Managing Records in Special Formats PDF

IMD237: FUNDAMENTALS OF RECORDS CENTER Chapter 9 MANAGEMENT Managing records in special format Learning Objectives Identify the types of special format records. Explain the methods in management and storage of special format records in...

IMD237: FUNDAMENTALS OF RECORDS CENTER Chapter 9 MANAGEMENT Managing records in special format Learning Objectives Identify the types of special format records. Explain the methods in management and storage of special format records in the records center. MANAGING RECORDS IN SPECIAL FORMAT For practical reasons, it is sometimes necessary to store documents in special formats away from their original context. Most records held within the records center will be in formats (mainly paper) that permit their storage in standard boxes or bundles. There will be a proportion of records that cannot fit into standard shelf spaces or standard boxes or that demand special treatment. These include: Maps and plans Photographs Moving images Audiotape Electronic records Computer printouts  In general, it is not desirable to separate documents in special formats from their original context. However, for practical reasons it may be necessary to do so. For example, photographs or maps may be taken out of a file of which they are part, so that they can be given specialized conservation or retrieval. If this is done, it is essential to create a link that will allow the connection between the photographs and the original file to be seen and understood, even though the records are no longer physically together. Users must be able either to: request the original file, see the reference to the special media item (such as a photograph) that has been extracted and then request the item or Request the item (such as the photograph) from an index of specialised media (such as an index to photographic holdings) and then request the appropriate original file The link between records must be made wherever any documents in specialized format have been extracted from their original context and stored elsewhere.  6 Caring For Records in Special Formats Storage of Media Materials ⚫ It is important to provide storage suitable to the long term value of the materials. ⚫ For example, it is not a good use of resources to provide special storage containers for maps or plans that are only going to be retained for one or two years before being destroyed. ⚫ The funds are better used to provide more secure storage for records with enduring value while the maps with a short life span can housed using regular records center storage facilities.  7 Records center staff should seek to acquire suitable storage equipment at the time records are transferred. In general, the records in question are to be kept permanently, the best way may be to transfer them directly to the archival institution. Otherwise a special area of the records center should be allocated in which appropriate storage equipment can be placed instead of standard shelving. 1. Maps, Plans and Engineering Drawings are best kept in plan cabinets equipped with drawers or in vertical plan cabinets equipped with hangers. If not available, cardboard tubes should be used. In archival conservation, maps, plans, and drawings are usually wrapped around the outside of core tubes, as this is the best way to ensure long-term preservation. Records center practice is sometimes different. It would be acceptable to roll the maps, plans or drawings inside cardboard tubes as this tends to protect them from accidental damage during use. This practice is appropriate that are not destined for retention as archives.  9 2. Photographs Should be kept in acid free folders, individually and kept in a controlled environment. Also need specialized indexing It is important to link between photographs and others records be retained. It is often impossible to understand what a photograph depicts unless the contextual documents reveal it.  10 3. Audiovisual Materials Moving image film also requires special storage condition. If the film is nitrate based, it should be accepted into the records center under any circumstance as it poses significant fire risk. If the film is on safety stock it may be accepted for storage under controlled conditions.  11 These records should be subject to appraisal and have an action date for destruction or transfer to the archival repository. Audiotape requires the same storage conditions as film. The RC may decide to keep equipment o which the tape can be played Videotape should be stored in conditions similar to those used for electronic (machine-readable) records. Audiotape must be kept with equipment on which the tape can be played. Could be kept in reference room for use by authorized users. Canister  13 4. Electronic Records The guidelines for the storage of electronic records are continually changing as new mechanism are established. Provisions for the storage of electronic records in the RC should conform to procedures issued by the records and archives institution. In general, electronic records should be stored in areas free of dust and magnetic fields and protected as much as possible from fluctuations in temperature and humidity. Computer printouts on continuous stationery do not produce any special storage problem except that they tend to be too big for standard boxes or shelf spaces. It may be necessary to use larger containers or to wrap the records in bundles In some cases, need to allocate special areas of the shelving to these materials, adjusting the shelves to different sizes. The RC Manager should talk with the records office about the likelihood of receiving this material and remember to ask about printouts during the survey of the creator agencies. Computer printouts must be appraised and have action dates allocated to them on transfer so that they are not retained in the RC indefinitely.