ARCHIVAL METHODS LESSON 1-3.pdf

LECTURE 1: DEFINITION AND NATURE OF ARCHIVES DEFINITION OF ARCHIVES According to Republic Act 9470 9470 Known as the "National Archives of the Philippines Act of 2007", or the act that made to strengthen the system of management and administration of archival records in the Phi...

LECTURE 1: DEFINITION AND NATURE OF ARCHIVES DEFINITION OF ARCHIVES According to Republic Act 9470 9470 Known as the "National Archives of the Philippines Act of 2007", or the act that made to strengthen the system of management and administration of archival records in the Philippines, its main responsibility is to preserve the primary sources of information on Philippine history, the basic components of cultural heritage and collective memory, and guarantee that documents and records are preserved and accessible to the public. According to the International Council on Archives ICA “Archives are the documentary by-product of human activity retained for their long-term value. The records created in the course of the everyday lives and actions of individuals and organisations offer direct insights into past events. Like people, archives are diverse. They come in a variety of formats including text, photographs, video, sound, analogue and digital. Archives are held by individuals and institutions (both public and private) around the world, with the buildings housing them often sharing the name of ‘archives’.” According to the Universal Declaration on Archives ICA These a unique and irreplaceable heritage passed from one generation to another. Archives are managed from creation to preserve their value and meaning. They are authoritative sources of information underpinning accountable and transparent administrative actions. They play an essential role in the development of societies by safeguarding and contributing to individual and community memory. Open access to archives enriches our knowledge of human society, promotes democracy, protects citizens’ rights and enhances quality of life. DEFINITION OF ARCHIVES According to Laura Millar: Documentary materials made, received, used, and stored by a person, family, organization, government, or other public or private entity in the course of their daily work and life are preserved because they have lasting worth as proof of and information about activities and events. The organization or institution in charge of obtaining, maintaining, and making available archival materials. The building or other repository that houses archival collections. The action—to place, store, or transfer data HOW DO ARCHIVES CAME TO BE? CHARACTERISTICS AND NATURE OF AN ARCHIVES the record is genuine, i.e. it was creat For paper records, the existence of original signatures, the use of letterhead paper or Authenticity the addition of official stamps and seals (the hallmark, as it were, of medieval officialdom) are all indicators of the authenticity.ed at the time and by the person or entity claimed in the document. the trustworthiness of a document, reflecting the accuracy with which an archive represents its subject matter; however, even Reliability with highly reliable documents, information is bound to be filtered through the perspective of their author. the accessibility of an archive, in terms of both condition and storage location. Natural disasters, conflicts, and data corruption Usability can all render archives useless, while state/institutional policies can also impede the practical usability of archives for citizens. a record needs to be fixed in time and space: a paper record should be filed securely, and a digital record should be secured within a computer system so that no one can change the contents, which would negate the authenticity of the evidence. Static When a record deemed archival, steps must be taken to ensure that, while the evidence can still be used and shared and nterpreted widely, the original data cannot be tampered with or changed. derives from its content, context and structure: as evidence stored safely within the company’s records system, located Uniqueness among other records related to that same meeting. THE USE OF ARCHIVES As Source of History The documents kept inside an archives may be used by historians to provide interpretations on the events of history. Archival documents may or may not conform what is being accepted by the society. However, the role of the document is to become the primary source for interpretation. In the Philippine context, the presence of document about Rizal’s retraction provides different viewpoint about the status of being his National Hero. Furthermore, documents found in Archives can also be used to know the genealogy/family history of a person. In history, some of these facts can be relevant to a person or a specific event in history. Here in the Philippines, this is evident when different media documentaries are tracing the roots of our National Hero. As Source of Accountability When a leaders had done something to have crime against its people (extra-judicial killing, corruption, etc.) archival documents provide a glimpse on the people who become the primary catalysts of the said event. Example are police reports about massacres, etc. It may also source of evidential truth where people had been repressed especially in their freedom of expression. For example, the existence of Radical Papers in University of the Philippines —different student publications from University of the Philippines during 1972- 1986 marks that