Archival repository

refers to a building
or part of a building
in which
ARCHIVES OPERATIONS
TOPIC 1: INTRODUCTION TO ARCHIVAL STUDIES
Archives can be defined in three different ways depending on the contract:
1. The Archival program
2. The building housing archival materials
3. The Archival materials themselves
Definition of terms
Archives refer to records, usually but not necessarily non-current records, of
enduring value selected for permanent preservation.
It can also be defined as a building that houses records of permanent and
historical value to an organization.
It can also be defined as records with permanent and historical value of a
given organization and it can also be defined as Non-current records that
have been identified for preservation because they possess an enduring
value. Or it refers to a facility that houses records retained for historical or
research value after their primary purpose has been fulfilled.
Archives will normally be preserved in an archival repository.
Archival repository refers to a building or part of a building in which
archives are preserved and made accessible for consultation.
Archives management refers to the area of management concerned with
the maintenance and use of archives.
Archivist refers to a professional staff member within an archival institution
for any aspect of the selection, preservation or use of archival materials. OR it
refers to professional personnel who manage Archives or Archival institutions.
OR it refers to one who selects, appraise and preserve documents that an
institution or organization judges to have historical value.
Archives group are records of permanent value which documents specific
activities.
Types of Archives
Public Archives
These are official records which have been created by the public sector and
they have been managed in their respective registries.
They are agencies that serve public organizations.
Public Archives are normally managed by the National Archives of a given
country e.g in Kenya Public Archives are managed by KNAD services.
Public Archives are those records which are created in public organization and
institutions and are governed by the relevant legislation e.g.
1. Archives of government ministries and department
2. Archives of local authorities and office of the president
3. Parliament
4. Electoral commission
5. Judiciary
Semi-Public Archives
These are Archives of Parastatals institutions which are semi- autonomous or
organizations of the government. These Archives are also governed by the
Public Legislation e.g. Archives of
Telekom, NSSF, NHIF, KPLC, KR and KPA
Private Archives
They are Archival agencies mainly for Institutions and are referred to as
institutional Archives. They are records created by the individual private
company. Institution or company policies govern political parties and them.
The nature of information in these archives is on the functions and activities
of these private companies and it is not open to the public for research unless
under special permission.

Business Archives
These are Archives of business companies e.g. Archives of NGOS, Private
business, Enterprises and other companies which engage in business and
commercial activities which are governed by the institutional government
policies.
Religious Archives
These are Archives that originate from religious bodies. They document the
church, Temples, Mosque and other religious activities such as management
of finances, administration growth and expansion of the church membership.
Military Archives
These are Archives records generated by the military forces e.g. in Kenya they
include Archives of police force, National Security Intelligence (NSIS), Armed
forces (Kenya Army, Navy and Air Forces)
These Archives document military operations such as Human Resource-
Recruiting, training, pension matters, criminal investigations, Fraud, Robbers,
intelligence information and administration,. Military Archives contain very
sensitive information and hence they should be well managed.
Sources of Archival Materials
Archeological sources
The study of ancient civilization by scientific analysis of physical remains
found on the ground.
Oral sources
Information occurs from one generation to another without being written.
Historical sites
These are places / features concerning the past event based on the study of
history e.g. fort Jesus
Archives
Collection of historical documents/ records and other noon-book materials
from the government or private companies.
Current sources of archival materials are: Artificial Collection, Religious
Organization, Private business and Semi- public Institution Public institution.
Sources of Archival Materials during pre-colonial period were
Anthropology, Oral traditions, Linguistics, Archeological Sources.
Characteristics of Archives
They have an enduring value.
They have historical value
They have an enduring value
They have Intrinsic value meaning it cannot be changed whatsoever
They are unique because it should not be duplicated elsewhere.
They are Supposed to kept in their original form
Importance of Archives
For legal purposes e.g. Constitution
For administrative purposes e.g. keeping personal files/ documents
Financial matters e.g. budgets
For historical purposes e.g. photographs and artifacts
For National development e.g. census records
Uses of Archival Materials
They are used for information purposes because they are referred to for
information provision
They are used for cultural purposes
They are used for leisure and entertainment
They are used as proof or compliant purposes because it provides a
right to carry out an activity
They are used for evidential value for it provides proof of organizations
existence.

