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Transcript of Archives tourism and hospitality
ARCHIVES TOURISM AND
HOSPITALITY
WHAT IS A RECORD?
International Standardization Organization
(ISO) 15489 ...(ISO) 15489 ...
“an information created, received and
maintained as evidence and information
by an organization or person, in
pursuance of legal obligations or in the
transaction of business”.
WHAT IS A RECORD?
International Council on Archives (ICA):
“a recorded information produced or
received in the initiation, conduct or received in the initiation, conduct or
completion of an institutional or
individual activity and that comprises
content, context and structure
sufficient to provide evidence of the
activity”.
WHAT IS AN “ARCHIVES”?
Archives is understood in these four instances ...
� The materials created or received by a person,
family, or organization, public or private, in the
conduct of their affairs and preserved because of
the enduring value; permanent records;
� The repository/depository, building (or portion
thereof) housing archival collections;
� The organization (office, agency or program)
� The professional discipline
(Pearce-Moses, 2005 and SAA)
NATURE OF ARCHIVAL MATERIALS
� permanent
� unique
organically-related� organically-related
� of an entity
� in any format
� systematically arranged and maintained
SOME EXAMPLES OF TRADITIONAL PAPER-
BASED MATERIALS
� Minutes of meetings
� Reports
� Diaries
� Correspondence
� Invitations and programs
� Legal documents
� Handbooks
� Yearbooks
� Photographs
� Maps
SOME EXAMPLES OF RECORDS IN ELECTRONIC,
MULTI-MEDIA AND/OR MIXED FORMATS:
� Databases with inputs, outputs, master
files
� E-mails or voice mailsE-mails or voice mails
� Web sites
� Digital photographs
� Scanned images
� Films, video and audio recordings
� Artifacts, memorabilia
EXAMPLES OF NON-RECORDS
� Library materials
� Personal letters
� Duplicate copies
� Excess inventory
� Spam mails
TYPES OF ARCHIVES
� Government
� Business / Corporate
� College / University / School / Academic
� Ecclesiastical / Religious / Church
� Film and Sound / AV
� Medical and Health / Hospital
� Private / Family / Personal
� Military
� Digital
WHAT CAN ARCHIVES DO?
� determines identity
� provides resources for publications
� increases efficiency
� provides sources for research
� serves requirement of law
� for good governance
THINGS TO CONSIDER BEFORE STARTING AN
ARCHIVES
� be an ongoing, permanent program
� has to have a budget
� have control over archival materials
� have authority to hire and supervise employees
GROUNDWORK ...
REQUIREMENTS FOR STARTING AN ARCHIVES ...
1. Commitment: formal, ongoing, and long-term
� written authority, ideally issued by the highest office
ongoing support for budget, staff, space, � ongoing support for budget, staff, space, facilities, equipment and materials
2. Formulation of policy documents
� written formulation of archives policies
3. Appointment of an “archivist” and staff
RECORDS STORAGE ...
FUNCTIONS OR DOMAINS OF
ARCHIVES
(What do archivists do?)
� Inventory and Appraisal
� Acquisition
� Accession
� ArrangementArrangement
� Description
� Reference Services and Access
� Outreach, Advocacy and Promotion
� Preservation and Protection of materials
� Emergency and disaster management
� Response
� Recovery
� Conservation / Restoration
� Management of archival programs
APPRAISAL
determining the value of materials
ARCHIVES FUNCTION:
APPRAISAL ... BASIS ...
� Goals of the organization
� Collection / Archives Policy
� Archives principles
� Criteria of values
APPRAISAL CRITERIA ...
Records appraisal for their “archival” value is selection of records that have these categories of values ...
� Primary values
� Operating
� Administrative
� Fiscal
� Legal
� Historical
� Secondary values� Evidential
� Permanent, continuing, enduring
� Informational
� Research
� Intrinsic
APPRAISAL ...
� Inventory – tool for appraisal
� Inventory - sometimes called
� survey
� checklist
� preliminary inventory
� calendar
� finding aid
WHAT IS AN INVENTORY?
� list of materials.
EXAMPLES OF INVENTORIES
�Records Management Inventory
�Archives Records Inventory�Archives Records Inventory
SAMPLE
RECORDS MANAGEMENT INVENTORY
Type of Records
Inventoried in the
Controller’s Office
Retention period Remarks
By-laws, charters Permanent Move to archives
when not frequentlywhen not frequently
used.
