04/19/2304/19/23 11

Foundation of Archives Foundation of Archives AdministrationAdministration

WEEK 1WEEK 1

Introduction to Introduction to ArchivesArchives

04/19/2304/19/23 22

ContentContent

DefinitionDefinition The various theories of archivesThe various theories of archives What is Archival Institution?What is Archival Institution? Developing an Archives PolicyDeveloping an Archives Policy Responsibilities under the lawResponsibilities under the law Professional ethicsProfessional ethics

04/19/2304/19/23 33

Archives – Why do we keep them?Archives – Why do we keep them?

Continuing value to an individual or organization Continuing value to an individual or organization as well as society.as well as society.

As long term memory, enabling better quality As long term memory, enabling better quality planning decision making and action.planning decision making and action.

Providing for continuity access to past experience, Providing for continuity access to past experience, expertise and knowledge and his historical expertise and knowledge and his historical perspective.perspective.

04/19/2304/19/23 44

As a way of accessing the experience of others.As a way of accessing the experience of others.

As evidence of continuing rights and obligations.As evidence of continuing rights and obligations.

As instruments of power, legitimacy (rights) and As instruments of power, legitimacy (rights) and accountability, facilitating social interaction and accountability, facilitating social interaction and cohesion (unity).cohesion (unity).

As a source for our understanding and identification As a source for our understanding and identification of ourselves, our organization and our society.of ourselves, our organization and our society.

As a tools for communicating political, social and As a tools for communicating political, social and cultural.cultural.

04/19/2304/19/23 55

Archival Theories and PrinciplesArchival Theories and Principles

Important manual written on archives administration:Important manual written on archives administration:

1.1. Manual for the Arrangement and Descriprion Manual for the Arrangement and Descriprion of of Archives by S. Muller, J.A. Feith and R. Fruin, (Dutch Archives by S. Muller, J.A. Feith and R. Fruin, (Dutch archivists) published in 1898.archivists) published in 1898.

2.2. A manual of Archives Administration A manual of Archives Administration by Sir Hilary by Sir Hilary Jenkinson (British archivist) published in 1922.Jenkinson (British archivist) published in 1922.

3.3. ArchivisticaArchivistica by Eugineo Casanova (Italian archivist) by Eugineo Casanova (Italian archivist) published in 1928.published in 1928.

4.4. ArchinkundeArchinkunde by Adolf Brenneke (German archivist) by Adolf Brenneke (German archivist) published in 1953.published in 1953.

04/19/2304/19/23 66

What are ArchivesWhat are ArchivesThe Dutch archivist defined the word The Dutch archivist defined the word ‘Archief’ as :‘Archief’ as :

The whole of the written documents, drawings The whole of the written documents, drawings and printed matter, officially received or and printed matter, officially received or produced by an administrative body or one of produced by an administrative body or one of its officials, in so far as these documents were its officials, in so far as these documents were intended to remain in the custody of that body intended to remain in the custody of that body or of that officialor of that official

04/19/2304/19/23 77

The Italian archivist defines archives as:The Italian archivist defines archives as:

The orderly accumulation of documents The orderly accumulation of documents which were created in the course of its which were created in the course of its activity by an institution or an individual activity by an institution or an individual and which are preserved for the and which are preserved for the accomplishment of its political, legal or accomplishment of its political, legal or cultural proposes by such an institution or cultural proposes by such an institution or individual.individual.

04/19/2304/19/23 88

The German archivist defines archives as:The German archivist defines archives as:

The whole of the papers and documents The whole of the papers and documents growing out of legal or business activities of a growing out of legal or business activities of a physical or legal body which are intended for physical or legal body which are intended for permanent preservation at particular place as permanent preservation at particular place as the sources and the evidence of the past.the sources and the evidence of the past.

04/19/2304/19/23 99

Sir Hilary Jenkinson defined archives as:Sir Hilary Jenkinson defined archives as:

Documents drawn up or used in the course of Documents drawn up or used in the course of an administrative or executive transaction an administrative or executive transaction (whether public or private) of which (they) (whether public or private) of which (they) formed a part and subsequently preserved in formed a part and subsequently preserved in their own information by the person or persons their own information by the person or persons responsible for that transaction and their responsible for that transaction and their legitimate successors.legitimate successors.

04/19/2304/19/23 1010

Elements in DefinitionElements in Definition

1.1. The reason why materials were The reason why materials were produced or accumulated. produced or accumulated.

To be archives, materials must have been To be archives, materials must have been created or accumulated to accomplish some created or accumulated to accomplish some purpose. purpose.