TOPIC 2 : ACQUISITION OF ARCHIVES

This is a process by which Archives add to their holdings (collection) by
accepting archival materials as donation, transfers, purchases or loan. Or It‟s
a process by which archives physically secure materials through Donations,
purchase, gifts, loaning, transfer, legal deposit, bequest/will and re-
institution.
Acquisition is done after record survey and record appraisal has been done
respectively. Every institution should state and indicate clearly the following
aspects after a lot of decisions and actions:
1. The methods of acquisition
2. Types of materials to be acquired
3. The frequency of acquisition
4. The procedure to be followed in acquisition
Factors to consider before acquiring Archival materials
1. Finance
2. Security
3. Space
4. Storage equipment
5. Qualified personnel
6. The quality and quantity of the materials
Methods of acquisition
Purchasing
These refer to the actual buying of archival materials and this method
involves the transfer of ownership based on financial considerations. If
archivist comes across some unique materials which cannot be obtained
through any other means, the archivist can offer to buy them. This method is
rare because archival materials are expensive. In this method the archivist
must establish the legitimate owner of the records to avoid cases of wrong
people selling a collection which is not owned by them.
Gifts and donations
It refers to a method that involves the transfer of ownership of records and
has no financial consideration. It should be based on the following factors:
i.The donor must be legitimate owner of the records
ii. The gift or donations must be very clear, meaning that the donor must
state that the records are being donated and nothing more. The gifts or
donations must be received by the receiver
iii. The records must be delivered to the institution being donated to if
possible an agreement to documents the transaction to seal the deal
might be necessary.
Legal Deposit
Is the statutory obligation on publishers and distributors to deposit at least
one copy of every publication, free of charge in designated legal deposit
libraries.
TOPIC 3 : PROCESSING ARCHIVES
It refers to the act of arranging and describing the records/ archival materials
of an archival institution for storage and use.
Archival Processor/ Archivist refers to the person in charge of processing
archival materials.
Importance of processing Archives
1. It makes archival materials ready for use
2. It brings order in retrieval of archival materials
3. It protects archival materials against loss and damage
4. It saves time in retrieving archival materials
5. It provide guidance on how to prepare a variety of archival materials for
circulation
Methods or procedures of Archives processing
1. Accessioning
2. Arrangement
3. Classification
4. Description
Accessioning
It refers to a systematic process of scanning an archival material received
and accompanying document (Transfer list) and recording the bibliographic
details in the accession register. Or it refers to a group term indicating
additions to stock of library or any information centre. Or it refers to the act
of taking documents into physical custody in an archival agency, records
centre or manuscripts repository some particular information for its
identification. All the items received are recorded or entered in the order of
the order of their acquisitions. Each item received is given a unique number
accessions of archival materials received by archives in which information on
the immediate source and the broader provenance of the material is
preserved permanently, items are numbered progressively as they are added
to the stock.
Accessioning aims at establishing three types of control over a collection
namely
Legal contol
Physical control
Intellectual contro
1. LEGAL CONTROL
This control ensures that archives have tittle to both physical and intellectual
property of records. This means that the archives have control over the
medium (physical) and the information contained (intellectual). The recording
of the transaction either by way of deed of gift letter, purchase agreement,
deposit agreements ensure that the records archives have been legally
acqired.
2. PHYSICAL CONTROL
Once legal control is assured the physical control follows. This involves
possession of records through their transfer from creating office to the
archives for actual receipt. Once received archives documents the matter
either by way to writing an acknowledgment letter or memorandum
especially for the statutory or regulatory transfers, a thank you letter in case
it was a gift etc. by this time the collection is on the repository in the loading
dock or on the archivists‟ desk.
3. INTELLECTUAL CONTROL
This involves control over the contents of a collection. The archivist must
work out a way of understanding the materials received. The archivist must
establish where to place the collection as well as what is in it. The archivist
documents in an accession log/ register his accessions. The register enables
the archivist to have basic understanding of the accession. The archivist
through the register is able to have preliminary description of the accession.
Such documentations provides a form of inventory control over the total
holding by nothing where each collection is located documentation also
serves as temporary finding aid until more detailed arrangements and
description are completed.
