Archival practice and records management
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The document discusses the role and responsibilities of archivists, outlining their tasks in managing various types of archival collections and records. It highlights the importance of organization, preservation, and access to valuable historical materials, detailing the skills and qualifications needed for success in the field. The text also emphasizes the significance of records management and the collaborative nature of archivists and records managers in preserving institutional memory.
Archival practice and records management
- 1. “Archival Practice and Records Management” AKLATAN 2016: a Regional Conference on the Art of Librarianship Rambutan Hall, International Center, La Consolacion University, City of Malolos, Bulacan 17 August 2016 By Fe Angela M. Verzosa
- 2. Where to begin? From chaos To order
- 3. What’s an archivist? One who works in an Archives… One who works on archival materials… One who does archival work…
- 4. What is an archives? Archives" is one of those words that can be either singular or plural, though it is relatively common to drop the "s" when referring to the singular. "Archives" can refer to a collection of archival materials, or the facility in which the materials are stored, or the organization/unit/agency/office that collects and maintains them.
- 5. Archives are the non-current records of individuals, groups, institutions, and governments that contain information of enduring value and selected for permanent preservation Include unpublished letters, diaries, and other manuscripts photographs, films, video and sound recordings, maps and plans, computer tapes and similar electronic records, and video and optical disks
- 6. What’s an archivist? One who works in an Archives… One who works on archival materials… One who does archival work…
- 7. Archivists work on archival materials…..
- 8. Types of Archival Collections Archival records – groups of documents created by organizations or institutions kept because they have enduring value (usually well structured according to the administrative principles of the creating organization or person) Personal Papers – collections of documents created by individuals or families documenting their historical, or political, or cultural importance. Manuscript Collections – an artificial collection of single documents put together to serve a particular purpose, and kept for their historical/research value.
- 9. What’s an archivist? One who works in an Archives… One who works on archival materials… One who does archival work…
- 10. What archivists do acquire, select, store and provide access to materials (that may come in the form of written documents, maps, photographs, films, memorabilia, etc) by providing description and finding aids to these collections…
- 11. In 1967… Organized, arranged, described and microfilmed the presidential papers of Manuel L. Quezon as a joint project of the University of Michigan and the National Library My job position ~ Temporary Historiographer Qualifications ~ background in history writing and research skills no previous training – nothing to unlearn
- 12. For 2 years (1967-1969) What I did: • Learned to process Quezon Presidential Papers (sort, classify, arrange) • Prepared a descriptive finding aid and index • Learned to decode, translate, decipher, make true copies • Trained in microfilming using planetary camera and 35mm films
- 13. For 2 years (1967-1969) What I enjoyed: • Working on the floor as I sorted out the manuscripts • Brushing on my Spanish language skill • Communicating with the ghosts inside the Filipiniana Reading Room • Assisting renowned scholars like Prof. Theodore Friend, David Sturtevant, Ben Kerkvliet, and many others
- 14. What archivists do assist users in using the collections; answer inquiries, give talks to groups, mount exhibitions, and publish… plan and organize systems and procedures for the safekeeping of records and valuable documents to keep them secure, well-maintained, and preserved for posterity.
- 15. Organized the microfilm section of the UP Diliman Main Library, trained staff to microfilming work, and serviced the microfilm collections of the Library. Organized, arranged and described the papers of Carlos P. Romulo, and other personal papers and private manuscript collections at the Rare Books and Manuscript collection of the Library. Organized, arranged, and microfilmed the Hukbalahap records of the Court of Appeals in Manila City Hall, and other radical collections. Then in 1969-1971
- 16. Organized, arranged and described the UP Diliman Library manuscript collections, such as the papers of UP President Carlos P. Romulo, the Faustino Aguilar Literary Collection, Jorge Bocobo Papers, and the court records of Amado Hernandez. Organized and arranged the presidential papers of the late Carlos P. Garcia at his residence in Bohol Avenue, and facilitated their transfer to the National Library. In 1972-1973
- 17. For 3 years (1969-1972) What I enjoyed: • Job rotation – a balancing act as head of the Microfilm Section, manuscript curator at the Rare Books & Mss Room, and cataloger of microfilmed collections • Enrolling in MLS units free • Taking the Civil Service Exam for Librarian, and • Working independently on project basis
- 18. What archivists do The time archivists spend on these activities varies depending on where they work. In local government offices, archivists work with a variety of local records (local/oral histories). Those who work in the national libraries often look after literary manuscripts collections or Personal Papers. University archivists may manage university records, or look after collections that belong to the institution’s illustrious alumni or faculty, and those relating to specific subjects. In businesses, archivists look after records about company history and product development.
- 19. At Ateneo’s Rizal Library in 1974-1975 Took over the Microform Section as microform librarian expanded the collection to include the Theses Microfiche Project and the ERIC Microfiche Collection
- 20. What archivists do Some archivists specialize in the acquisition, management, description, and preservation of photographic or audiovisual materials or electronic records. Other aspects of the job may include records management, digitization, public outreach, writing, and teaching or mentoring. Archivists may keep records for local governments, educational institutions, business companies, churches, religious organizations, family estates, courts, hospitals, or charities. http://siarchives.si.edu/blog/some-archival-career-advice
- 21. Then, for 13 long years,1975-1987
- 22. The FHL has digitized 110,000 pages out of the 200,000+ in 130 boxes of the presidential papers of former President Elpidio Quirino. The Presidential Papers of Elpidio Quirino at the Filipinas Heritage Library, Makati City This prestigious collection of over 200,000 pages, a historical and scholarly treasure, was originally housed at the Syquia Mansion in Vigan. In 1977, I facilitated their transfer from Vigan to the Ayala Foundation Library, where I organized, arranged and described them, in time for inclusion in my thesis on Presidential Papers, submitted for my Master’s in Library Science in 1978.
