Records and Archives Management

Records:

Archives:

Management:

Preservation:
Records and Archives Management

Archives:
Archives as those records of any public or private
institution which are adjudged worthy of permanent
preservation for reference and research purposes and
which have been deposited or have been selected for
deposit in an archival
institution.
 Records Management

 Definition of R. M.
 Nature and Scope of R. M.
 Importance of R.M.
 R. M. Functions
 Question
 Reference
Records Management (Nature & Scope)

Record is to office what soul is to human body! The

stronger the soul; the more active the body; the
better arranged the record, the more helpful it is in
increasing and maintaining office efficiency.
 First, like body, which is the abode of soul, office is
the abode of record and its existence is essentially
due to records; where there is no record, there is no
office.
 Records Management

 Secondly, better systems and

procedures of record keeping energies
the office for productive activity and
efficiency while the poor record
keeping retards the activity as well as
minimizes efficiency.
 Records Management

 Thirdly, the systems and procedures of record

keeping must develop with the development of
organization and the changing times.

In office parlance, the term `record’ is used to imply

written materials, documents, correspondence etc.
This come from two sources:
Records Management (Importance)

1. Receipt: Those record that originate outside the office

or organization such as incoming letters, contracts,
reports, statements, telegrams and the like: and
2. Creation: Those that originate within the organization
such as copies of outgoing letters, contracts, reports,
statements etc.
 Records Management

 Categories: Records are divided into three categories

by the way of their importance, namely:

1. Parmanent Records:Those that contain policy

decisions or have legal implications, These are first in
importance and are termed as permanent records.
These are used most of all other records in
organizations.
 Records Management

2. Temporary Records:Those that are helpful in

execution of some particular or immediate objectives.
These are placed second in importance and are to be
usually retained until the objects desired are realized.
But such records may be transferred or disposed of as
and when they become inactive.
 Records Management

3.General Records: Those that are just routine papers

and which lose their importance and utility as well as
value, as soon as they reach their destination, e. g.,
Information Chits etc. These are seldom retained for
filling purposes.
Record Management (Functions)

According to record administer responsibility’s point of

view, we can identify the following record
management functions:

1. Needs and Requirements

2. Record Protection
3. Publish and Maintain
4. Council, advice and assist
Record Management Function

5. Supervision
6. Provide advice and council
7. Serves as Archivist
8. Effectiveness in use
9. Orientation of function
10. Proper use and application
11. Participation in representation
12. Company representative
Elements of Record Management

 Concept

 Elements

 Question

 Ref.
Elements of Record Management

The elements of records are:

1. Record creation
2. Record Maintenance
3. Use retention
4. Protection
 Objectives of R. M.

1. Accurate and Complete

2. Recorded Information
3. Adequate Information
4. Render
 Record Appraisal

 Concept

 Categories

 Question

 Ref.
 Record Appraisal

The categories for which records managers consider

value can be divided into :

 primary values (usually designated as administrative,

legal, fiscal and research or scientific values) and
 Secondary values also known as evidentiary and
informational values.
 Record Appraisal

 Administrative value: The administrative value of a

record is its value in helping the organization do its
job, in the short term and the long term. The short
term is often called the ‘operating value’
 Record Appraisal

 Legal value: Records with legal value are those which

are evidence of the legal rights and obligations of an
organization.
 Record Appraisal

 Fiscal value: Fiscal value is attached to records which

reflect financial transactions, and, in fact, fiscal value
is closely related to legal value in that many fiscal
records are retained for purposes of compliance with
requirements of the Internal Revenue Service or
Securities and Exchange Commission.
 Record Appraisal

 Research or Scientific value: Records have research

value (or scientific value) if they represent technical
data, research results, test results, and so on.
 Record Appraisal

 Secondary value: Various sources, including the

National Archives and Records Administration,
suggest there are additional ‘secondary values'.

 These include evidential values and informational

values. Evidentiary records are those relating to
the origin of the institution or to policy and
procedure. Informational records are created as a
result of institutional activities, and may be
important for reference purposes
 Records Inventory

 Meaning
 Forms of inventory
 Objectives
 Records Inventory Form
 Records Inventory

The records inventory is vital to an effective records

management program because it identifies and
quantifies the records that are created and processed
by an organization.

The inventory defines the records which, in turn, define

the organization.
 Records Inventory

The records inventory is essentially the gathering of

information created and processed by the
organization.
Information may be recorded on many different types
of media, such as microfilm, microfiche, cartridges,
punched cards, disks, drums or magnetic tape in
addition to paper.
 Forms of R.I.