Accession procedures
Accessioning consists of a sequence of different activities
these includes:
i.Tying Accessions into Bundles
This involves a tying of the accession/ materials identified into budles using
special facilities. This is done before the materials are transported. Once the
process is completed they are then transported to the repository of an
archival agency. A repository is where the records received are stores.
ii. Checking the Contents of the Accession
This is done against the transfer form/transmittal form that accompanied the
records. The form is a two part document where both the transferring
department and the archieves must sign.
iii.Preliminary Sorting of the Accession
This is done to determine the provenance. Determination of the source or
provenance is very important because archives are products of works of life
activities and can only be fully understood through knowledge of Willy and
hero they were created and used it therefore becomes important to identify
and record the provenance of a record. Accessionning by provenance will
enable the archivists bring together all the records of an association,
organization, company etc. even though they have been brought into the
archives by different people at different times.

iv.Accessioning Documentation
At this point the accessions are entered into an accessions register for better
control. The archivist records information about each new accession in the
register in a standardized manner. The register can be in several formats
such as in:
•A loose leaf folder
•Individual accession sheet
•Book form on card or
•Computer database
The accessions register is a vital record for archives without which archives
cannot perform its basic functions.
ELEMENTS OF AN ACCESSIONS REGISTER
Provenance
Put here the full names of the organization/person of agency that
created/received or accumulated and used the records in the conduct of
business of life. A standard format should be adopted for ease of filing.
Accessions number
This is the unique number which identifies each accession until further work
is done during. It can be numerical number with an yearly prefix.
Description
Briefly record that type of records e.g. files correspondence, ledgers, photos
magnetic tapes and any unexpected material noted during appraisal. Date
Range
Put here inclusive dates of the creation of the materials.
Quantity
These are shelf matres occupied by the accession, the number and types of
containers may also be useful.

Location
The exact location of every container forming the accession should be noted
and to be precies, giving shelf or drawer Nos.
Access condition/copyright
A summary of access conditions should be given here with details placed on
the acquisition files.
Notes
Information about the physical of the material whether or not a box list exists
and any other information that may be of later use but cannot fit elsewhere.
Donor/Previous Custodian
In case of collecting archives, the donor is the person/ family/organization who
sign the donation form if there was an intermediary who bbrought the
material to be archived his/hhernammeshould also be recorded. For an in-
house archive the previous custodian will be the transferring office.
It‟s important to record thhe name of a contact officer in the
office. Acqusition File Number
Record the number of the file which has all the information relating to the
accession. Acknowledgement Date
Indicates the date on which formal written acknowledgement of receipt of the
recordds was made.
Compiler
The archivist who accessioned the material
Date
The date accessioned was completed
USES OF AN ACCESSION REGISTER
•Searching and retrieved purposes in archival institutions
•Acts as a good inventory of the collection since it captures the basic details
of the new accessions
•Works well as an index, which is referred to when locating documents
•Helps in future preparation of finding aids
•Helps records managers and archivist to be able to make critical decisions
about the newly acquired and also how the records should be stored
•Helps records managers and archivist make critical decisions a out
presentation and restoration of records and especially those records
whose physical mature or contents are affected
An accession register
can also act as a constant reminder to donors of their collections.
NB
Other Documentation
The advantage of having the archives accession sheet in half is that copies
can be made of either the top or bottom sections to create various finding
aids to the records. Top half can be copied and the copies filed alphabetically
by provenance and can act as a basic level of entry to the archives holdings
i.e. by name of creating agency or person.
CONCLUSION
Accessioning is a most important process in archival work. Accessioning
needs to be completed as soon as possible after receipt of records. It is the
foundation upon which all further archival work is based. The completed
accession sheets can provide to be able to give at any moment the archive
history of any document.
Topic Revision exercise
1. Explain the significance of acquiring archival materials
2. Discuss the methods of acquiring archives
3. Explain the importance of processing archives
4. State the factors considered when deciding the method of acquiring
archives
TOPIC 5: ARCHIVES ARRANGEMENT AND DESCRIPTION
It refers to the process of physically organizing records to reveal their
contents and significance in accordance with the accepted archival principles
of provenance and original order.