Board minutes Permanent “
Annual reports Permanent “
Photographs Permanent “
Annual audits Permanent “
Monthly budgets Temporary Retain for 2 years
Travel documents Temporary Retain 1 year after
travel
SAMPLE: ARCHIVAL COLLECTIONS INVENTORY
XYZ Archives
Reference code(s)
Title
Date(s)
Level of Description
Extent and Medium of and level of description (quantity, bulk, or size)
Name of Creator(s)
Administrative history
InventoryInventory
Records of the Office of the President (Fonds)
Processing information
Date(s) of description
Box
No.
Folder
No.
RG or Fonds / Series / File / Item Inclusive dates
1 1-5 Minutes Board of Trustees 1960
2 1-2 Articles of Incorporation, By-Laws 1970
2 3 Board resolutions 1970-1980
3 1 Certificates 1960 - 1986
STEPS IN DOING AN INVENTORY
� Locate the records. Identify all
locations.
Determine the types of records / formats� Determine the types of records / formats
� Keep track of retentions requirements
INVENTORY FIELDS
� Creator (name of office creating or maintaining the
records
� Contact information: contact person, address, number
� Type / format / title of records� Type / format / title of records
� Brief description of content
� Inclusive dates of the records
� Size/volume (extent of the records)
� Copy or original (there may be a number of duplicates)
� Location (building, room, warehouses, cabinets, etc.)
� List (box number, number of folders)
ARCHIVES FUNCTION:
ACQUISITION
the active gathering of records
Synonymous terms:Synonymous terms:
o Accruals
o Accretions
SOME METHODS OF ACQUISITION
� Transfer from the Records Management Office /
Center based on Records Retention Schedule
� Direct transfer from units or offices within the
institution / organizationinstitution / organization
� Purchase
� Gift or donation
� Donation with tax appraisal
� Copy Loan
SOUND RECORDS MANAGEMENT :
COMPONENTS ...
� Comprehensive inventory of the organization’s
records
� Uniform / consistent filing system within the � Uniform / consistent filing system within the
different units of the organization
� Records Life Cycle / Records Continuum Concept
� Preparation and strict adherence to the RRDS
(Records Retention and Disposition Schedule)
RECORDS LIFE CYCLE CONCEPT ...
Creation, Receipt,
Collection or Capture
DestructionDestruction
Organization, Control,
Maintenance
Disposition
Transfer to Transfer to
Storage Storage
AreaArea
Transfer to ArchivesTransfer to Archives
SAMPLE: TRANSMITTAL FORM
XYZ ARCHIVES
RECORDS TRANSMITTAL FORM
Accession Number: Date:
Date received: Location No.
Name of Transmitting Office:
Address and telephone:
Contact person:
Bulk, volume, size:
Description:
Restrictions (if any):
ELEMENTS OF A DEED OF DONATION
� Name of donor
� Information about the donor (address, contact
number, etc.)
Short description of the donation (bulk, volume� Short description of the donation (bulk, volume
and extent, condition, etc.)
� Conditions of transfer (is copyright included, is it
mere deposit, etc.)
� Conditions or restrictions of access and use (is it
restricted, open to the public)
ARCHIVES FUNCTION:
ACCESSION
� Recording of materials received in the accession
records
Synonymous terms:
Accretion
Accrual
Registration of records
ACCESSION RECORD
�An accession record can be
� A book / log book� A book / log book
� Loose leaf or sheet
� Catalog card
� Computer record
ELEMENTS OF AN ACCESSION RECORD
� Name of Creator, Source, Donor (juridical or natural person)
� Creator, donor or source information
� Date of accession/date received
� Description of materials (types, extent of materials, volume,physical condition, inclusive dates)
� Type of arrangement, if any� Type of arrangement, if any
� Method of acquisition
� Acknowledgement/Deed
� Relationship with records already in archives
� Status of rights / restrictions (of access and use)
� Preliminary inventory
� Remarks
� Temporary or permanent location in archives
� Reference number or assigned accession number
SAMPLE:
ACCESSION RECORD
� Name of creator / source of records
(Organization, office or individual)
� Date received� Date received
� Quantity/Bulk of material/Volume
� Relation of material to other material(s) already in
the archives/current location of material
� Temporary or permanent reference number
ARCHIVES FUNCTION:
ARRANGEMENT
organizing archival materials in accordance with
archival principles.