There are two forms of inventory:

1. The physical Method

2. The questionnaire Method
 Objectives of R.I.

1. Identify
2. Location
3. Categorize
4. Reference Activity
5. Methods
Recodes Inventory Form
 Archives

Archives comes from Archeion meaning that which

belong to an office.It, again,has its origin in the word
‘arch’ which means
beginning,origin,sovereighty,magistrasy and
office.From the Greeck word derived the latin
‘Archivium’ and the English takes ‘Archives’in the
connective sense.
 R.M. Assignment (Topics)

 All the before classe

 Records

 Any institution
 Public
 Private
 Preserved
 value
 Origin of Archives

 Archival and library materials (same places),( other were

not distinction ) regarding sources of information) >
 15th century (while development of printing) >
 Administrative technique has changed >
 Different places has build up >
 Till French revolution (has not developed) >
 After French revolution, there are three major contributions
to the the development of Archives >
1.System of archival administration .
2.proclamation of principle of public access.
3.Recognition.>
 Origin of Archives

 Responsibility>Valuable cultural resources>

 Last two century every country has made Archives.
•A document which may be said to belong to the class o
course of and administrative and executive transaction (
and subsequently preserved in their own custody for the
responsible for that transaction and their legitimate succ
Definition of Archives (Analysis)

 Definition of O. E.D.:
1.It means archives and in sometime a document or a
place.
2.It’s double meaning and double role.
3.If archive is something, than obviously it can’t be a
document and a place at the sametime.
4.O.E.D. definition is a VERY OLD DEFINITION.
5.It’s not a standard one.
Definition of Archives (Analysis)

Dutch Definition:A. as "The whole of the written documents,

drawings and printed matter,officially received or
produced by an administrative body or one of its officials,
is so far as these documents were intended to remain in
the custody of that body or of that officials."

1.the whole of the written documents, drawings and printed

matters.
2.Officially received
3.Officially produced
4.In the custody of the office
Definition of Archives (Analysis)

 This definition is too wide because all printed

materials are including in this definition. It means
there is no distinction between library and archives.
 Importance of Archives

Archives are one of the most important sources of

information. Importance of archives is increasing
day by day with the progress of modern
civilization.
1.Maintainence of sovereignty of the country
2.Intrigrity
3.Raw-materials
4.Research
5.Political Progress
6.Reference
 Importance of Archives

7.Foreign relationship
8.Personal interest and name
9.Efficient administration
10.Economic progress
 Archives and Library

 The following difference between library and archival

institution under the two broad catagories are:
(a) Difference in holdings.
(b) Difference in methods.
 Archives and Library

(a) Difference in holdings:

1.Characteristics.
2.Contents.
3.Collection
4.Appraisal
5.Use
6.Power of acceptance
7.Procurement
8.Access
9.Importance
 Archives and Library

(b) Difference in methods:

1.Archivist is concerned with smaller units while librarian
is concerned with discreet and individual units
2.Arranges-Classifies
3.Archivist describes his materials while librarian
catalogs his materials.
4.Accession-Acquisition
5.Series of records-Individual items
 Archives and Library

Despite of the above basic differences, librarians and

archivists also have much in common similarities. The
similarities between library and archives are as follows:
1.Culture.
2.Development of education.
3.understanding a particular problem and solve the
problem.
4.Provide source materials of a thing.
 Archives and Library

 Excluding above similarities, there are a number of

similarities between the two profession. These are:

1.Both librarians and archivist contribute equally to the

development of method for their development.
2.They share some common preservation problems.
3.They share some views on professional training and
development.
4.They desire to facilitate the use of their holdings.
 The National Archives of
Bangladesh

 Historical Background
 Ordinance
 Objectives
 Functions
 Divisions
 Collections
 Services
 History

 In 1891, Imperial Record Department was established

at Calcutta.
 Later it was transferred to Delhi and to be named “
National Archives of India”
 In 1951,The National Archives of Pakistan was
established in Korachi under the Directorate of
Archives and Libraries.
 History

In 1973,The govt. of Peoples Republic of Bangladesh

established ‘National Archives of Bangladesh’ in
Dhaka under the Directorate of Archives and
Libraries.
 Ordinance

In 1983, The government has promulgated a National

Archives Ordinance in order to provide for
establishment of National Archives and for the
collection, preservation, maintenance and
administration of permanent records and Archives of
the govt.
 Objectives

The main objectives of National Archives are:

1. Official custody and physical safety.

2. Legal depository.
3.Knowledge.
4.Efficiency.
 Function

The principal functions of the National Archives are:

1.Acquisition and preservation.