Principles of arrangement
1. Principle of provenance
2. Principle of original order
Principle of provenance
Provenance means source or origin (where the records came from) Principle
of provenance refers to a source origin or creator of records. The French
archivist first articulated of the principle of provenance in the 1840‟s. It is
referred to it as respect des fonds which is translated in English to mean
records group. It was later modified in the 1880‟s to acquire it current name
of principle of provenance. According to his principle archives of a given
records creator must not be intermingled with those of other records
creators. It means that the archivist must try as much as possible to separate
records of different creating individuals or agencies or organizations and
keep them as single entitles/complete entities in the archives. The
arrangement of records according to this principle means that record from
one group sources must be kept intact or a separate from records from
another source.
Record Group Concept
The principle of provenance is an offshoot of the record group concept. The
principle is derived of provenance is essentially a modification of the French
principle of respect des fonds. In a record group system, a collection or a
group of records can only be placed at one logical place. The arrangement
represented the organizational pattern of the source. The arrangement
means that records should be kept in separate units that correspond to their
sources in organic bodies where each unit is treated as an integral unit
(record group). It ensures that records do not lose their significance as they
remain in the record groups in which they belong. The record group concept
ensures that the utilitarian nature of archives is well seen clearly when
records are kept together with other documents which relates to them. It
means that in order to appreciate the significance of a document its essential
to know exactly who created it in what circumstances, for what purpose,
when and how it was received by the addressee and by what means it
reached the archives. Such details can only be elicited when all the
accompanying documents have been preserved intact as a distinct entity
and have not been mixed up with documents from some other source,
however, relevant that letter may be to the subject. Under the records group
concept any particular body of records can belong to only one record group
and an effort is made to keep together in the stack areas records belonging
to the same record group. When consistently applied the principle enables a
repository to establish effective control over documentary materials of every
types, received many different offices, and other sources and at different
times.
Rules to follow in provenance
-Keep records intact or as integral unit
-Do not disperse the records
-Observe the documents
Reasons for applying principles provenance
-Facilitate description of archives
-Facilitate arrangement of archives
-Preservation of valuable records
Principle of original order /sanctity
Maintaining the original order of the according to their department in the
registry. Its done mentally not supposed to interfered with arrangement.
Rules to follow in original order
1) Do not observe the principle when doing with records with
information research or secondary value
2) Should not be applied to records that have artificial collection
e.g. donation
3)The order should not be into forced
4)You only apply the principle if you know the creator
Reasons for applying the principle of original order
1) Easier to prepare evidential value
2) Facilitate exploitation of archival information
3) Easy to make all the finding aids
Use the following if you miss the two principles
Chronological order- According to dates of receipt
Geographical region- Records are arranged according to the geographical
source (provenance) Series- According to classes. It‟s a group of similar
records maintained in the same alphabetical, chronological or any other
sequence.
Reasons for arrangement
1. To enable the archivist to determine whether there are documents that
should be repaired or bound
2. To determine whether there are documents that should be made available
for research for reasons of privacy, confidentiality or security
3. To determine whether there are ephemeral documents that should be
recommended for destruction
4. To be described and made accessible for research
Conclusion
 Maintaining archive according to these basic principles provides
 Evidence about the nature of their creator or creators
 Provinces values that arise from the organic character of records and
archives
 Evidence as to how and why the records were created and used
 Protects the integrity of records or archives
 Allows records or archives to be arranged, described and administered
efficiently and effectively.
Records group concept
It is difficult to arrange activities according to the subject as happens to
library materials. This is because of the size of the holdings as well as the
complexity and diversity of the information they contain.
For a long period of time, the principle of original order has been considered
as a good one in serving the needs of researchers.
The principle of provenance is an offshoot of the records group concept. This
principle is derived from the French FONDS which means a collection of
records. The principle of provenance is essentially a modification of the
French principle of respect Des Fonds. The French word Fonds is translated as
follows:-
 In English it refers to Archival Group
 In America it refers to Records Group
 The Australians refer to it as Records series
A records group is taken to refer to a body of materials related the activities
of the organization or the creator. It is body organically retailed records
established on the basis of the provenance with due regard to volume of the
records and administrative history of the creating agency e.g.
 Records from the office of the President
 Records from a particular government agency
 Records from a specific department
An archivist can decide to create records groups strictly in accordance with
the provenance which implies that records from a creating agency are kept
together as a particular record group and are assigned a unique number e.g.
RGI, RG2 etc.
Information systems arrangement
Archives- Principle of provenance and original order
Registries- According to file order or per file
classification Record centres- stored
according to provenance Library arrangement
is per classification system.