people had been repressed to express their discontentment about the government. As Source of Touchstones for Memory and Identity The existence of print and AV materials that talks about culture and science of our country preserves the memory of our nation. It also provides deeper level of cultural and social awareness in which people become more sensitive on how they treat other people. TYPES OF ARCHIVAL INSTITUTION Modelling their administrative structures on the approach taken when archival collections were treasures meant Institutional for king or crown, these institutions devote the bulk of their resources and energies to the reservation of the corporate record. Unlike their medieval and early modern predecessors, though, most institutional archives Archives today are open for some form of public use, although that public may be limited to citizens, shareholders or stakeholders, and some of the holdings may not be made available even to those groups. Hybrid archives actively collect both sponsor and non-sponsor archives. Often, hybrid archives began as Hybrid institutional repositories but expanded their focus over time to include the acquisition of non-institutional archives Archives Another type of archival institution focuses exclusively on collecting archival materials for research use. Collecting Archives TYPES OF ARCHIVAL INSTITUTION Sometimes perceived as collections oriented and sometimes as institutional or hybrid, the community- Community based archival institution is distinguished more by its local character than its acquisition orientation. The scope and responsibilities of these types of archival institution – often established by or associated with Archives historical societies, special interest groups, associations, municipalities or local government authorities – are almost entirely guided by the cultural, social and political priorities of the jurisdiction they represent. A museum archives manages and preserves the institution's official records, acquires personal papers of Museum involved individuals, collects related historical materials, and obtains archives from or related to creators or owners of objects held by the museum. Archives The merging of libraries, museums, and archives, sometimes under the umbrella term ‘memory Integrated institutions’ Institutions TYPES OF ARCHIVAL INSTITUTION A type of archives that houses the indigenous culture. These are so often reaches well beyond the Indigenous boundaries of written documents or publications, the holdings of an aboriginal-run center may Archives include not just archives or books but also artefacts such as animal bones, hunting tools or clothing; film footage or sound recordings of songs, stories, celebrations or other events; artworks depicting historical moments or locations; or sacred and ceremonial objects. An institution that does not just acquire archives and make them available for research use but Activist that does so to promote a particular political or social agenda. Archives It is bringing the documentary evidence more fully into public view. One of the options is to obtain Online copies of archival materials and make them available through online repositories. Repositories Activity Divided into 4 groups, select two types of archives and cite at least 2 example. One international, one local. Cite specific reasons why did you classify those archives into your categories. If possible, provide a virtual tour ETHICS AND MANDATES OF ARCHIVAL INSTITUTIONS  The primary actions of archivists influence people’s understanding in centuries to come. Archivists or recordkeepers must therefore have a ARCHIVIST AS passion for history, a perceptive eye for detail, and a commitment to PROFESSIONALS service. The responsibility of archivists is to act as the custodians of a society’s memory (ICA)  Auditor: archivist’s responsibility is not just to manage the day-to-day care of archives but also to advise on and oversee the development of records and archives policies and egislation; the establishment of records- related standards, systems and infrastructures; and the creation of processes for preserving a well-rounded and accessible documentary record of society. If she is not given this authority formally, she can still press the case for improved records care, whether in a staff presentation, a board meeting or a coffee break with the boss. Protector: the archivist arranges and describes the materials in her care; mplements adequate preservation mechanisms; develops emergency response programmes; and protects the content, structure and context of archives. The role of She also advises her sponsor agency of the importance of caring for records in all media, even if some of those materials are not in her care at the moment the Archivist Historian: the archivist documents the organizational, administrative, technological and personal histories that (Millar, give archives their meaning. She uses her skills and knowledge to contextualize archives, which may include capturing information about current activities within the organization, even if no records about those activities 2017) have come into her care, so that she leaves behind a rich documentary framework for the next archivist, who may be responsible for managing the agency’s archives a decade from now. Advocate: the archivist encourages society at large to value records and archives as evidence, as information and as tools that support individual and collective memory. She speaks up at staff meetings to remind her colleagues of the link between archives and accountability, identity and memory. She develops ‘elevator speeches’ and case studies to show how records and archives are important, in case she gets five minutes with the president of the organization. She plays an active and supportive role with her professional associations, so that she can add her voice to collective calls for improved records and archives care.  