CONSIDERATIONS
IN PRIORITIZING ARRANGEMENT
� the importance of the creator /source
� expectation for frequent use
� or high historical and/or information value
PRINCIPLES OF ARCHIVES
� Principle of provenance
� Principle of original order or the sanctity of original
orderorder
PRINCIPLE OF PROVENANCE
maintains that the records of one source or creator
should not be mixed with the records or another
source or creator
PRINCIPLE OF ORIGINAL ORDER
maintains that the order the records as they were
created and used by the source or creator should
be preserved or respected (sanctity of original
order).order).
ARCHIVES FUNCTIONS ...
ARRANGEMENT AND DESCRIPTION
�Arrangement – organizing
�Description – preparing a finding aid�Description – preparing a finding aid
SAMPLE GROUPING OF ARCHIVAL MATERIALS
Legal documents
Constitution and By-Laws
Incorporation papers
Contracts, deeds, MOAs
Administrative and Policy Documents
Minutes of Board, Committee and Council meetings
Personnel records
Manuals, handbooks
Financial recordsFinancial records
Records documenting activities
Publications
Programs
Publicity materials
Conference, seminar, workshop records
Correspondence, memos, emails
AV materials
Artifacts and memorabilia
Personal Papers
Diaries, histories and papers of individual members / leaders
LEVELS OF ARCHIVAL ARRANGEMENT
Depository/repository
Fonds (Record Group)
Series
File
Item (optional)
EXAMPLES OF LEVELS OF ARRANGEMENT:
RECORD GROUP (FONDS): XYZ BOARD OF TRUSTEES RECORDS
Depository/
repository : XYZ University Archives
Record Group : Board of Trustees RecordsRecord Group : Board of Trustees Records
Series : Minutes of meetings
File : Minutes of meeting, 2010 May 10
Item : Board Resolution No. 5 S2010
FINDING AID
� a description that provides information about the
contents and nature of the archival materials.
� Types of finding aids:
� Calendar/chronicle/diary� Calendar/chronicle/diary
� Catalogs
� Indexes
� Registers
� Inventories
� Guides
SOME BASIC ELEMENTS OF DESCRIPTION
INCLUDED IN FINDING AIDS
� Reference code/Accession No./Location
� Name of collecting agency/name of archives
� Name of creator/source
� Physical description/extent or quantity
� Dates� Dates
� Administrative/Biographical information
� Scope and content notes
� System of arrangement
� Listing/inventory of materials
� Restrictions
� Available finding aids
� Name of archivist preparing the finding aid
FINDING AID: INVENTORY
Four Sections of a standard inventory
� Introduction
� Administrative / Historical / Biographical Note
� Scope and Content note
� Box/Folder/Item list
SAMPLE
ARCHIVAL FINDING AID: INVENTORY
XYZ Archives
Reference code(s)
Title
Date(s)
Level of Description
Extent and Medium of and level of description (quantity, bulk, or size)
Name of Creator(s)
Administrative history
Inventory
Records of the Office of the President (RG)Records of the Office of the President (RG)
Processing info: Processed by Abc
Date(s) of description : 2011
Box
No.
Folder
No.
RG / Series / File / Item Inclusive dates
1 1-5 Minutes Board of Trustees 1960
2 1-2 Articles of Incorporation, By-Laws 1970
2 3 Board resolutions 1970-1980
3 1 Certificates 1960 - 1986
SOME INTERNATIONAL STANDARDS AND FORMATS
OR BEST PRACTICES IN ARCHIVAL DESCRIPTION
� AACR Anglo-American Cataloging Rules (Library Association of Britain, US and Canada)
� MARC MAchine Readable Cataloging (US and Canada)
� EAD Encoded Archival Description (Library of Congress)
� DACS Describing Archives: A Content Standard (SAA)
� RAD Rules of Archival Description (Canada)
� Dublin Core OCLC
� ISAD(G) General International Standard Archival Description (ICA)
STANDARD OF ARCHVAL DESCRIPTION:
ISAD(G): 7 AREAS AND 26 ELEMENTS
Essential elements:
These are the elements that should be included in a
finding aid.
1. Reference code 1. Reference code
2. Title
3. Creator
4. Dates
5. Extent of the unit of description
6. Level of description
SAMPLE
ARCHIVAL FINDING AID : INVENTORY AND ISAD(G)
XYZ Archives
Reference code(s)
Title
Date(s)
Level of Description
Extent and Medium of and level of description (quantity, bulk, or size)
Name of Creator(s)
Administrative history
Inventory
Records of the Office of the President (RG)Records of the Office of the President (RG)
Processing info: Processed by Gabi
Date(s) of description : 2011
Box
No.
