Chapter 1 IMR 455

INTRODUCTION TO RECORDS
AND ARCHIVES
ADMINISTRATION
FACULTY OF INFORMATION MANAGEMENT

IMR 455: ARCHIVES ADMINISTRATION
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

WHAT IS AN ARCHIVES?

Chapter 01 : [INTRODUCTION TO RECORDS AND ARCHIVES ADMINISTRATION
Topic 1.1: Terminologies

RECORDS
1.Records The 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
CURRENT RECORDS: records that frequently used for the current

business of an organization and usually kept in their place of origin
SEMI-CURRENT RECORDS: records that are infrequently used in

the conduct of current business which they are usually be
transferred from creating agencies to a records center pending
their ultimate disposal
NON-CURRENT RECORDS: records that are no longer needed

in the support of current business
Fig 1.1 : Archives materials


ARCHIVES
1.Archives
2.Archives Administration
3.Archival repository
4.Archival institution
5.Continuum concept
Fig 1.1 : Archives materials

RECORDS MANAGEMENT
The management of records that emphasizing on the
aspects of economy and efficiency which involves in
the entire of records life cycle (creation or receive,
use or send, file or store, retain or destroy and transfer
for archival preservation) of the organization. Besides
that, the managed records are used to support the
operation of business organization.

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)

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)

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.)

Topic 1.2: Life Cycle Concept

LIFE CYCLE CONCEPT
Fig 1.2: Life cycle concept

Topic 1.3: The Relationship between Archivist and Records Manager
PRIMARY OBJECTIVES
Table 1: Primary objectives of Archivist and Records Manager

MEDIA MANAGEMENT
Table 2: Media Management

CONDITION AND VALUE OF RECORDS
Table 3: Condition and value of records

INDEXING AND RETRIEVAL SYSTEM AND TECHNIQUES
Table 4: Indexing and retrieval systems and techniques

Topic 1.4: Basic functions of a formal program for archives management
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

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

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

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

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

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

Topic 1.5: The Development of Archives Administration in Various Countries
Ancient
Archives
The Dark Ages
The Middle
Ages Archives
Renaissance
The French
Revolution
Modern Archives

provisions for keeping

records in the temples
and in the courts of
local rulers
valuable papyrus
documents were kept
in the temple of the
mother of the gods
created and maintained

records on property,
offerings, taxes and
exchanges
Ancient Archives
used archives for

military purposes
document all aspects

of community life and
financial dealings

few records
were created
because most
people did not
know how to
read or write.
few existing
archives in the
Dark Ages were
used for the
traditional
administrative
reasons as well as
for religious, legal
and historical
purposes
Government
procedures were
conducted orally
and rituals and
ceremonies served
as substitutes for
written records
The Dark Ages
records that were

created were
maintained by the
churches since
most monarchs
and princess did
not have fixed
residences
greater desire to
record information
in the Dark Ages,
parchment was
scarce and
expensive

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 found
unacceptable 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 an
increased consolidation of official archives.

A period of eclectic
acquisitiveness,
resulting in the
creation of libraries,
manuscript collections
and archival
repositories.
Archival records were

scattered in various
repositories. Archives
were poorly organized
and rules of archives
administration were
not developed.
In Europe, archives
became increasingly
viewed as a source of
history
Renaissance
European monarchs
began to regard their
archives as symbols of
their prestige and
power and planned
special treatment,
including special
buildings for them
created a demand for

more exact
information, historical
as well as
geographical

Decentralized
archives in Europe
were transformed
into central public
archives.
Established a
nationwide
public
archives
new age in
archival
administration
The French
Revolution
Public access to
government
records was
initiated and for
the first time
archives were
legally open to all
citizens
France and other

European states
recognized their
responsibilities to
preserve and care
for their citizens
records


establishment of
national archives in
the Soviet Union, the
United States, the
Peoples Republic of
China and many
developing countries
in Asia and Africa.
the formation of
modern governments
and the proliferation of
paper -increased and
intensified the
maintenance and use
of archival materials.
National and
international
professional
organizations have
been established to
promote cooperation
and professionalism
among archivists.
Other countries have

developed and
expanded existing
archival operations.
Modern
Archives
Archivist around the

world have begun to
communicate with
each other about their
holdings, procedures
and problems.

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.

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 : International
Records 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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INTRODUCTION TO RECORDS

FACULTY OF INFORMATION MANAGEMENT

At the end of the chapter, students should be:

able to define the concept of records and archives administration

FACULTY OF INFORMATION MANAGEMENT

FACULTY OF INFORMATION MANAGEMENT

Topic 1.1: Terminologies

CURRENT RECORDS: records that frequently used for the current

SEMI-CURRENT RECORDS: records that are infrequently used in

NON-CURRENT RECORDS: records that are no longer needed

Fig 1.1 : Archives materials

FACULTY OF INFORMATION MANAGEMENT

Topic 1.1: Terminologies

Fig 1.1 : Archives materials

FACULTY OF INFORMATION MANAGEMENT

Topic 1.1: Terminologies

FACULTY OF INFORMATION MANAGEMENT

Topic 1.1: Terminologies

FACULTY OF INFORMATION MANAGEMENT

Topic 1.1: Terminologies

FACULTY OF INFORMATION MANAGEMENT

Topic 1.1: Terminologies

FACULTY OF INFORMATION MANAGEMENT

Topic 1.2: Life Cycle Concept

Fig 1.2: Life cycle concept

FACULTY OF INFORMATION MANAGEMENT

Topic 1.3: The Relationship between Archivist and Records Manager

Table 1: Primary objectives of Archivist and Records Manager

FACULTY OF INFORMATION MANAGEMENT

Topic 1.3: The Relationship between Archivist and Records Manager

Table 2: Media Management

FACULTY OF INFORMATION MANAGEMENT

Topic 1.3: The Relationship between Archivist and Records Manager

CONDITION AND VALUE OF RECORDS

Table 3: Condition and value of records

FACULTY OF INFORMATION MANAGEMENT

Topic 1.3: The Relationship between Archivist and Records Manager

INDEXING AND RETRIEVAL SYSTEM AND TECHNIQUES

Table 4: Indexing and retrieval systems and techniques

FACULTY OF INFORMATION MANAGEMENT

Topic 1.4: Basic functions of a formal program for archives management

Fig 1.4: Appraisal process

FACULTY OF INFORMATION MANAGEMENT

Topic 1.4: Basic functions of a formal program for archives management

Fig 1.5: Accessioning process

FACULTY OF INFORMATION MANAGEMENT

Topic 1.4: Basic functions of a formal program for archives management

Fig 1.6: Preservation process

FACULTY OF INFORMATION MANAGEMENT

Topic 1.4: Basic functions of a formal program for archives management

4. Arrangement and Description

Fig 1.8: Arrangement and Description

FACULTY OF INFORMATION MANAGEMENT

Topic 1.4: Basic functions of a formal program for archives management

5. Access and Use

Fig 1.9: Access and Use

FACULTY OF INFORMATION MANAGEMENT

Topic 1.4: Basic functions of a formal program for archives management

6. Reference and Staff Services

Fig 1.10: Reference and Staff services

FACULTY OF INFORMATION MANAGEMENT

Topic 1.5: The Development of Archives Administration in Various Countries

FACULTY OF INFORMATION MANAGEMENT

Topic 1.5: The Development of Archives Administration in Various Countries