IM110: DIPLOMA IN INFORMATION MANAGEMENT

FACULTY OF INFORMATION MANAGEMENT

UNIVERSITI TEKNOLOGI MARA (UiTM)
KEDAH BRANCH

FOUNDATION OF ARCHIVES (IMD313)

Group assignment:
ARTICLE SUMMARY

Prepared by:
NUR IZZATUL AMIRA BINTI AZIZI (2017500445)
SARAH NUR AISYAH BINTI AZIDIN (2017187789)

Group:
KIM110 5B

Prepared for:
ENCIK MOHD ABDUL HAFIZ MD RADZI

Submission date:
19 APRIL 2020
 Group assignment:
ARTICLE SUMMARY (ARCHIVE MANAGEMENT)

Prepared by:
NUR IZZATUL AMIRA BINTI AZIZI (2017500445)
SARAH NUR AISYAH BINTI AZIDIN (2017187789)

Group:
KIM110 5B

FACULTY OF INFORMATION MANAGEMENT

UNIVERSITI TEKNOLOGI MARA
KEDAH BRANCH

Submission date:
19 APRIL 2020
ACKNOWLEDGEMENT

The success of this assignment needs a lot of support and assistance from many people and
with the assistance of all we are very lucky to have finished this assignment. We want to
thank all those who helped us complete this task. We want to share our gratitude to all
people who help us to finish this assignment. Firstly, we would like to thank Sir Mohd Abdul
Hafiz Md Radzi who is lecturer of Foundation of Archives (IMD313) KIM1105B for providing
us with guidance on this task. Second, as we finished this assignment, we would like to
thank our helpful friends who have spent time with us. We would like to finish by thanking
our parents who have always prayed for success and spent their time listening to our
problems.

We hope that our assignment is completed and will be accepted. We have put a lot of work
into completing our assignments and we hope it's worth it.
TABLE OF CONTENT

NO. CONTENTS PAGES

ACKNOWLEDGEMENT i.
1.0 INTRODUCTION 1
ARTICLE SUMMARY 1: Archives in Ontario: a
2.0 report on study visits under Canadian Studies 2-5
Fellowship
ARTICLE SUMMARY 2: Presidential Records
Issues and Records Innovation Reversed
3.0 6-8
Records and Archives Principles Not Upheld
in The Republic of Korea

ARTICLE SUMMARY 3: The Woes of Swedish

4.0 9-11
Private Archival Institutions

5.0 CONCLUSION 12

6.0 REFERENCES 13
INTRODUCTION

Archives are documents typically chosen for permanent storage but not usually non-current
documents of continuing importance. Material created when people carry out their business
by individuals or organizations and thus can provide a clear view of their past events. Every
records or materials that have value will be referring to archive. These could come in a
variety of formats including writing, painting, moving, sound, video, and analogue. Archives
have four characteristic which is authenticity, reliability, integrity and usability.

As we know our archives are the repositories of our valuable records. How archives work is
related to the collection, storage, organization, identification and retrieval of documents after
they have been transferred from the entity to the archive repository. The steps in managing
archive are really important because it is one way to make the users get access to the
materials. In order for the archive to function properly, they must perform all archive
management steps that identify, collect, conserve and retrieve.

1
2.0 ARTICLE SUMMARY 1: ARCHIVES IN ONTARIO: A REPORT ON STUDY VISITS
UNDER CANADIAN STUDIES FELLOWSHIP.

Maitrayee Ghosh. (2011), “Archive in Ontario: a report on study visits under Canadian
studies fellowship”, Library Hi Tech News, Vol. 28 No. 1, pp. 13-17. https://doi-
org.ezaccess.library.uitm.edu.mt/10.11.08/07419051111130385

Author Backgrounds:

The title of the article that we have chosen is Archives in Ontario: a Report on Study Visits
under Canadian Studies Fellowship. The author of this article is Maitrayee Ghosh. She
studies at Mahatma Gandhi International University. Maitrayee Ghosh was works as a
librarian at Central Library, Banasthali University at Rajasthan, India. She has a few skills
and expertise in professional development, e-learning, data mining and knowledge
discovery, information system management, knowledge management, information
management, web technologies and network technology. There are a few research
experiences that Maitrayee Ghosh has which are on October 2010 until August 2011; she
was work with Banasthali University. Next, on August 2011, the author works with Central
University at India. On November 2013 until July 2014, she worked with Florida State
University. The author has received a few award and achievement which is on August 2013,
she got a Sponsorship Award 2013: Government of Singapore. It was a first award that the
author has received. On the next year which is Jun 2014, the author gets a scholarship from
ATALM 2014 and the last award that have been received is ETD 2016 Travel scholarship in
May 2016.

