On this occasion I present a slide share about Principles and purposes of records and archives. I hope this helps every readers. Thanks.. Signature : Dame Triulina Hutasoit (Medan State University)

1. Principles and purposes
of records and archives
Group 1 :
Dame Triulina Hutasoit
Suryana Hutabarat
Silvia Nova Ramadhani
Nurul Hikmah Nasution
Teza
Office Administration Education 2019
Faculty Of Economics
Medan State University

2. Discussion details :
 Defines records and archives and principles and concepts;
 Identifies their similarities to and differences from other
information sources;
 Explains how people and organisations use records and
archives;
 Describes the core functions of archives management;
 Describes the role of the archivist and records manager; and
 Identifies the historical and institutional environments in which
archives are found

3. Defines records
and archives
and principles
and concepts
An understanding of archives
cannot be separated from an
understanding of records:
‘records’ has been applied to the
products of current and ongoing
activity, whereas ‘archives’ has
been defined as referring to any
records with long-term continuing
value that have been kept either
because they may be necessary for
ongoing organisational purposes to
their creating body or because they
have additional research value.

4. Defines records
and archives
and principles
and concepts
 In many European languages the word ‘archives’ is
taken to mean both records in use for current purposes
and those maintained for their continuing long-term
value:
 In France last week’s email and a ninthcentury
Carolingian charter may both be ‘archives’.
 In England the first archival theorist, Sir Hilary
Jenkinson, did not differentiate either: to him archives
were created as part of any transaction, and subsequently
preserved. To Sir Hilary a ‘record’ was a transaction
resulting in a legal document produced by a court ‘of
record’.

5. Defines records
and archives
and principles
and concepts
In America in the mid-twentieth century Theodore Schellenberg, of
the National Archives and Records Service in Washington, was the
first person to articulate a difference and division between records
and archives. He perceived ‘records’ as created and maintained for
current organisational purposes and ‘archives’ as records set aside
and used for purposes other than those they had been created for,
such as historical research.

6. Defines records
and archives
and principles
and concepts
Principles and purposes of records and archives
 Source of authority: from where does the archival
organisation receive its remit to act?
 Legislative and regulatory environment: what kinds of
legislation and industry regulations are applicable in
this environment?
 Source of funding: where does the capital and revenue
income come from?
 Goal or mission: what is the strategic aim of this
body?
 Stakeholders: who has an active or passive interest in
the performance of this organisation?
 Acquisitions remit: what is the archival collection
policy of this organisation?
 Access remit: who is eligible to access the archives of
this body?

7. Defines records
and archives
and principles
and concepts
The role of the archivist and records manager
 Records managers are primarily concerned with what the
International Standard describes as supporting the
organisation’s business functions by helping to ‘create and
maintain authentic, reliable and usable records, and protect
the integrity of those records for as long as required’ for
example in public administration or corporate business
environments. And when that organisation has an interest in
maintaining its archives in the long term the records
manager can assist in identifying records of potential
archival value.
 The chief mission of the archivist is to select, preserve and
make available the archives in his or her care. The chief
mission of the archivist is to select, preserve and make
available the archives in his or her care.

8. Thank
You