Record Management Of Archival Material

Record Management Of Archival Material

Abstract

This work is aimed at relating the records operation of Archival accoutrements . The purpose of this work is designed to identify the colorful records operation of Archival accoutrements in the operation of the Imo State Libraries Owerri and to find out the causes of records deterioration and its result.

The data used for the exploration were collected by the use of questionnaire and interview system supplemented by literature hunt by the experimenter, frequence/ chance tables were used for data donation and analysis. The findings of the study revealed that people don’t make proper use of the libraries due to shy choice of accoutrements , bad atmospheric conditions, shy staff, and lack of proper mindfulness on the use of archival accoutrements time constraintsetc.

In addition to all these, the study further recommended that the libraries should embark on certain programmes like picky dispersion of information, current mindfulness services, etc. The study hopes that the recommendations would make or record the most effective use of archival accoutrements .

Chapter One

Preface

Records operation has been defined as a programme to control the creation, practical use, conservation, storehouse, protection and disposition of documents.

Records operation also means the care and administration of records from time of creation till similar records are permanently saved in the libraries.

Records operation programme deals with records throughout their “ life cycle ”. The records life cycle has three distinct phases

i. The active or current phase;

ii. The semi active or semi current phase;

iii. When the records go out of regular use with maybe minimum or occasional referencing and the inactive,non-current, dormant or libraries phase, when the records are due for endless preservation.

“ Libraries ” has been defined as those records of any public or private institution, which are arbitrated good of endless preservation and conservation for reference and exploration purpose and which have been deposited or have been named for deposit in an archival institution. Records may be in the forms of books, papers, charts, photos or other talkie accoutrements , anyhow of physical forms or characteristics, made or entered by any public or private institution in performance of its legal scores or in connection with the sale of its proper business.

According to Macleane.g.( 199532), “ A record is a collection of affiliated data or words treated as a unit ”. Records operation first took place at the National Libraries in the United States of American in an attempt to ameliorate records keeping system which were in chaotic condition. In numerous government departments and agencies; viola( 1992) stated that a substantial records were created without any systematized plan for their disposition after the Second World War.

thus, the National Libraries, in order to ameliorate operation of records, inaugurated “ Records Administration programmes ” on records disposition in the Federal Government Agencies. It came the schedule for the retention and disposal of records. After the alternate phase of the programme, “ Record Administration ” changed to “ Record Management ” chatfield( 1968).

likewise, record operation spread from the United States of America to other countries like Great Britain, Canada, and Scandinavian Countries, according to Bissonetter( 1975). In Nigeria, it started as beforehand as 1914, when the social office issued some guidelines in the operation of records.

Use of Archival Accoutrements

It isn’t doubtful that numerous, including the educated bones , don’t know what libraries are and their values, let alone making use of them.

The conception of “ druggies of libraries ” used to describe persons or orders of persons, institutions who profit from the use of archival installations or accoutrements . The use of archival accoutrements and services has been noted as the topmost recognition of the indispensability of history and of valuables.

The use of libraries in their entirely, reflects not only the growth and functioning of a government but also the development of a nation. No people can thus be supposed masters of their own history until their public records are gathered. The care which a nation devotes to the preservation and use of libraries, serves as a true measure of the degree of civilization to which it has attained. piecemeal from their introductory use, libraries have fresh value; they contain instructional data which helps the druggies to develop complete knowledge and appreciation of the significance of literal events and records. In every society libraries constitutes an unequaled Sources for exploration on nearly every aspect of mortal actuality, once or present, regarding which record has been created and maintained.