Publication and Physical Description:

This article was published by Emerald Group Publishing Limited on 8 March 2011. It has 5
pages. This article from volume 28 numbers 1, start from page 13 to 17. There are some
illustrations in this article. Target audience of this article is people who involved in
information management especially people who study or working at archive and record
management because they have more knowledge about management in archive and
frequently using it.

2
Timeless, Accuracy and Reliability

This article is reliable even though it was published in 2011. It also really accurate because
the author has gets the information from that place itself. From this article we can easily
understand about the information that provided by the author about how archive in Canadian
are being managed. This article can be used in a long time because people can know how
archives in other countries have been worked. The article is not up-to-date because it was
published in 2011 but the information still can be used to all students and people as a
references.

Article Summary

This article is to learn about Canadian archival system specifically in record management in
archive at Ontario province and also to learn about the different types of Archive and Record
Management program in Canada from e-record management, namely automation status,
creation of virtual exhibits, preservation of digital images, metadata standard for e-records
and etc. The author got encourage from Foreign Affairs and International Trade Canada
(DFAIT) and Government of Canada to learn about this article.

In this article there are a few main points that were focuses. The first points that author were
focus is Archive University visited. Archive University is responsible for conducting research
service and administration of service that assist in enhancing and implementing the
university's record management program. The author has visited a few university archive at
Canada, the first university archive that have been visited by the author is York University
that is the third largest university in Ontario area. The archive and their special collection
have a high-calibre of research assortment since they need to help the learning progress at
university for students and faculty. This archive university also purchase and made countless
essential of primary and secondary assets on Canadian Labor History accessible.

Secondly, the archive university that has been visit by the author is University of Toronto.
This university archive is responsible for evaluation, acquisition, preservation and use
university record of lasting worth and the private records of the people and association
related with the university. The University of Toronto Archive and Record Management
System (UTARMS) program is to deliberately advance university records as per legitimate
statues and university approaches. The design, selection and implementation of electronic
record storage and related information management system are the standard plan utilized as
staff references devices.

3
The University of the Archives visited by the author is the University of Ottawa Archives. The
archive is responsible for collecting, selecting, organizing and publishing documents created
or collected by university staff, as well as other documents with a history of value to the
university. Archives are responsible for leading academic and administrative units to manage
their records efficiently. The archive serves the memory of Ryeson community institutions
such as administrative, academic, fiscal, legal, social and cultural records.

The next highlight in this article is the national, regional, and municipal archives. After the
author visited the Archive University, she went to national, provincial and municipal Archive
of Canada. The Library and Archive Canada, known as LAC is a notable act of confided in
computerized imaging. Furthermore, Archive of Ontario is responsible for selecting,
obtaining, preserving and making publicly available information on regional interests
documenting Ontario's political, social, economic and industrial development, regardless of
physical nature.

Next, the archive visited by the author is the Toronto City Archives. The archive has a CCA-
shaped grant through the National Archives and Young Canada Works Description project.
This archive is responsible for providing access to a permanent record of value that provides
evidence of the decisions, policies and activities of the City of Toronto, its cities, and all
agencies, boards and commissions that do not have their own programs. The key
components of maintenance management are collection evaluation, custom storage,
formatting, and access user treatment.

The last archive visited was Carlton University. The university has two archives named
Corporate Records and Archives. This archive supports the creation and operation of
institutional information management plans and the Special Collections and Archives liable
for the exceptional assortments of their own libraries.

Finally, the issue illustrated by the author is record organization. As we know it is the role of
an institution or organization to analyse information about documents, record protection,
arrangement and description of records in storage and access provision. For collection
search activities it starts with a general collection of specifics consisting of forms, series, sub
series, individual files and the last step is the individual item. Donations received by the
archive must have a specific university's correct ownership to show that access to and use
of donated content for term administration is complete.

Archives and software applications are one of the organizational records. There are some
tools that Archive has used in Canada which is the Rules of the Data Archive. It has been
used as a search tool to help them find collections or notes easily. Furthermore, MARC-AMC

4
is also one of the standard software and archive software. This is one of the best examples
of professional standards for interpreting and exchanging archive information and this helps
them exchange information. Finally, MINISIS is the most common program used in all of
Canada's archives.

