ASSIGNMENT 2 (IMR652 - Management Of Business Records)

E-MAGAZINE

MANAGEMENT OF
BUSINESS RECORDS

(IMR652)

PREPARED BY

Hirzi Khalid Al-Walid (2017875952)
Zainal Affiq Zainal Abidin (2017712853)

Syafiq Akmal Jumadi (2017102489)
Mohamad Husnierizal Romainor (2019326057)

Muhammad Faridzul Sukarni (2017766937)

CONTENTS CHAPTER 1

1. Contextual Information.
1.1 Brief Background of Degree Program
1.2 Brief Background of Team Members.

CHAPTER 2

2.0 Article Review.
2.1 Article 1: Application Of Modern Technologies In The

Management Of Records In Public Libraries.
2.1 Article 2: Security, Archivist, and Digital Collections.
2.3 Article 3: Recordkeeping Informatics Approach To

Information Management Needs In Data Driven Research

Environments.
2.4 Article 4: Management Records As A Strategic Resource.
2.5 References.

CHAPTER 3

3.0 Listing of Various International and National Policies On

Records Management And Electronic Records Management.

CHAPTER 4

4.0 Records Management Glossary

CHAPTER 5

5.0 Reflection.

1.1 1. CONTEXTUAL INFORMATION
BRIEF BACKGROUND OF DEGREE PROGRAM

UiTM’s Faculty of Information Management Information


Bachelor of Information Science (Hons) Information Systems Management - IM245

·This degree is one of the key programmes in ·It is a challenging topic of study that
UiTM’s Faculty of Information Management focuses on combining computer-based
Information. It is intended to provide students information technology solutions and
with information management knowledge and business processes to address the
abilities through education and training. information demands of corporations and
other organizations.
·It entails analyzing, creating, developing, and
managing a variety of information systems for ·Information technology based on computers
locating, gathering, organizing, storing, is considered as a tool for creating,
retrieving, and publishing data for strategic processing, and disseminating data. While
and competitive reasons. computers are the tool for this area, UiTM
prepares students to be the true assessors,
resulting in organizational efficiency and
value.

1.2 Brief

Background

of Team
Members

DILAHK IZRIH

HIRZI KHALID AL-WALID

Student ID: 2017875952
Organization: Bank Simpanan Nasional (BSN)
Relevant Experience in Records Management: >3 years

QIFFA LANIAZ

ZAINAL AFFIQ ZAINAL ABIDIN

Student ID: 2017712853
Organization: Dewan Bandaraya Kuala Lumpur (DBKL)
Relevant Experience in Records Management: >3 years

LAMKA QIFAYS

SYAFIQ AKMAL JUMADI

Student ID: 2017102489
Organization: Ministry of Home Affairs (MOHA)
Relevant Experience in Records Management: >3 years

LAZIREINSUH

MOHAMAD HUSNIERIZAL ROMAINOR

Student ID: 2019326057
Organization: Monash University Malaysia (Monash)
Relevant Experience in Records Management: >3 years

LUZDIRAF

MUHAMMAD FARIDZUL SUKARNI

Student ID: 2017766937
Organization: CyberSecurity Malaysia (CSM)

Relevant Experience in Records Management: >3 years

2.0 Article

Review

ARTICLE 1 2. Discussion
Public libraries have long been used to chronicle and promote the
APPLICATION OF writing of library history, and they are required to provide their
MODERN
users with high-quality information in a timely manner. Local,
TECHNOLOGIES IN
regional, and national governments, as well as other community
THE MANAGEMENT
organizations, build, maintain, and fund public libraries.
OF RECORDS IN
Technology adoption and associated issues however have made it
PUBLIC LIBRARIES difficult for both librarians and information technology
professionals alike to maximize and reap the full benefits of
Masenya, T. M. (2020). Application of
libraries and new technologies, on top of many others whom are
modern technologies in the management
unsure on how to effectively and efficiently integrate
of records in public libraries. Journal of
technologies into their respective organizations.
Sasa. doi: 0.4314/jsasa.v53i1.5 As a compensating control, public libraries need to instead
develop and learn more about best practices for records
1. Objective management, which might help shape library policy to support
The purpose of this essay is to look at how current records-management operations. This in turn would allow for
technologies are being used in public libraries to manage proper record management to ensure the public library's capacity
records, in order to show how new technologies may to function and offers evidence of responsibility.
revolutionize library operations in South Africa. By obtaining, organising, administering, and delivering
The article also discusses that although public libraries in appropriate information resources via current technology, public
the country recognize the value of current technologies libraries can satisfy the information demands of their users. In
such as blockchain, cloud computing, and the Internet of order to function efficiently and satisfy the demands of its
Things (IoT) in preserving their records, the lack of patrons in these difficult times, every public library must
information technology infrastructure including technical embrace the use of current technologies.
support and proper know-how has slowed their adoption. However, as more libraries manage their collections, policy and
The article further added that public libraries should process considerations are becoming more relevant. Records
explore partnering with other sectors, such as archive must be generated, maintained, and kept in accordance with
services, in order to to apply and enable current technology relevant policies, law, rules, standards, codes of practice,
for record management. procedures, and community expectations in order to be utilized in
their evidential capacity.
Policies, processes, and suitable techniques must all be
implemented for successful record management, and they must
be recorded so that they can be maintained and understood over
time. ISO 15489, for example, developed the fundamental ideas
and principles for the generation, capture, and administration of
records. To guarantee that documents are always trustworthy,
accessible, legally admissible, and durable, records management
systems should adhere to organizational legal requirements.

