Foundation of Archives Administration

WEEK 1 Introduction to archives (Definition & archival terminology)

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Popular archivists of archival theories and principles

     

S. Muller, J.A. Feith & R. Fruin. Fruin. Sir Hillary Jenkinson. Jenkinson. Eugineo Casanova. Adolf Brenneke. Brenneke. Muller Schellenberg. Schellenberg. Michael Cook.

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Archives theories and principles

Important manual written on archives administration: administration:
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Manual for the Arrangement and Descriprion of Archives by S. Muller, J.A. Feith and R. Fruin, Fruin, (Dutch archivists) published in 1898. 1898. A manual of Archives Administration by Sir Hilary Jenkinson (British archivist) published in 1922. 1922. Archivistica by Eugineo Casanova (Italian archivist) published in 1928. 1928. Archinkunde by Adolf Brenneke (German archivist) published in 1953. 1953.
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What are Archives?

The Dutch archivist defined the word Archief Archief as : The whole of the written documents, drawings and printed matter, officially received or produced by an administrative body or one of its officials, in so far as these documents were intended to remain in the custody of that body or of that official
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The Italian archivist defines archives as: as: The orderly accumulation of documents which were created in the course of its activity by an institution or an individual and which are preserved for the accomplishment of its political, legal or cultural proposes by such an institution or individual

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The German archivist defines archives as: as: The whole of the papers and documents growing out of legal or business activities of a physical or legal body which are intended for permanent preservation at particular place as the sources and the evidence of the past

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Sir Hilary Jenkinson defined archives as: as: Documents drawn up or used in the course of an administrative or executive transaction (whether public or private) of which (they) formed a part and subsequently preserved in their own information by the person or persons responsible for that transection and their legitimate successors
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Elements in definition of archives

   

Reason of the creation. creation. The value for which materials are preserved. preserved. The elements of custody. custody. Integrity of records. records.

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Elements in definition of archives (Experts views)



The Dutch archivist stressed the fact the archives are officially received or produced. produced. Jenkinson stressed their production in the course of an administrative or executive transaction. transaction. Casanova stressed their creation to accomplish political, legal or cultural purpose. purpose. Brenneke stressed that their growth as result of legal or as business activities. activities.
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Definition of related terms



Document A medium through which information is imprinted for conveyance to one or more than one person. person. Records recorded information in a form of document regardless of form or medium made or received by an organization and that is useful in the operation of the organization. It provides evidence of organization. a business transaction. Thus a record is a document transaction. with evidentiary value. value.
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Example of records:records:        

Forms Circular Reports Posters Certificates Films Microfilm Tape Signs

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Public records records created or received and maintained in any public sector agency. agency. Private records Records created, received and maintained by non-governmental nonorganizations, families or individual relating to their private and public affairs. affairs.

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Archives records, usually but not necessary nonnon-current records of enduring value selected for permanent preservation. Archives will preservation. normally be preserved in an archival repository. repository. Archival repository a building or part of a building in which archives are preserved and made available for consultation. consultation.

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Archivist An archivist is someone who collects, organizes and maintains control over a wide range of important information (archives) for permanent safekeeping. Finding aid A document, published or unpublished, listing or describing a body of records or archives.

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Accession management The process of transferring records into the custody of the archival institution from their initial identification until their final placement in archival repository. Archival institution One of the essential institutions of a modern society. It is part of the overall system for managing records and archives in the general administration of a government or corporation and it provides a services to its creating agency.
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Archival reference code The combination of letters & numbers allocated to groups, series and items in order to identify and control the materials. Manuscript - A document of any kind which is written by hand , or the text of a music or literary composition in hand-written or handtypescript form, and which, in that form, has not been reproduced in multiple copies.
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The End

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