Archives and networks in Canada are one of the organization's records. CCA, the Ontario
Archives Association and ARCHIEON-Ontario are example of archive network. Each
network used has its own specialty, which is the Ontario Archives Association, used for all
users of archives and archives worker. ARCHIEON-Ontario is the most recent online
database to use.

The authors conclude that it's difficult for archivists and record managers to make decisions
because they have less control and have to contend with university libraries. Control of
archives and records also doesn't seek separate government budgets. The authors point out
that the Canadian Archives is based on the American concept which means that records
have to be given to the government in order to monitor the copying and compilation.

The conclusion that we can make based on this article is that every archive and record
management in the world has a different way of managing. As we can see from this article
Canada is specific to the province of Ontario including their archives with university libraries
and it would have a bad effect on it.

5
ARTICLE REVIEW 2: PRESIDENTIAL RECORDS ISSUES AND RECORDS INNOVATION
REVERSED RECORDS AND ARCHIVES PRINCIPLES NOT UPHELD IN THE REPUBLIC
OF KOREA

Lee, S. (2009), “Recordkeeping innovations and presidential issues in Korea”, IQ

(Informaa Quarterly) RMAA, Vol. 26 No.1, February, pp. 39-43. https://doi-
org.ezaccess.library.uitm.edu.mt/10.1108/09565690910999166

Author background:

Sangmin Lee, who is graduated as PhD, BA, Records and Information Manager in Fawoo
Technology, in Bucheon, has leads the South Korean delegation to ISO TC46-SC 11. He
gained a PhD in History at the University of Northern Illinois in 1991 and joined the National
Archives of Korea as Chief Consultant Archivist in 1997. He worked for the Research
Institute for Korean Archives and Records as Management Council Member from 2000 and
was Team Leader in the “Government Records Management Innovation Committee” in the
Presidential Committee for Government Innovation from 2004 to 2005. He is treasurer of the
ICA’s East Asia Region Branch, EASTICA, and a council member of the Korea Society for
Archives Studies.

Publication and Physical Description:

This article has published by Emerald Group Publishing Limited on 16th July 2009. It
contained from volume 26 number 1 which is started from page 1 until 8 including reference
page as well. This article target audience are more to researcher and for studies issues to do
reviews. It is considered sometimes serious and controversial political, legal, institutional and
technological issues that were triggered by the mass transfer and copying of electronic
presidential records by the Sixteenth President of the Republic of Korea (South Korea) at the
end of his term of office.

6
Timeless, Accuracy and Reliability

This article is reliable because the content described lots of government related issue for
records in South Korea. The content is accurate because the author was the one who done
this research about this record issues. As stated in the article, the content may define as
serious issues and hardly can be understand about the information for the people who were
not in the record path or not acknowledge the methodology of record exists. This article also
can be reached out for the records students as references or acknowledgement of records
for them to know more about disadvantages for being illegally used the records.

Article Summary

This article is explained about the issues that has gave huge impact towards the South
Korea record organization which is National Archives of Korea (NAK) and the Sixteenth
President of South Korea, Roh Moo Hyun who was accused as illegally copying and keeping
the public records. He then committed suicide by jumping from the cliff of mountain near his
house due to pressure of criminal investigation towards he and his wife.

Furthermore, this article is focused on several issues that described the approach of the
transferred records from Roh. First and foremost, the way this article is described by stating
about the indictment. This was the first official allegation ever made by the NAK against
high-ranking officers which indicted for thievery actions. Despite of that, Roh and his people
felt bitterly betrayed by National Archives of Korea (NAK) in July 2008. During the
investigations, none of the public know about this indictment until he, Roh Moo Hyun suicidal
exposed. According to Lee, Roh have private possession of copies about presidential
records which is called “stealing”. Plus, Roh retention the copies for the electronic records
can raised some critical record issues. Critical record issues are explained that it is
supposed to be discussed and had further explored about the scope and definitions record.
For example, presidential records, legal status and disposition of electronic records after
transfer the authenticated of records.

Additionally, this article also described about the verdict. It is happened a month after Roh’s
suicide, the Division of High – Technology Crime Investigation in the Prosecutor’s office
closed case investigation of Roh’s ten former colleague for the charge of “illegal keeping of
presidential code” in June 2009.

