Module 2 LESSON 1 PDF

LIS 111 Introduction to Records Mgt.
and Archives
Topic: Archival Services: a Matter of Trust
Learning Objectives
By the end of the module , students should be able to:

1. identify the duties, roles, and skills of the archivist.
2. explain the archival code of ethics.
Lesson 1. The duties of the archivist
Irrespectives of the particular scope of the archival institution in question,

the archivist has a responsibility to perform certain core duties in order to
ensure that the archival holdings in her care are preserved and managed as
authentic and reliable documentary evidence. These core of duties can be
summarize into five categories presented.
1. The archivist adheres to a formal archival management framewok,

including identifying and respectining relevant legislation, policies,
standards and procedures and stablishing the organizational and
financial infrastructure to ensure archival holdings are managed
effectively and appropriately.
2. The archivist maintain a stable physical environment for the receipt,
storage and handling of the archival holdings in the institution ‘s custidy
regardsless of the form and medium of the materials, in order to
preserved the materials themselves, or the information and evidence
they contain, for as long as possible.
3. The archivist acquires appropriate archival materials, either by
receiving sponsor archives or by collecting non-sponsor archival
materials , in keeping with institution’s archives mandate, vision and
mission , and secures those acquisistions legally, physically and
administratively so that the archives are protected for the long term.
4. The archivist gains intellectual control over archival holdings, in order
to undestand and communicate the nature, scope, contents and
context of the matarials and make those materials available for use by
the creators or donors of the records and by researchers and the wider
public.
5. The archihist supports and fosters access to the use of the holdings
and services of the institution, in keeping with the mandate and vision
of its sponsor agency and with respect for the right of both donors and
creators of archives, in order to share archival resources as widely as
possible.
In performing these task , the archivist is serving as a trusted

custodian- a steward of society’s documentary memory. The archivist
acquires, preserves and makes available archives so that society can
always turn to trusted sources of authentic and reliable documentary
evidence in order to substantiate claims prove assertions, share
memories and foster a sense of identity.
Role of the archivist
 The Archivist has an obligation to ensure the preservation of valuable

records, both past and present.
 In appraising records for retention or disposal, the Archivist acts as the
agent of future generations and must be as diligent in disposing of
records that have no significant or lasting value as in retaining those
that do.
 The Archivist must protect the integrity of records and guard
them against defacement, alteration, or theft; protect them against
physical damage by fire or excessive exposure to light, dampness, and
dryness; and ensure that their evidentiary value is not impaired in the
normal course of rehabilitation, arrangement, and use.
 The Archivist should promote access to records to the fullest extent
consistent with the public interest but should observe any legal or
prudent restrictions on the use of records.
 The Archivist should respond promptly and courteously to research
requests—not discussing the work of one researcher with another
except where a clear duplication of effort is apparent.
 The Archivist must not profit from any commercial exploitation of the
records in custody, nor withhold from others any information gained as
a result of official duties.
 The Archivist should add to the body of archival and historical
knowledge and leave to successors a true account of the records held
in custody and oftheir organization and arrangement.
The Archivist's Code, National Archives , Copyright 2016, New London Town
Archives http://www.nlarchives.org/archives_policies/archivists_role.html
Archives: What do Archivists Do?

Archivists acquire papers, arrange and describe them, and ensure their
permanent preservation. They then make these resources available to
researchers by maintaining secure facilities. In order to fulfill these
responsibilities, they must:
Create Order:
Most archives will have, and should have, a written collections mandate.
Within the parameters of this mandate, the Archivist will appraise and acquire
such materials as are deemed appropriate to the repository. These are
normally acquired through donation. Once acquired, the archivist has a
responsibility to process, arrange and describe materials in a timely manner.
Arrange:
After the donor arrangements have been made and acquisition has been
legalized, the archivist will inspect the papers; identify fonds and any sous-
fonds or series; clean and repair if necessary; encapsulate fragile items;
supply order, if none exists, by putting the papers into chronological or
alphabetical order, as appropriate; perform weeding and stripping as
necessary. At all times, the archivists will be aware of "respect des fonds"
and retain the original order of the papers wherever possible.
Describe:
The process of establishing intellectual control over holdings involves the