The International Council on Archives Code of Ethics Archivists should protect the integrity of archival material and thus guarantee that it continues to be reliable evidence of the past Archivists should appraise, select and maintain archival material in its historical, legal and administrative context, thus retaining the principle of ETHICS OF provenance, preserving and making evident the original relationships of documents. ARCHIVAL Archivists should protect the authenticity of documents during archival processing, SERVICE preservation and use. Archivists should ensure the continuing accessibility and intelligibility of archival materials Archivists should record, and be able to justify, their actions on archival material. Archivists should promote the widest possible access to archival material and provide an impartial service to all users  Archivists should respect both access and privacy, and act within the boundaries of relevant legislation Archivists should use the special trust given to them in the general interest and avoid using their position to unfairly benefit themselves or others. ETHICS OF Archivists should pursue professional excellence by ARCHIVAL systematically and continuously updating their archival knowledge, SERVICE and sharing the results of their research and experience. Archivists should promote the preservation and use of the world's documentary heritage, through working co-operatively with the members of their own and other professions ACCESS AND PRIVACY Freedom of Information The statutory requirement for the Freedom of Information in the Philippines lies with Executive Order 2 series of 2016 in which all executive and local government offices are mandated to provide information to all people based on their query given it is not included on the list of exceptions which will be tackled later. ACCESS AND PRIVACY Freedom of Information Procedure Any person who requests access to information shall submit a written request to the government office concerned. The request shall state the name and contact information of the requesting party, provide valid proof of his identification or authorization, reasonably describe the information requested, and the reason for, or purpose of, the request for information: Provided, that no request shall be denied or refused acceptance unless the reason for the request is contrary to law, existing rules and regulations or it is one of the exceptions contained in the inventory or updated inventory of exception as hereinabove provided. The government office shall respond to a request fully compliant with requirements of sub-section (a) hereof as soon as practicable but not exceeding fifteen (15) working days from the receipt thereof. The response mentioned above refers to the decision of the agency or office concerned to grant or deny access to the information requested. The period to respond may be extended whenever the information requested requires extensive search of the government office’s records facilities, examination of voluminous records, the occurrence of fortuitous cases or other analogous cases. The government office shall notify the person making the request of the extension, setting forth the reasons for such extension. In no case shall the extension go beyond twenty (20) working days unless exceptional circumstances warrant a longer period. ACCESS AND PRIVACY Freedom of Information It also provides stipulations on the rationalization of securing fees per request. Just in case there is a denial when it comes to FOI request, the government agency being requested to must issue a denial notice within 15 days. In case a requester appeals a denial, he or she must submit a letter of appeal within 15 days of receipt of the denial notice. ACCESS AND PRIVACY List of Exceptions to Access of Information Information covered by executive privilege privileged information relating to national security, defense or international relations information concerning law enforcement and protection of public and personal safety information deemed confidential for the protection of the privacy of persons and certain individuals such as minors, victims of crimes, or the accused information, documents or records known by reason of official capacity and are deemed as confidential, including those submitted or disclosed by entities to government agencies, tribunals, boards, or officers, in relation to the performance of their functions, or to inquiries or investigation conducted by them in the exercise of their administrative, regulatory or quasi judicial powers Prejudicial premature disclosure; Records of proceedings or information from proceedings which, prusuant to law or relevant rules and regulations, are treated as confidential or privileged; Matters considered confidential under banking and finance laws, and their ACCESS AND PRIVACY Data Privacy Act of 2013 Another statutory requirement that needs to be considered when running the archives is the Republic Act 1013 also known as the Data Privacy Act of 2013. The said law protects the