In government agency, this purpose is the In government agency, this purpose is the accomplishment of its official business.accomplishment of its official business.

The Dutch The Dutch archivist stressed the fact the archives archivist stressed the fact the archives are ‘officially received or produced’are ‘officially received or produced’

JenkinsonJenkinson stressed their production ‘in the course stressed their production ‘in the course of an administrative or executive transaction’of an administrative or executive transaction’

CasanovaCasanova stressed their creation to accomplish stressed their creation to accomplish ‘political, legal or cultural purpose’‘political, legal or cultural purpose’

BrennekeBrenneke stressed that their growth as result of stressed that their growth as result of legal or as business activitieslegal or as business activities

04/19/2304/19/23 1111

04/19/2304/19/23 1212

2. The values for which materials are preserved2. The values for which materials are preserved

Materials must be preserved for reasons other than Materials must be preserved for reasons other than those for which they were created or accumulated. those for which they were created or accumulated. These reasons may be both official and cultural.These reasons may be both official and cultural.

In this various definition of archives, Jenkinson has In this various definition of archives, Jenkinson has stressed ‘preservation by the creating persons, for stressed ‘preservation by the creating persons, for their own information’ or ‘for their own reference’.their own information’ or ‘for their own reference’.

The German archivist stated that archives are The German archivist stated that archives are preserved ‘as the sources and evidence of the past’, preserved ‘as the sources and evidence of the past’, obviously for research use.obviously for research use.

04/19/2304/19/23 1313

3. The elements of custody3. The elements of custody

Jenkinson – documents are archives only if ‘the fact of Jenkinson – documents are archives only if ‘the fact of unbroken custody’ can be established or at least a unbroken custody’ can be established or at least a ‘reasonable presumption’ (believe) of it can be ‘reasonable presumption’ (believe) of it can be established.established.

Schellenberg – ‘in dealing with records produced under Schellenberg – ‘in dealing with records produced under modern conditions of government, proof of an modern conditions of government, proof of an ‘unblemished line of responsible custodians, or of ‘unblemished line of responsible custodians, or of ‘unbroken custody’ cannot be made a test of archival ‘unbroken custody’ cannot be made a test of archival quality.quality.

The reason being ‘modern records are large in volume, The reason being ‘modern records are large in volume, complex in origin and frequently haphazard (messy) in complex in origin and frequently haphazard (messy) in their development.their development.

04/19/2304/19/23 1414

4.4. Integrity of RecordsIntegrity of Records

Jenkinson is anxious to have the ‘integrity of records’ preserved.

By this he means :

i) That records of a given agency should be kept together as records of that agency.

ii) That such records should be kept as far as possible under the arrangement given them in the agency in the course of its official business.

iii) That such records should be kept in their entirely without, mutilation (damage), alteration or unauthorized destruction of portion of them.

iv) The evidential value of archival materials rests on the way they were maintained in the government office and the way they came to the archival institutions.

04/19/2304/19/23 1515

The essential characteristic of archives The essential characteristic of archives

1. Reasons why records were created.

2. Why they were preserved.

Schellenberg conclude that:

“Public Archives have two types of values’:

1. The primary values to the originating agency2. The secondary values to other agencies and to the

non-government users.

04/19/2304/19/23 1616

Definition of Modern ArchivesDefinition of Modern Archives

Archivists of various countries have defined the term ‘archive’ differently. Each of them has

defined it in such a way that it is applicable to the materials with which he deals.

What are ArchivesWhat are Archives

04/19/2304/19/23 1717

Archives are records usually but not necessarily non-current records of continuing value selected

for permanent preservation.

04/19/2304/19/23 1818

What are Records?What are Records?

Records are documents regardless of form or medium, created, received, maintained and use by an institution (public or private) or an individual in carrying it out of legal obligations or in the transaction of business of which the records form a part or provide evidence.

(Michale Cook)

Source: National Archives of Malaysia

04/19/2304/19/23 2020

Schellenberg defines records as:

‘All books, papers, maps, photographs or other documentary materials, regardless of physical form or characteristic, made or received by any public or private institution in pursuance of its legal obligations or in connection with the transaction of it proper business and preserved or appropriate for preservation by that institution or its legitimate, successor as evidence of its function, decisions, procedures, operations or other activities.

04/19/2304/19/23 2121

Archives are 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 of research.

Archives are preserved in and managed by specialist archival institution, the responsibility of which is preservation and the preservation of user services. These institutions are also called ‘Archives’.