Levels of arrangement
Introduction
Arrangement the process of physically organizing records in accordance with
the principle of provenance and original order. It is a process that involves-
packing, labeling and shelving of archives.
Oliver Wendell Holmes of the USA National Archives discovered the
complexity of the arrangement of archives and came up with or believed that
arrangement involves (five) different operations at the different levels. This
implies that there are five levels of arrangement of archives namely:- a)
Repository level b) Records group level c) Series level d)File unit level e)
Item level
a)Repository level
In this level records are arranged in different repositories i.e. in the stack
areas/storage areas to facilitate easy retrieval and to take advantage of the
storage space. However, it is advisable to ensure that one repository is full
before moving to another next repository. Archives can be subdivided into
broad divisions and sub-divisions of facilitate arrangement and storage. The
physical nature and security of record and archives is a great importance to
the archives in the repository. The personnel needed to perform the work
need also to be considered.
Repository refers to a storage location often for safety or preservation of
archival materials
Stack areas/ Storage areas refers to primarily all other areas where
records are stored e.g –
Fumigation area –Cleaning area –Conservation and binding area –Processing
rooms
Non stack areas refers to areas primarily where records are note.g –
Administrative areas – Receiving/ processing areas –Staging areas –
Reference areas –Destruction/ Description area
b)Records group level
Records group refers to all records from one creating agency or from one
origin e.g from the ministry of agriculture. This is level where records are
organized as per the established records group. Record group in the context
is a body of organizational related records established on the basis of the
provenance or created. It refers to the records that are related to the activity
of the organization or the creator. If an organization or the creator is small all
the records from such an entity are treated as a particular record group. A
record group might have various records subgroups or record series might
have various archives subgroup. A record group generally is considered to
follow the administrative hierarchy structure of the institution itself. It is
therefore important for an archivist to understand that all records that
emanate from one source should be treated as one single entity. If a record
group is too large the entity should be broken into various subgroups which
will be treated separately but under the same provenance e.g. office of the
president, Directorate of personnel, provincial administration, and internal
security.
c)Series level
A series is a group of records maintained together as a unit because of the
relationship that arises from their subject, function, and activity format or it‟s
a group of related records filled together, used together and which can be
evaluated together for retention purposes. This relationship might also arise
out of their creation, receipt or their use. Archivist and researchers have
special interest to record series e.g. an archivist directs a researcher to a
particular series of records that he believers can provide answers to
researcher‟s queries. The responsibility of an archivist is to protect and
restore the order of the record. Series is important because it helps.
oTo maintain the characteristics of the collection oGives a
description of the archives (capturing of the details of
records).
Examples of series
 Series by subject
 Series by function
 Series by activity
Form e.g. photographs, microfilms, maps and
diskettes. A records series can have one or
more record sub-series.
d)File unit level
Within a record series there will be files or units that need to be arranged
according to an ideal filling system. These filling units may be:
-File folders
-Bound volumes
-Disk packs (diskettes, CD)
-Magnetic tape
These file units should be arranged systematically using any of the following
filling classification systems:
-Alphabetically filling system
-Numerical
-Chronological
-Geographical/ Location
-Alpha numeric
e)Item Level
In these level of arrangement the archivist arranges documents within a
filling unit either chronological or alphabetically documents in these case is
the item which can either be -A letter
-Correspondences
-e-mail
-Memorandum
Classification
Refers to categorization of archival materials or the process in which archival
materials are recognized, differentiated and understood.
Purpose of classifying Archives
-To facilitate arrangement of Archival materials
-To facilitate display of archival materials
-To facilitate easy arrangement of archival materials
-It‟s used for titling and retrieval of archival materials
-It‟s used for arranging archives at their custody
-Facilitate description
Description
It refers to the process of establishing intellectual control over holdings
through preparation of finding aids. Or it‟s the process of cataloguing and
production of finding aids.
Importance of describing archives
1.They identify the general content of individual collection e.g what title and
what they contain.