- 23. Initially, I was hired to work on the Aurelio Calderon Papers for 6 months, and to do a study-proposal on the establishment of a university archives for DLSU. Then I drew up and took charge of the implementation of the institutional archival and records management program. In 1988
- 24. From 1989 to 2006 Directed all archival operations. Managed a regular staff of three assistant librarians and four library clerks, all trained on-the-job, no previous experience. Served as Library Director, 1994-1998 concurrently, directing all library operations, and managing a library faculty staff of 15, a professional staff of about 25 assistant librarians, and about 50 clerical staff Embarked on the digitization of the following: University theses and dissertations Lorenzo Tanada Papers Rare Filipiniana materials Other special collections (Yearbooks, etc)
- 26. De La Salle University Archives Processing Area
- 27. Archivist, Librarian and Records Manager Conducted regular training courses on archives and records management both within the university, the DLSU System and consortium member-schools. Established a separate Special Collections under the management of the University Archives in 1989. and expanded the Special Collections to include the collections of: Felipe Liao (Numismatic Collection) Daniel Tantoco (Earthenware Collection) Local and Oral History Collection Faculty Collections (books, manuscripts, audiovisual, etc) Lorenzo M. Taňada and Francisco Ortigas, Jr. Collections
- 28. Felipe Liao Numismatic Collection at the DLSU Archives
- 29. Daniel R. Tantoco Jr. Collection of Museum Artifacts at DLSU Archives
- 30. De La Salle University Archives Theses and CDs on display
- 31. De La Salle University Archives Special Collections
- 32. A peak inside the mobile shelf
- 33. Outreach activities exhibits tours, open house, visits brochures, flyers, leaflets, etc. seminars or workshops books, other major publications any activity demonstrating the value and diversity of archival collections
- 34. Publications of the De La Salle University Archives …and publish or perish…!
- 35. DLSU Diary
- 36. Finding Aids
- 37. Sometimes, archivists are also known as (but not really) Records Keeper, or Records Manager, or Records Custodian Manuscript Curator, or Manuscript Custodian Clue-seekers (detectives)
- 38. What is Records Management? “The systematic and administrative control of records throughout their life cycle to ensure efficiency and economy in their creation, use, handling, control, maintenance, and disposition.” SAA Glossary of Archival and Records Terminology http://www2.archivists.org/glossary
- 39. Why manage records? Reduce costs Improve efficiency/productivity Ensure compliance Minimize legal risks Safeguard vital records Preserve cultural memory http://www.slideshare.net/amossar/records-management-for-archivists-embracing-the- dark-side
- 40. What about Records Managers ? Image courtesy of the Austin Seminary Archives • RM is primarily involved with keeping active records. • Their records are proprietary and not open to public. • For institutional archivists, a good RM program ensures the preservation of the valuable records that will constitute the institution’s memory. • The final process in records management is the transfer of the valuable records to the Archives for permanent safekeeping.
- 41. What do archivists, records managers, and manuscript librarians have in common? Concern for organization Need for intellectual access Ultimate goal is preservation Can you name more?
- 42. Archivist, Records Manager, Librarian ~ what’s the real difference? Image courtesy of the Austin Seminary Archives “archivists are better educated, while records managers are better paid.’” Librarians require licensure
- 43. Archivists vs Records Managers They are both responsible for the survival and use of archives. However, the records keeper is mainly responsible for the survival from creation of the record through to the archive stage, whereas, The archivist takes full responsibility for the record at the point at which it becomes an archive. Both will have the same skills set and knowledge to ensure the physical survival and intellectual integrity of the archives Source: http://www.ica.org/en/discover-archives-and-our-profession
- 44. What qualities and skills should archivists have? methodical and pay attention to detail. communication skills to interact with different kinds of people, to advise the public and to give lectures research skills are important in this work as you need to find out about the background of materials. background in history is useful as is good literary skills (writing) comfortable with new technology can work independently and without much supervision (can work in dirty conditions and carry heavy volumes) Discerning ~ be aware that some documents are confidential.
- 45. Opportunities in archival practice Undergraduate degree necessary, preferably in relevant discipline or field of study; graduate degree is desirable…. no upper age limit for entry to this occupation mature entrants with relevant skills and experience, such as that gained in library or information profession, have a fair chance of entry salary and benefits depend on financial capacity of employing institution, and on how they value archival work, and appreciate your qualifications, skills and experience Welcome to a rare breed of professionals…
- 46. Unsolicited advice to potential archivists… Take on the challenges as they come; just believe you can do it, motivate yourself Be a lifelong learner ~ don’t stop learning; there are so many things in an archivist’s job that are not taught in school; you learn on the job There are no hard and fast rules; the only archivist’s motto to go by ~ “create order from chaos” Do the best with what you have ~ there’s no such thing as a perfect workplace!
Editor's Notes
- #42: Integrity and Authenticity – vital to long-term digital preservation and admissibility in court. Flexibility – because, partly, we’re *all* cash-strapped Standards – DoD 5015.2, ISO 8601 (*my* favorite date format), ISO 15489 Safeguarding, Migration – records managers care about it to meet business needs, archivists care about it for preservation, but the point is we ALL care about it. Above all, even though we have different motives and backgrounds and customers, we are ALL people who care about records.