Folder
No.
RG / Series / File / Item Inclusive dates
1 1-5 Minutes Board of Trustees 1960
2 1-2 Articles of Incorporation, By-Laws 1970
2 3 Board resolutions 1970-1980
3 1 Certificates 1960 - 1986
SAMPLE ARCHIVAL DESCRIPTION:
USING EAD (ENCODED ARCHIVAL DESCRIPTION) STANDARD
<acqinfo>
<head>Acquisition Information</head>
<p>Acquired, 2010.</p>
<acqinfo>
<processinfo>
<head>Processing History</head>
<p>Processed by XYZ, 2010.</p>
<processinfo>
<arrangement>
<head>Arrangement of XYZ President’s Records</head><head>Arrangement of XYZ President’s Records</head>
<p>The filing system for the XYZ President’s Records has generally been maintained in its original form. The original folders and their labels have been retained. Where the basic original order is not discernible or is absent, the processor devised a necessary order and/or arranged the records within the groups of the collection.</p>
<arrangement>
c01 level=series”>
<did>
<unittitle>XYC President’s Records, Minutes of Meeting</unittitle>
<unitdate type=”inclusive” normal=”1980/2010”>1980-2010</unitdate>
<physdesc><extent>20 linear feet (21 boxes) </extent>
</physdesc>
<did>
<scopecontent>
<p>Minutes of meetings of the President’s Council, 1980 to 2010.</p>
</scopecontent>
ARCHIVES FUNCTION:
REFERENCE SERVICES AND ACCESS
�making records available to users
� clear, written statement as to who is clear, written statement as to who is
allowed access
� what materials are allowed to be
accessed
� rules and regulations in the reading area
ARCHIVES FUNCTION:
OUTREACH, ADVOCACY AND PROMOTION
� Involves raising archives awareness of collections
and services
� Promote your archives
� Publish a guide (printed, online or both)� Publish a guide (printed, online or both)
� Write an article in organization’s newsletter
� Mount exhibits
� Network with faculty
� Conducting seminars, workshops, speaking
engagements
� Holding an archives day
� Holding competitions, tours
ARCHIVES FUNCTION:
PRESERVATION AND PROTECTION OF MATERIALS
Definition:
� To prevent, slow down/minimize or stop the physical and chemical deterioration of materials
� To prevent the loss of information content; and
� To guarantee the security, safety and survival of the materials in case of a disaster
(U.S. National Archives and Records Administration)
ARCHIVES FUNCTION:
PRESERVATION AND PROTECTION OF MATERIALS
� Preservation and Protection components include ...
� Emergency and disaster management
Response� Response
� Recovery
� Conservation
� Restoration programs
DIGITIZATION ...
� Is one method for media preservation; and
� It is also a way to promote archives
CHALLENGES TO DIGITIZATION ...
� Software and format obsolescence
� Media obsolescence
� Hardware obsolescence
� Costs
� Expertise
� Risks
MANAGEMENT OF ARCHIVAL PROGRAMS
� Angelika Menne-Haritz wrote in “Archival
Training in a Changing World”:
“Archives are the memories of a nation or
a people ... Archival work consists of the a people ... Archival work consists of the
management ... of materials in
unchanged shape as the basis for
constantly changing memories.”
NCCA NATIONAL COMMITTEE ON ARCHIVES
1ST NATIONAL ARCHIVES CONGRESS 2009: RESOLUTIONS
In furtherance of RA 9470 or the NAP Act J
� Establishment of archives and records centers in institutions
� Creation of an Archives management committees in institutions
� Creation of distinct positions of archivists and records � Creation of distinct positions of archivists and records officers or managers; and possible subsequent professionalization of the profession.
� Develop a distinct formal course or degree on archives and records management.
� Acquire and collect information on the various opportunities, ways and means on archives and records management education, training, seminars and workshop.
1ST NATIONAL ARCHIVES 2009:
RESOLUTIONS ... CONTINUED
� Acquire and collect information on standards, best
practices and benchmark of archival and records
management theories and practices
� Increase and improve communication lines and linkages
about the activities of NAP and its subdivisions.
� Develop and create programs and activities for fund
raising
� Develop strategic plans of priority actions for capability
and capacity building of archives and records center
� Intensive information dissemination of RA 9470, NAP
Circulars and other official issuances of the NAP
Executive Director.
