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