3. Significant to archives administration 4. Conclusion
Records management is an important element of public Although public libraries have showed a keen interest in
library operations that is sometimes disregarded. Due to adopting new technology, record storage and management
inadequate records management, vital records have has always been a difficult task. It was never easy to
been deleted, while others are difficult to access and transition from file cabinet storage to digital management
are not recognised as critical proof for the institutions' solutions due to a lack of necessary skills, policy,
survival. procedures, and standards, as well as a lack of
File cabinet storage has been shown to be inefficient, understanding on how to use new technology in maintaining
which may explain why libraries have not been able to library records, the administration of library records remains
keep more data. As a result, public officials and a difficulty.
information specialists must retain accountability to the This highlighted the need for more technical competence in
people they represent. However, in recent years, good records management and the development of policies to
library record administration has become a critical support records management practices. Despite the fact
concern. To address these issues, public libraries in that current technologies provide a reliable alternative to
South Africa and throughout the world have used record keeping, adoption of these technologies in South
current technology like as blockchain, cloud computing, African public libraries remains limited.
and IoT.

EXPEDITION | PAGE 2

ARTICLE 2 2. Discussion
It is an unfortunate yet a common operational fact for any
SECURITY, ARCHIVIST,
organization regardless of its mission and vision including archive
AND DIGITAL
centers and libraries, and whether it is a government or private-
COLLECTIONS funded, to have ongoing concerns with the security practices on
their digital collections.
Donaldson, D. R., & Bell, L. (2019).
The daily voluminous operation transactions that are generated
Security, Archivist, and Digital
in daily basis require a systematic top-down approach to ensure
Collections. Journal of Archival
that all records are being properly collected, managed and
Organization. doi:
secured to ensure the continuity of the organizations’ business
10.1080/15332748.2019.1609311 itself in the future (eg, audit, historical trend etc) – which is
often being left at the bottom list of to-do things for almost
1. Objective every organization.
The article was crafted with the aim to identify, evaluate This situation is further aggravated with the very fact that
and gauge the importance and understanding of security attributes to properly protect those records derived
Information Security from archivists and librarians’ point of from various business transactions are often times insufficient
view, particularly on the physical and logical security and at best, do not reflect the current security requirements
aspects of their digital collections. deemed crucial to address present looming threats on those
The article also discusses on the significance of maintaining assets. Additionally, traditional security controls inherently
proper end-to-end security management on digital practiced by archivists and librarians are focusing more on analog
collections managed by archivists and librarians, together materials and documents from theft and environmental events.
with the linkages of the digital collections to other Regardless of the security requirements mentioned to be of
stakeholders such as public institutions that may be at risk importance, the author did not explicitly detailed in brief other
over reliance made on the digital collections should they be types of security controls that are crucial to the protection of
compromised. archived records, particularly on disaster recovery that is meant
to act as a counter-measure in the event of a proclaimed
disaster that will impact the archived records should the risk
materialized.

3. Significant to archives administration 4. Conclusion
The value of secured records are usually only will be It is evident that the current security controls on archived
deemed as important and seen when assessments on records at current times, particularly from the logical
past performances, forensic and audit investigation, and perspective require further assessment for gap analysis in
other related activities that require access to those order to better improve the security posture related to the
historical-related documentation. digital collections managed by archivists and librarians
An organization’s risk appetite in particular plays an accordingly.
important role in determining the proper mandatory In the absence of such safeguards and counter-measures,
response that is required to be followed by its there are high likelihood for reasonable assurance on the
employees in terms of secure records management, in confidentiality, integrity and availability of the archived
order to ensure proper security governance are records can be gained for future generations to consume
implemented for records – and this is generally and rely on accordingly.
achievable only with the direct instruction and support
from the top, which must be communicated and relayed
to all levels of organization to guaranteed its adherence
and compliant.
Appropriate security controls on archived digital
collections are required in order for reasonable
assurance in terms of the confidentiality, integrity and
availability of the archived records are gained, which at
the same time will ensure that archived will remain
unchanged as per the time the records were archived
for future usage.