Last but not least, even though the case was closed, the investigation toward people that
follow Roh’s illegal actions will remain presumed. It is because the case was closed only
because Roh has died. According to Lee, again, he had argued because the Ministry

7
interpreted controversial term as “reading”. It is the form that has been used for providing
access to the records in the Public Records Management Act and Presidential Act. The term
“reading” also does not included any copying and “reading” is a direct one - time with the
naked eye. The National Archive of Korea (NAK) has denied to Roh which he asked whether
they can provide to him exclusive telecommunication to access the records but it excluded
the scope of “reading”. This is also stated by Government of Korea there is a chance for the
records were hacked. For Lee, it is ridiculous that National Archive of Korea (NAK) provides
user with on-line records services but denies to former president only because of “reading”.
Although there are not original records but that record might have sensitive or unclassified
national security information.

Conclusion that we can conclude for this article are the important of the responsibility
towards trust and using the power that has given carefully and honest intensions. It does not
matter as we saw or known about the accusation for Roh Moo Hyun that made by National
Archive of Korea (NAK). If national archives have only vague vision and strategic goal, the
practices will expedient, inconsistent and incoherent. At least, however, it is a good sign that
the Lee administration is expressing its reservations about the protection of presidential
documents. The chaos over former Presidents and the deep and ever-revived issue national
documents and archive structures in Korea will in fact alert the Korean people and the
government to the needs of the people and democracy of the people.

8
ARTICLE REVIEW 3: THE WOES OF SWEDISH PRIVATE ARCHIVAL INSTITUTIONS

Svärd, P. (2017), "The woes of Swedish private archival institutions", Records

Management Journal, Vol. 27 No. 3, pp. 275-285. https://doi-
org.ezaccess.library.uitm.edu.my/10.1108/RMJ-01-2016-0003

Author backgrounds:

Proscovia Svärd is a Senior Lecturer and Researcher at the Faculty of Science, Technology
and Media, Department of Information systems and Technology, Forum for Digitalization,
Mid Sweden University. She carried out her Post-doctoral Research at the School of
Interdisciplinary Research and Postgraduate Studies, University of South Africa, between
2016-2017. She completed her PhD in 2014 at the University of Amsterdam. She has a
Licentiate Degree in data and Systems Sciences, BA and MA in Archives and Information
Science from Mid Sweden University, Sweden and a BSc in Media and Information Science
from Uppsala University, Sweden.

Publication and Physical Description:

This article has published by Emerald Group Publishing Limited on 20th November 2017. It
contained from volume 27 number 3 which is started from page 1 until 11 including reference
page overall. Types of paper for this article is research paper. The target audience for this
article are suitable for public to read and acknowledge more about private archives
organizations. It is also to highlight the long-term challenges of conserving Swedish private
archives because they lack both financial and human capital in order to handle the digital
information management system efficiently, as much as they augment public archives and
thus have a complex national narrative.

Timeless, Accuracy and Reliability:

This article is well grounded in such a way because the content itself described about how
private Swedish archives institutions handle their struggle with management. Plus, we can
all understand very well about the content even though people read it by roughly or with
naked eye. The author has done a great work for explaining very detail about article because

9
she mentioned every people that also helped her by gave her the right information
throughout the process of researching and writing the fact of archival in this article. This
article also for literature review, revealed that not much research has paid attention to the
challenges being faced by the private archives.

Article summary:

This article says about Swedish complication in handling down the archival records in the
country. Ironically, as they offer a complement to the public archives, they also realised that
they lack both financial and human resources for trying to improve their system by using the
digital information management environment along with nowadays situations that has taken
over the world by technologies.

Additionally, the article also has several highlighted main points that covered about Swedish
actions for handling their archival records system. First and foremost, this article has joint
effort with another six private archival institutions for developing a research application for
funds to digital long term preservation faced by Swedish private archival institution for
addressing the challenges and it was between practitioner and researcher towards that
collaboration. The two medium-sized institutions had systems to some degree which allowed
digital information management, while the other four small institutions had no systems which
were like not receiving or collecting digital material.

According to the long term preservation woes in 4.1, which is about trustworthy and
sustainable archival repository. The problem started when the current repositories are
insufficient to preserve the emerging formats of digital information. It was identified as the
biggest confront that archival repository institutions have faced because they wanted to carry
on with information in various formats although it does not the infrastructure for receiving the
digital information. In the articles, it says that there is immediate routine that need to create
for common and scalable archival digital repository which could constitutes administrative
routines. Well, the routines must address the issue of media and format destruction which
involves the management of routines of information dispersed creating environment, privacy
and integrity and information security issues. More, the institutional have limited budget and
financial vulnerable but for the resources, they also had no resources to be provided.

