IMR455 - Learning Guide Mac 2022 - Kelantan

ADMINISTRATION OF ARCHIVES
(IMR455)

OPEN DISTANCE LEARNING GUIDE:
SEMESTER MARCH – JULY 2022

Compiled By:
Noor Rahmawati Alias
UiTM Cawangan Kelantan

SCHEME OF WORK

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

Course Name/Code : Administration of Archives - IMR 455

Level : Degree
Total SLT : 120 (Equivalent to 3 credit hours)

Course Learning Outcomes

At the end of the course, students should be able to:
1. Analyze the main principles of Respect Des Fonds in the preserving the meaning, integrity and
authenticity of records in an organization (C4)
2. Discuss the basic concept and theories of archival science (A2)
3. Construct the components of an archives policy framework using related good practices (P3)

Course Description

This course is designed to provide students with an understanding of the basic concepts and principles of
archives management and identify pioneers in the field. The content of this course includes archival
legislation, policies, standards, procedures, processes and techniques of archival appraisal, acquisition,
arrangement, description, access and reference services and archival out-reach program.

Recommended Text

1. Bruce William Dearstyne, Leading and Managing Archives and Records Programs, 1 ed, Neal Schuman
Pub, 2008, ISBN: 1555706150

2. Gregory S. Hunter, Developing and Maintaining Practical Archives, 2 ed, Neal Schuman Pub, 2003,
ISBN: 9781555704674

3. Jeannette Allis Bastian,Ben Alexander, Community Archives, 1 ed, Facet Publishing, 2009, ISBN:
1856046397

References

1. Caroline M. Williams, Managing archives, Chandos Pub, 2006, ISBN: 9781843341123
2. Michael Cook, The Management of Information from Archives, Aldershot, Hants, England ; Brookfield,

Vt., U.S.A. :Gower, 1986, ISBN: 0566035049
3. Richard J. Cox, Archives and Archivists in the Information Age, Neal Schuman Pub, 2005, ISBN:

9781555705305
4. Richard J. Cox, Closing an Era, Greenwood Publishing Group, 2000, ISBN: 9780313313318
5. Barbara Lazenby Craig, Archival Appraisal, Walter de Gruyter, 2004, ISBN: 3598115385
6. Bruce William Dearstyne, Leading and Managing Archives and Records Programs, Neal Schuman Pub,

2008, ISBN: 1555706150
7. Frank Bernard Evans, The History of archives administration, UNESCO, 1979, ISBN: 9231016466
8. John Feather, Managing Preservation for Libraries and Archives, Gower Publishing, Ltd., 2004, ISBN:

0754607054
9. Helen Forde, Preserving Archives, Facet Pub, 2007, ISBN: 1856045773

10. IRMT, Managing archives : A procedures manual, International Records Management Trust., 1999, ISBN:
n/a

11. Timothy Padfield, Copyright for Archivists and Users of Archives, 4 ed, Library Assn Pub Limited, 2004,
ISBN: 1856045129

12. Margaret Procter, Michael Cook, Manual of Archival Description, Gower Publishing Company, 2000,
ISBN: 9780566082580

13. Marisol Ramos, Alm Ortega, Building a successful archival programme, Chandos Pub, 2006, ISBN:
9781843341758

14. Shepherd, E, Archives and archivists in 20th century England, Ashgate Pub.,, 2009, ISBN: 0754681920
15. Caroline M. Williams, Managing archives, Chandos Pub, 2006, ISBN: 1843341123

Syllabus Content

WEEK CHAPTER COVER ACTIVITIES

1 Introduction to the subject Assessment
• Course learning outcome handout
• Entrance and exit survey (11-24 Oct2021)
• Assessment guidelines Knowledge
sharing: Group task
2 1.0 Introduction to archives administration. on “Development
1.1 Definition of archives
1.1.1 Materials administration in
1.1.2 Building various countries”
1.1.3 Institution
Group discussion
1.2 Historical development of archives administration

1.2.1 Ancient Archives

1.2.2 The Dark Ages

1.2.3 The Middle Ages Archives

3 1.2.4 Renaissance
1.2.5 The French Revolution

1.2.6 Modern Archives

2.0 Archival theories and principles
2.1 Principles
2.1.1 Respect des fonds
2.1.1.1 Provenance
2.1.1.2 Sanctity of original order.

