Digitizing Records at The National Archives
-
Upload
philippine-association-of-academicresearch-librarians -
Category
Education
-
view
1.703 -
download
2
description
Transcript of Digitizing Records at The National Archives
Digitizing Records at the
National Archives
Virginia E. DarlucioChief Administrative Officer
National Archives of the Philippines
Digital Debates on Archives, Museums and Libraries
R.A. 9470 – The National Archives of the Philippines Act of 2007
An act to strengthen the system of management and
administration of archival records, establishing for the
purpose the National Archives of the Philippines, and for other
purposes.
Mandate
• Acquisition, storage and preservation of public archives
• Provision of facilities for reference, research and other purposes
Mission
To plan, develop, prescribe, disseminate and enforce policies, rules and
regulations and coordinate government-wide programs governing the creation, general protection, use, storage and
disposition of public records including the acquisition, storage and
preservation of public archives and providing facilities for reference,
research or other purposes.
Vision
THE NATIONAL ARCHIVES envisions itself as a world-class repository of cultural/archival documents/materials and non-current documents through the use of modern technologies and techniques to provide on-line access to records holdings.
NATIONAL ARCHIVES OF THE NATIONAL ARCHIVES OF THE PHILIPPINESPHILIPPINES
Organizational ChartOrganizational Chart
Office of theExecutive Director
Office of the DeputyExecutive Director
Records Management
Services Division
Records Center
Division
Archives Collection &
Access Division
Archives Preservation
Division
Administrative & Finance Division
Training and Information
Division
FUNCTIONSFUNCTIONS
by Division and by Locationby Division and by Location
Division : RECORDS MANAGEMENT SERVICES DIVISIONLocation : 6th Floor, DOT Building
The Records Management Services Division shall serve primarily as a planning, regulating, policymaking, and advisory unit on matters concerning the use, storage, and disposition of operating records of government entities.
Services Offered:
Inspect, examine and appraise records of government entities and determine records to be retired or destroyed;
Direct and determine the method of disposition or destruction of government records; and
Conduct file audit of government records.
Provide technical advice and assistance to government entities on Records Management;
Division : ARCHIVES COLLECTION AND ACCESS DIVISIONLocation : The National Library Building
8th Floor (part of)
Spanish Documents Section
Division :ARCHIVES COLLECTION AND ACCESS DIVISIONLocation :Rented: 4–storey concrete building at
PACO, Manila (2nd and 3rd Floor)
Division : ARCHIVES COLLECTION AND ACCESS DIVISIONLocation : The National Library Building
Ground Floor (left wing)
Division : ARCHIVES COLLECTION AND ACCESS DIVISIONLocation :The National Library Building
Mezzanine
Archives Library
Archives DepositoryArchives Depository(Mobile Steel Filing Shelves)(Mobile Steel Filing Shelves)
Archives DepositoryArchives Depository(Open Steel Filing Shelves)(Open Steel Filing Shelves)
Archives DepositoryArchives Depository(Open Steel Filing Shelves)(Open Steel Filing Shelves)
Maps & Catalogue Cards Maps & Catalogue Cards CabinetsCabinets
MICROFILM FILING CABINETMICROFILM FILING CABINET
MICROFILMS IN FILING MICROFILMS IN FILING CABINETCABINET
The Archives Collection and Access Division shall store, and maintain documents and records of permanent value and/or historical interests.
Services Offered:
Answer queries, subpoenas and other official correspondence in relation to documents of the Archives Division;
Issue certificates of availability or non-availability of birth, marriage, death, and notarized records as well as of other documents underits custody; and
Loan or assign facsimiles of historical materials to national cultural entities for the purpose of exhibition or study.
Serve as national repository for archival and historical materials, take responsibility of the – custody, maintenance and provision of facilities for research into the country’s cultural and historical heritage;
Division : ARCHIVES PRESERVATION DIVISIONLocation : The National Library Building
Mezzanine and Ground Floor
Restoration Laboratory
Division : RECORDS CENTER DIVISIONLocation : Rented: 4–storey concrete building at
PACO, Manila (1ST and 4TH Floor)
The Records Center Division shall establish and operaterecords storage centers to house documents and papers, which are to be preserved for a period of time but which need not be retained by the government entities concerned.
Services Offered:
Provide reference service to agency personnel, retirees, and the general public;
Provide continuous technical maintenance, preservation and adequate security for records holdings; and
Report any loss of records in the custody of records storage centers and initiate action to recover them.
