lecture presented by Fe Angela M. Verzosa at the AKLATAN 2016: a regional conference on the Art of Librarianship held at Centennial Hall, Malolos Resort Club Royale, Malolos, Bulacan, on 31 August 2016

1. “Archival Practice and
Records Management”
AKLATAN 2016: a Regional Conference on the Art of Librarianship
Rambutan Hall, International Center, La Consolacion University, City of Malolos,
Bulacan 17 August 2016
By Fe Angela M. Verzosa

2. Where to begin?
From chaos
To order

3. What’s an archivist?
One who works in an Archives…
One who works on archival materials…
One who does archival work…

4. What is an archives?
Archives" is one of those words
that can be either singular or
plural, though it is relatively
common to drop the "s" when
referring to the singular.
 "Archives" can refer to a
collection of archival materials, or
the facility in which the materials
are stored, or
the
organization/unit/agency/office
that collects and maintains them.

5. Archives
are the non-current records of
individuals, groups, institutions,
and governments that contain
information of enduring value
and selected for permanent
preservation
Include unpublished letters,
diaries, and other manuscripts
photographs, films, video and
sound recordings, maps and
plans, computer tapes and
similar electronic records, and
video and optical disks

6. What’s an archivist?
One who works in an Archives…
One who works on archival materials…
One who does archival work…

7. Archivists work on archival
materials…..

8. Types of Archival
Collections
Archival records – groups of documents created by
organizations or institutions kept because
they have enduring value (usually well structured according
to the administrative principles of the creating organization or person)
Personal Papers – collections of documents created
by individuals or families documenting their historical,
or political, or cultural importance.
Manuscript Collections – an artificial collection of
single documents put together to serve a particular
purpose, and kept for their historical/research value.

9. What’s an archivist?
One who works in an Archives…
One who works on archival materials…
One who does archival work…

10. What archivists do
acquire, select, store
and provide access to
materials (that may
come in the form of
written documents,
maps, photographs,
films, memorabilia, etc)
by providing description
and finding aids to these
collections…

11. In 1967…
Organized, arranged, described and microfilmed
the presidential papers of Manuel L. Quezon as a
joint project of the University of Michigan and the
National Library
My job position ~
Temporary Historiographer
Qualifications ~
 background in history
writing and research skills
no previous training –
nothing to unlearn

12. For 2 years (1967-1969)
What I did:
• Learned to process Quezon
Presidential Papers (sort, classify,
arrange)
• Prepared a descriptive finding
aid and index
• Learned to decode, translate,
decipher, make true copies
• Trained in microfilming using
planetary camera and 35mm
films

13. For 2 years (1967-1969)
What I enjoyed:
• Working on the floor as I sorted out the
manuscripts
• Brushing on my Spanish language skill
• Communicating with the ghosts inside
the Filipiniana Reading Room
• Assisting renowned scholars like Prof.
Theodore Friend, David Sturtevant, Ben
Kerkvliet, and many others

14. What archivists do
assist users in using the
collections; answer
inquiries, give talks to
groups, mount exhibitions,
and publish…
plan and organize
systems and procedures
for the safekeeping of
records and valuable
documents to keep them
secure, well-maintained,
and preserved for
posterity.

15.  Organized the microfilm section of the UP Diliman Main Library, trained staff to
microfilming work, and serviced the microfilm collections of the Library.
 Organized, arranged and described the papers of Carlos P. Romulo, and other
personal papers and private manuscript collections at the Rare Books and
Manuscript collection of the Library.
 Organized, arranged, and microfilmed the Hukbalahap records of the Court of
Appeals in Manila City Hall, and other radical collections.
Then in 1969-1971

16. Organized, arranged and described the UP Diliman Library manuscript
collections, such as the papers of UP President Carlos P. Romulo, the
Faustino Aguilar Literary Collection, Jorge Bocobo Papers, and the court
records of Amado Hernandez.
Organized and arranged the presidential papers of the late Carlos P.
Garcia at his residence in Bohol Avenue, and facilitated their transfer to the
National Library.
In 1972-1973

17. For 3 years (1969-1972)
What I enjoyed:
• Job rotation – a balancing act as head of the Microfilm
Section, manuscript curator at the Rare Books & Mss
Room, and cataloger of microfilmed collections
• Enrolling in MLS units free
• Taking the Civil Service
Exam for Librarian, and
• Working independently
on project basis

18. What archivists do
The time archivists spend on these activities varies
depending on where they work.
In local government offices, archivists work with a variety of
local records (local/oral histories).
Those who work in the national libraries often look after
literary manuscripts collections or Personal Papers.
University archivists may manage university records, or look
after collections that belong to the institution’s illustrious
alumni or faculty, and those relating to specific subjects.
In businesses, archivists look after records about company
history and product development.

19. At Ateneo’s Rizal
Library in 1974-1975
Took over the
Microform
Section as
microform
librarian
expanded the
collection to
include the
Theses
Microfiche
Project and the
ERIC Microfiche
Collection

20. What archivists do
Some archivists specialize in the acquisition,
management, description, and preservation of
photographic or audiovisual materials or electronic
records.
Other aspects of the job may include records
management, digitization, public outreach, writing, and
teaching or mentoring.
Archivists may keep records for local governments,
educational institutions, business companies, churches,
religious organizations, family estates, courts, hospitals,
or charities.
http://siarchives.si.edu/blog/some-archival-career-advice

21. Then, for 13 long years,1975-1987

22. The FHL has digitized
110,000 pages out of
the 200,000+ in 130
boxes of the presidential
papers of former
President Elpidio
Quirino.
The Presidential Papers of Elpidio Quirino at
the Filipinas Heritage Library, Makati City
This prestigious collection of over 200,000 pages, a historical and scholarly
treasure, was originally housed at the Syquia Mansion in Vigan. In 1977, I
facilitated their transfer from Vigan to the Ayala Foundation Library, where I
organized, arranged and described them, in time for inclusion in my thesis
on Presidential Papers, submitted for my Master’s in Library Science in
1978.