EXPEDITION | PAGE 2

ARTICLE 3 New computerized information, data, records and information
the executives abilities should be implanted in individuals part of
RECORDKEEPING
data frameworks, just as building fitting key, approach and cycle
INFORMATICS
structures to more readily oversee data the board exercises.
APPROACH TO

INFORMATION
2. Discussion
MANAGEMENT NEEDS
The arising new variety of digital data manager could advance
IN DATA DRIVEN
much from the investigation of recorded systems and
RESEARCH
frameworks in regard to necessities for supportable information
ENVIRONMENTS curation and stewardship to try not to rehash inadequately
planned wheels.
Casadesús de Mingo, A., & Cerrillo-
The focal point of information chiefs will in general be on the
i-Martínez, A. (2018). Improving Records
synchronic – the prerequisites for overseeing information in the
Management to promote transparency
structures and frameworks of the present time and place –
and prevent corruption. International
versus the diachronic and authentic – mindfulness and worry
Journal of Information Management,
with intergenerational that includes frameworks, individuals,
38(1), 256–261. authoritative, and so forth transmission of data and information
through existence.
1. Objective The absence of or restricted associations between research
Capacities of computerized and systems administration information and records the board capacities in research
advancements have hurled huge difficulties for information, organizations recommend insufficiencies in our abilities to give
data, records and information the executives. Progressive applicable recordkeeping frameworks and administrations around
influxes of troublesome IT developments have separated here.
customary data the board cycles and administration Records the board in many exploration organizations centers
systems, leaving numerous people and associations with around the records connected with the organization of the
insufficient data asset the executives and expanded association as a corporate element, with research information
openness to access, security and responsibility hazards. the board customarily left up to specialists. This is incompletely
because of restrictions on assets in the records the executives
region – most don't have the spending plan to give exhaustive
frameworks and administrations in this region.

3. Significant to archives administration be made furthermore held, by characterizing how to
Records managers and archivist have abilities and address it in naming shows or by other instruments and by
information that could make an important commitment formalizing where information items ought to be put away
to tending to explore information the executive’s in individual or shared areas.
challenges, however not whenever drew nearer with Figuring these issues out could quickly address business
simply a customary "recordkeeping" outlook. issues like usefulness and proficiency, and make the singular
Recordkeeping is concerned about crossing over that data the board endeavors that had as of now been
distinction and raising our expert and disciplinary sights attempted piece of a more strong system.
to include information and ability in cycles and
frameworks for making open records in any specific 4. Conclusion
situation. As a conclusion this cooperative examination project shows
As the data gathering exercises unfurled, obviously the utility of a recordkeeping informatics way to deal with
there was an rudimentary, yet vital differentiation to be unload, investigate and foster vital answers for an actually
drawn between the administration needs of test and furthermore organizationally complex data climate.
insightful information versus the data about test and It does, nonetheless, additionally feature the requirement
investigation exercises. for additional innovative work to create lithe recordkeeping
Trial and error and investigation information the board administrations what's more instruments to handle the
could to a great extent be tended to by setting up recordkeeping challenges enmeshed in complex information,
business rules determining the metadata which would data, information and hierarchical settings.