2. They offer detailed information on specific topic available in several
collection e.g what does
the repository contain that would be useful for genealogical
research
Topic Revision exercise
1. Explain the levels of arrangement
2. Define the term arrangement
3. Discuss the principles of arrangement

TOPIC 6: ARCHIVES RETRIEVAL

Archives retrieval refers to locating a particular document, file or record and
delivering it for use. Or it refers to locating an archival material and
delivering it for use by archival users. Finding aids: They are also referred
to as quick reference tools.Finding aids refers to a descriptive form that
provides information about the content and nature of documentary material
e.g. Catalogues, Guides, Inventories, Class list, Descriptive list, Transfer list.

Types/ categories of findings aids

Generally archival repository has three categories/ types of
finding aids namely:
a) Internal control
b) In-house reference aid
c) External reference aid
Internal control tools
These are initial control tools prepared immediately archives are received.
They are intended solely for the repository staff. They provide initial access
points to the archives collection and Researchers have no access to these
finding aids.
Examples are:
-Accession worksheet
-Location register
-Check list
In-house tools
These are more detailed finding aids. They are prepared as arrangement and
description proceeds and staff becomes familiar with collections. They are
not intended to be published and distributed to the research community.
Researchers are able to use them as reference aids in the repository.
Examples are: Containers list
These are called different things in different repositories – Shelf list, Box list,
Folder lists. Whatever the finding aids the list takes the form of the columnar
listing and box numbers and folder tittles. During arrangement stage
archivist takes detailed notes on the final order of the collection. Once these
notes are typed they become container lists used by both staff and
researchers. Since they are tools used by non-archivist archival jargon and
abbreviations must be avoided. Catalogues
They are commonly used finding aids that points researchers to relevant
collections that are fully described in an inventory and they provides
description and nature of documents as index and inventories have control
documents and files by providing an access point. Indexes
These are alphabetical listing of the contents of a box and containers. Modern
indexes can take a number of forms e.g can take the form of database that
can be searched by key words.
External reference aids
These are reference tools that are building upon the in-house control tools.
They are intended for publishing and distribution to the research community
e.g
-Calendars
-Invetories
-Guides
Calendars
They are very detailed aids. They are usually item level description, are quite
time and effort consuming to prepare. Though researchers would really be
excited to have them, calendars are not prepared often. Archival collection
are too large to describe at an item level. If archivist would be involved in
these type of description, other archival work would be unattended e.g
another collection remaining unattended fragile records not preserved,
response to reference request is delayed. Hence such is only justified only
when the classes of records are of great historical significant. This is more
less the same as a guides that contains brief description of the contents with
specific time of event and activity.
Guides
There are different forms of guides which give information about the content
and nature of archives. They are basic finding aids which can either be
general or repository guide. A subject guide describes the holdings of one or
more repositories relating to subjects, time periods or geographical areas. A
repository guide briefly describes and indicates the relationship among
holdings of the archives. It includes a brief level group or collection listed in
alphabetical order by tittle
Inventories (summary inventories)
This is a list of all records in the archives holdings (repository) they are also
called registers. Its an archival finding one collection or records subgroup.
They provide both context and content of the records. Descriptive inventory
is a complete and detailed description of archival fonds (records group) and
inventory begins with the fonds level description that they expands include
description of each series and if necessary the file level description.
inventory should answer the following questions:- What were the
circumstances for their creation? – Where did the record come from? –How do
the records relate to others? –What is there significance now and in future?
Characteristics of a good finding aid
 It should be clear and concise and it should avoid jargon-(a language
used for a particular activity) and terms that make the finding aid
inaccessible to the researchers.
 The finding aid should be aware of needs of the wide variety of
researchers, therefore the archivist should prepare one that is useful to
many because he knows the interest of the current and potential
researchers.
 The finding aid is intended for the research and it should
focus on use by the researcher and must help him or her find the
materials.
Role of finding aids
 Finding aids provide a comprehensive overview of collection scope and
contents
 They define the conditions under which a collection may be accessed or
copied
 It explains its provenance and contains histories of individuals and
organizations connected with the collection.
Access and access rights to archives
Access refers to a terms and conditions of availing records or information
maintained by archives for examination and consultation by researchers. Or
Access is the granting of permission to use reference facilities in an archives
institution, examining and studying individual or extracting information from
the archives and records for research or publication. The administration of
archives establishing procedures which will ensure that legislative
requirements and donors agreement upheld. It also helps to protect records
and archives from theft, damage alterations rearrangement etc. The word
reference in this context refers to the range of activities involved in providing
information about or from records and archives. It is to refer to the process of
making archives and records available for archives and records for access
and use. It also touches on the need for providing record copies.