2. Research facilities.
3.Technical and scientific advice.
4.Advice.
5.Promotion.
6.Inspection,examination and appraisal.
7.National repository.
8.Co-ordination and maintenance.
 Main division of Archival
Institution

The Main division of Archival Institution of BD are:

1.Archives administration.
2.Records Management.
3.Preservation and conservation
4.Microfilming /Reprography
5.Repositories
6.Public Relation
7.Exibitions
8.General Administration
 Preservation

 Preservation of document is one of the important

aspects of librarianship. The term ‘preservation’ has
been used in library literature until the last few years.
 Preservation is about making libraries useful: preserving
materials for as long as they are wanted.
 According to John Feather, Preservation is indeed a
central issue in modern librarianship, and one which will
continue to be of concern to the end of this century and
beyond.
 Preservation

 Preservation includes all of the managerial and

financial considerations including storage and
accommodation provisions, staffing levels, policies,
techniques and methods involved in preserving library
and archive materials and the information contained
them.
 Methods of Preservation

1.Dusting and cleaning.

2.Environmental control
3.Fumigation
4.Air conditioning
5.Human touch
6.Weeding
7.Repairing and Reconditioning
 Methods of Preservation

8.Repair of bound volumes

9.Repair with tissue paper
10.Chiffoing
11.Shelving books
12.Light
13.Accommodation
14.Arrangement of records
 Digital Preservation

Digital preservation is concerned with ensuring that

records which are created electronically using today’s
computer systems and applications, will remain
available, usable and authentic in ten to hundred
years time. Digital preservation consists of preserving
more than just the record’s bit stream.
 Types of D. P.

There are three types of digital preservation:

1.The preservation of the storage medium

2.The preservation of access to control
3.The preservation of fixed-media materials through
digital technologies
 Benefits of D.P.

These are:

1.Cost savings
2.Longevity
3.Searchable repositories
4.Protection for investment
5.Loss prevention
6.Access
7.Improved search ability
8.Quality
 Approaches for D. P.

1.Science data

2.Library initiatives

3.Initiatives by archival institutions

4.Harvesting the web.

 Access to D. P.:

Basically, there are three ways in which digital materials can

become in accessible:

1.Degradation: Degradation of the media on which theories are

stored
2.Obsolescence: Obsolescence of software making it impossible to
read digital files
3.Computer: Introduction of new computer systems and peripherals
that can not handle older materials
 Questions:
 Disposition of Records or
Archives

 Meaning
 Methods
 References
 Questions
 Disposition

 Disposition of records involves allocation of space.

The appraisal of non-current records and other
documents necessitates in action called disposition of
records. It means the first end of a record.
 Record disposition is that portion of a total records
management program which deals with semi-current
and non-current records.
Objectives of Record Disposition:

A record disposition program has two main objectives:

1.The designation of permanent records.

2.The timely and systematic removal of records deemed

temporary of creating office, the organization and
authorizing officials.
Objectives of Record Disposition:

1.To dispose promptly of records without the value of

retention.
2.To commit the records having research and reference
value to an archival institution.
3.To remove the records having no current business but
deserve to be temporarily retained.
4.To keep the old records to find the current ones speedily.
5.To get rid of filing equipment for storing inactive records
in the office.
 Methods of Disposition

There are two methods of disposition. They are as

1.Disposition of document
2.Disposition of action

1. Disposition of document:
Extreme care and precaution and proper steps must be
taken to keep a particular document in the form of
reading. Disposition of documents have two objectives:
 Methods

a) The designation of permanent records.

b) The timely and systematic removable of records.
Disposition documents may serve varying purposes.
There are three procedures of disposition of
document:
1.Disposal list
2.Disposal schedule
3.Disposal plans
 Methods

Disposition of action:

1.Transfer of records centre

2.Microform (microfilm and microfiche)
3.Store in optical disk.
4.Transfer to archival institution
5.Destruction
 Control of Archives

 Meaning
 Methods
 Ref.
 Questions
 Meaning

 Thousands of archives or records are increasing by

the govt., non-govt. and other institution in everyday,
every country expeditiously. Archives are the
documents that are increasing day by day, like
population explosion. The diffusion of documents has
appeared as a great problem. So, control of such
document is an integral part of archive management.
 Meaning

 Archive control is the general term used to describe

the archivists of the officers of an office. It is defined
as the task of co-coordinating, manufacturing
activities in accordance with manufacturing plans so
that preconceived schedules can be attitude with
optimum economy and efficiency. :
Methods of control of archives

There are three methods or techniques for the control

of archives. These are:

1.Simplification of functioning
2.Simplification of procedures
3.Simplification of record procedures.
 Vital Record Protection