EXPEDITION | PAGE 2

ARTICLE 4 Records management offers a wide scope of conceivable
outcomes with respect to the avoidance of debasement. It is
MANAGEMENT
crucial that there are great practices that license the execution
RECORDS AS A
of viable answers for guarantee that those records that ought to
STRATEGIC
be made are made, leaving proof of the exercises of community
RESOURCE workers, allowing the recognizability of data back to its starting
point in responsibility processes and guaranteeing the chain of
Huda, M., 2021. Empowering
care for records, all in the point of ensuring their uprightness and
professional and ethical balance in
dependability over the long run. Thusly, most extreme degrees of
digital record management.
straightforwardness can be accomplished.
Organizational Cybersecurity Journal:
According to the author, in this way records management
Practice, Process and People, ahead-of-
provides s a technique to guaranteeing that definitive and
print(ahead-of-print). dependable data about, and proof of, business exercises is made,
oversaw and made open to the people who need it however long
Records management are an essential services for an viable required.
straightforwardness in open organizations, as it allows the This doesn't imply that it straightforwardly frustrates
making of quality documentation ranges from authenticity, debasement or further develops straightforwardness, however it
reliability and integrity. supports associations' capacities in such matters. It subsequently
The arrangement of the establishments for arranging adds to their further developed administration and upgrades
projects, exercises and financial plans, the simplification and their authenticity.
normalization of records processes which are improvement To accomplish appropriate records management, there is a
and normalization, the satisfaction of the right to fast requirement for necessary mandates and guidelines. There is an
admittance to information depending on its availability and immediate connection between interior guideline and the more
the safeguarding of records after some time which is to complete and precise recording of government choices and
conserve the records. For this to occur, public organizations activities. To accomplish appropriate records management, there
need to have executed records the executives systems, is a requirement for necessary mandates and guidelines. There is
with the assets for their upkeep and improvement or more an immediate connection between interior guideline and the more
all with a certified staff. complete and precise recording of government choices and
activities.

Assuming there is no control or appropriate As a conclusion, to handle institutional obscurity, there is a
administration of records and data, it will be hard to need to ensure legitimate records management, which
follow commitments concerning straightforwardness incorporates straightforwardness all through a record's
and admittance to public data, and it will likewise be lifecycle. Additionally, guidelines should give an appropriate
difficult to forestall debasement. assurance of all the data made by the public organizations'
This is because of a progression of dangers that lead to exercises being appropriately reported, to give the
disappointments or episodes and that influence the fundamental proof of the exercises and methods did In the
nature of data. Catching and safeguarding data in end, far in excess of enhancements in regulation, what is
records management systems ensures the chance of required is more prominent interest in chronicles and
detectability of the data back to its unique source of records the executives, so society can be certain that the
record. data made public is dependable, reliable and true, that it is
It additionally allows the observing of the relative finished, that it is available to the ideal individuals and that
multitude of activities/exchanges through which the no data has been obliterated without following the set up
record has passed and with which it is related via true standards. Just in this manner will public organizations
metadata from the snapshot of its creation and catch by and by partake in the authenticity and believability that
inside the framework. This implies one can know have been so significantly.
whether there has been ill-advised or unapproved
admittance to the data and gives proof of conceivable
control or erasure of documentation.

EXPEDITION | PAGE 2

References

Ramakrishnan, S., & Bose, N. (2017). Target in $18.5 million

multi-state settlement over data breach. Reuters. Retrieved

from https://www.reuters.com/article/us-target-cyber-

settlement-idUSKBN18J2GH

Society of American Archivists Security Roundtable. (2015)

Security Roundtable Report. Society of American Archivists.

Retrieved from https://www2.

archivists.org/groups/security-section/2015-security-

roundtable-report

Lee, R., Anderson, J., & Connolly, J. (2014). Cyber Attacks

Likely to Increase. Pew Research Center. Retrieved from

http://www.pewInternet.org/2014/10/29/cyber-attacks-

likely-to-increase

Mason, P. (1975). Archival security: New solutions to an old

problem. The American Archivist 38, no. 4 (1975): 488.

Retrieved from

https://doi.org/10.17723/aarc.38.4.0w3j718102253120

Deloitte. (2016). Bitcoin, blockchain & distributed ledgers:

caught between promise and reality. Centre for the Edge,

Melbourne, Victoria: Australia. Available at

https://www/audeloitte-technology-bitcoin-blockchain-

distributed-ledgers 180416.pdf

Iwhiwhu, B.E. & Okorodudu, P.O. (2012). Public library

information resources, facilities and services: User

satisfaction with the Edo State Central Library. Library

Philosophy and Practice. Available at:

https://digitalcommons.unl.edu/libphilprac/747

Yuvaraj, M. (2015). Inherent conceptions of cloud computing

among library and information science professionals. Library

Philosophy and Practice. Available at

http://digitalcommons.unl.edu/libphilprac/1321

3.0 Listing

Various International and
National Policies On Records

Management And Electronic
Records Management

MALAYSIA

POLICY DESCRIPTION

Companies Act 2016
Dasar Pengurusan Rekod
Kerajaan 2010

AUSTRALIA

POLICY DESCRIPTION

Digital Continuity Policy 2020
Privacy Regulation 2013

SINGAPORE

POLICY DESCRIPTION

·Companies Act 2017
Electronic Transactions Act 2010

PHILIPPINES

POLICY DESCRIPTION

Ease of Doing Business and
Efficient Government Service
Delivery Act of 2018
(Republic Act 9470)

THAILAND

POLICY DESCRIPTION

Thai National Archives Act 2013

VIETNAM

POLICY DESCRIPTION

Decree 105/2013/ND-CP

(Preservation Regulations)
Circular 43/2011/TT-NHNN

(Banking Documents)

INDONESIA

POLICY DESCRIPTION

Indonesia Government Regulation
No. 71 (GR 71)

LAOS

POLICY DESCRIPTION

Decree on E-Commerce No.