personal data of all people and its lawful processing. ACCESS AND PRIVACY Data Privacy Act of 2013 Specific mandates of National Privacy Commission in monitoring the compliance of different organisation in the implementation of the Data Privacy Act It specifically highlight the different rights of Data Subjects. It also stipulates the different methods of rightful processing of data that boils down to the process of securing consents of data subjects. ACCESS AND PRIVACY Data Privacy Act of 2013 Specific mandates of National Privacy Commission in monitoring the compliance of different organisation in the implementation of the Data Privacy Act It specifically highlight the different rights of Data Subjects. It also stipulates the different methods of rightful processing of data that boils down to the process of securing consents of data subjects. Activity You are an archivist working at a prestigious university archive. Your responsibilities include preserving and providing access to historical records and documents related to the university's history and its notable alumni. One day, you receive a donation of personal papers from the family of a recently deceased, highly respected former professor. The collection includes personal letters, research notes, photographs, and unpublished manuscripts. As you begin to process the collection, you discover a series of personal letters that contain sensitive and potentially damaging information about the professor's involvement in controversial political activities during a turbulent period in the country's history. These activities, if made public, could tarnish the professor's reputation and upset the family and the university community. However, these documents are of significant historical value and could provide crucial insights into that period. Activity Answer the following: Should you prioritize the privacy of the professor and the family's wishes, potentially redacting or restricting access to the sensitive documents?  ARCHIVAL PRINCIPLES AND THEORIES The Value of Chain Custody (Millar, 2017) It is the notion that the preservation and reliability of records and archives relies on both the supervision of their creation and the management of their maintenance over time. Understanding the originator, the maintenance process, and the timing and method of transferring documents into a custodial context, such as an archival institution, is crucial for comprehending and verifying the integrity of the body of evidence Elements of Value of Chain Custody Content It refers to the text, photos, sounds, or other material that comprise the core content of a piece of evidence. Content refers to the substance or subject matter of a documentary. In order to maintain the integrity of content, a piece of evidence must be securely anchored in both physical location and temporal context. The ink used for writing must adhere to the surface of the paper, while the chemicals used in photography must stay on the photographic material. One instance of conducting a content analysis involves examining the document titled "Minutes of a meeting." As the archivist, your main responsibility will be to document the decisions, agreements, action items, and planned activities that arise from the meeting. Elements of Value of Chain Custody Context The documented evidence is influenced by the functional, organizational, and personal settings in which it is created. Content refers to the substance or subject matter, while structure pertains to the way something is organized or presented. Context encompasses all other relevant factors, such as the individuals involved, the location, the timing, and potentially the reasons behind it. Context refers to the identification of the creator of the information, the manner in which the information was utilized and maintained, and maybe the reason for the existence of the information. An illustration of conducting context analysis, using the document "Minutes of a meeting," involves identifying the functional, organizational, and personal circumstances under which these records were produced. For instance, meeting minutes produced during authorized planning meetings, images captured by the event's contracted photographers, or emails exchanged among the members of the organizing committee. Elements of Value of Chain Custody Structure It relates to the physical and intellectual characteristics that define how a piece of evidence was created and maintained. Structure provides the ‘how’ of a document. A page within a bound day timer has a different structure from a loose sticky note found stuck to a blank sheet of paper. A page ripped out of a day timer, sitting by itself in a box of loose papers, has a different structure from an intact day timer. An electronic calendar in a government’s official record-keeping system or a tweet stored in a cloud computing system both have different structures from each other. Their location gives more precise meaning to the words ‘meet Mike’. An example of doing the said structure analysis of the previous example is identifying whether the document is printed/binded or in digital format. Archival Theories (Millar, 2017) The principle of respect des fonds states that archives from different generating agencies should not be mixed together, and that the original order in which things were generated and used should be preserved. The archivist safeguards the exterior integrity (provenance) and internal integrity (original order) of archives, ensuring