Records and Archives Management Essays

 Etiwel Mutero Since the main purpose of an information retrieval system is essentially to capture wanted items and filter out the unwanted ones, it is therefore necessary for an information seeker to know how to improve the search results. In this paper, the author is going to discuss how an online information searcher can improve the quality of search results apart from using the Boolean operators. According to Harter[1986] an online information retrieval is a computer associated hardware terminals, communication lines and links, modems and disk drives as well as software packages that carry out storage and retrieval functions on databases. It can also be defined as the process of searching remote databases for information using information and communication technologies, or the searching of computerized databases instead of printed indexes. Apart from using Boolean operators, an online information searcher can use the SocialSimRank Bao et al[2007:501-510]. Bao et a...

Parker [1977:161] says 'finding aids are the signposts which lead the archivists and the researcher to the information they are seeking about or from archives.' In this paper, the author is going to identify and explain the key finding aids used in accessing materials in an archival institution. Finding aids can be defined as descriptions of the holding of the archival institution so as to establish intellectual control. Intellectual control is necessary because archivists need to know what they have [records], what it contains, and where it is. Researchers need to know what exist in the archival institution, what materials it has on specific topics, and what is in each collection. Finding aids encompass a range of descriptive media such as registers,lists, guides, inventories and indexes. Parker [1977:159] says finding aids '...establish physical and intellectual control over holdings of an archive and make it possible to retrieve particular records or in...

In many developing countries, Zimbabwe included records management systems are not followed or that they had crumbled. Records are in- accessible or that obsolete records had filled a large part of office space, necessitating the implementation of effective new records management systems in many organizations. In this paper the author is going to examine the principles involved in establishing the infrastructure or frame work for a new records management system in an organization. According to the association of records managers and administrators (ARMA),"Records management is the systematic control of records from their creation or receipt through their processing, distribution, organization and retrieval, to their ultimate disposal." A system is defined by Arn (1991:6) as 'a group of components that function together to achieve certain objectives. The components or parts of a system are subsystems. Records management is subsystem of any information syste...

I fully agree that an archivist is a professional who is responsible for the management of important records. Atherton 1995; 43 say "the archivist serves the needs of the scholar, the historian, and posterity..." In this paper the author is going to discuss five basic activities that define an archivist's function. An archivist according to Willipedia definition is a professional who assesses, collects, organizes, preserves, maintains control over, and provides access to information determined to have long term value. Atherton (1985; 35) say an "archivist is basically a historian". However I think a comprehensive definition of an archivist is, a person who manages non-current records of any organization. The first duty of an archivist is acquisition of archival materials. It is the responsibility of an archivist to select and archival records fit for long term preservation. However, selection and appraisal of records are interviewed. Appraisal, ...

Accessibility of information when needed is important, in particular in libraries where thousands of books are stocked. In this paper the author is going to discuss professionalism and the professional activities in the cataloguing department A catalogue according to Ranganathan (2004:33) is to "show what the library has by a given author, on a given subject and in a given kind of a literature" Kumar (1975:1) defines a catalogue as a "work in which contents are arranged in a reasonable way, according to a set plan, or merely word by word" Cataloguing defined by Taylor (1992:3) as "the skill or ant... of organizing knowledge (information) for retrieval" usually cataloguing is done in the cataloguing department by professional cataloguers. Cataloguers are trained professionals. Professionalism requires them to be honest in their work. There might arise problems during the process of cataloguing, a professional cataloguer does not conceal erro...

There are many different reasons why records and archives deteriorate and the best most cost effective way to protect records and archives is to ensure the good and orderly physical and administrative management of the entire organization. In this paper, the author is going to explain with typical examples the causes of deterioration to records and archives and their methods of control. Archives are defined by Roper (1999:4) as "Records, usually but not necessarily non-current records, of enduring value selected for permanent preservation. Archives will normally be preserved in an archival repository." He Roper (1999:19) further defines records as, "a document regardless of from or medium created, received, maintained and used by an organization (public or private) or an individual in pursuance of legal obligations or in the transaction of business of which it forms a part or provides evidence." The most significant factor is the nature of archival ...

