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The Needs of Archives
Sixteen (simple) rules
for a better
archival management
NISE loves archives
- Database: archival guide in relational datastructure
- Projects:
• Guide to the Archives (2009-2012)
• Ambulant Archives Services (2013-2014)
- Helpdesk: Expertise and Information Centre
- Repository: Kurdish National Congress (KNK),
Bayernpartei, etc.
Archives?
- “materials created or received by a person, family, or
organisation, public or private, in the conduct of their affairs
[…]”
- organisations: letters, (meeting) reports, financial
administration, member administration, publications,
campaign materials, audiovisual materials (photos, films, …)
and all digital born or digitised materials
Archives?
- legal function: a.o. support and guarantee the rights and
obligations of governments and citizens
- administrative function: good governance
- historical value: influence the contents and orientation of
personal and collective memory, thus the formation of a
national identity
- policy supporting: legimitation of policy and
decision making
Sixteen rules / Six themes
- Context
- Appraisal
- Arrangement
- Preservation
- Digitisation
- Access
Context: the whereabouts?
Context: the whereabouts?
#1. Discover your archives
Context: the whereabouts?
#2. Learn about the use of your archives
Context: the whereabouts?
#3. Research the history of your archives
Appraisal:
all paper in the bin?
Appraisal:
all paper in the bin?
#4. Know your national retention policies
Appraisal:
all paper in the bin?
#5. Destroy, but keep history in mind
Appraisal:
all paper in the bin?
#6. Cleaning: the easy option
Arrangement: think twice!
Arrangement: think twice!
#7. What applies to paper…
Arrangement: think twice!
#8. …applies to digital
Preservation:
better than conservation!
Preservation:
better than conservation!
#9. Avoid the cost of conservation
Preservation:
better than conservation!
#10. Good materials are half the job
Preservation:
better than conservation!
#11. Storage conditions are essential
Digitisation:
a paperless archive?
Digitisation:
a paperless archive?
#12. The purpose of digitisation
Digitisation:
a paperless archive?
#13. Use SOAP for a clean scan policy
Access:
locking away or opening up
Access:
locking away or opening up
#14. The research benefit
Access:
locking away or opening up
#15. The right for information
Access:
locking away or opening up
#16. Transparent policies
Sixteen rules = success?
- Archival management is much more complex
- “Rules” are work in progress, adjusted with every new
experience: from regionalist European parties to worldwide
minority movements
- “Rules” are guidelines to a better understanding of the
relevance practical implications of archives
- Only a small effort vs efforts of ICA/UNESCO
Universal Declaration
on Archives
- Defines archives to include all recorded decisions, actions
and memories in all formats including paper, digital, and
audiovisual
- Recognises the uniqueness of archives in the way they
provide authentic evidence of human actions
- Emphasises key role of archives in ensuring administrative
transparency and democratic accountability
Universal Declaration
on Archives
- Supporting democracy and human rights, and preserving
collective social memory
- Explains the role of archivists as skilled professionals who
care for archives and provide access to them
- Highlights the key requirements for good archival
management
Further information
- Website: http://nise.eu
- Database: http://nise.eu/database
- Guide to the Archives report:
http://nise.eu/files/proceedings-2-gta.pdf
- Contact:
• tom.cobbaert@nise.eu
• luc.boeva@nise.eu

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