23. Initially, I was hired to work on the Aurelio Calderon Papers for
6 months, and to do a study-proposal on the establishment of
a university archives for DLSU. Then I drew up and took charge
of the implementation of the institutional archival and records
management program.
In 1988

24. From 1989 to 2006
Directed all archival operations.
Managed a regular staff of three assistant librarians
and four library clerks, all trained on-the-job, no previous
experience.
Served as Library Director, 1994-1998 concurrently, directing all
library operations, and managing a library faculty staff of 15, a
professional staff of about 25 assistant librarians, and about 50
clerical staff
 Embarked on the digitization of the following:
University theses and dissertations
Lorenzo Tanada Papers
Rare Filipiniana materials
Other special collections (Yearbooks, etc)

26. De La Salle University Archives Processing Area

27. Archivist, Librarian
and Records Manager
Conducted regular training courses on archives and records
management both within the university, the DLSU System and
consortium member-schools.
Established a separate Special Collections under the management
of the University Archives in 1989. and expanded the Special
Collections to include the collections of:
Felipe Liao (Numismatic Collection)
Daniel Tantoco (Earthenware Collection)
Local and Oral History Collection
Faculty Collections (books, manuscripts, audiovisual, etc)
Lorenzo M. Taňada and Francisco Ortigas, Jr. Collections

28. Felipe Liao Numismatic Collection at the DLSU Archives

29. Daniel R. Tantoco Jr. Collection of Museum Artifacts at DLSU Archives

30. De La Salle University Archives Theses and CDs on display

31. De La Salle University Archives Special Collections

32. A peak inside the mobile shelf

33. Outreach activities
exhibits
tours, open house, visits
brochures, flyers, leaflets, etc.
seminars or workshops
books, other major publications
any activity demonstrating the value
and diversity of archival collections

34. Publications of the De La Salle University Archives
…and publish or perish…!

35. DLSU Diary

36. Finding Aids

37. Sometimes, archivists are also
known as (but not really)
Records Keeper, or
Records Manager, or
Records Custodian
Manuscript Curator, or
Manuscript Custodian
Clue-seekers (detectives)

38. What is Records
Management?
“The systematic and administrative
control of records throughout their life
cycle to ensure efficiency and
economy in their creation, use,
handling, control, maintenance, and
disposition.”
SAA Glossary of Archival and Records Terminology
http://www2.archivists.org/glossary

39. Why manage records?
Reduce costs
Improve
efficiency/productivity
Ensure compliance
Minimize legal risks
Safeguard vital records
Preserve cultural memory
http://www.slideshare.net/amossar/records-management-for-archivists-embracing-the-
dark-side

40. What about Records
Managers ?
Image courtesy of the Austin Seminary Archives
• RM is primarily involved with keeping active records.
• Their records are proprietary and not open to public.
• For institutional archivists, a good RM program ensures
the preservation of the valuable records that will
constitute the institution’s memory.
• The final process in records management is the
transfer of the valuable records to the Archives for
permanent safekeeping.

41. What do archivists, records
managers, and manuscript
librarians have in common?
Concern for
organization
Need for
intellectual access
Ultimate goal is
preservation
Can you name
more?

42. Archivist, Records Manager,
Librarian ~ what’s the real
difference?
Image courtesy of the Austin Seminary Archives
“archivists are better educated,
while records managers are better
paid.’”
Librarians require
licensure

43. Archivists vs
Records Managers
They are both responsible for the survival
and use of archives.
However, the records keeper is mainly responsible
for the survival from creation of the record through
to the archive stage, whereas,
The archivist takes full responsibility for the record at
the point at which it becomes an archive.
Both will have the same skills set and knowledge to
ensure the physical survival and intellectual integrity
of the archives
Source: http://www.ica.org/en/discover-archives-and-our-profession

44. What qualities and skills
should archivists have?
methodical and pay attention to detail.
communication skills to interact with different kinds of people,
to advise the public and to give lectures
research skills are important in this work as you need to find
out about the background of materials.
background in history is useful as is good literary skills (writing)
comfortable with new technology
can work independently and without much supervision (can
work in dirty conditions and carry heavy volumes)
Discerning ~ be aware that some documents are confidential.

45. Opportunities
in archival practice
Undergraduate degree necessary, preferably in relevant
discipline or field of study; graduate degree is desirable….
no upper age limit for entry to this occupation
 mature entrants with relevant skills and experience, such as
that gained in library or information profession, have a fair
chance of entry
salary and benefits depend on financial capacity of
employing institution, and on how they value archival work,
and appreciate your qualifications, skills and experience
Welcome to a rare breed of professionals…

46. Unsolicited advice to
potential archivists…
Take on the challenges as they come; just
believe you can do it, motivate yourself
Be a lifelong learner ~ don’t stop learning; there
are so many things in an archivist’s job that are
not taught in school; you learn on the job
There are no hard and fast rules; the only
archivist’s motto to go by ~ “create order from
chaos”
Do the best with what you have ~ there’s no such
thing as a perfect workplace!

47. famverzosa@yahoo.com