 Define
 Types
 Protection program
 Methods
 Define

 The essential records which are not piceable and

which reproduction do not have the same value as
the originals, which give direct evidence obligation-
known as vital records.
 Types

 Vital records may be two types:

 1.Active records
 2.Inactive records
 Protection program

The following factors are essential bto a vital records

protection program:
1.Assignment of program responsibility.
2.Analysis and classification of vital records.
3.Selection of protection methods.
4.Establishment of operating procedures.
5.Maintenance of communication.
 Protection Methods

To protect vital records, there are three types of

methods are exist. These are:
1.Duplication
2.Onsite storage and
3.Remote storage.
 Record Appraisal

 1.Definition
 2.Reason of R.A.
 3.Process of R.A.
 Definition

 The process which are applied for selection of

documents for permanent preservation in the archival
depository is called appraisal.
 Reason of R.A.

Four reasons are exist for the necessity of appraisal.

These are:
1.Identity
2.Cost
3.Easy Use
4.Value
 Process of R.A.

The processes are:

1.Predictable pattern of creation
2.Maintenance and use
3.Disposition of record within an institution
4.Acquisition policy
5.Institutional resources
 Process of R.A.

6.Appraisers responsibility
7.Levels of activity
8.Significance of function
9.Uniqueness of Information
Preservation and Conservation of
Library Resources

 Preservation and conservation are the part of the

Library Management. Preservation deals with the
maintenance aspect and Conservation deals with
remedial treatment.
 Causes of Deterioration

The causes are:

 1.External Causes:
 The inherent chemical stability of the material
 The external actions which affects the material
Besides, there are three broad categories:
a) Natural aging
b) Intrinsic factors
c) External condition
 Causes of Deterioration

 Physical Deterioration: Physical deterioration is a slow

but gradual process. The deteriorating factors are:
 1.Temperature and relative humidity
 2.Aging
 3.Heat
 4.Light
 5.Darkness
 6.Moisture
 Causes of Deterioration

Chemical Deterioration: These are:

1.Acid
2.Atmospheric pollution
3.Dust and Dirt
4.Smoke
 Enemies of Library Materials

These are:
 Physical agent
 Chemical agent
 Biological agent
 Remedies from Deterioration

Major remedies are:

1.To keep the biological pests away
2.DDt ,Gammexane powder etc.
3.Nepthalene , Camphor, Para dichlorobnzene etc.
4.Indigenous methods of keeping the pests away are
the use of Neem leaves
5.The stack room should be air conditioned so that
temperature and humidity should be controlled
Modern Preservation Techniques

These are:
1.Environmental Control
2.Use of Chemicals
3.Fumigation
4.Cleaning and stain removal
 Access and Use of Archives

Rules governing access:

1.Showing the identity or address
2.Institutional affiliation / address
3.Position
4.Proff of purpose
5.Asaking materials
6.User dresss
7.Plan and paper
 Access and Use of Archives

Rules governing use:

1.Share the responsibility
2.Restricted use
3.Negatively observing
4.Promote good conditton
5.Must not remove the paper out of the reading room.
6.Always inform himself of his responsibility regarding
reading and copying the documents.
7.Documents may be lent to the govt. agencies for official
purpose.
Documents that are restricted or
Denied to the public use:

These are as follows:

1.Military documents
2.Foreign affairs documents
3.Personal documents of national leaders or important
persons
4.Economic affairs documents
5.Documents connected with law and order situation.
 Preservation of non-book
materials

 Physical environment:
1.Temperature
2.Relative humidity
3.Dust and other atmospheric pollutions
4.Light
5.Magnetic fields: Many materials , such as
#Audio tapes
#Sound tracks of various media
#Video tapes etc.
 Preservation of non-book
materials
 Security:
 Circulation policy: Here, the fundamental consideration
should be:
1.Whether or not a particular item should be permitted to
leave the library.
2.Proper facilities
3.The number of hours the collection is open for
consultation.
4.Has the library adequate staff
5.Has particular users
 Preservation of non-book
materials

 Maintain and Upkeep of equipments: For example,

for magnetic tapes-
1.Tapes players have to be used.
2.The heads of which are to be cleaned and checked
regularly to prevent accumulation of dirt.
 Storing: It means all of the non-book materials
should be stored in a vertical position
 Handling: Handling involves both the user and the
librarian. The user must know the correct handling
procedure imparted to him by the librarian.
 Fumigation

