What's the difference between the institutions and their holdings?
Chart 1: The Institutions and their Holdings
| |
Registries |
Archives |
Libraries |
Museums |
| Why do we have them? |
To capture, organise & maintain records needed for the conduct
of business in organisations |
To construct & administer in trust the long-term personal, institutional
& societal memory |
To support cultural transfer & continuity through promotion
of literacy & education |
To document & promote an understanding & appreciation of
man & his universe |
| What is their objective? |
Efficient & economic recordkeeping regime & services to
satisfy business & legal obligations |
Ensuring evidence for organisational and societal effectiveness,
accountability and continuity |
Providing access to published information sources of interest to
users seeking their services |
Documenting & interpreting the collections |
| Why visit? |
To undertake your work in pursuit or business or organisational
goals |
To do research to gain proof of prior transactions and actions;
for study & enjoyment |
To achieve cultural, educational and personal goals; interest and
recreation |
To achieve educational and personal goals, interest and recreation |
| What do they hold? |
Records in all forms needed to support ongoing current business
and to comply with laws & regulations |
Authentic records and record sets of official publications in all
forms that have enduring organisational and cultural usefulness |
Interpretations of human life and experiences in the world, largely
published |
Significant material objects produced by the natural world and human
activity |
| How is the material acquired? |
Created or received and acted upon in the course of business |
Transfer from creating offices; donation/gift; some purchases |
Mainly purchase with some donation/gift |
Donation/gift or purchase |
| How is the material organised? |
Paper, microform and electronic records are classified and indexed
using terms suited to business needsie. date, unique number, creator,
record type, nature of businessRegistry materials located for rapid
retrieval; repository material is shelved & managed warehouse-style |
Archival record series in all forms are identified within an archival
control system which offers the user key points of access by date,
unique number, creator, record type, business function, nature of
transaction or eventMaterial is shelved & managed warehouse-style |
Individual items are catalogued and shelved by subject, author &
title using international standard classification system such as Library
of Congress [LC] or Dewey Decimal. Items are shelved by classification
number. Original records and manuscripts catalogued using LC’s
Archives, Personal Papers & Manuscripts (1989) |
Material is displayed and interpreted through exhibitiions; materials
not on exhibition are stored and listed using the Museum's registration
system |
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What's the difference between the institutions in the access they provide
to facilities and holdings?
Chart 2: Access to facilities and holdings
| |
Registries |
Archives |
Libraries |
Museums |
| Who may use the facilities? |
Organisation's own employees and recordkeeping staff |
Organisation's own employees and approved outside researchers in
private archives; anyone may use most public archives |
Anyone, but may be limited if the organisation is private |
Anyone, but may be limited if the organisation is private |
| Is there a fee for access? |
No, although some special services such as copying, technical advice
may carry fees |
Not for employees, but outsiders may be charged an annual access
fee; special services such as copying , extended research, Internet
searching, public programs carry fees |
Public libraries are still free, but users may pay an annual fee
for borrowing privileges; special services such as copying , extended
research, Internet searching, public programs carry fees |
Most museums now request a donation or charge an admission fee |
| Where is the material generally used? |
In Registry/Repository or in own worksetting; increasing numbers
of records are available electronically |
Under supervision at the archives, although more archives are offering
WWW access to finding aids & materials, if permitted |
At the library, although catalogues, indexes & some materials
may be borrowed on loan or accessed through the WWW |
At the museum facility, although some exhibitions may be accessed
through the WWW |
| Are any special permissions required? |
Yes, laws & administrative regulations. Users must demonstrate
authorisation to view, print or copy records |
Yes, laws & administrative regulations. Users must demonstrate
authorisation to view, print or copy records |
Yes, users must agree to abide by copyright regulations; some rare
or archival materials may be restricted |
Not to view the collections on exhibition. Permissions are required
for access to materials not on public display |
| How do users identify what they need? |
Use shelf lists, directories, indexes & registers to access
records & files by coded titles, content &/or numbers |
Use same controls as used by records managers supplemented by finding
aids(guides, indexes) prepared by archivists |
Use public access catalogues and databases |
Use registers, guides and catalogues prepared by museum staff |
| Are all materials readily available? |
Yes, but access is limited to recordkeeping staff and to those users
who are authorised & to specific records sought |
No. Only frequently used material is available for immediate use;
no self-service as staff must retrieve from secure storage; Lightly
used or fragile materials may be stored off-site so require time for
staff to retrieve |
Yes, in most libraries users can browse shelves & select materials.
Some lightly used or fragile materials may be stored off-site and
take some time for staff to retrieve |
No. Only a small portion of a museum's total collection is on exhibition
at any given time. Materials in storage may, or may not, be available
for consultation |
| Can users 'borrow' material to examine off site? |
Yes, files are transferred to authorised officers for very limited
periods |
No |
Yes, if library policy permits; some research libraries do not permit
borrowing |
No |
| Can users copy material for private study? |
Only with authorisation staff |
Yes, provided laws, deposit conditions &/or copyright provisions
are upheld; copying generally controlled by |
Yes, provided copyright provisions are upheld |
Yes, provided laws, deposit conditions &/or copyright provisions
are upheld; copying generally controlled by staff |
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What's the difference between the institutions
in the professional qualifications of staff and issues they face?
Chart 3: Professional staff and issues
| |
Registries |
Archives |
Libraries |
Museums |
| What is the title of the professional in charge? |
Records Manager |
Archivist |
Librarian |
Curator |
| What is the usual professional qualification? |
Increasingly U/G university certificates and degrees; Tertiary
(tech) credential; and/or on-the-job training |
General university degree, frequently liberal arts plus professional
post-graduate degree and/or on-the-job training |
University degree (U/G or postgraduate) in library or information
studies |
University degrees (U/G and increasingly postgraduate) in Collection
Specialty |
| What professional issues concern them? |
Record integrity; confidentiality;
Freedom of nformation;
security;
system reliability and effectiveness;
risk and cost containment; effective access and retrieval service
& support for fiscal, legal, administrative users;
technological change;
funding;
education |
Ethics, privacy, freedom of information, confidentiality, copyright;
record integrity & authenticity;
security & preservation;
accountability;
cultural continuity;
technological change;
continuing accessibility;
public understanding;
funding |
Freedom & equity of access to information;
resale and repackaging of information in electronic formats;
preservation;
technological change;
funding |
Object integrity & authenticity;
security & preservation;
accountability;
cultural continuity;
technological change;
continuing accessibility;
funding |
Recent Trends
Some Good |
Increasingly, the activities and educational needs
of records managers and archivists working in comprehensive recordkeeping
regimes in government, commerce and industry are converging. Professional
training programs aim to achieve overall recordkeeping competencies,
regardless of the context of practice. University based programs go
further, introducing students to theoretical roots and controversies
and developing their research and strategic skills |
Recent Trends
Some Bad |
Many involved in information and cultural infrastructure
disciplines in the English-speaking countries are alarmed at the general
ignorance and neglect of our disciplines in our universities and in
our wider communities. A civil society relies absolutely on the infrastructure
our disciplines underpin; but this same infrastructure is being starved
of resources or dismantled at an astonishing rate. Furthermore, our
professions are failing to alert our leaders and the public-at-large
to the imminent danger and to achieve effective, cooperative action.
Those who possess the essential knowledge will leave the field and
diminish or lose entirely our capacity to rebuild. Discussion and
action towards rectifying this decline is needed immediately. |
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