296/GOV

4.0

RECORDS MANAGEMENT GLOSSARY

GLOSSARY
(KING'S COLLEGE, CAMBRIDGE)

ACCESS

As a verb, it refers to the consultation of
archival documents or surrogates, usually
in a reading room.

ACCESS POINT

A name, term or keyword which may be
used to find an archival description.
Access points are like index entries in a
book.

ACCESS

RESTRICTIONS

Access to archival documents can be
restricted by the donor/owner, the
archivist or by legislation. For example, to
see certain copies in the Hayward
Bequest (T.S. Eliot’s collection at King’s
College Archive Centre) requires
permission from the owner of the
originals. Certain records such as minute
books are closed for a certain number of
years. Some files are closed due to Data
Protection, which means they are not
available to readers until the relevant
people have died.

ACCESSION

This term is used to describe a batch of
material at the point when it reaches the
archives, or the act of bringing it into the
archives. This means that one collection
can contain several accessions, for
example the papers of Rupert Brooke at
King’s College Archive Centre.

ACID FREE

PACKAGING

Some cards and papers can contain acid
which slowly damages archival
documents. To preserve archival
documents, archivists place them in acid
free packaging.

ACCRUAL

See ‘accession’. Accrual usually refers to
regular accessions, for example minutes
of College committees.

ADMINISTRATIVE

HISTORY

This is a part of an archival catalogue
which contains administrative or
biographical details, intended to help put
the collection into context.

ACCESSION

This term is used to describe a batch of
material at the point when it reaches the
archives, or the act of bringing it into the
archives. This means that one collection
can contain several accessions, for
example the papers of Rupert Brooke at
King’s College Archive Centre.

ACID FREE

PACKAGING

Some cards and papers can contain acid
which slowly damages archival
documents. To preserve archival
documents, archivists place them in acid
free packaging.

ACCRUAL

See ‘accession’. Accrual usually refers to
regular accessions, for example minutes
of College committees.

ADMINISTRATIVE

HISTORY

This is a part of an archival catalogue
which contains administrative or
biographical details, intended to help put
the collection into context.

ALS

Autograph letter signed

ALUMNUS/
ALUMNA/
ALUMNI

Somebody who used to be a student at a
particular school, college or university.
Alumni is the plural.

ANNOTATED

Information has been added to this
document after it was completed. This
happens at some time before it becomes
an archival document, and it might even
have been added by the original author,
such as a handwritten PS to a typed letter.

APOSTLES

In the context of Cambridge, the Apostles

were a secret debating society whose

name reflected the fact there were

originally twelve members. New members

had to be invited and were referred to as

‘embryos’. Members included

philosophers GE Moore and George

Macaulay Trevelyan, Rupert Brooke and

his friends Edward Marsh and James

Strachey (see the Biographies page).

Some of the Bloomsbury group, such as

John Maynard Keynes, EM Forster and

Lytton Strachey were also members. At

their meetings, they would read papers

(essays they had written) and discuss

APCS

Autograph postcard signed Appraisal This
is the process by which archivists decide
what to keep and what to destroy.

ARCHIVE

The word ‘archive’ can be used in various
ways (see section 1). Throughout this
website, we shall consider the word
‘archive’ to mean ‘a collection of
documents created or gathered by one
person or institution and selected for
long-term preservation as evidence of
their activities.

ARCHIVE

ASSISTANT

This is somebody who is not (yet) an
archivist but works in a repository and
carries out similar tasks, especially helping
readers in a reading room.

ARCHIVE

CENTRE

See ‘Repository’.

ARCHIVIST

This is a person who looks after archives,
catalogues them and provides access to
them. To become an archivist requires
special training.

ARRANGEMENT

This is the process and result of analysing
a collection in order to determine how it
should be catalogued. There are a
number of principles archivists have to
consider when doing this, including
provenance and original order.

AUTHENTICITY

A record is authentic if it is what it claims
to be, for example, an autograph letter
signed is authentic but a later
transcription is not an authentic letter.
This should not be confused with
reliability.