Since it is impossible and unreasoanable for the selection staff to read and review personally the large number of library materials being introduced each year,the selection staff must rely upon the assistance of professionally prepared selection aids.In this paper, the author is going to differentiate between selection aids and internet resource guides justifying their relevence to information science. Selection aids are resources that assist a librarian in choosing,especially in the aquisition department,the appropriate collection in the library.Selection aids are usually in print form. The internet resource guides function the same as selection aids but these guides are in electronic form. Selection aids consists of the following;professional library journals such as book lists,library journals,school library journals and publisher's weekly.Magazines of general interests such as Time,Newsweek,American Heritage etc.They include journals in specific fields for re...

 by Etiwel Mutero   etiwelm02@gmail.com 'Management" and its synonym "administration" are familiar words to archivists, almost always referring to the application of the principles of archival and records management to particular collections or bodies of records. In this paper, the author is going to discuss with relevant examples the essential elements for managing institutional archives that are also common to the administration of all archives. Institutional archives are archives that belong to a single body such as a University, hospital, army etcetera. As the author had indicated, the words management and administration are related .Administration according to the Random House Webster's College Dictionary is the management and direction of a government, business, institution, or the like. Management, by the same source, is "first the act or process of managing.' The elements that are essential to the management not of institutional ...

Records are an important element in the efficient and effective management of an organization, such that recordkeeping and record control systems must not be looked down upon. In this paper the author is going to discuss the concept of recordkeeping and clearly explain how one would control all the records generated in any organization. Recordkeeping are all the activities involving the reception or creation of records of an individual or organization, the use and storage of that document up until its disposal. The storage of that record should help an organization achieve its mission.The author is going to discuss three basic concepts of record- keeping or records management, that is the concept of lifecycle and the continuum concept The principle of respect des fonds means respect the creator of records. This principle is broken down into two sub concepts namely, provenance and original order. Provenance means the organization or individual that created or received an...

This article differentiates between a database and a database management system.It also gives type of databases used by organisations such as centralised and distributed databases.Hirachichal,relational and the network databases are also explained.The article further explaines the uses of a database management system.A full text of this article is 1024 words 5 pages long. In managing information, organizations are moving from file management systems to a better and efficient database management system. In this paper the author is going to differentiate between a database and a database management system [DBMS] and fully explain the types of databases used in various organizations. A database is a collection of organized data with easy access and preserved over a long period, or a collection of interrelated data. Turban[2003:131]defines a database as a ''collection of related files, and where those related files can greatly affect user accessibility, query respo...

his article defines cross-cultural communication and explaines the its benefits to organisations.A full text of this article is 1049 and 7 pages long. Formal organizations are becoming bigger and bigger. Organizations that used to trade in a single cultural society are now spreading their wings internationally thereby demanding that they study the science of cross-cultural communication. In this paper the author is going to discuss the importance of cross-cultural communication in formal organizations. Cross-cultural communication by definition is "A form of communication between people from different culture; both an interactive process whereby we refer back to our culture when in contact with another, and a source of misunderstanding stemming from the different meanings given to a particular massage, be it verbal or non-verbal"-www.akteos.com According to www.wikipedia.org cross-cultural communication "...is a field of study that looks at how people fro...

In an endeavor to make records accessible to both the government and to citizens, researchers and records professionals recommend an integrated records management program. In this paper the author is going to examine the rationale for developing an integrated records management program. An integrated records management program according to Millar[1999:20] '...recognizes that records follow a life-cycle and acknowledges the importance of caring for those records through a continuum of concept.' The Australian Standard 4390 as quoted from www.findarticles.com defines a records continuum as '...a consistent and coherent regime of management processes from the time of their creation of records...through to the preservation and use of records as archives.' This definition suggests an ideal integration for documents, records, and archives management. The continuum concept seeks to break the barrier between records managers and archivists and bring them togethe...

This article defines the word preservation and explain components that are critical in the implementation of the preservation plan.Components identified and explained in this article are;getting top management support,conducting a conservation assessment,establishing preservation standards,setting priorities and choosing the suitable preservation solution.A full text of this article is 1575 words and 7 pages long Preservation is essential to records management in order to prevent information loss due to the deterioration of the records media. Roper [1999:37] says, "Preservation planning is essential to good records and archives management. It is better to focus on preventative preservation measures and ensure adequate environmental and physical controls than to focus on conservation treatments for one object to the exclusion of others in the institution. Preservation policies and plans need to be coordinated with other organizational requirements. " In this ar...