04/19/2304/19/23 2222

From the definition of records, Schellenberg defined the term “Archives’ as:

‘Those records of any public or private institution which are adjudged worthy of permanent preservation for reference and research purposes and which have been deposited or have been selected for deposit in an archival institution’.

04/19/2304/19/23 2323

Since the major problem of the modern archivist is to select archives for permanent preservation from among the mass of official records created by public or private institutions of all kinds, the element of selection should be implicit (understood) in the definition of archives.

04/19/2304/19/23 2424

What is the Archival Institution?What is the Archival Institution?

Is one of the essential institutions of a modern society. It is part of the overall system for managing records and information in the general administration of a government or corporation and it provides a service to its sponsor agency based upon the information resources the records contain.

The ‘Archives’ is also one of the central cultural institutions of its society; serving as a center of research an underpinning of the rights of citizens, a place for public research and a guardian of cultural.

04/19/2304/19/23 2525

Developing an Archives PolicyDeveloping an Archives Policy

Legislation

The archives law should include the following requirements:

1.Establishment of the Archives as a public institution.

2.A public right of access to the holdings of the Archives.

3.Protection for the rights of individuals and organizations.

4.Provision for public scrutiny of the Archives and its success in archiving its target.

04/19/2304/19/23 2626

Archival LegislationArchival Legislation

1.0 Jurisdiction

1.1 Definition of records and archives in general

1.2 Definition of public records and archives

1.3 Inalienability

1.4 Legislation/regulation for non-public archives

1.5 Function and organization of the public archives services

1.6 National Archives System

1.7 Ministerial responsibility

1.8 Advisory body

1.9 National Register

04/19/2304/19/23 2727

2.0 Records Management Functions

2.1 The control exercised by the Archives over records

management functions varies widely between

countries

2.2 Inspection (assessment/examination)

2.3 Records Centers

2.4 Appraisal and disposal

04/19/2304/19/23 2828

3.0 Archival Functions and Activities

3.1 Acquisition

3.2 Transfer

3.3 Preservation

3.4 Access

3.5 Copying of records/archives

4.0 Miscellaneous

**(For more details, please refer to National Archive Act, 2003)

04/19/2304/19/23 2929

Mission StatementMission Statement

• Agreed and approved by government.

• Endorsed by the governing body and published widely.

• Reviewed regularly

• Set out clearly the role of the Archives and records creator

• Clear archival functions of preserving records of values passed by appraisal tests

• Accommodate the nation’s overall archival goals

04/19/2304/19/23 3030

MISIONMISION

To acquire, conserve and preserve the national heritage

To popularize the Archives and national heritage

To make the National Archives a National Resource and Research Centre

Source: National Archive of Malaysia

04/19/2304/19/23 3131

Links with other institutionsLinks with other institutions

• National Library

• National Museum

• Universities

• Records Management Consultants

• Local Records management Professional Organizations

• International Records Management Professional bodies

Professional Ethics

- Archivists/records manager belongs to a professional group

- International identity

- Recognized code of ethics

04/19/2304/19/23 3232

Codes of ethics adopted by records and archives professional:

1. Professional responsibilities

2. Perform tasks without discrimination

3. Encourage and promote the use of archival materials in custody

4. Duties carried out according to the highest standard of conduct

04/19/2304/19/23 3333

5. Facilitate the retrieval and exchange of information

about archival materials.

6. Enable the sharing of authority data.

7. Make possible the integration of description from different archival institutions into unifies information system.

8. Contribute to the advancement of records and archives knowledge and skills for the benefit of society.

04/19/2304/19/23 3434

Types of ArchiveTypes of Archive

1. Public archives

(Example : National Archives of Malaysia, National Archives of Australia)

2. Private archives

(Example : Archives of RTM, ASTRO, TV3, NTV7, Maybank ,etc)

04/19/2304/19/23 3535

Characteristics and types of archives Characteristics and types of archives manuscriptsmanuscripts

Explanation on characteristics and types of archives manuscripts can be divided into 3 approaches:

1. Forms

2. Different types and level of establishment

3. Nature of information

04/19/2304/19/23 3636

1. Forms

- Parchment

- Vellum

- Paper – manuscript/printed

- Machine-readable records

- Slide

- Photograph

- Microfilm

- Tape, etc.

04/19/2304/19/23 3737

2. Different types and level of establishment

- Government

- Business

- Private/individual

- Religious

- Organization

04/19/2304/19/23 3838

3. Nature of information

- Transaction

- Spatial representation

- Biographical

- Images

- Reports

- Minutes

- Agreement