Internal Structure

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Internal Structure and Organisation &

The Role of Archivist


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Internal Structure andOrganisation

Normally, an archival institution willdivide its activities into four discretegroups, which can usefully be linked in

the departmental structure. These are: Repository

Search room & reference area

Finding aids & publications Preservation services


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Internal Structure andOrganisation Repository: activities connected with

the reception of new archival material intocustody;

the preservation of this material in storage;

provision of equipment for this purpose; maintenance of the storage areas (the

repository itself); administrative control of materials, especially

arrangement of the materials, movement of

materials into and out of the repository and fromplace to place within it;

security of the repository.


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Internal Structure andOrganisation cont

Archival repository:A building or partof a building in which archives arepreserved and made available for

consultation. Also known as an archives.


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Search room or reference area:

provision of facilities for users andmaintenance of the search room as a

suitable environment for the consultation ofarchival materials;

control of registration and conduct of users;

procedures for ordering, issue and return of

archival materials;

provision and management of copyingfacilities.


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Search room:The area in an archivalrepository open to users for theconsultation of archives and the finding

aids that relate to them. Also known asa reading room.


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Finding aids and publications:

intellectual control of the holdings;

preparation and publication of a guide to the

holdings; research and analysis;

preparation of lists, indexes and otherfinding aids;

other publications;

exhibitions and outreach activities.


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Preservation services:

maintenance and monitoring of theenvironmental conditions in the repository;

conservation and repair facilities andprogrammes;

copying and photographic equipment andprogrammes.


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The Role of Archivist

Staffing

Training


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Staffing

Staff in archival repositories are usuallywell motivated and willing.

To translate these assets into achievement,

the management structure must allocateclear tasks to each staff member, withresponsibility and a share in thedevelopment of policy.

There must also be a reporting andassessment programme that recognisesgood work and sets out attractive andrealistic programmes for the future.


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Staffing cont

All archivists on the staff should have aclearly defined set of duties.

They should also have opportunities to

contribute to the strategic planning ofthe service.

Regular meetings of all professional and

para-professional staff provideopportunities for them to make suchcontributions.


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Staffing cont

The external context of the managementstructure ensures that the director of thearchival facility will report to the overall head ofthe records and archives institution.

Internally, the heads of departments andheads of regional archival facilities will reportto the archival director.

The department heads within each regionaloffice will report to the head of that regional

office, and the rest of the staff will report totheir department heads, unless there are otherestablished lines of command.


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Staffing cont

A typical staffing structure might includethe following posts. These offered as ageneral model that may be adapted to

particular cases.


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Staffing cont

Head of the records and archivesinstitution:

the head of the whole service, including the

records offices, records centre and archivalagency.


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Staffing cont

Heads of the records offices, recordscentres and archival institutions:

the officers responsible for the management

and direction of the records offices, recordscentres or archival agency.


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Staffing cont

Head of regional archival agencies orrecords centre operations:

the officer responsible for the management

and direction of a particular regionalarchives or records centre.


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Staffing cont

Department heads in the archivalagency, such as head of preservation (the officer responsible

for all preservation and conservationservices);

head of reference (the officer responsible forreference and outreach services);

head of records services (the officerresponsible for supervising and co-ordinating records work with creatingagencies).


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Staffing cont

Staff in records offices, such as:

officers responsible for supervising and co-ordinating records work within the agency

and liaising with others within the overallrecords and archives institution.


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Staffing cont

Note that throughout this module theterm director is used generically tomean someone who directs(that is,

controls) the organisation referred to; itis not intended to relate to any particularcivil service or management grade orstatus.


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Staffing cont

The following best practice guidelinesare recommended for managing staffeffectively and developing short- and

longer-term plans.


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Staffing cont

A formal written longer-term (strategic)plan for the archival institution should bedrawn up.

This strategy should be developed intoformal written annual (business) plans orprogrammes for the institution and its

departments and regional offices.


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Staffing cont

These plans in turn should be convertedinto projects for departments, groups ofstaff or individual members of staff.

These plans, programmes and projectsshould be developed on the basis ofwhat is available as inputs (funds, staffresources, accommodation, equipment)

and of what are agreed to be desirableoutputs (what it is intended to achieve inthe time allocated).


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Staffing cont

All members of staff, whatever theirseniority, should be given written jobdescriptions that show clearly their duties

and responsibilities and written annual jobplans that set out the specific tasks to beundertaken and the criteria for measuringtheir successful completion.

All plans, programmes and projects shouldbe monitored formally and informally on aregular basis.


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Training

Persons appointed to a post in thearchival facility, whether or not theyalready possess a professional,

paraprofessional or specialistqualification, must be trained in thespecific policies and procedures of thearchival institution.


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Training cont

Such training programmes should bepart of the overall management strategy,and they should contain elements to

support professional or careerdevelopment for all members of staff,whatever their grade.


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Training cont

All new members of staff in public-sectorarchival facilities who are also newrecruits to the civil service should be

given all necessary informationconcerning appointment, pay,promotion, leave, pension, disciplineand so on.


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Training cont

All new members of archives staffshould be given training on security,handling of documents and the use of

the procedures manual. All trainingshould emphasise the uniqueness andimportance of the archives in theircharge.


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THE END

Internal Structure

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