AUTOBIOGRAPHY

This is something which a person wrote
about themself. This should not be
confused with biography.

BEQUEST

A bequest is an accession which
somebody left to a repository after they
died, usually in their will.

BEQUEATHED

A collection which is bequeathed is one
which was left to a repository when
somebody died, see bequest.

BINDING

This is the part of the book (or other
volume) which holds the pages together.
Books can be bound in various different
ways.

BIOGRAPHY

This is something which an author wrote

about somebody else. This should not be

confused with autobiography.

BLOOMSBURY

This was a group of friends which
included writers (Virginia Woolf and E.M.
Forster), artists (Vanessa Bell, Duncan
Grant and Roger Fry) and other
intellectuals (including Lytton Strachey
and the economist John Maynard
Keynes). The group were highly influential,
the intellectual celebrities of the early
twentieth century. To find out more about
some of these people, see the Biographies
page.

BOOK

This can refer to a) a volume or b) making
an appointment, for example planning a
visit to a reading room.

BOUND

Anything with a ‘spine’, for example
books.

BINDING

This is the part of the book (or other
volume) which holds the pages together.
Books can be bound in various different
ways.

BROWSE

To look through a catalogue in hierarchy
order. Not the same as searching a
catalogue.

C

See ‘circa’

CALL SLIP

This is the slip readers use to request
documents in a reading room. It usually
includes carbon copies, so you should
press hard when writing them, to ensure
the text appears on all of the separate
parts.

CARBON COPY

Sometimes a copy can be made while
somebody is writing or typing, simply by
using certain types of paper, which form
layers. The copy or copies produced on
the lower layer(s) is referred to as a carbon
copy.

CATALOGUE

This is the information, whether on paper
or online, which allows readers to search
for items and which provides the
reference numbers required to order
them.

CERTIFIED COPY

This is a copy of a primary source, which
somebody (usually a legal professional)
has indicated is an exact copy of the
original, for example by signing it.

CIRCA

This is usually used to indicate that a date
has been estimated and means
‘approximately’.

CLASS

This refers to a group of records which
share particular characteristics, for
example one series of minutes or
correspondence.

CLOSED/
CLOSURE PERIOD

Items which are closed are preserved by
archivists but are not accessible to
readers. After a certain number of years,
they may be made available. That is their
closure period.

COAT OF ARMS

appear in archival records, as well as in
architecture.

COLLECTING

POLICY

This is a document each repository has
which helps them to decide what
documents to select for long-term
preservation as archives.

COLLECTION

This is a group of archival records which
have been grouped together. These
documents are listed together in the
same catalogue. Unlike a fonds, these
records don’t have to share the same
provenance. Sometimes an ‘artificial
collection’ is created, for example in the
case of the papers of Rupert Brooke,
which were received in several accessions.

CONCORDANCE

When collections are recatalogued (often
because of significant new accessions to a
collection), a concordance is drawn up. It
shows, for each new reference number,
any old reference number that document
had, and vice versa.

CONSERVATION

appear in archival records, as well as in

architecture.

COLLECTING

POLICY

This is a document each repository has
which helps them to decide what
documents to select for long-term
preservation as archives.

COLLECTION

This is a group of archival records which
have been grouped together. These
documents are listed together in the
same catalogue. Unlike a fonds, these
records don’t have to share the same
provenance. Sometimes an ‘artificial
collection’ is created, for example in the
case of the papers of Rupert Brooke,
which were received in several accessions.

CONCORDANCE

When collections are recatalogued (often
because of significant new accessions to a
collection), a concordance is drawn up. It
shows, for each new reference number,
any old reference number that document
had, and vice versa.

CONSERVATION

Conservation is the process of repairing
damaged documents, not to be confused
with preservation.

CONSERVATOR

A conservator is somebody who provides
expert advice on preservation and also
carries out conservation work.

CONTENT AND

CONTEXT

See ‘Scope and content’.

CONTEXT

Context is the additional information
required to interpret documents. If you
only heard half a conversation Context,
you might not understand it. The same is
true of archival documents. The additional
information you have can influence how
you understand what is recorded in the
document.

COPY… EG. ‘COPY

LETTER’

When the word ‘copy’ is used in a
catalogue, it indicates that the record is
not authentic but that the information it
contains is the same as that provided in
the authentic document. For example,
the papers of Rupert Brooke contain
transcriptions of his letters. These are
copies.

COPYRIGHT

Copyright is a law which requires people
to gain permission before copying or
sharing records. This expires after a
certain amount of time, often 70 years
after the death of the author.

