Record Management Of Archival Material
(A Case Study Of Imo State Archives, Owerri)
Record management of archival material is a comprehensive process that involves the systematic organization, preservation, and accessibility of historical documents, manuscripts, and other significant records. This intricate procedure encompasses the categorization, cataloging, and storage of diverse materials to ensure their longevity and easy retrieval. It plays a crucial role in safeguarding the cultural heritage and facilitating research endeavors. Effective archival record management demands meticulous attention to detail, employing strategies such as proper indexing, secure storage facilities, and adherence to established archival standards. The utilization of cutting-edge technologies for digitization further enhances the accessibility and long-term preservation of these invaluable records, enabling researchers, historians, and the public to delve into the rich tapestry of historical narratives.
This work is aimed at identifying the records management of Archival materials. The purpose of this work is designed to identify the various records management of Archival materials in the management of the Imo State Archives Owerri and to find out the causes of records deterioration and its solution.
The data used for the research were collected by the use of questionnaire and interview method supplemented by literature search by the researcher, frequency/percentage tables were used for data presentation and analysis. The findings of the study revealed that people do not make proper use of the archives due to inadequate choice of materials, bad atmospheric conditions, inadequate staff, and lack of proper awareness on the use of archival materials time constraints etc.
In addition to all these, the study further recommended that the archives should embark on certain programmes like selective dissemination of information, current awareness services, etc. The study hopes that the recommendations would make or record the most effective use of archival materials.
Title Page
Certification
Dedication
Acknowledgment
Abstract
Table of Content
CHAPTER ONE
1.0 INTRODUCTION/BACKGROUND OF THE STUDY
1.1 Historical Background of case Study
1.2 Statement of the Problem
1.3 Objectives of the Study
1.4 Scope and Limitation of the Study
1.5 Significance of the Study
1.6 Research Questions
CHAPTER TWO
2.0 LITERATURE REVIEW
2.1 What is Archives?
2.2 Approach to Records
2.3 Records Management
2.4 Conditions of Records
2.5 Record Management of Archival Materials
2.6 Problems of Record Management of Archival Materials
2.7 Preservation of Archival Materials
2.8 Solution to the Problem Hampering the
Archival Materials
CHAPTER THREE
3.0 RESEARCH METHODOLOGY
3.1 Research Design
3.2 Characteristics of Study Population
3.3 Sample Techniques and Sample Size 3.4 Population and Sample Size
3.5 Instrument for Data Collection
3.6 Procedure for Data Collection
CHAPTER FOUR
4.0 PRESENTATION OF DATA, FINDINGS AND DISCUSSION
CHAPTER FIVE
5.1 SUMMARY
5.2 Recommendation
5.3 Conclusion
Appendix
Bibliography
1.0 INTRODUCTION
Records management has been defined as a programme to control the creation, practical use, maintenance, storage, protection and disposition of documents.
Records management also means the care and administration of records from time of creation till such records are permanently preserved in the archives.
Records management programme deals with records throughout their “life cycle”. The records life cycle has three distinct phases:
i. The active or current phase;
ii. The semi active or semi current phase;
iii. When the records go out of regular use with perhaps minimal or occasional referencing and the inactive, non-current, dormant or archives phase, when the records are due for permanent preservation.
“Archives” has been defined as those records of any public or private institution, which are adjudged worthy of permanent preservation and conservation for reference and research purpose and which have been deposited or have been selected for deposit in an archival institution. Records may be in the forms of books, papers, maps, photographs or other documentary materials, regardless of physical forms or characteristics, made or received by any public or private institution in pursuance of its legal obligations or in connection with the transaction of its proper business.
According to Maclean e.g. (1995:32), “A record is a collection of related data or words treated as a unit”. Records management first took place at the National Archives in the United States of American in an attempt to improve records keeping method which were in chaotic condition. In many government departments and agencies; viola (1992) stated that a voluminous records were created without any organized plan for their disposition after the Second World War.