4 2.2 Theorist
2.2.1 S. Muller
2.2.2 Hillary Jenkinson
2.2.3 T. R. Schellenberg

3.0 Archives professional bodies andprofessional ethics Submission of

5 3.1 Archives professional bodies individual

3.1.1 International Councilon Archives (ICA) assignment

3.1.2 Southeast Asian Regional Branch of

International Council on Archives (SARBICA)

6 4.0 Legislation governing archivesadministration in
Malaysia.
4.1 National Archives Act 2003 - Administration ofArchives
(Part V)

5.0 Roles of archives and manuscripts. Video & Mind
7 5.1 Values Map –Group

5.2 Characteristics and types of archives Discussion

5.3 The importance of archives and manuscripts

6.0 Managing archives.

6.1 Appraisal and disposal

6.2 Acquisition

8 6.2.1 Developing anacquisition policy

6.2.2 Factors influencingacquisition

6.2.3 Methods of acquisition

6.3 Accessioning

6.3.1 Receiving archival materials

6.3.2 Processing accession

6.3.3 Accessing and receipt of material from non-

9 government source
6.3.4 Accession copies

6.4 Arrangement and description

6.4.1 Basic principles and concepts

6.5 Access and reference services.

6.5.1 Legal considerations, policies and procedures

6.5.1.1 Managing the reference area

6.5.1.2 Reference rules
10 6.5.1.3 Finding aids

6.5.1.4 Ordering and producing archival

materials
6.5.1.5 Managing restricted archives

11 6.5.2 Advocacy and outreach Video / Mind Map
6.5.2.1 Publications –Group

6.5.2.2 Exhibitions Discussion

6.5.2.3 User education

12 Final project consultation

(Submission of group assignment 1(Virtual visit report))

13 Revision and discussion cover all chapters
(Submission of group assignment 2 (Finding aids project)

Synchronous

14 FINAL TEST/ PRESENTATION online

examination

Administration of Archives

IMR455 - ASSESSMENT/ COURSEWORK PERCENT
COURSE WORK AGE

FINAL TEST 30%
Date/Day/Time/Venue: To be informed (Week 14)

INDIVIDUAL ASSIGNMENT

1. Students need to choose ONE (1) article related to the archives 10%
administration with the range of year 2012 - 2022

2. Students need to consult the lecturer for the approval.
3. Summarize the article using latest format of summary with the guidelines below:

Guidelines:

• Objective
• Discussion
• Significance to archives administration
• Conclusion
• References
• Appendix

GROUP ASSIGNMENT (1)

VIRTUAL VISIT 30%

1.0 INTRODUCTION
There are many different kinds of archives repositories such as National Archives, State
Archives, Local Government Archives, Business Archives, School Archives, family and
individual archives and many more. Each archive has its own role in administering archival
materials, which depend on its legislative or regulatory. The responsibilities of and services
offered also will vary according to legislative context.

2.0 THE PROJECT

1. Students need to do virtual visit to any PUBLIC ARCHIVES website (except

archives in Malaysia)
2. Students need to study thoroughly and evaluate each of archives’ activities

3. Students need to prepare a written report and the evaluation and preparation ofreport

must be based on the guideline given.

Guidelines / Table of content

1. Introduction
2. List of activities / topic

i. Acquisition and collection
ii. Appraisal and disposal
iii. Accessioning
iv. Arrangement and description
v. Preservation and storage
vi. Access and reference service
vii. Outreach activities

JANN MARCH_JULY2022

Administration of Archives

3. SWOT analysis 30%
4. Conclusion
5. Appendix
6. APA References (Minimum 10 reliable sources)

3.0 RECOMMENDATION
Students are advisable to refer to any reliable sources to get more information in completing
this assignment.