By the same token in the long preservation woes 4.2, it is related about the development of
business process-oriented archival descriptions. They wanted to identify and capture
dispersed archival resources which is private archival institutions identified the need to adapt

10
to new ways of describing archives. It makes this new system is based on an analysis of the
business processes to identify the relevant records that need to be maintained over the long
term. The institutions also needed repositories that would accommodate different information
management processes and would allow ordinary people and organizations to upload their
documents directly using recommended formats and guidelines.

Last but not least, the explanation for 4.3 which is the creation of education packages for the
stakeholders. Technically, the world has taken over by the technologies which made it to
create our own content and documents that is rarely followed to be understanding that the
information need to be preserved in very long term. Further, this also makes archival
institution wanted to create education packages for teaching in dissimilar classification of
their clients about the challenges of preserving the content that they deposit with them.

Conclusion that we can conclude regarding to this article is that private archival institutions
have a central role to play in the Swedish national archival system as documented by civil
society and private sector organizations. They therefore offer a counter-narrative to that of
public archival institutions. Swedish must have the role of private archives in building and
evolving identities is essential to the understanding of society as a whole. This makes the
management of information generated in the private sector crucial, especially given that
digital information can be locked or lost in legacy systems.

On the other hand, archival institutions also need to develop participatory and business
process-oriented archival descriptions to facilitate the identification and capture of archival
materials. The solutions needed to mitigate the long-term conservation challenges faced by
private archival institutions will require them to work together to identify solutions that can be
used across the entire sector and that would be specific to some of the institutions. Plus, to
order to fulfil their mandates, private archiving organizations require financial and human
resources.

11
CONCLUSION

The conclusion that we can make based on this three articles which is Archive in Ontario: a
report on study visits under Canadian Studies Fellowship, Presidential Records Issues and
Records Innovation Reversed Records and Archives Principles Not Upheld in The Republic
of Korea and The Woes of Swedish Private Archival Institutions we can see that archive is
playing a big role in our life without it people will never believe us because we do not have
any records as our evidence.

Moreover, it is a building or place where we can keep our country or organization valuable
records with it. Without archive the records can easily have lost and the worst situation is we
cannot know what have happened in the past. For example, as Malaysians we will never
know which country has colonized our country in the past if important records are lost. The
reason we really need archives is because we want others to learn from the past, so that
they can have experience even if they don't live in the ancient times.

12
REFERENCES

(2020), “Definition of archive”, “Notes from i-Learn”, pp 1

International Council on Archives. What are archives? Retrieved from

https://www.ica.org/en/what-archive

(2020), “Archive _ why do we keep them”, pp 3

(2020), “The characteristic and types of archive”, pp 3

(2020, February, 28) Archive management. Retrieved from

https://en.wikipedia.org/wiki/Archive_management

Maitrayee Ghosh. (2011), “Archive in Ontario: a report on study visits under Canadian
studies fellowship”, Library Hi Tech News, Vol. 28 No. 1, pp. 13-17. https://doi
org.ezaccess.library.uitm.edu.mt/10.11.08/07419051111130385

Svärd, P. (2017), "The woes of Swedish private archival institutions", Records Management
Journal, Vol. 27 No. 3, pp. 275-285. https://doi
org.ezaccess.library.uitm.edu.my/10.1108/RMJ-01-2016-0003

Lee, S. (2009), “Recordkeeping innovations and presidential issues in Korea”, IQ (Informaa

Quarterly) RMAA, Vol. 26 No.1, February, pp. 39-43. https://doi
org.ezaccess.library.uitm.edu.mt/10.1108/09565690910999166

Svärd, P. “Mittuniversitetet: Mid Sweden University”. Retrieved from

https://www.miun.se/en/personnel/proscovia-svard/

13
 APPENDIX:
ARTICLE 1: Archives in Ontario: a report
study visits under Canadian Studies
Fellowship

14
 APPENDIX:

ARTICLE 2: Presidential Records Issues and

Records Innovation Reversed Records and
Archives Principles Not Upheld in The Republic of
Korea

15
 APPENDIX:

ARTICLE 3: The Woes of Swedish Private

Archival Institutions

16