Access to information
A Library has open shelves (open access) and items are loaned or given out
on short loans.
Registries are closed access system, confined to the registry staff.
Record centre and Archives are closed access.
Access Areas
Library: it has reading areas or cubicles
Record centre: Has a reading area
Archives: Search room
Registry: Counter or dispatch table
Topic Revision exercise
1. Discuss the tools used in retrieving archival materials
2. Explain the importance of archives retrieval
3. Explain the types / categories of finding aids
TOPIC 7: SECTIONS/ UNITS IN AN ARCHIVAL INSTITUTION /SEARCH
ROOMS
Search Room
Search room refers to a room in an archival building where the archives
users/ clients sit and consult the materials.
Search Room Services
1. User Education
The search room is headed by reference archivist whose responsibility is to
help the users to satisfy their demands. When users arrive in search room it
is the responsibility of reference archivist to explain to users what is an
archive, what are services provided, how to use the machine and finding
tools, how to access records and explain the restrictions and regulations to
be followed in an archive.
2. Reference Services
Reference materials like encyclopedias can be consulted inside the search
room
3. Reprographic Services,
4. Availing of Archives to users Access into the archives restricted, The
archivist will describe the information contained in the archives.
5. Translating Services,
6. Marketing Archives should publicize about what they have in archives for
people/ public to know
7. He should appraise his records and ensure that whatever he has in his
custody is still of value
Type of search room users
Researchers, Scholars
Search room rules and regulations
1. No food is allowed i.e. can attract insects
2. No smoking is allowed because it can start fire
3. There must be restrictions of access rights
4. Quality of access whereby everyone has a right of access
5. Copying of records is allowed
6. Fee can be charged when felt necessary
Search room operations
It refers to the task performed in the search room to enable the researchers
to get access to the records. E.g.
 Registering researchers
 Requisition of documents
 Introducing users to finding aids
 Return of documents
 Updating and making of finding aids.
Search room researcher’s requirements.
1. Large enough space
At least 20 researchers at a time can be accommodated with adequate table
–space where the readers can sit inn peace where the archive she wants can
be bought to him for consultations
2. Should have natural and ease access rules
Be in a position of understanding rules and regulations.
3. Should have a reception area
The person in charge of search room should lead the users to the reference /
search area.
4. Reference section
The form is taken to the repository who will search information for the user.
Search room resources
Tables, Chairs, Computers, Projectors/ Play back machines, Shelf, Suggestion
Boxes
Search room supervision duties
-Answer researchers questions
-Prepare and maintaining finding aids
-Supervision of search room staff
-Provision of facilities for reproduction of records
-Security restriction access to search room
Functions of a Search room
-Registration of members/ users
-Orientation of users
– user education program
-For researching activities
-Monitoring movement of archival materials to minimize theft and spoilage
-User accommodation
– they ensure user comfortability by providing them
space and a seat.
-Guide Researchers to locate relevant information sources
-Response to research inquiries both through email, calls, face to face
-It acts as Public relation (PR) office
-It coordinates between user and Archive materials
TOPIC 8: SECURITY OF ARCHIVES/RECORDS
Security of Records refers to protecting and safeguarding of records against
loss or damage. many organizations have set up registries without minimum
appreciation of the very real hazards to which those systems stand exposed.
Reasons for having Security of records
Security of records is needed
because:
-Confidential information must be protected
-Information must not be lost through accident or poor records
Handling
-Avoid malicious damage to records.
-Prevent damage of records by fire, water, rodents or any agent of
destruction.
Records Security Classification
The following are the security classification levels used in public offices:
1. Open
Unclassified (open) records although unclassified, files can be handled
openly within the public office, access to these files must be limited to
action officers.
2.Confidential
The files classified as confidential information which if disclosed to
unauthorized person could Cause extreme embarrassment to organisation.
3.Secret
These are records whose information content if disclosed an unauthorized
person can cause serious injury to organization.
