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INTRODUCTION TO RECORDS
AND ARCHIVESADMINISTRATION
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At the end of the chapter, students should be:
able to define the concept of records and archives administration
able to explain the records life cycle and continuum of care concept
able to differentiate relationship between records and archives
able to identify the development of archives administration in various countries
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WHAT IS AN ARCHIVES?
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RECORDS
1.RecordsThe important characteristic of records is that it provides
evidence of some particular activity
2.Public Records
3.Private records
4.Records Management
5.Life-cycle concept
Fig 1.1 : Archives materials
Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION
Topic 1.1: Terminologies
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CURRENT RECORDS: records that frequently used for the currentbusiness of an organization and usually kept in their place of origin
SEMI-CURRENT RECORDS: records that are infrequently used inthe conduct of current business which they are usually betransferred from creating agencies to a records center pendingtheir ultimate disposal
NON-CURRENT RECORDS: records that are no longer neededin the support of current business
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ARCHIVES
1.Archives
2.Archives Administration
3.Archival repository
4.Archival institution
5.Continuum concept
Fig 1.1 : Archives materials
Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION
Topic 1.1: Terminologies
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RECORDS MANAGEMENT
The management of records that emphasizing on theaspects of economy and efficiency which involves inthe entire of records life cycle (creation or receive,use or send, file or store, retain or destroy and transferfor archival preservation) of the organization. Besidesthat, the managed records are used to support the
operation of business organization.
Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION
Topic 1.1: Terminologies
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RECORDS
A document regardless of form or medium created, received, maintained and used
by an organisation (public or private) or an individual in pursuance of legal obligations
or in the transaction of business, of which it provides evidence.
(IRMT, 1999)
Materials in written or other form setting out facts or events or otherwise recording
information and includes papers, documents, registers, printed materials, books,
maps, plan, drawings, photographs, microfilms, cinematograph films, sounds
recordings, electronically produced records regardless of physical form or
characteristics and any copy thereof.
(National Archives Act 2003)
Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION
Topic 1.1: Terminologies
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ARCHIVES
Records, usually but not necessarily inactive records (non current records),
of enduring value selected for permanent preservation. Archives will
normally be preserved in an archival repository.
(IRMT,1999)
Those records that have been appraised and selected from the general
body of records as being worthy of permanent retention. Those records are
judged to have long term value for reference or research.Records which are preserved for their permanent and enduring national or
historical value or both.
(National Archives Act 2003)
Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION
Topic 1.1: Terminologies
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ARCHIVES MANAGEMENT
Management of field that concerned in the maintenance and
permanent preservation of archives. (Comprises of appraisal,
accessioning, preservation, arrangement and description, access
and uses and reference and staff services.)
Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION
Topic 1.1: Terminologies
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LIFE CYCLE CONCEPT
Fig 1.2: Life cycle concept
Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION
Topic 1.2: Life Cycle Concept
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Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION
Topic 1.3: The Relationship between Archivist and Records Manager
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Table 1: Primary objectives of Archivist and Records Manager
PRIMARY OBJECTIVES
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Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION
Topic 1.3: The Relationship between Archivist and Records Manager
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MEDIA MANAGEMENT
Table 2: Media Management
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Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION
Topic 1.3: The Relationship between Archivist and Records Manager
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CONDITION AND VALUE OF RECORDS
Table 3: Condition and value of records
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Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION
Topic 1.3: The Relationship between Archivist and Records Manager
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INDEXING AND RETRIEVAL SYSTEM AND TECHNIQUES
Table 4: Indexing and retrieval systems and techniques
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Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION
Topic 1.4: Basic functions of a formal program for archives management
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1. Appraisal
The process to determine the value of records and for the purpose of final disposition. It also will help to identify
the status of records either for temporary or permanent storage.
Fig 1.4: Appraisal process
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Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION
Topic 1.4: Basic functions of a formal program for archives management
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2. Accessioning
The process of transfer the legal and physical custody of archival records from creating agency into archives
institution/ archival repository. Accessioning also will involve the task of documenting receipt and acceptance of
records into archives custody.
Fig 1.5: Accessioning process
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Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION
Topic 1.4: Basic functions of a formal program for archives management
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3. Preservation
The specific processes undertaken to maintain, repair, restore or conserve archival materials by using
appropriates tools and in a suitable environment.
Fig 1.6: Preservation process
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Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION
Topic 1.4: Basic functions of a formal program for archives management
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4. Arrangement and Description
Process to determine a suitable method in arranging archival materials and will be used for developing the
appropriate finding aids that describe the archives for the purpose of retrieving and use.
Fig 1.8: Arrangement and Description
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Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION
Topic 1.4: Basic functions of a formal program for archives management
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5. Access and Use
All archives that have been appraised will be evaluated and selected for the public access and use. Some of
archives have their own period of time to be kept before open for the public. Principally policies and procedures
will be developed by the archives institution to ensure the integrity and authentic of archives materials are
persist.
