries few records were created because most people did not know how to read or write. legal and historical purposes Government procedures were conducted orally and rituals and ceremonies served as substitutes for written records The Dark Ages records that were created were maintained by the churches since most monarchs and princess did not have fixed residences greater desire to record information in the Dark Ages. parchment was scarce and expensive . FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION Topic 1. kings and princes without permanent residences turned their records over to the church for safekeeping By the end of the Middle Ages. housing them in “monument rooms” built with thick walls. the fact that monarchs had fixed and permanent residences resulted in an increased consolidation of official archives.5: The Development of Archives Administration in Various Countries The Middle Ages Archives A growth of ecclesiastical and secular archives as more records were created and preserved Oral ceremonies and oral transactions gave way to written documentation Written laws which had almost disappeared during Roman times. small windows and heavy doors. . again prevailed Laws were codified. evidence unsupported by written documents was increasingly found unacceptable by courts Churches and abbeys continued to keep records. decisions were recorded the end of the 13th century. Archives were poorly organized and rules of archives administration were not developed. historical as well as geographical . resulting in the creation of libraries. archives became increasingly viewed as a source of history Renaissance European monarchs began to regard their archives as symbols of their prestige and power and planned special treatment. manuscript collections and archival repositories.FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION Topic 1. In Europe. including special buildings for them created a demand for more exact information.5: The Development of Archives Administration in Various Countries A period of eclectic acquisitiveness. Archival records were scattered in various repositories. FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION Topic 1. Established a nationwide public archives new age in archival administration The French Revolution Public access to government records was initiated and for the first time archives were legally open to all citizens France and other European states recognized their responsibilities to preserve and care for their citizens’ records .5: The Development of Archives Administration in Various Countries Decentralized archives in Europe were transformed into central public archives. the formation of modern governments and the proliferation of paper -increased and intensified the maintenance and use of archival materials.FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION Topic 1.5: The Development of Archives Administration in Various Countries establishment of national archives in the Soviet Union. the People’s Republic of China and many developing countries in Asia and Africa. . Modern Archives Archivist around the world have begun to communicate with each other about their holdings. procedures and problems. the United States. Other countries have developed and expanded existing archival operations. National and international professional organizations have been established to promote cooperation and professionalism among archivists. . This lesson also has described the relationship between records and archives and concluded with the development of archives administration in various countries.FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION 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. G.d.com/watch?v=URhWOKyve-I . IRMT (1999).). 2016. What is an archive? (n. Chicago: University of Chicago Press. New York: Columbia University Press. from https://www. (1989). Managing archives and archival institutions. (1965). Schellenberg 1903-.FACULTY OF INFORMATION MANAGEMENT IMR 455: ARCHIVES ADMINISTRATION References Bradsher.youtube. Managing archives : A procedures manual. London : International Records Management Trust. Managing archives. IRMT (1999). London : International Records Management Trust. J. The management of archives. Retrieved March 03.