 The term fug. Has comes from the verb ‘ fumigate”

which means to create fume. Generally it means to
destroy germs, insects etc. by using fume.
 But field of archive preservation, it implies the
process of exposing paper and other materials to a
poisonous vapour in vacuum or other airtight
container to destroy insects.
 Various Fumigation

1. Vacuum Fumigation
2. Thymol Fug.
3. Para-dicholorobenzene Fug.
4. Formalin Fug.
5. Carbon disulphide Fug.
6. Methyl fug.
7. Hydrogen Fug.
 Merits and Demerits

1. Vacuum fug.- Merits: Simple, not costly, operated

by any person, no side effect, popular process, any
place. Demerits: eggs of insects are not damaged,
time consuming process, colour and writing etc.
2. Thymol fug.- Merits: More effective than Vac. Fug.,
eggs damaged, short time etc. Merits: costly,
operated by technician, can not any place etc.
 Approaches

 Define fug. Discuss the various fug. Method of lib. Or archives

materials.
 What do you mean by fug. What are the types of fug.
 What is fug. Discuss the different methods of fug. With their
merits and demerits.
 Why fug. Is necessary? What are the merits and demerits of
various fug. Methods?
 What are the objectives of fug. Why it use to do in the lib. or
archives?
 Which methods of fug. Is suitable for DU lib. Or BD Archives and
why.
 Filing of Records

Definition:
* File means bound of some documents which are
covered by a file cover or folder.
* Filing is truly the house keeping part of an office.
* Filing includes the handling of all important records,
such as orders, invoices, cheques, vouchers,
blueprints, applications, clippings, reports, statistics,
lists forms, cards, tables and catalog.
 Filing of Records

 Reasons for filing records:

Records provides the facts necessary for successful

management of an individual’s affairs, a govt.
agency, a profession, an institution or a business.

Records need to be indexed and filed unless they are

essential for management. They must be arranged so
that they serve immediately the user’s needs in furnishing
information required.
 Filing System

Filing System:

There are only two methods or arrangements for indexing and filing i.e

1.Alphabetic arrangement:

A.A. are applied to files of either card or paper records indexed by:

*Surname and first name of individuals

*Organization names.
*Location names
*Names of months or days
* Names of topics and things
*Names of groups of topics and things
*Code letter.
 Filing of Records

2.Numeric arrangement:

Numerical arrangements have unlimited variations and

combinations, such as:

*Consecutive numeric
*Duplex numeric
*Decimal numeric
*Code numeric
*Skip numeric
*Terminal numeric etc
 Filing Techniques

Techniques of Filing :
Because of numeric types of records filing becomes
very complex. The followings guides illustrate how
certain records are usually filed and indicates the
complexity of indexing and filing-
 Filing Techniques
 Some Filing Techniques:

Some types of records Filed by

 Filing Techniques

Some types of records Filed by

*Correspondence Name, location or subject
 InformationSubject
 Printed or typed literatureName or subject

 Journals Date and then by subject

 Orders (sales or purchase)Name or number
 Invoices (sales or purchase) Name or number
 Requisition Department and Number
 Filing of Records

Some types of records Filed by

 Sales records Territories and then by name of
customer
 Purchase records Commodity
 Quotations Commodity
 Catalog-indexes Commodity and name
 Mailing list indexes Names or location then
by name
 Characteristics of Filling

 Characteristics of a good filing:

1.Simple
2.Logical
3.Consistent
4.Direct
5.Useable
6.Specific sub-topic
7.Expansible or contractible
8.Transferable
 Approaches

 Why filing use to do in the office? Discuss the

features, filing systems, techniques of filing.

 Define filing system. What are the characteristics,

systems and techniques of filing.

 Etc.
 Record Inventory

Definition:
*Record inventory is the process of identifying and
quantifying the records that are created and
processed by an organization.
*The inventory defines the records which in turn define
the organization.
*The record inventory is essentially the gathering of
information created and processed by the organization.
 Record Inventory

Objectives of R.I.:
*To identify all of the organization’s records by category or
records series.
• To determine the physical location of all of the organization’s
records.
• *To categorize the types and quantities of equipment and
supplies the organization’s records.
• *To identify the degree of reference activity for each records
series.
• *To determine methods currently in use for disposal of obsolete
records.
 Record Inventory

Types of Record Inventory:

There are two forms of inventory. Such as-
1.The Physical method:It includes the following
preparatory steps:
*Commitment from top management
*Appointment of a committee
*Define of objectives
 Record Inventory

*Communication to staff and management

*Description of file location
*Specification of data to be collected
*Preparation of an inventory form
*Establishment of a work schedule
*Selection of personnel to conduct the survey
 Record Inventory

2.The Questionnaire method