Management of records in the records center

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Managing Records in Special FormatManaging Records in Special Format

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Managing Records in Special FormatManaging Records in Special Format
 Most records held within the recordsMost records held within the records
centre will be in formats (mainly paper)centre will be in formats (mainly paper)
that permit their storage in standardthat permit their storage in standard
boxes or bundles.boxes or bundles.
 The bulk of the records can be shelved onThe bulk of the records can be shelved on
a regular pattern and boxes allocated toa regular pattern and boxes allocated to
spaces on a random access basis.spaces on a random access basis.
 However, it is likely that there will be aHowever, it is likely that there will be a
proportion of records that cannot fit intoproportion of records that cannot fit into
standard shelf spaces or standard boxes orstandard shelf spaces or standard boxes or
that demand special treatment.that demand special treatment.

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These includes:-These includes:-
 Maps & PlansMaps & Plans
 PhotographsPhotographs
 Moving ImagesMoving Images
 AudiotapeAudiotape
 Electronic RecordsElectronic Records
 Computer Printouts.Computer Printouts.

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 In general, it is not desirable to separateIn general, it is not desirable to separate
documents in special formats from theirdocuments in special formats from their
original context.original context.
 However, for practical reasons it may beHowever, for practical reasons it may be
necessary to do so. For example,necessary to do so. For example,
photographs or maps may be taken out ofphotographs or maps may be taken out of
a file of which they are part, so that theya file of which they are part, so that they
can be given specialised conservation orcan be given specialised conservation or
retrieval.retrieval.

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 If this is done, it is essential toIf this is done, it is essential to
create a link that will allow thecreate a link that will allow the
connection between the photographsconnection between the photographs
and the original file to be seen andand the original file to be seen and
understood, even though the recordsunderstood, even though the records
are no longer physically together.are no longer physically together.

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Users must be able either toUsers must be able either to
 Request the original file, see the referenceRequest the original file, see the reference
to the special media item (such as ato the special media item (such as a
photograph) that has been extracted andphotograph) that has been extracted and
then request the itemthen request the item
 Request the item (such as theRequest the item (such as the
photograph) from an index of specialisedphotograph) from an index of specialised
media (such as an index to photographicmedia (such as an index to photographic
holdings) and then request the appropriateholdings) and then request the appropriate
original file.original file.

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 This link between records must be madeThis link between records must be made
wherever any documents in specialisedwherever any documents in specialised
format have been extracted from theirformat have been extracted from their
original context and stored elsewhere.original context and stored elsewhere.
 It must be remembered that the recordsIt must be remembered that the records
centre is an intermediate storage facilitycentre is an intermediate storage facility
and some materials will not be retainedand some materials will not be retained
permanently.permanently.
 Therefore, it is important to provideTherefore, it is important to provide
storage suitable to the long-term value ofstorage suitable to the long-term value of
the materials.the materials.

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 Records centre staff should seek toRecords centre staff should seek to
acquire suitable storage equipment at theacquire suitable storage equipment at the
time records are transferred.time records are transferred.
 In general, if the records in question areIn general, if the records in question are
to be kept permanently, the best way mayto be kept permanently, the best way may
be to transfer them directly to the archivalbe to transfer them directly to the archival
institution.institution.
 Otherwise, a special area of the recordsOtherwise, a special area of the records
centre should be allocated in whichcentre should be allocated in which
appropriate storage equipment can beappropriate storage equipment can be
placed instead of standard shelving.placed instead of standard shelving.

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Maps, plans and engineeringMaps, plans and engineering
drawingdrawing
 Maps, plans and engineering drawings areMaps, plans and engineering drawings are
best kept in plan cabinets equipped withbest kept in plan cabinets equipped with
drawers or in vertical plan cabinetsdrawers or in vertical plan cabinets
equipped with hangers. If these are notequipped with hangers. If these are not
available, cardboard tubes should be used.available, cardboard tubes should be used.
 Records centre practice is sometimesRecords centre practice is sometimes
different. It would be acceptable to rolldifferent. It would be acceptable to roll
the maps, plans or drawings insidethe maps, plans or drawings inside
cardboard tubes, as this tends to protectcardboard tubes, as this tends to protect
them from accidental damage during use.them from accidental damage during use.

