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RECORD
MANAGEMENT OF ARCHIVAL MATERIAL
ABSTRACT
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.
CHAPTER ONE
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?
REFERENCES
Akussah, H
(1990): Archival Development in Ghana. ICA Education and Development News. Pp.
5-6
Akussah, H
(1996) “Record Management in Ghana: An Overview” African Journal of Library
Archives and Information Science pp 101=106.
Brumm, E.K.
(1995): “Managing Records for ISO 9000 Compliance. Milwankee, Wisconsin. Ascell
Quality Press; pp. 23-24.
Cameron, A
(1991) “Records Management and Conservation; Conflicting Objectives. Journal of
the Society of Archivists pp. 36-41.
Chatfield,
H.L (1968): “Records Management in the Administration of College and University
Archives” American Archivist pp. 243-245.
Chukwuma, C.
(2006): Archives and Records Management: A Functional Approach.
Donaldson,
R.E. (1983): “Protecting the Business from Disaster”. Archives and Records
Management Association (ARMA) Record management Quarterly p. 34.
Harding, A.
(1977) “Record Management as an Archival Function. AMA Quarterly 12 pp. 12-20.
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