the needs of archives: 16 (simple) rules for a better archival management

The Needs of ArchivesSixteen (simple) rules

for a betterarchival management

NISE loves archives- Database: archival guide in relational datastructure- Projects:

• Guide to the Archives (2009-2012)• Ambulant Archives Services (2013-2014)

- Helpdesk: Expertise and Information Centre- Repository: Kurdish National Congress (KNK), Bayernpartei, etc.

Archives?- “materials created or received by a person, family, or organisation, public or private, in the conduct of their affairs […]”- organisations: letters, (meeting) reports, financial administration, member administration, publications, campaign materials, audiovisual materials (photos, films, …)and all digital born or digitised materials

Archives?- legal function: a.o. support and guarantee the rights andobligations of governments and citizens- administrative function: good governance- historical value: influence the contents and orientation of personal and collective memory, thus the formation of a national identity- policy supporting: legimitation of policy and decision making

Sixteen rules / Six themes- Context- Appraisal- Arrangement- Preservation- Digitisation- Access

Context: the whereabouts?

Context: the whereabouts?

#1. Discover your archives

Context: the whereabouts?

#2. Learn about the use of your archives

Context: the whereabouts?

#3. Research the history of your archives

Appraisal: all paper in the bin?

Appraisal: all paper in the bin?

#4. Know your national retention policies

Appraisal: all paper in the bin?

#5. Destroy, but keep history in mind

Appraisal: all paper in the bin?

#6. Cleaning: the easy option

Arrangement: think twice!

Arrangement: think twice!

#7. What applies to paper…

Arrangement: think twice!

#8. …applies to digital

Preservation: better than conservation!

Preservation: better than conservation!

#9. Avoid the cost of conservation

Preservation: better than conservation!

#10. Good materials are half the job

Preservation: better than conservation!

#11. Storage conditions are essential

Digitisation: a paperless archive?

Digitisation: a paperless archive?

#12. The purpose of digitisation

Digitisation: a paperless archive?

#13. Use SOAP for a clean scan policy

Access: locking away or opening up

Access: locking away or opening up

#14. The research benefit

Access: locking away or opening up

#15. The right for information

Access: locking away or opening up

#16. Transparent policies

Sixteen rules = success?- Archival management is much more complex- “Rules” are work in progress, adjusted with every new experience: from regionalist European parties to worldwide minority movements- “Rules” are guidelines to a better understanding of the relevance practical implications of archives- Only a small effort vs efforts of ICA/UNESCO

Universal Declaration on Archives

- Defines archives to include all recorded decisions, actions and memories in all formats including paper, digital, and audiovisual- Recognises the uniqueness of archives in the way they provide authentic evidence of human actions- Emphasises key role of archives in ensuring administrative transparency and democratic accountability

Universal Declaration on Archives

- Supporting democracy and human rights, and preserving collective social memory- Explains the role of archivists as skilled professionals who care for archives and provide access to them- Highlights the key requirements for good archival management

Further information- Website: http://nise.eu- Database: http://nise.eu/database- Guide to the Archives report: http://nise.eu/files/proceedings-2-gta.pdf- Contact:

• tom.cobbaert@nise.eu• luc.boeva@nise.eu