A 3-day training program developed for the seminar-workshop on Archival Management, sponsored by South Manila Inter-Institutional Consortium Committee of Librarians, held on March 26-28, 2008.

2. Differences between archival and library materials Category Libraries Archives Nature published unpublished discrete items groups of related items available elsewhere unique Method of receipt selected as single appraised in aggregates items Arrangement predetermined sub- provenance and original ject classification order Level of description individual items aggregate (record group or series) Descriptive media card catalog, OPAC inventories, guides Access open stacks closed stacks

13. Respect des fonds The principle that the records of a person, family or corporate body must be kept together in their original order, if it exists or has been maintained, and not be mixed with the records of another individual or corporate body. This fundamental principle embodies the notions of PROVENANCE and RESPECT FOR ORIGINAL ORDER.

26. Reappraisal Conducting surveys Appraisal Acquisitions Accessioning Arrangement Preservation Security Description Access/reference Outreach /promotion Cyclical expression of archival functions preserve make available make available IDENTIFY

29. This is the end of Part 1!

33. Documentation Strategies based on functions MISSIONS Teaching research public service Confer credentials Convey knowledge Promote culture Foster socialization Conduct research Provide public services Sustain the institution

34. Potential Donors alumni friends employees faculty students administrators

51. This is the end of Part 2!

56. Five Levels of Arrangement as applied in a college/university

62. List of activities in processing… Determine priority for arrangement/ description Research the life of the person or organization creating the records Decide if any item needs special storage Set aside those recommended for disposal Determine the level of arrangement / description Examine new transfers/collections thoroughly What will I do ?

63. List of activities in processing… Arrange the items, if necessary Inventory and describe the records Write the Administrative History or Biographical Note Prepare the finished descriptive guide / inventory Identify the record series

76. DESCRIPTION WORKSHEET 1.8B13. General note: 1.8B12. Accruals: 1.8B11. Associated material: 1.8B10. Finding aids: 1.8B9. Access restriction: 1.8B8. Originals and reproduction: 1.8B6. Arrangement: 1.8B5. Source of acquisition: 1.8B4. Physical description: 1.8B2. Source of supplied title: 1.8 NOTES: 1.7C. SCOPE AND CONTENT: 1.7B. CUSTODIAL HISTORY: 1.7A. ADMINISTRATIVE HISTORY/BIOGRAPHICAL SKETCH: 1.7 ARCHIVAL DESCRIPTION: 1.5 PHY.D: 1.4 DATES: 1.1 TITLE:

77. DESCRIPTION WORKSHEET for Photographs 12. AVAILABILITY OF FINDING AIDS 11. COPYRIGHT 10. RESTRICTIONS 9. SOURCE OR DONOR 8. PROVENANCE 7. ARRANGEMENT: 6. SCOPE AND CONTENT NOTE: 5. BIOGRAPHICAL OR HISTORICAL INFORMATION: 4. PHYSICAL DESCRIPTION ( including form, dimensions, extent or quantity, and information about photographic processes, different shapes, or peculiar features, physical condition, and whether originals or copies) 3. NAME OF PHOTOGRAPHER (if known): 2. DATES: 1. TITLE:

81. This is the end of Part 3!

94. … at the RMAO Research Mgt. & Archives Office (RMAO) Consejo Superior De Investigaciones Cientificas (CSIC) catalogs of centuries old documents during Spanish colonial period

99. Thank you for listening!