COPYRIGHT

OWNER

The owner of copyright is usually the
author(s) or their heirs.

COPYRIGHT

WORK

A copyright work is something which is in
copyright. There are different types of
work, such as literary (written), artistic and
musical. One archival record may contain
more than one copyright work, for
example a letter may also include a
drawing.

CREATIVE

COMMONS

Creative Commons is a way that people
can share copyright works and give
consent for other people to use them
under certain circumstances (usually non-
commercial, i.e. for personal use rather
than business use). Such permission may
only be given by the copyright owner and
will be indicated by a Creative Commons
logo.

CREATOR

This is the term used in archival
catalogues to indicate the person who
created the collection or accumulated
the records. For example, papers written
by T.S. Eliot and held at King’s College,
Cambridge, are referred to as the
Hayward Bequest because the creator of
the collection was John Davy Hayward,
not T.S. Eliot.

CUSTODY

The responsibility for looking after records
which are in one’s physical possession. A
repository might not own all of the
records it looks after but they are all in the
custody of the archivists.

DATA

PROTECTION

Data Protection is a law which tells us
what information we are allowed to keep
and share about other living people. It
ensures a certain level of privacy.

DATES

In an archival catalogue, the dates refer to
the creation of the record, not always the
same as when the events which it
describes took place.

DEAN

Since 1861 there have only been two
Deans at King’s College, Cambridge. The
Dean responsible for students’ academic
life is now referred to as the Lay Dean.

DEPOSIT

Usually long-term loan of archival
material to a repository by a donor. This is
different to a gift, as material which is on
loan is still the property of the donor.

DESCRIPTION

See ‘Catalogue’

DESCRIPTION,

LEVEL OF

See ‘Level of description’

DIGITIZE

Scan or photograph a document and save
that image, which might be used as a
surrogate or put online.

DIPLOMATICS

This is the study of the form of a
document, rather than its content. For
example, you would be able to identify
that something was a letter without
reading it, just by looking at the way it is
written – the address at the top, the
signature at the end etc.

DOCUMENT

A document is something which contains
information or records events. A
document is only a record if it records
events. Archivists tend not to keep
documents unless they are records.

DONATION

This is an accession given by a donor,
including records which are given to a
repository by gift or deposit.

DONOR

This is the person who gives a donation to a

repository.

EVIDENCE

Evidence is anything which allows you to
find out about past events. Different records
may provide different perspectives of events
but they are still considered evidence,
which is one reason that we need to
interpret records and consider their context.

EVIDENTIAL

VALUE

Evidential value refers to the qualities of a
record which make it a record of particular
events.

EXTENT

This is an element of all archival
descriptions and tells users how much
material the description covers. For
example, whether a file contains one letter
or 300 letters.

FABIAN SOCIETY

The Fabian Society is a socialist
organisation established in 1884. The
Labour party has a strong association with
the Fabian Society, members of which are
referred to as ‘fabians’.

FACSIMILE

A facsimile is an exact copy of a

record.

FASCICLE

A fascicle is a bundle of individual records
which have been bound together, because
they belong to the same class of records.

FELLOW

A Fellow of a Cambridge college is a senior
academic, with the most senior being
called the Master, Head, or Provost of the
college. In Brooke’s day you could be
made a Fellow simply by submitting a
dissertation, you didn’t have to have a PhD
(post-graduate degree).

FETCH

When you request a document, someone

has to bring it out of the strong room. This

is called fetching the document(s).

FILE

This refers to a level of description in
archival catalogues. It is a grouping of
items which relate to the same subject or
activity. A file can vary in size and should
not be confused with a physical file.

FINDING AID

Finding aids are the things readers use to
identify what records they are interested
in. These include catalogues and index
cards.

FELLOW

A Fellow of a Cambridge college is a
senior academic, with the most senior
being called the Master, Head, or Provost
of the college. In Brooke’s day you could
be made a Fellow simply by submitting a
dissertation, you didn’t have to have a
PhD (post-graduate degree).

FOLIO

The word ‘folio’ is derived from folium,
which is Latin for leaf. It has a few
meanings but the most common one is a
sheet of paper, usually bound into a book
or other volume. A folio contains two
pages, usually referred to as recto and
verso, the front and back of the piece of
paper. It is different from an opening,
which is two facing pages.

FONDS

This term refers to all of the records
created or accumulated by a particular
person or organisation in the course of
their work. Unlike a collection, the items
in a fonds must share a provenance.

FREEDOM OF

INFORMATION

This is a law which allows people to gain
information about public bodies, for
example government departments.

