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Municipal Professionals Academy
24 July 2014
You’re Worth It – Keeping Historical
Records and Available Funding
1
This session concerns preservation of historical records:
value in preserving historical records
peculiar needs encountered in preserving records
resources for assuring preservation of historical records for ongoing use
Historical Records
Preservation
Why is this important?
Records’ Purpose and Value Records facilitate performance of
business.
Records are the “memory” of a city government.
Records document policies, actions,
communications, transactions, thus afford evidence of the performance of official city business.
Some records’ value diminishes to such extent that those records are no longer needed as evidence of city business.
Some records remain permanently valuable for the purposes for which they were created
Some records become valuable for purposes other than those for which the records were originally created.
Records’ value changes over time:
Records Life Cycle
National Archives and Records Administration, Disposition of Federal Records: A Records Management Handbook (http://www.archives.gov/records-mgmt/publications/disposition-of-federal-records/chapter-1.html)
Library and Archives Canada, Records and Information Life Cycle Management (http://www.bac-lac.gc.ca/eng/services/government-information-resources/information-management/Pages/records-information-life-cycle/introduction.aspx)
Records Life Cycle1. Creation or receipt of records2. Active record use through completion of
matters documented by the records, with retention of inactive records for legal compliance, fiscal need or administrative reference
3. Records dispositiona) Records destruction once routine
legal, fiscal and administrative usefulness or need is past
b) Permanent preservation as ARCHIVES due to historical value
Historical Records Preservation
What is needed?
Some preservation considerations Historical value Uniqueness Accessibility Risk of loss
Format Condition Technology obsolescence
Preservation Resource Needs
Technical resources
Financial resources
Technical resources
Consultants/service providers IHRAB State Archivist Published sources
Some considerations for selecting preservation solutions Enhanced preservation and access Legality Technical ability to preserve Methods Long term sustainability of solution Affordability
Financial Resources
Local budget Donations/contributions Collaborations Grants
Selected Archives and Records Management Informational ResourcesArchives preservation grant assistance:
•State Historical Society of Iowa (SHSI) - Historical Resource Development Program (HRDP) http://www.iowahistory.org/about/grants/hrdp/index.html
Local government records management resources:
•Iowa League of Cities records retention schedule https://www.iowaleague.org/Pages/Home.aspx•National Association of Government Archivists and Records Administrators (NAGARA) http://nagara.org/content.php?page=Local_Government_Records_Management_Technical_Bulletins (includes bulletins developed in collaboration with International Institute of Municipal Clerks)•International Records Management Trust (IRMT) http://www.irmt.org/
Some professional associations offering online technical resources:
•National Association of Government Archivists and Records Administrators (NAGARA) http://www.nagara.org/index.cfm•ARMA International http://www.arma.org/•Society of American Archivists http://www2.archivists.org/
Preservation/conservation service providers and informational resources:
•Northeast Document Conservation Center (NEDCC) http://www.nedcc.org/resources/leaflets.list.php•Canadian Conservation Institute (CCI) http://www.cci-icc.gc.ca/publications/notes/index-eng.aspx•US National Park Service (NPS) http://www.nps.gov/museum/publications/conserveogram/cons_toc.html
Government archives and records agencies with online technical resources:
•National Archives and Records Administration (NARA) http://www.archives.gov/•National Archives of Australia http://naa.gov.au/records-management/index.aspx•Library and Archives Canada http://www.collectionscanada.gc.ca/
See also the archives services of numerous other jurisdictions http://www.uiweb.uidaho.edu/special-collections/Other.Repositories.html
For further information:Jeffrey L. Dawson, CADeputy State Archivist
Iowa Department of Cultural AffairsHistorical Division (State Historical Society
of Iowa)600 East Locust Street
Des Moines, Iowa 50319-0290
515-281-7801 [email protected]