Appraise and receive semi–active and inactive records of the government, especially abolished, merged and reorganized agencies;
Division : TRAINING AND INFORMATION DIVISIONLocation : The National Library Building (left wing)
Mezzanine
The Training and Information Division shall conduct trainings, education and information services in archives and records management.
Services Offered:
Administer a personnel program on career and employee development for the Office;
Provide technical advice and assistance in the conduct of training on records and archives management in all government entities; and
Coordinate and maintain linkages and working relations with local and foreign organizations engaged in training and development activities.
Initiate, develop, conduct and evaluate nation–wide training programs to improve the government records competence and skills of personnel;
HOLDINGSHOLDINGS
13 million rare documents from as early as the 15th century. Breakdown of documents:
Revolutionary recordsRoyal Decrees, Papal bulls and encyclicalsPastoral letters and ecclesiastical recordsRoyal Aundiencia and lower court recordsReports of Spanish encomienderos, alcaldes,
and governadoresCommercial and industrial instruments Papers on the tobacco monopoliesRecords of different provinces and pueblosRoyal titles on lands and landed estates.
The Spanish CollectionThe Spanish Collection
Composed of 12 million manuscripts, the collection takes up Philippine economic, social, legal, ecclesiastical, medical, military and cultural history under 333 years of Spanish rule. Among the documents are:
American and JapaneseAmerican and Japanese
Official records from the American occupation period and the Japanese War Crimes.
Occupational RecordsOccupational Records
Civil RecordsCivil RecordsRecords on birth, marriages and death dating from the Spanish period; the 1920’s to 1930’s for birth records and 1920 to 1928 for marriages.
Permanent RecordsPermanent Records60 million pieces of government documents, journals of Notaries, maps and land documentation.
ONON––LINE SERVICE THROUGH NAP LINE SERVICE THROUGH NAP WEB SITEWEB SITE
The NAP web site will be the key point of access for all government records through computerization of its historic holdings in order to preserve the intellectual, historic and research value of deteriorating records, make them more usable to the public; facilitate research and enhance security of records.
PROBLEMSPROBLEMS
NAP EFFORTS TOWARDS DIGITIZATION (1998)
Digitizing Records at the National Archives
PRESENT NEEDSPRESENT NEEDS
Access to vital information (Spanish records, notarized and registry records) and services using the internet, telephones and other technologies as they emerge.
WHAT WILL WE ACHIEVE?WHAT WILL WE ACHIEVE?
Convenience and Satisfaction
“‘24/7’ services provided anytime, anyhow, anywhere”
easy access to information – like “one–stop” access
easy to use and accessible
user friendly
multiple access channels
easy feedback to our government service/s
WHAT WE WILL ACHIEVE?WHAT WE WILL ACHIEVE?
Integration and Efficiency
“integrated, customer–centric, efficient services”
requests, application forms, and research may be done online
requested forms, certificates and other documentsmay be delivered on the address indicated by therequesting party
an on–line tracking system and status verification ofthe requested documents
WHAT WE WILL ACHIEVE?WHAT WE WILL ACHIEVE?
Participation
citizens participating in government through :
news brief
publications
seminars
WHAT WE WILL ACHIEVE?WHAT WE WILL ACHIEVE?
Better Service
“use the power of the Internet to deliver better services”
deliver services in a more customized and user–friendly way
PROPOSED SOLUTIONSPROPOSED SOLUTIONS
Digitizing and scanning vital information with joint effort and coordination from other concerned government agencies.
PHASE I
hardware
software
peopleware
PROPOSED SOLUTIONSPROPOSED SOLUTIONS
PHASE II (simultaneous task)
creation of web site
scanning
digitizing – analyze, develop and design program for the efficient preservation and dissemination of archives/documents
PHASE III
implementation
Digitizing Records at the National Archives
DIGITIZATION: THE NAP EXPERIENCE
“Digitization”
• The National Archives• Millennium Digital Imaging Inc.• President’s Social Fund
– Centennial Project– Pres. Fidel V. Ramos
Scanning
Files Written on CDs
E-Catalogue(Spanish Documents)
Microfilming
Microfilm Scanning
Red Map(Notarized Documents)
CONTINUATION OF MICROFILMING, DIGITIZING AND INDEXING OF NOTARIZED RECORDS
Digitizing Records at the National Archives
Benefits on the Use of Microfilm as a Preservation Strategy
End Product
Microfilm Copies– Master Storage Copy (preservation copy)– Reproduction Copy– User Copy
CDs/DVDsRetrieval Software
– Document Management Software
THE ENDTHE ENDThank YouThank You