Therefore, the National Archives, in order to improve management of records, inaugurated “Records Administration programmes” on records disposition in the Federal Government Agencies. It became the schedule for the retention and disposal of records. After the second phase of the programme, “Record Administration” changed to “Record Management” chatfield (1968).
Furthermore, record management spread from the United States of America to other countries like Great Britain, Canada, and Scandinavian Countries, according to Bissonetter (1975). In Nigeria, it started as early as 1914, when the colonial office issued some guidelines in the management of records.
Use of Archival Materials
It is not doubtful that many, including the educated ones, do not know what archives are and their values, let alone making use of them.
The concept of “users of archives” used to describe persons or categories of persons, institutions who benefit from the use of archival facilities or materials. The use of archival materials and services has been noted as the greatest recognition of the indispensability of history and of valuables.
The use of archives in their entirely, reflects not only the growth and functioning of a government but also the development of a nation. No people can therefore be deemed masters of their own history until their public records are gathered. The care which a nation devotes to the preservation and use of archives, serves as a true measure of the degree of civilization to which it has attained. Apart from their basic use, archives have additional value; they contain informational data which helps the users to develop complete knowledge and appreciation of the significance of historical events and records. In every society archives constitutes an unsurpassed Sources for research on virtually every aspect of human existence, past or present, regarding which record has been created and maintained.
It is in the area of establishing complete intellectual knowledge of archival materials for the purpose of contributing significantly to the need which modern information science and technology demand that make the use of archives services in Nigeria very important. Archives services are not limited to the literates alone, even traders do visit archives from time to times to find out one thing or the other. It is in this connection that Adeniran noted that “all the collections in the archives are for the use of researchers and other information seekers”. All professionals like lawyers, politicians, civil servants, businessmen, community elders, and traditional rulers, lecturers, medical professionals, historians, etc make use of them, so also do the research students in Nigeria. Users of archives use archival materials/information as a medium of interaction and users of all levels are afforded the opportunity to interact with other scholars either in imaginary world or portrayed in collection or in the real world as they gather and share experienced in the archives. The foal identification also influences the extent archival users use the archival collection of their institution and this is for the fact that every use of data or information is goal oriented. It must aim at solving a problem or enhancing a better understanding of an already know situation. The purpose of seeking information is centralized to its demand and use. The use of records in Nigerian archives is not restricted to certain categories of people neither does it discriminate against sex, age, education or tribe. It is open to all to make use of.
1.1 BACKGROUND STUDY OF IMO STATE ARCHIVE OWERRI
It was established under law No. 5 1981 with a total number of 12 staff. The department is charges with the responsibility of taking of all records and documents belonging to Imo State and to make such record/documents available for public consultations. It is also the preoccupation of the archives to protect the national/state records from destruction or theft. To make effective performance, the organization is divided into sections/divisions.
These are as follows:
i. Repository section/conservation section
ii. Acquisition section
iii. Search room
iv. Documentations section
v. Administration section
1.2 STATEMENT OF THE PROBLEM
One of the greatest problems in archives is the fact that most documents are received in unsatisfactory physical state. The tendency to neglect records which are no longer needed for the conduct of day today business is universal in all public and private institutions.
Another problem which is now facing records keepers are that of acquainting themselves with the various preservation techniques and processes of prolonging and restoring other records and documents produced on a wide variety of rare materials.
1.3 OBJECTIVES OF THE STUDY
The basic aim of this study is to identify the various records management of Archival materials in Imo State Archives Owerri.
i. To find out the causes of records deterioration
ii. To examine the impact of the use of archival materials in the dissemination of information
iii. To investigate the problems militating against proper records management
iv. To proffer solutions that would ensure effective management of records in the archives.