It’s in the area of establishing complete intellectual knowledge of archival accoutrements for the purpose of contributing significantly to the need which ultramodern information wisdom and technology demand that make the use of libraries services in Nigeria veritably important. Libraries services aren’t limited to the literates alone, indeed dealers do visit libraries from time to times to find out one thing or the other. It’s in this connection that Adeniran noted that “ all the collections in the libraries are for the use of experimenters and other information campaigners ”. All professionals like attorneys, politicians, civil retainers, businessmen, community elders, and traditional autocrats, speakers, medical professionals, chroniclers, etc make use of them, so also do the exploration scholars in Nigeria. druggies of libraries use archival accoutrements information as a medium of commerce and druggies of all situations are swung the occasion to interact with other scholars either in imaginary world or portrayed in collection or in the real world as they gather and partake endured in the libraries. The foal identification also influences the extent archival druggies use the archival collection of their institution and this is for the fact that every use of data or information is thing acquainted. It must aim at working a problem or enhancing a better understanding of an formerly know situation. The purpose of seeking information is consolidated to its demand and use. The use of records in Nigerian libraries isn’t confined to certain orders of people neither does it distinguish against coitus, age, education or lineage. It’s open to all to make use of.

Background Study Of Imo State Archive Owerri

It was established under lawNo. 5 1981 with a total number of 12 staff. The department is charges with the responsibility of taking of all records and documents belonging to Imo State and to make similar record/ documents available for public consultations. It’s also the obsession of the libraries to cover the public/ state records from destruction or theft. To make effective performance, the association is divided into sections divisions.

These are as follows

Depository section/ conservation section

ii. Acquisition section

iii. Search room

iv. validations section

Administration section

Statement Of The Problem

One of the topmost problems in libraries is the fact that utmost documents are entered in wrong physical state. The tendency to neglect records which are no longer demanded for the conduct of day moment business is universal in all public and private institutions.

Another problem which is now facing records keepers are that of acquainting themselves with the colorful preservation ways and processes of dragging and restoring other records and documents produced on a wide variety of rare accoutrements .

Objects Of The Study

The introductory end of this study is to identify the colorful records operation of Archival accoutrements in Imo State Libraries Owerri.

To find out the causes of records deterioration

ii. To examine the impact of the use of archival accoutrements in the dispersion of information

iii. To probe the problems militating against proper records operation

iv. To proffer results that would insure effective operation of records in the libraries.

Compass/ Limitation Of The Study

The study concentrated attention on the records operation of Archival accoutrements and how records should be saved for unborn uses and also ways by which records can be saved. The study also focuses on how to handle those agents that affects the records in archival institutions and the provision for the tools that will guide those records in archival institutions. Eventually, there was non vacuity of affiliated instructional accoutrements for the study.

Significance Of The Study

The significance of this exploration work can not be over looked because archival records are veritably precious. Since libraries constitute the richest artistic heritage of any nation. Record serves as monuments of the history in a better way than, mortal memory and this document also provides precedents in administration and other business deals. similar precedents may include mistake made in the history which could guide the present and the future. It also assists in the jotting and rewriting of public history and constitutes rich patrimonies to unborn generation which stimulates nationalism and public passions.

Exploration Questions

Does the Imo State Libraries Owerri have a definite system used in managing its records?

ii. What are the types of records available in this institution?

iii. Are there trained workers and professionals in the field of records operation?

iv. How can these accoutrements be acquired and presented for effective use?

v. What are the storehouse installations available to their records?

References

Akussah, H( 1990) Archival Development in Ghana. ICA Education and Development News.Pp. 5- 6

Akussah, H( 1996) “ Record Management in Ghana An Overview ” African Journal of Library Libraries and Information Science pp 101 = 106.

Brumm,E.K.( 1995) “ Managing Records for ISO 9000 Compliance. Milwankee, Wisconsin. Ascell Quality Press;pp. 23- 24.

Cameron, A( 1991) “ Records Management and Conservation; Clashing objects. Journal of the Society of Annalistspp. 36- 41.

Chatfield,H.L( 1968) “ Records Management in the Administration of College and University Libraries ” American Recorderpp. 243- 245.

Chukwuma,C.( 2006) Libraries and Records Management A Functional Approach.

Donaldson,R.E.( 1983) “ guarding the Business from Disaster ”. Libraries and Records Management Association( ARMA) Record operation Dailyp. 34.

Harding,A.( 1977) “ Record Management as an Archival Function. AMA Quarterly 12pp. 12- 20.