GALLEY PROOF

See ‘Proof’

GUARD BOOK

In some ways, guard books are similar to
scrap books. A guard book is a book into
which individual items have been pasted
usually by conservators under instruction
from archivists.

HERALDRY

This is the system by which coats of arms
and other armorial bearings are devised,
described, and regulated. It is often
studied in relation to famous families or
monarchs. For example, the coat of arms
for Henry VI (founder of King’s College,
Cambridge) includes a symbol called the
fleur-de-lys, to show that he was also the
King of France.

HEIR

An heir is somebody who inherits
property (whether physical or intellectual)
after another person dies.

HIERARCHY

Hierarchies are systems in which things
are arranged in different levels. An
archival catalogue is hierarchical because
it contains different levels of description,
for example the collection, series and
items.

HISTORICAL

MANUSCRIPTS

COMMISSION

(HMC)

The Historical Manuscripts Commission
was created in 1869. It published
information on the location and nature of
records, highlighted their value in
historical research and advised on their
care. In 2003, The National Archives (TNA)
took over the work of the HMC.

HOLDINGS

These are all of the records which
archivists keep in a particular repository.

ILLUMINATION

An heir is somebody who inherits
property (whether physical or intellectual)
after another person dies.

HIERARCHY

Hierarchies are systems in which things
are arranged in different levels. An
archival catalogue is hierarchical because
it contains different levels of description,
for example the collection, series and
items.

HISTORICAL

MANUSCRIPTS

COMMISSION

(HMC)

The Historical Manuscripts Commission
was created in 1869. It published
information on the location and nature of
records, highlighted their value in
historical research and advised on their
care. In 2003, The National Archives (TNA)
took over the work of the HMC.

HOLDINGS

These are all of the records which
archivists keep in a particular repository.

ILLUMINATION

If a manuscript is ‘illuminated’, it is
decorated with hand-drawn coloured
illustrations or patterns, often in the
borders or on the first letter of a
paragraph. Illuminations are usually hand-
drawn and can feature rich colours, such
as gold. Non-coloured patterns of the
same type are called ‘decoration’.

INCUNABULUM

This is an early printed book, usually
printed before 1501.

INDEX

This is a document, for example a list or
spreadsheet, which makes it easier to find
particular items of information. It is often
more detailed that an archival catalogue,
because it extracts information from the
records.

INDEX CARDS

These are cards kept in a reading room to
allow readers to find records. They aren’t
used very often any more, as most
repositories have archival catalogues, on
paper and/or online.

INDEX TERMS

See ‘Access points’.

INTELLECTUAL

PROPERTY

The author of a record has certain rights,
such as copyright. Even if they do not own
the records, they may still own those
rights. If they are employed by an
organisation when they create the record,
that organisation may own these
‘intellectual property’ rights. When they
die, their heirs may receive the intellectual
property rights, which expire after a
certain number of years. Although records
may be in the custody of a repository, the
archivists do not own the intellectual
property.

INTERPRETATION

This is the act of reading a record,
thinking about its context and forming
opinions about the contents of the record.

ITEM

These are cards kept in a reading room to
allow readers to find records. They aren’t
used very often any more, as most reThis is
the lowest level of description in archival
catalogues. Whereas a file contains several
items, an item is indivisible and usually
relates to an individual occurrence of a
particular activity. For example a letter,
even if it has several pages, is an
item.positories have archival catalogues, on
paper and/or online.

KEW

See ‘National Archives, The’

KEYWORD

A keyword is a word used to search a
catalogue, if you choose not to browse the
hierarchy. Depending on the word you
search for, this can give many search results
– sometimes too many! You might choose
to carry out an ‘advanced search’ and add
dates etc. to limit the number of results you
receive.

LEAF

A leaf is a sheet of paper or parchment. If a
leaf is used in a book, it may form more
than one folio and several pages.

LEGACY DATA

This refers to old finding aids. Legacy data
may still be useful, as it can add more
context to a collection. If a catalogue has
been updated, legacy data allows users to
see what has changed and judge whether
the records are still reliable.

LEVEL OF

DESCRIPTION

This refers to the position a particular
description relates to within the hierarchy
of a catalogue. These include fonds, series
and items.

LITERARY ESTATE

This is the copyright and other intellectual
rights which an author leaves behind
when they die.

LITERARY

EXECUTOR

A literary executor is somebody who looks

after a literary estate.

LITERARY

TRUSTEE

This is similar to a literary executor;
however, an author’s literary trustees are a
group who look after their literary estate.