4.0 REQUIREMENTS
1. Group members (maximum 4 or 5 person per group)
2. 15 to 20 pages long
3. Font type: Times New Roman

5.0 VIDEO PRESENTATION & SUBMISSION
1. Students are required to present the group project through video presentation.
2. The duration of video presentation should be 5-7 minutes.
3. Submission is on week 12

GROUP ASSIGNMENT (2)

THEMATIC FINDING AIDS PROJECT (HISTORICAL EVENTS IN
MALAYSIA)

1.0 INTRODUCTION

There are many different types of archives. Archives are the collections of documents,
which people in the past have produced and which archivists now preserve. Archives
could be official documents like laws or records from court cases.

2.0 THE PROJECT

The theme for this semester is Historical Events in Malaysia. Students need to choose
a specific topic related to the theme.

Students need to visit to the Online Finding Aids (OFA) of National Archives of
Malaysia (http://ofa.arkib.gov.my/portal/index.php/en/) to find any suitable references
on the related topic such as newspapers, magazines, photographs, films, people’s
personal letters, maps, diaries, even their bills. Students need to prepare a finding aids
based on the relevant archival materials. Evaluation and preparation of work must be
based on the guideline given.

Guidelines / Table of content

1. Explanatory notes
2. Abbreviations
3. Introduction
4. Chapter
(*Students are required to create at least five topics based on the topic chosen)For
example:

o Chapter 1: History (before event)
o Chapter 2: During event
o Chapter 3: After event
o Chapter 4: Ceremonies
o Chapter 5: Notable individual
5. Conclusion
6. List of Archival Materials (Archival sources, minimum 15 sources)
7. List of figures

Administration of Archives

8. Indexes

9. APA References (Minimum 15 reliable sources)

10. Explanatory notes

11. Abbreviations

12. Introduction

13. Chapter

(*Students are required to create at least five topics based on the topic chosen)For

example:
o Chapter 1: History (before event)
o Chapter 2: During event
o Chapter 3: After event
o Chapter 4: Ceremonies
o Chapter 5: Notable individual

14. Conclusion
15. List of Archival Materials (Archival sources, minimum 15 sources)

16. List of figures

17. Indexes

18. APA References (Minimum 15 reliable sources)

3.0 RECOMMENDATION

Students are advisable to refer to any reliable sources to get more information in
developing this thematic finding aid. Captioning and accession number should be
provided for every figure (picture, maps, drawing etc).

4.0 REQUIREMENTS

1. Group members (maximum 4 or 5 person per group)
2. 20-30 pages long
3. Font type: Times New Roman/ Size: 12 (body) 14 (Heading)
4. Spacing: 1.5

5. Printing in hardcover book format (if necessary, please consult with your
lecturer)

6. Ouriginal report not more than 30% (Submission of report is compulsory)

5.0 VIDEO PRESENTATION
1. Students are required to present the group project through video

presentation.
2. The duration of video presentation should be 5-7 minutes.

6.0 SUBMISSION 100%
1. The finding aids book need to be submitted in both hardcopy (if
necessary) and softcopy(Flip.book and pdf format).
2. Students need to prepare one (1) info graphic poster (A1 size) related tothe

final project (Softcopy and hardcopy). The contents of the poster include:
• Main chapters and explanation of the project
• Pictures of group members
• Group details (Semester, lecturer etc)

3. Any other related/ necessary information is welcome
TOTAL

RESOURCE PERSON: JANNATUL IZA BINTI AHMAD KAMAL (Email: [email protected])

Lecturer-in -charge (Kelantan) : Mdm Noor Rahmawati Alias (Email: [email protected]

JANN MARCH_JULY2022