4.Top Secret
Information and material classified as top secrets are materials whose
information if disclosed to an unauthorized person can cause exceptional and
serious damage to an organisation
Threats to Security of Records
Records are prone to the following threats:
1. Dust
2. Fire
3. Insects
4. Rodents
5. Floods
6. Man
Security measures
1. Installation of fire extinguishers in record management centres
2. Installing sticky glue board which will arrest the insects
3. Employing security personnel to Mann the organisation
4. Installing air conditioners to condition record centers to have a relative
humidity
5. Installing CCTVs to reduce theft cases
6. Ensure there are regular good housekeeping practices
Importance of Security measures for records
-To prolong the life of records
-To protect the records against loss
-To protect the records against damage
-To ensure cost of records is reduced especially those associated with
replacements
-To ensure constant availability of records

TOPIC 9: EMERGING TRENDS IN ARCHIVES OPERATIONS

The archival landscape is undergoing rapid transformation due to technological advancements,
changing user expectations, and evolving societal needs. Here are some of the prominent
emerging trends in archives operations:
Digital Preservation and Access
 Born-digital records management: Effectively managing records created and stored
digitally from the outset.
 Cloud-based archives: Leveraging cloud technology for storage, accessibility, and
disaster recovery.
 Long-term digital preservation: Developing strategies to ensure the longevity and
accessibility of digital content.
 Artificial intelligence (AI) for preservation: Utilizing AI to identify and address
potential risks to digital assets.
User Engagement and Outreach
 Digital humanities collaborations: Partnering with researchers and scholars to unlock
the potential of archival collections.
 Online exhibits and virtual experiences: Creating immersive digital experiences to
engage a wider audience.
 Crowdsourcing and citizen science: Involving the public in archival projects.
 Social media and digital marketing: Utilizing social platforms to promote archival
collections and connect with users.
Descriptive Practices and Metadata
 Linked Open Data (LOD): Enhancing discoverability and interoperability through
semantic web technologies.
 Enriched metadata: Adding contextual information to improve search and retrieval.
  Standardized metadata schemas: Promoting consistency and efficiency in descriptive
practices.
 User-centered description: Creating metadata that meets the needs of diverse user
communities.
Organizational Transformation
 Agile and flexible workflows: Adapting to changing environments and priorities.
 Data analytics and performance measurement: Using data to inform decision-making
and improve efficiency.
 Collaboration and partnerships: Building relationships with other institutions to share
resources and expertise.
 Diversifying the archival workforce: Creating inclusive and equitable workplaces.
Challenges and Opportunities
While these trends offer exciting possibilities, archives also face challenges such as:
 Funding constraints: Limited resources for digital preservation, staff development, and
technology infrastructure.
 Data privacy and security: Protecting sensitive information in a digital world.
 Rapid technological change: Keeping up with evolving technologies and standards.
 Changing user expectations: Meeting the demands of a digital-native audience.
Coping with Challenges and Seizing Opportunities in Archives Operations
The archival landscape is dynamic, marked by challenges and opportunities. Here's a strategic
approach to navigate this terrain:
Addressing Challenges
 Funding Constraints:
o Prioritize digital preservation projects based on impact and risk.
o Seek partnerships with libraries, museums, and other cultural institutions.
o Explore grant opportunities and fundraising initiatives.
o Advocate for the value of archives to decision-makers.
 Data Privacy and Security:
o Implement robust security measures, including encryption and access controls.
o Conduct regular security audits and risk assessments.
 o Develop clear data privacy policies and procedures.
o Train staff on data handling and protection.
 Rapid Technological Change:
o Stay informed about emerging technologies through professional development.
o Build a flexible IT infrastructure that can adapt to change.
o Adopt a phased approach to technology implementation.
o Collaborate with IT departments to ensure compatibility and support.
 Changing User Expectations:
o Conduct user surveys and feedback sessions to understand needs.
o Offer diverse access points to collections (online, in-person, hybrid).
o Provide user-friendly digital platforms and interfaces.
o Develop outreach programs to engage different user communities.
Additional Strategies
 Build a Strong Foundation: Ensure solid archival fundamentals like appraisal,
arrangement, and description are in place before diving into emerging trends.
 Collaboration: Partner with other institutions to share resources, expertise, and best
practices.
 Advocacy: Promote the value of archives to funders, policymakers, and the public.
 Evaluation: Continuously assess the impact of new initiatives and make adjustments as
needed.
By effectively addressing challenges and capitalizing on opportunities, archives can remain vital
and relevant in the digital age.