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 This practice would be especiallyThis practice would be especially
appropriate for maps, plans orappropriate for maps, plans or
drawings that are not destined fordrawings that are not destined for
retention as archives.retention as archives.

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PhotographsPhotographs
 Photographs should be kept in acid-Photographs should be kept in acid-
free folders, individually, and kept infree folders, individually, and kept in
a controlled environment.a controlled environment.
 They also really need specialisedThey also really need specialised
indexing. It is particularly importantindexing. It is particularly important
that links between photographs andthat links between photographs and
other records be retained; it is oftenother records be retained; it is often
impossible to understand what aimpossible to understand what a
photograph depicts unless thephotograph depicts unless the
contextual documents reveal it.contextual documents reveal it.

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Audio visual materialsAudio visual materials
 Moving image film also requires specialMoving image film also requires special
storage conditions. If the film is nitratestorage conditions. If the film is nitrate
based, it should not be accepted into thebased, it should not be accepted into the
records centre under any circumstances,records centre under any circumstances,
as it poses a significant fire risk.as it poses a significant fire risk.
 These records, like any others, should beThese records, like any others, should be
subject to appraisal and have an actionsubject to appraisal and have an action
date for destruction or transfer to thedate for destruction or transfer to the
archival repository.archival repository.

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Audio visual materials …Audio visual materials … contcont
 Audiotape requires the same storageAudiotape requires the same storage
conditions as films. The records centreconditions as films. The records centre
may decide to keep equipment on whichmay decide to keep equipment on which
the tape can be played.the tape can be played.
 This could be kept in the reference roomThis could be kept in the reference room
for use by authorised users. Videotapefor use by authorised users. Videotape
should be stored in conditions similar toshould be stored in conditions similar to
those used for electronic (machine-those used for electronic (machine-
readable) records.readable) records.
 It will be necessary to migrate videotapeIt will be necessary to migrate videotape
records periodically to new technicalrecords periodically to new technical
standards when these become current.standards when these become current.

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Electronic recordsElectronic records
 The guidelines for the storage ofThe guidelines for the storage of
electronic records are continuallyelectronic records are continually
changing, as new mechanisms arechanging, as new mechanisms are
established. Provisions for theestablished. Provisions for the
storage of electronic records in thestorage of electronic records in the
records centre should conform torecords centre should conform to
procedures issued by the records andprocedures issued by the records and
archives institution.archives institution.

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 In general, electronic records shouldIn general, electronic records should
be stored in areas free of dust andbe stored in areas free of dust and
magnetic fields and protected asmagnetic fields and protected as
much as possible from fluctuations inmuch as possible from fluctuations in
temperature and humidity.temperature and humidity.

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Electronic records …Electronic records … contcont
 Computer printouts on continuousComputer printouts on continuous
stationery do not produce any specialstationery do not produce any special
storage problem, except that they tend tostorage problem, except that they tend to
be too big for standard boxes or shelfbe too big for standard boxes or shelf
spaces. It may be necessary to use largerspaces. It may be necessary to use larger
containers or to wrap the records incontainers or to wrap the records in
bundles.bundles.
 In some cases it may be necessary toIn some cases it may be necessary to
allocate special areas of the shelving toallocate special areas of the shelving to
these materials, adjusting the shelves tothese materials, adjusting the shelves to
different sizes.different sizes.

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Electronic records …Electronic records … contcont
 Like all other records, computerLike all other records, computer
printouts must be appraised andprintouts must be appraised and
have action dates allocated to themhave action dates allocated to them
on transfer, so that they are noton transfer, so that they are not
retained in the records centreretained in the records centre
indefinitely.indefinitely.

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