the preservation of the content, structure, and context. This enables the archives to function as trustworthy and genuine documentary evidence. Archival Theories (Millar, 2017) Provenance The term "origin" refers to the starting point or creator of something, whether it be a person, organization, or office that has generated, obtained, utilized, and preserved a collection of records during their professional or personal activities. Archivists should demonstrate reverence for the creators of records, papers, and materials by refraining from removing the records and reorganizing them. This text aims to provide a comprehensive overview of the papers, including their origins, usage, and, if relevant, the biographical history of the originator. Archival Theories (Millar, 2017) Original Order It refers to the systematic arrangement and management of records by the author or original office, encompassing their creation, usage, maintenance, and storage. The term "original order" typically refers to the sequence created by the originator of the records, as evidenced by the final existing order of archives prior to their transfer into archival possession. Occasionally, the original order of archives may be seen as the sequence in which they were likely utilized and organized at a specific period. This interpretation is typically employed when the archives are received in disorganized containers such as rubbish bags or shoe boxes. Archival Theories (Millar, 2017) Fonds - refers to the complete set of records, regardless of their format or medium, that are produced or gathered by a specific person, family, organization, or agency during their life and professional activities. These materials are preserved due to their enduring historical significance as proof of the functions and activities performed. one creating agency + one body of archives in custody = one fonds. Records Continuu m Model Records Continuum Model Activities of Records Create: an action, transaction or event is documented. In other words, a record or piece of evidence is made. Capture: this piece of evidence is kept and stored for immediate or longer term protection in a personal or corporate record-keeping environment; descriptive information such as metadata is added to allow the evidence to be found and understood again by the creator. In other words, the record or other piece of evidence (a digital database, photograph or report) is stored in the personal or office records system. Records Continuum Model Activities of Records Organize: the evidence is contextualized with more information, such as descriptive elements, so that it can continue to be accessed and used over time. In other words, the record or piece of information is arranged, described and contextualized. Pluralize: the evidence becomes part of an archival or record- keeping system, becoming part of the holdings of a larger archival system, such as the archives within a national or state institution. In other words, the record or piece of evidence, with its descriptive information included, is added to the collection of an archival institution or incorporated into an online archival resource so that it forms part of the documentary memory of society. Records Continuum Model Record-Keeping Interactions Transactionality is the interaction between the four activities and the action taken. Create is a single transaction: the creation of a document. Capture is a larger activity: the management of a group of records by a group such as a department. Organize happens at a broader level: records are managed as a function within the organization. Pluralize takes place when records are managed for the purpose of serving the wider society. Evidentiality is the interaction between the four activities and the purpose of the record. When a document is created it is a trace, but when it is captured it becomes evidence. When it is organized it serves as corporate or individual memory, and when it is pluralized it serves as collective memory. Records Continuum Model Record-Keeping Interactions Record keeping is the interaction between the four activities and the record itself. The activity of create results in a document, which may or may not be archival. The activity of capture results in a record. The activity of organize results in an archive for the organization. The activity of pluralize results in archives for society. Identity is the intersection between the four activities and the people doing the work. The actor or individual creates records to document his or her activities. The capture of those records is done by a unit or group of people in an office. The organization as a whole organizes those records for its own purposes. The institution pluralizes those archives for the benefit of society. Activity You are working as an archivist at a local historical society tasked with managing a collection of documents related to a historical figure, Mr. John Smith. The collection includes various types of documents, such as letters, photographs, newspaper clippings, and personal items. It was transferred to you “deemed” as rumbled. Who will be considered the creator or source (provenance) of the collection? How you will proceed on arranging the documents? Justify your decision based on respect des fonds. Discuss your next set of actions based from the situation presented below. Utilize the Archival Theories, Value Chain Custody concept and Records Continuum Model of Millar in discussing your actions.