Fig 1.9: Access and Use
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Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION
Topic 1.4: Basic functions of a formal program for archives management
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6. Reference and Staff Services
Archives officer should have a proper training in administrating archives in order to facilitate researchers in the
use of archival materials. It is very important for every archives institution to provide outreach program that may
help to seek attention of public awareness on archives services.
Fig 1.10: Reference and Staff services
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Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION
Topic 1.5: The Development of Archives Administration in Various Countries
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AncientArchives
The Dark Ages
The MiddleAges Archives
Renaissance
The FrenchRevolution
Modern Archives
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Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION
Topic 1.5: The Development of Archives Administration in Various Countries
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Ancient Archives
provisions for keepingrecords in the temples
and in the courts oflocal rulers
created and maintainedrecords on property,offerings, taxes and
exchanges
document all aspectsof community life and
financial dealings
used archives formilitary purposes
valuable papyrusdocuments were keptin the temple of themother of the gods
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Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION
Topic 1.5: The Development of Archives Administration in Various Countries
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The Dark Ages
few recordswere createdbecause mostpeople did notknow how toread or write.
Governmentprocedures wereconducted orallyand rituals and
ceremonies served
as substitutes forwritten records
greater desire to
record informationin the Dark Ages,parchment was
scarce andexpensive
records that werecreated were
maintained by thechurches sincemost monarchsand princess didnot have fixed
residences
few existingarchives in theDark Ages were
used for thetraditional
administrativereasons as well asfor religious, legal
and historicalpurposes
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Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION
Topic 1.5: The Development of Archives Administration in Various Countries
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The Middle Ages Archives
A growth of ecclesiastical and secular archives as more records were created and preserved
Oral ceremonies and oral transactions gave way to written documentation
Written laws which had almost disappeared during Roman times, again prevailed
Laws were codified, decisions were recorded
the end of the 13th century, evidence unsupported by written documents was increasingly foundunacceptable by courts
Churches and abbeys continued to keep records, housing them in monument rooms built with thick walls,small windows and heavy doors.
kings and princes without permanent residences turned their records over to the church for safekeeping
By the end of the Middle Ages, the fact that monarchs had fixed and permanent residences resulted in anincreased consolidation of official archives.
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Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION
Topic 1.5: The Development of Archives Administration in Various Countries
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Renaissance
A period of eclecticacquisitiveness,resulting in the
creation of libraries,manuscript collections
and archivalrepositories.
In Europe, archivesbecame increasinglyviewed as a source of
history
created a demand formore exact
information, historicalas well as
geographical
European monarchsbegan to regard their
archives as symbols oftheir prestige and
power and plannedspecial treatment,including specialbuildings for them
Archival records werescattered in various
repositories. Archiveswere poorly organizedand rules of archivesadministration were
not developed.
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Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION
Topic 1.5: The Development of Archives Administration in Various Countries
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The FrenchRevolution
new age in
archivaladministration
Established anationwide
public
archives
France and otherEuropean statesrecognized their
responsibilities topreserve and carefor their citizens
records
Public access togovernmentrecords was
initiated and forthe first time
archives werelegally open to all
citizens
Decentralizedarchives in Europewere transformedinto central public
archives.
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Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION
Topic 1.5: The Development of Archives Administration in Various Countries
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ModernArchives
establishment ofnational archives in
the Soviet Union, theUnited States, the
Peoples Republic ofChina and many
developing countriesin Asia and Africa.
Other countries havedeveloped andexpanded existing
archival operations.
Archivist around theworld have begun tocommunicate with
each other about theirholdings, procedures
and problems.
National andinternationalprofessional
organizations havebeen established topromote cooperationand professionalism
among archivists.
the formation ofmodern governments
and the proliferation ofpaper -increased and
intensified themaintenance and useof archival materials.
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Chapter 1 has introduced the concept of records and archives administration which covered the
following terms:
Records
Public Records
Private records
Records Management Current records
Semi-current records
Non-current records
Archives
Archives Administration
Archival repository
Archival institution
The lesson also has explained the concept of records life cycle and continuum of care. This lesson
also has described the relationship between records and archives and concluded with the
development of archives administration in various countries.
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References
Bradsher, J. G. (1989). Managing archives and archival institutions. Chicago:
University of Chicago Press.
IRMT (1999). Managing archives. London : International Records Management Trust.
IRMT (1999). Managing archives : A procedures manual. London : InternationalRecords Management Trust.
Schellenberg 1903-. (1965). The management of archives. New York: Columbia
University Press.
What is an archive? (n.d.). Retrieved March 03, 2016, from
https://www.youtube.com/watch?v=URhWOKyve-I
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