preparation of finding aids which are descriptive media, published and
unpublished, created either by an originating office, or an archival agency
repository, which serve to establish physical or administrative and especially
intellectual control, over holdings. Finding Aids include guides (general or
repository-level, and subject or topical), inventories, registers, file lists, shelf
and box lists, calendars, software documentation (for electronic records) and
databases. Each of the above may be hard-copy, electronic, online or all
three.
Google versus Subject Guides: The wide use of such search engines as
Google has made the Subject Guide less critical for researchers. It is,
however, still a valuable tool in that awareness of subject guides, created
with the particular institution in mind, helps focus collecting and contributes
to a coherent acquisitions program (in tandem with the mandate).
Furthermore, keyword searching is not 100% effective – there are always
advantages for the researcher in browsing a subject category.
One of the basic tenets of archival practice is authenticity of the record, and,
thus, attention is always given to provenance. The rule of provenance does
not prevent or hinder a subject approach by a researcher. After all, the
preservation of the "collective memory" is legitimized, in part, by its use as
research material. Even though archival materials are processed and
maintained according to provenance, subjects and personal names can be
uncovered by researchers by perusing finding aids prior to looking at the
documents themselves. All archives should provide descriptions of their
holdings using the guidelines known as "Rules for Archival Description."
Compliance with "Rules for Archival Description" (R.A.D.) means that all
finding aids for any archives in Canada should all look the same, should thus
all easily be coded with E.A.D. protocols, and should provide similarly-
detailed information as to date, extent, scope and contents, and custodial
history. Information about all fonds or collections will thus be electronically
interchangeable via such on-line "union lists" as Archives Canada.
Preserve:
The papers will be prepared for shelving and placed in acid-free file folders
inside acid-free records storage boxes; folders will be labeled clearly with
accession number, folder number and box number. Box labels will note the
total number of boxes in the accession. Any restrictions to all or part of the
fonds will be marked on the label.
Manage:
The function of a database has not been entirely superseded by search

engines such as Google. Databases such as DB/Textworks are useful for
generating consistently formatted reports in any form; for applying subject
access points; for making global changes in a number of records, and for
encouraging the creation and maintenance of in-house authority files. Trent
University Archives generates all reports such as finding aids, subject
guides, annual acquisition reports and donor lists from a DB/Textworks
database. We enter information in 26 fields in the Trent database.
Make Accessible:
Managing archival resources is a balancing act. The Archivist is a point of

intersection between the records creator and the records user, and it is that
mediation between the preservation function, and the research function
which demands our attention. Responsibility to the donor and ethical
responsibility to the permanent maintenance and preservation of heritage
materials implies security from human and environmental hazards. Whereas,
commitment to research, and, one hopes, contribution to an accurate
historical record, demands adequate accessibility for researchers. Tensions
between these two must be examined and adjusted within the confines of
staff and other available resources.
Trent University Library & Archives

https://www.trentu.ca/library/archives/archivists_responsibilities. Retrieved July 17, 2020.
The skills of the archivist
Increasingly, archivist develop knowledge, skills and abilities by

pursuing a formal education in records and archives through a university or
college. Around the world , more and more graduate and undergraduate
archival studies programmes are merging. Offering training and education in
a range of records and archives topics.
Despite the natural variations in topics in different parts of the world,
most formal archival studies programmes that lead to degrees, diplomas and
certificates address subjects such as:
 Archival theory and principles
 Professional responsibilities , including professional ethics
 Appraisal and acquiisition
 Arrangment and description
 Archival preservation
 Instituiotnal management and administration.
Anyone studying archives will also benfit from learning about the role,
nature and use of archives in society, with particular emphasis on social,
cultural and political realities in her own jurisdiction. The reality is that
archivist may be professionally trained and work full time or part time; they
maybe para-professional with technical training, or they maybe dedicated
volunteers or amateurs.
References:
1. Millar, L. (2010). Archives: principles and practices. London: Facet Publishing.

2. http://www.nlarchives.org/archives_policies/archivists_role.html Retrieved June
15, 2020

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LIS 111 Introduction to Records Mgt.

Topic: Archival Services: a Matter of Trust

By the end of the module , students should be able to:

Lesson 1. The duties of the archivist

Irrespectives of the particular scope of the archival institution in question,

1. The archivist adheres to a formal archival management framewok,

In performing these task , the archivist is serving as a trusted

Role of the archivist

 The Archivist has an obligation to ensure the preservation of valuable

Archives: What do Archivists Do?

The process of establishing intellectual control over holdings involves the

The function of a database has not been entirely superseded by search

Managing archival resources is a balancing act. The Archivist is a point of

Trent University Library & Archives

The skills of the archivist

Increasingly, archivist develop knowledge, skills and abilities by

1. Millar, L. (2010). Archives: principles and practices. London: Facet Publishing.

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