1.4 SCOPE/LIMITATION OF THE STUDY
The study focused attention on the records management of Archival materials and how records should be preserved for future uses and also ways by which records can be preserved. The study also focuses on how to handle those agents that affects the records in archival institutions and the provision for the tools that will guide those records in archival institutions. Finally, there was non availability of related informative materials for the study.
1.5 SIGNIFICANCE OF THE STUDY
The importance of this research work cannot be over looked because archival records are very valuable. Since archives constitute the richest cultural heritage of any nation. Record serves as reminders of the past in a better way than, human memory and this document also provides precedents in administration and other business transactions. Such precedents may include mistake made in the past which could guide the present and the future. It also assists in the writing and rewriting of national history and constitutes rich legacies to future generation which stimulates patriotism and national feelings.
1.6 RESEARCH QUESTIONS
i. Does the Imo State Archives Owerri have a definite system used in managing its records?
ii. What are the types of records available in this institution?
iii. Are there trained workers and professionals in the field of records management?
iv. How can these materials be acquired and presented for effective use?
v. What are the storage facilities available to their records?
SHARE PROJECT MATERIALS ON:
Record Management Of Archival Material:
Managing archival material is crucial for preserving historical records, documents, and other items of enduring value. Proper record management ensures that these materials are organized, preserved, and accessible for research, reference, and historical purposes. Here are the key steps and considerations for the management of archival material:
- Collection Development:
- Define a clear scope: Determine the types of materials to be collected and the specific focus or subject matter.
- Establish collection policies: Develop guidelines for acquisition, deaccessioning, and appraisal of materials.
- Consider legal and ethical issues: Ensure compliance with copyright laws, donor agreements, and privacy regulations.
- Acquisition:
- Identify potential sources: Seek out donations, purchases, or transfers from individuals, organizations, or government agencies.
- Appraisal: Assess the significance, authenticity, and condition of materials to determine their value for the collection.
- Documentation: Create detailed records of acquisitions, including donor information and provenance.
- Arrangement and Description:
- Create finding aids: Develop guides or inventories that describe the contents of the collection, making it easier for researchers to locate specific items.
- Arrange materials: Organize items in a logical and systematic order, such as by date, subject, or format.
- Cataloging: Assign unique identifiers (e.g., call numbers) to items and maintain a catalog or database.
- Preservation:
- Conservation: Implement measures to protect and preserve materials from physical deterioration, including climate control, proper storage, and handling guidelines.
- Digitization: Consider digitizing valuable or fragile items to provide access while minimizing physical handling.
- Disaster preparedness: Develop plans for safeguarding materials in case of natural disasters or emergencies.
- Access and Reference:
- Reference services: Provide assistance to researchers, students, and the public seeking access to archival materials.
- Reading rooms: Create a designated space where users can examine materials under supervision.
- Online access: Make finding aids, catalogs, and digitized materials available on the internet for remote access.
- Security and Access Control:
- Security measures: Implement security protocols to protect materials from theft, vandalism, or unauthorized access.
- Access restrictions: Consider limiting access to sensitive or confidential materials based on legal or ethical requirements.
- Outreach and Education:
- Public programs: Organize events, exhibitions, and lectures to promote the collection and engage the community.
- Educational initiatives: Collaborate with schools and universities to integrate archival materials into curricula.
- Collection Maintenance:
- Regular assessment: Periodically review and reassess the collection to ensure it aligns with the institution’s mission and goals.
- Deaccessioning: If necessary, follow established procedures for removing materials from the collection.
- Documentation and Records Management:
- Maintain detailed records of all activities related to the archival collection, including acquisitions, conservation, and access requests.
- Legal and Ethical Considerations:
- Comply with relevant laws and regulations governing archival materials, including copyright, privacy, and donor restrictions.
- Develop and enforce policies for handling sensitive or controversial materials.
Effective record management of archival material requires a combination of professional expertise, resources, and a commitment to preserving the historical record for future generations. Archivists and institutions responsible for managing archival collections should regularly update and adapt their practices to meet evolving needs and standards in the field.