End.
SOURCES
� American Archivist.
http://archivists.metapress.com
� Archival Issues.
www.midwestarchives.org
� ARMS Archives and Records Management Section. United Nations.
http://archives.un.org
� Ashe, Carolyn and Chynette Nealy. Records Management. New Jersey: Pearson Education, 2004.
� Canadian Council on Archives
http://www.cdncouncilarchives.ca
SOURCES ...
� Baldridge, Steven W. Granite Mountain Record Vault. Enclopedia of Mormonism. Vol. 2.
http://www.lightplanet.com/mormons/daily/family_history /granite_mountain_eom.htm
� Benjamin, Tom. “Adaptation of Underground Space.” March 1999.
http://www.archives.gov
� Boles, Frank. Selecting and Appraising Archives and Manuscripts. Chicago: Society of American Archivists, 2005.
� Dearstyne, Bruce. Leading and Managing Archives and Records Programs.New York: Neal-Schuman Publishers, Inc., 2008.
� Describing Archives: A Content Standard. Chicago: Society of American Archivists, 2004.
� Ellis, Judith, editor. Keeping Archives. Port Melbourne: D.W. Thorpe and Society of Australian Archivists, 1993.
SOURCES ...
� Hunter, Gregory S. Developing and Maintaining Practical Archives. Chicago: Society of American Archivists, 2000.
� International Council on Archives.
http://www.ica.org
� ISO 15489� ISO 15489
� Jones, Maggie and Neil Beagrie. Preservation Management of Digital Materials: A Handbook. London: British Library, 2002.
� A Manual for Small Archives. Vancouver: The Association of British Columbia Archivists, 1988.
� Muller, Samuel, J. A. Feith and R. Fruin. Manual for the Arrangement and Description of Archives. SAA Archival Classics Series. Chicago: Society of American Archivists, 2003.
SOURCES ...
� National Archives of Australia
http://www.naa.gov.au
� National Commission for Culture and the Arts
http://www.ncca.gov.phhttp://www.ncca.gov.ph
� O’Toole, James M. Understanding Archives and Manuscripts. Chicago: Society of American Archivists, 1990.
� Parker, Elizabeth. Managing Your Organization’s Records. The Successful LIS Professional. London: Library Association Publishing, 1999.
SOURCES ...
� Pearce-Moses, Richard A. A Glossary of Archival Records Terminology. Chicago: Society of American Archivists, 2005.
� Primer on Establishing a Records and Archives Management Program for Local Government. Pasig City: Philippines-Canada Local Government Support Program (LGSP), 2004.
� Pugh, Mary Jo. Providing Reference Services for Archives and Manuscripts. Chicago: Society of American Archivists, 2005.
� Reyes, Maita Maronilla, Chemist Art Conservator and Stone Conservation Specialist
� Ritzenthaler, Mary Lynn and Diane Vogt-O’Connor. Photographs: Archival Care and Management. Chicago: Society of American Archivists, 2006.
SOURCES ...
� Robek, M.F., G.F. Brown and D.O. Stephens. Information and Records Management: Document-Based Information Systems. New York: Glencoe, 1995.
� Robertson, Guy. Paper Crazy No More: Records Management for Library Chaos Junkies.
http://provenance.ca/2002-vol4/articles/RM-robertson2002.html
� Roe, Kathleen. Arranging and Describing Archives and Manuscripts. Chicago: Society of American Archivists, 2005.
� Safaddy, William. Managing Electronic Records. Prairie Valley, KS: Association of Records Managers and Administrators, 2002.
� Sample Forms for Archives and Management Programs. Chicago, Illinois: ARMA International and Society of American Archivists, 2002.
� Schellenberg, Theodore R. Management of Archives. New York: Columbia University Press, 1965.
� Yale University
http://yaleuniversity.edu
SOURCES ...
� Society of American Archivists
http://archivists.org
� Stewart, Jeffrey R., Judith Scharle and Judith A. Hickey. Records and Database Management. Ohio: Glencoe/McGraw-Hill, 1989.
� Taylor, Arlene G. The Organization of Information. Englewood, Colorado: Libraries Unlimited, Inc., 1999.
� UNESCO
http://www.unesco.org
� The U.S. National Archives and Records Administration.
http://www.archives.gov
� Wikipedia
http://en.wikipedia.org
END.
� Everyone is welcome to the Archives!
� Questions?
Florbella S. Bongalos
April 15, 2011