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-====== Archives & Records Management ======+====== ​Chapter 4: Archives & Records Management ======
 This chapter will discuss the role of libraries in archives and records management. Not all libraries fulfill this role for the Parliament. Where they do, this chapter outlines the role of ICT in facilitating the archiving and records management process, including Records Management systems. ​ Records are an essential tool for organisations in preserving their history and culture, and form a base of information for planning and decision making. ​ They can also be evidence of accountability for government organisations. ​ For Parliaments,​ the records of parliamentary debates, media releases and publications by Parliament and Members may be an important role of the library. ​  Where no such record keeping is currently maintained by the Parliament, it may be an area of initiative by the library. This chapter will discuss the role of libraries in archives and records management. Not all libraries fulfill this role for the Parliament. Where they do, this chapter outlines the role of ICT in facilitating the archiving and records management process, including Records Management systems. ​ Records are an essential tool for organisations in preserving their history and culture, and form a base of information for planning and decision making. ​ They can also be evidence of accountability for government organisations. ​ For Parliaments,​ the records of parliamentary debates, media releases and publications by Parliament and Members may be an important role of the library. ​  Where no such record keeping is currently maintained by the Parliament, it may be an area of initiative by the library.
  
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 The management of archival copies of physical assets requires asset management policies that are different from normal library lending policies. ​ For instance, the library should identify the "​authoritative"​ copy of the item, which normally will not be lent.  To this end, any system developed to support records management needs to follow consistent processes for asset management. ​  These processes include record capture, registration,​ classification,​ security management, appraisal and review, storage, tracking and disposal steps, all as a part of a life cycle of records management, as follows:  ​ The management of archival copies of physical assets requires asset management policies that are different from normal library lending policies. ​ For instance, the library should identify the "​authoritative"​ copy of the item, which normally will not be lent.  To this end, any system developed to support records management needs to follow consistent processes for asset management. ​  These processes include record capture, registration,​ classification,​ security management, appraisal and review, storage, tracking and disposal steps, all as a part of a life cycle of records management, as follows:  ​
  
-**Record Capture processes**– a set of rules governing what records should be kept.   +  * **Record Capture processes**– a set of rules governing what records should be kept.   
-**Registration** - the processes whereby records identified for preservation are assigned a unique identifier and basic description information (such as the date of capture, time, title of the item and source). ​  ​**Classification and indexing** – the secondary processes whereby more extensive metadata capture occurs, including information on retention. ​    +  ​* ​**Registration** - the processes whereby records identified for preservation are assigned a unique identifier and basic description information (such as the date of capture, time, title of the item and source). ​  ​**Classification and indexing** – the secondary processes whereby more extensive metadata capture occurs, including information on retention. ​    
-**Access and security** – the definition of levels of access, usage restrictions for items. ​ This may include information capture on cultural usage rights and policies. ​  +  ​* ​**Access and security** – the definition of levels of access, usage restrictions for items. ​ This may include information capture on cultural usage rights and policies. ​  
-**Appraisal** – integration of the record into review processes for preservation and, where relevant, disposal. ​   +  ​* ​**Appraisal** – integration of the record into review processes for preservation and, where relevant, disposal. ​   
-**Storage** – maintain, handle and store records in accordance with their physical and digital preservation requirements for as long as legally and culturally required. ​   +  ​* ​**Storage** – maintain, handle and store records in accordance with their physical and digital preservation requirements for as long as legally and culturally required. ​   
-**Use and tracking** – processes to ensure that only those who are allowed have relevant access and that such access is tracked where relevant. ​  +  ​* ​**Use and tracking** – processes to ensure that only those who are allowed have relevant access and that such access is tracked where relevant. ​  
-**Disposal** – processes for review and identification of items that can be disposed of, and the migration of data across formats for longer term retention (for example physical to digital).+  ​* ​**Disposal** – processes for review and identification of items that can be disposed of, and the migration of data across formats for longer term retention (for example physical to digital).
  
 Across the breadth of these steps metadata is vital to ensure the management and accessibility of records. ​ Both document management systems and digital library systems will typically have elements of these processes integrated in their workflows. ​ See the previous chapter for more details on the characteristics of these systems and their associated workflows. Across the breadth of these steps metadata is vital to ensure the management and accessibility of records. ​ Both document management systems and digital library systems will typically have elements of these processes integrated in their workflows. ​ See the previous chapter for more details on the characteristics of these systems and their associated workflows.
arm.1318992894.txt.gz · Last modified: 2011/10/19 13:54 by admin