Management & cultural functions of records/archives

Note: The retention time frames in this chart represent the full period of usefulness for cultural and educational research, however, most outside users would not have access to the material until after a closed period of some years. In Australia, that closed period is normally 25 -30 years.

Appreciating the multiple functions of archives & records

The first important observation flowing on from this chart is that the dynamism inherent in accommodating all of these uses/views is necessary to achieve a creative, vibrant and responsible society. Archival documentation performs the total range of functions in a variety of ways, concurrently or sequentially over time. No function or user is more privileged or important than any other. The point is that there is no conflict or competition among them; they simply demonstrate the great richness and value of archives as a multi-faceted resource.

The many functions of archives attest to their undoubted importance, but explaining their management requirements and preserving their integrity poses problems for recordkeepers. The difficulty occurs because most people experience recordkeeping indirectly and from only one perspective ie. Function One, Function Four, etc. Their work as a cashier, manager, accountant, ombudsman, librarian or researcher requires them to make and/or use records, but, unlike recordkeeping professionals, they lack the perspective of those responsible for the management of recordkeeping across the whole continuum of business and cultural functions.

For example, the creator of an archival record sees it primarily in terms of its usefulness as evidence of a timely transaction or decision. Once a record has fulfilled its initial role as a work facilitator, the creator's need and concern for it diminishes. The creator generally has little or no interest in the record's potential as a research source.

Similarly, those workplace managers and/or auditors who use record series to assess performance and accountability over time see records as they relate to Function Two. But once the statute of limitations expires, their interest in recordkeeping recedes as does their willingness to pay for records maintenance and preservation.

Acting as social 'consciences', industry/professional/ societal 'watch-dogs', including professional archives/records managers, view records as evidence revealing patterns of best practices and socially responsible behaviour over time. Certainly the recent surfeit of high level inquiries and royal commissions attests to the importance of having authentic bodies of archives available for consultation. Unsurprisingly, it is the regulators and 'watch-dogs' whom archives/records managers regard as their most natural and best allies in the war to ensure recordkeeping effectiveness.

To the educational and research communities, archival records perform Function Three. They are objects/commodities/raw materials ie. research sources carrying 'good' information which may be analysed and interpreted to serve an infinite number of present and future research purposes. Often they are housed in corporate information centres or research libraries, along with other information entities such as published materials, requiring far less stringent protection and care. As we have seen in the previous segment, generalist users generally require additional orientation and training in order to understand and use of records and archives.

Finally, in Function Five, the broader community 'connects' emotionally with the symbolic values inherent in archives, using them as gateways into the past. This symbolic power inspires special exhibitions of archival documents associated with great moments or persons in history. Such archival treasures as the Magna Carta, the Declaration of Independence and Captain Cook's Endeavour Journal have appeal for thousands of people, most of whom are unable to read the text itself.

As public expressions of our personal and cultural identities, archives evoke strong feelings. They enable us to prove our physical existence and accomplishments and communicate our thoughts beyond direct interactions with others.

Records support the basic human need to be understood, which in turn relies upon the accurate expression of meaning through language. In short, records are not only primary, they are primal 'stuff'; and perhaps this is why conflicting viewpoints and approaches about their management and value evokes such passion. At the heart of our heated discussions lies everyone's need to be fully affirmed and appreciated.

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